clinical reporting contents -...

TPP 2012 - All Rights Reserved of 32 Commercial in Confidence Note: Any patient data shown in this document is fictitious 25 June 2012

Clinical Reporting

Contents Creating a Clinical Report .......................................................................................... 2

How to run a Clinical Report ...................................................................................... 20

How to join Clinical Reports ....................................................................................... 21

How to break down a Clinical Report ............................................................................ 23

Right-click options on the Clinical Reporting screen .......................................................... 24

Troubleshooting...................................................................................................... 25 ‘Show Information’ right-click option ......................................................................... 25

FAQs ................................................................................................................... 28 My patient is missing from a report, yet they meet the criteria that the report is looking for. ... 28 Why is my report not picking up test patients? ............................................................. 29 Can I report on non-Multilex/textual drugs? ................................................................. 29 I’ve created a Clinical Report but it’s picking up data that was added at other organisations, how can I restrict the report to only data entered at this organisation? ..................................... 29 How do I report on patients who do not have a specific Read code in their record? ................. 30 Is there any way to report on data entered today in Clinical Reporting? .............................. 31

These instructions are correct at the date of writing. For further assistance, consult the SystmOne Online Help.


Creating a Clinical Report 1. Navigate to the Clinical Reporting screen; this is located under the Reporting menu.

2. Select the ‘New’ button located on the left hand side of the screen (see Figure 1). This will launch the ‘Create Report’ dialog where you will need to give your report a title, place it in an appropriate category and then begin to build it.

Figure 1: Creating a new report on the Clinical Reporting screen

3. On the Create Report dialog a tree will be located on the left hand side; this contains a list of the items you can report on within SystmOne. See the tables below for a description of each item you can report on. Note: Event Details reporting options only apply to reporting options in the Clinical folder on the New Report dialog.



Demographics options

Reporting option description

Address Allows you to report on exact postcodes by selecting Matches or addresses starting with at least the first two letters of a postcode by selecting Starts with. Note: Clinical reports only search on a patient's current address and do not search correspondence-only or previous addresses.

Age Allows you to report on the patient's:

• current age

• age at event

• age at registration

• date of birth

• month of birth

• age within a Child Health age band

• date of birth between Child Health defined dates

To report on age at event, you must include an event or item with a date (e.g. report on recalls or vaccinations).

The following options apply:

1. Equals – matches the specified age exactly. So 'Equals 5 years' would include only patients who are currently 5 years and some months old, i.e. those that have had their fifth birthday but not their sixth birthday.

2. Over – every age following and including the age entered. So, 'Over 5 years' would include every patient who has had their fifth birthday.

3. Under – every age preceding the age entered. So 'Under 5 years' would include every patient who has not yet had their fifth birthday.

Between – every age in a range, including the ages entered. So 'Between 5 years and 7 years' would include patients who have had their fifth birthday but have not had their eighth birthday.

Ethnicity & Marital Status

Allows you to report on:

• patients with ethnicity Read codes which are child codes of 'ethnic groups' or 'race' (e.g. British or mixed British). Note: Only the most recently recorded ethnicity is reported on. To report on earlier ethnicity recordings use the 'Read Coded Entries' reporting wizard.

• patients with Read codes which are children of 'marital or partnership status'. Note: Only the most recently recorded marital status is reported on. To report on earlier marital status recordings use the 'Read Coded Entries' reporting wizard.

Language Allows you to report on patients with 'Language' Read codes that are children of 'Main spoken languages' or 'World languages' (e.g. English, French, German).

English speaker allows you to report on patients who are recorded as an English speaker, those who are recorded as not an English speaker and those without this information recorded.



Name Allows you to report on patients whose surname starts with a specific entry. This can be a minimum of one letter. Note: Clinical reports only search on current surnames and do not include previous or maiden names.

Sex Allows you to report on a patient's gender. You can report on a combination of patients with male, female, indeterminate or unknown genders.

Place of birth Allows you to report on patients whose place of birth matches a specific entry, e.g. if you enter "London", only patients who have London recorded as their place of birth will be returned.

Registration options


GP Allows you to report on:

• patients with a particular registered GP

• patients' usual GP matches

• a patient's registered GP at the time of an event. Note: To do this you must include an event or item with a date (e.g. report on recalls or vaccinations).

You will need to select the GPs from the F4 Directory for the above options.

You can also report on patients without a registered GP recorded.

Branch & Residential Institute

Allows you to report on a patient's:

• usual branch (it is possible to include archived branches in the report)

• residential institute

HA Allows you to report on a patient's Health Authority.

Summary Care Record

Allows you to report on whether a Summary Care Record exists for a patient.

Rural Details Allows you to report on:

• RPP mileage (Rural Practice Payments, which apply when patients live more than 3 miles from the Partnership's main surgery)

• walking units (these are credited only from the point where a General Medical Practitioner would have to leave an ordinary two-wheel drive car and walk to the patient's residence under normal winter conditions)

Registration Type

Allows you to report on patients with any combination of the following registration types:

• Registered for GMS

• Applied for GMS





• Privately registered

• Temporary residents

• Walk-in patients

• Registered for another service

• Patients without a registration type

Dispensing Allows you to report on:

• patients who have a pharmacy recorded

• whether the practice is dispensing for the patient or not

Caseload/Team Allows you to report on patients on a specific caseload or team. You can also restrict the report to a patient group.

Registration Status

Allows you to report on active, deducted or deceased patients and also registration dates and deduction dates. Note: If reporting on deceased patients you can report on the date of death and the age at death.

Safeguarding Children

Allows you to report on patients who have been on a protection plan and have safeguarding children information on their record. You can report on:

• the latest safeguarding information on their record

• their safeguarding status

• the date that the status was added

• the date that the status was removed

Organisation Group

Allows you to report on an organisation group. Choosing to run your report across an Organisation Group will bring back figures for all units in the Organisation Group. You can also choose to report over certain units within an Organisation Group you are a member of. Note: You will not see patient data for any patients returned in the report who are registered at other units in the Organisation Group and not at the unit at which you are running the report.

Medical Records

Allows you to report on when medical records were received in patient records. You can select:

• On – a single day. So 'On 01 Jan 2011' would include only data recorded on 01 Jan 2011.

• After – every day following the date entered. So 'After 01 Jan 2011' would include data recorded on or after 02 Jan 2011. It would not include data recorded on 01 Jan 2011.

• Before – every day preceding the date entered. So 'Before 01 Jan 2011' would include data recorded on or before 31 Dec 2010. It would not include data recorded on 01 Jan 2011.

• Between – every day in a date range, including the start and end date entered. So 'Between 01 Jan 2011 and 05 Jan 2011' would include data recorded on 01, 02, 03, 04, 05 Jan 2011.





Record Sharing Allows you to find patients on a certain sharing model (Old Sharing, New Sharing or Enhanced Sharing).

Allows you to report on the patient's record sharing consent for the share in and the share out. Available options are:

• Consent • Dissent • Either • Not recorded

Note: This is only applicable to patients on sharing model V3.01 DSM. For more information on sharing models, contact your PCT.

SMS Messages Allows you to report on a patient’s consent or dissent to SMS messaging.

SystmOnline Allows you to report on:

• whether the patient is registered for SystmOnline

• only active SysmOnline registrations (this will exclude patients who have had their SystmOnline registration removed)

Administration Options

Reporting Option Description

Appointments Allows you to report on booked appointment slots:

• at your organisation

• anywhere else apart from the organisation where you are running the report

• at a specific location

The Appointment Dates tab allows you to report on:

• appointment date

• appointment time

• the date the appointment was booked

• the length of time between booking the appointment and the appointment date

Allows you to report on booked appointment slots:


• anywhere else apart from the organisation where you are running the report


The Appointment Dates tab allows you to report on:





• appointment date

• appointment time

• the date the appointment was booked

• the length of time between booking the appointment and the appointment date

The Duration and Waiting Time tab allows you to report on:

• the appointment duration – the duration of the slot that the appointment is booked into

• the actual appointment duration – the time between contact started and contact ended

• the waiting time – the time before the patient was seen

Note: It is possible to report on both the calculated and absolute waiting time of an appointment. The calculated waiting time is the time between the 'arrived' time and appointment time. The absolute waiting time is the time between the 'arrived' and 'seen' times.

The Appointment Details tab allows you to report on the following; rota type (e.g. afternoon, morning), appointment status (e.g. arrived, blocked, booked) and appointment flags (e.g. confirmed/rebooked). The date parameters below can be applied to your search:





Note: To report on unused slots, use Appointment Reports located under the Reporting menu.

Visits Allows you to report on patients with a visit in the following locations:

• Here

• Anywhere

• Specific location

It is then possible to refine your report by:

• requested clinician

• assigned clinician

• date the visit was booked

• requested date of visit





• status (e.g. deleted, requested)

• whether a follow up is required (e.g. required, booked)

The date parameters below can be applied to your report:




Between – every day in a date range, including the start and end date

entered. So 'Between 01 Jan 2011 and 05 Jan 2011' would include data recorded on 01, 02, 03, 04, 05 Jan 2011.

Cases Allows you to report on patients who have a case:


• at a Service Provider Group


• everywhere other than your organisation

There are five tabs available that are explained below.

From the Case Dates tab you can report on the case date and case time.

From the Case Details tab you can report on:

• case type (e.g. Out of hours, district nurse)

• case attributes (e.g. referred from call centre)

• case priority (e.g. less urgent, urgent)

From the Case Events tab you can report on cases with:

• a 'Status event' (e.g. Started, Triaged)

• an 'Other event' (e.g. Contact Reached, Contact Unavailable)

• a specific person who recorded the event

From the Case Event Timings tab you can report on:

• the time between the events

• the Priority at the first event (e.g. urgent)

• the Priority at the second event

From the Case Outcomes tab you can report on the core activity (e.g. treated, unable to treat) and the case follow up (e.g. no follow up required, prescription issued).

The date parameters below can also be applied:

• On – a single day. So 'On 01 Jan 2011' would include only data recorded on





01 Jan 2011.




Waiting Lists Allows you to report on patients who are currently on any waiting list or patients who are currently on a specific waiting list.

You can also report on when the patients were added to the waiting lists using the date parameters below:





Child Health Options


PCT Allows you to report on the PCT that a patient is currently a member of or was a member of at birth. The PCT is selected from the F4 Directory.

Schools Allows you to report on patients at a school in the F4 Directory; this can be restricted to only report on current pupils or can also include past pupils. You can report on the school start date using these date parameters:



• Before – every day preceding the date entered. So 'Before 01 Jan 2011' would include data recorded on or before 31 Dec 2010. It would not include



Child Health Options


data recorded on 01 Jan 2011.


Treatment Centres

Allows you to report on treatment centres in the F4 directory.

You can select to report on:

• main sites where any branch sites are automatically included, or

• specified main or branch sites.

You can refine the report to include current and/or past treatment centres.

Scheduling Suspensions

Allows you to report on scheduling suspensions that are active, inactive or all scheduling suspensions.

You can report on the:

• suspension start date

• end date

• reason for scheduling suspensions (e.g. temporarily out of country)

• suspended treatment (e.g. all treatment types)

Scheduled Events

Allows you to report on any existing scheduled events booked by or at your organisation. You can report on:

• the event date

• the status (e.g. scheduled, DNA, cancelled)

• the action taken

• the location (selected from F4 Directory)

You can also apply the date parameters below:







Risk Factors Options

Reporting Option Descriptions

CHAD2 Allows you to report on CHADS2 score recommendations, using the following options:

• Relevant

• Not affected

• Score below 2

• Already on Warfarin

• Refused or unable to take Warfarin

• Should be considered for Warfarin therapy

For more information on CHADS2 please refer to CHADS2 Scoring section in F1 Help .

CVD Risk Allows you to report on whether a patient has a CVD risk value, whether there is an absolute CVD risk or whether there is an adjusted CVD risk. You can select which conditions are required, conditions to exclude and the risk factors.

To calculate the adjusted CVD risk you can cumulatively apply each factor, apply the sum, or apply the greatest only.

For more information on CVD Risk refer to the CVD Risk Calculator section in F1 Help.

QRISK2 Allows you to report on QRISK2 score. You can select the conditions required or the conditions to exclude.

For more information on QRISK2 refer to the QRISK®2 Calculator section in F1 Help.

Clinical Options


Event Dates Allows you to report on:

• an event day, e.g. Wednesday

• an event date

• an event date that was in the most recent flu vaccination period (includes current period as well)

• an event date within an interval for CHS treatment type

• the date the event was entered

• an event date within an interval of a case

You can apply the following date parameters to your report:




Clinical Options





Event Counts Allows you to report on the event duration and the matching event count (depending on what clinical items you are reporting on). Note: The event duration is only applicable to events recorded by community staff where 'Activities' have been recorded.

The following options are available:

• = – returns events that exactly match the event duration or the event count specified.

• < – returns events that are less than the event duration specified or the event count specified.

• <= – returns events that are less than or equal to the event duration specified.

• > – returns events that are greater than the event duration specified or the event count specified.

• >= – returns events that are greater than or equal to the event duration specified.

Event Staff & Location

Allows you to report on:

• who an event was authorised by (select from F4 directory)

• who an event was done by (select from F4 directory)

• where an event was recorded (e.g. here, elsewhere, specific location)

• event recorded with location type of (e.g. surgery, home of patient)

• events recorded with a consultation method of (e.g. face to face, telephone)

• events recorded with a staff type of (e.g. administrator, GP partner)

Blood Pressure

Allows you to report on whether a blood pressure reading or BP readings exist. You also have the option to only report on the latest reading. The following options are available:

• > – returns patients with systolic OR diastolic greater than values given.

• < – returns patients with systolic AND diastolic less than the values given.

Care Plans Allows you to report on whether a care plan exists, whether an active care plan exists, or report on all patients with a care plan that falls under a specific category.

You can refine the report further by reporting on:



Clinical Options


• the date the care plan was performed

• the outcome (e.g. cancelled by patient)

• the date the outcome was recorded

Note: Using 'date performed' you can either look at when the care plan was first performed, when it was ever performed, or when it was last performed. You can also include all care plans, only active care plans or just completed care plans.

Child Growth Centiles

Allows you to report on the latest child growth centile values. You can specify:

• weight

• height

• head circumference, or

• BMI

The following boundaries are available:

• > – returns patients with a centile value greater than the centile value set.

• < – returns patients with a centile value less than the centile value set.

• Between – returns patients with a centile value between the two centile values set.

Consultation Activities

This allows you to report on the consultations in a patient record. You will be able to specify consultations;

a. With a particular staff member b. Of a particular activity c. Done by a particular method e.g. Face to face d. Of a particular duration

Contraception Claims

Allows you to report on whether a patient has a contraception claim and to also report on the claim dates. The following date parameters are available:





Drug Sensitivities

Allows you to report on whether a drug sensitivity exists and also the following specifics:

• exact drugs (select from the Drug Browser)

• action group/s (select from Drug Browser)



Clinical Options


• drug names

You can refine your report to look at the drug sensitivities start date or end date using the date parameters below:





Goals Allows you to report on patients who have a goal recorded. There are two tabs available, Goal and Action Plan.

From the Goal tab, you can report on:

• the importance of a goal (1 = low, to 10 = high)

• the category of the goal (e.g. maintaining wellbeing, disease prevention/avoidance)

• the type of goal (e.g. improvement, maintain)

• the goal outcome (e.g. active, achieved, partially achieved)

• From the Action Plan tab you can report on the goal category (e.g. NHS referral, private medical referral) or the goal outcome (e.g. active, unmet, parked).

Letters Allow you to report on patients who have a letter on their patient record. You can refine your report by:

• letter type

• date the letter was sent

• The date parameters below can be applied to your report:







Clinical Options


Medication Allows you to report on whether medication exists with the option to specify exact drugs, action groups or drug name (select from the Drug browser). Note: You can also exclude specific drugs from your search. You can choose to report on either:

• all matching issues

• only the earliest matching issue

• acute issues only

• repeat issues only

• all issues

Numerics Allows you to report on whether a numeric reading exists, on a specific numeric reading or numeric readings in a specific Read code cluster. Note: For both A numeric reading exists and Numeric in Read code cluster you can choose to report on just the most recent reading. You can apply the following boundaries to your report:

• = – returns numeric readings that exactly match the numeric reading specified.

• < – returns numeric readings that are less than the numeric reading specified.

• <= – returns numeric readings that are less than or equal to the numeric reading specified.

• > – returns numeric readings that are greater than the numeric reading specified.

• >= – returns numeric readings that are greater than or equal to the numeric reading specified.

• Between – returns numeric readings between the two specified numeric readings.

• Not between – returns numeric readings that are not within the range of the specified numerics.

• Exists – returns patients that have a numeric reading within their record.

Pathology results

This allows you to report on patients who have pathology reports matched to them. You can specify to only return patients with a report that has been; filed, not filed and both filed and not filed.

Recalls Allows you to report on whether a recall exists and also the recall type (e.g. asthma). You can choose to report on the recall date, the recall date within the Child Health defined ages for recall (e.g. 18 Month Health Check) and also the recall status. You can also apply the following date parameters to your report:



• Before – every day preceding the date entered. So 'Before 01 Jan 2011' would



Clinical Options


include data recorded on or before 31 Dec 2010. It would not include data recorded on 01 Jan 2011.


Read Coded Entries

Allows you to report on whether a coded entry exists, with the option to select specific Read codes or a Read code cluster.

When reporting on Read codes and Read code clusters you can choose to report on:

• the earliest match

• the most recent match

• only new episodes

Relationships Allows you to report on whether a patient has a relationship recorded or whether they have a relationship of a certain type (e.g. adopted father, CAB Adviser).

You can also report on relationships of a certain type, with a certain name (first name/ surname/ organisation) and also with a certain age at the patient's birth.

Reminders This allows you to report on patients who have Reminders recorded in their record. You can specify to only return patients with active reminders in their record.

Repeat Templates

Allows you to report on whether a repeat template exists and whether this is for exact drugs, action groups or a particular drug name.

You can select to report on either:

• current repeat templates

• past repeat templates

• all repeat templates

• only the first repeat template for each particular drug

Note: It is also possible to exclude or include ACBS repeat templates.

You can further refine the report by specifying the following:

• the repeat template review date

• when the repeat template was last issued

• when the repeat template was first issued

• the issue count of the repeat template

• the number of issues remaining on the repeat template

The parameters below are also available:


• After – every day following the date entered. So 'After 01 Jan 2011' would



Clinical Options


include data recorded on or after 02 Jan 2011. It would not include data recorded on 01 Jan 2011.



• > – returns patients with a greater issue count/ issues remaining than the issue count/issues remaining set.

• < – returns patients with a lesser issue count/ issues remaining than the issue count/issues remaining set.

Referrals In Allows you to report on whether a referral in exists or on a referral source (e.g. GP, self-referral).

You can choose to report on new referrals, re-referrals, or both new and re-referrals and to include either all referrals or just referrals to your organisation.

There are three tabs available:

• Referral Details

• Referral Dates

• Ending Details

Note: If your unit is enabled for RTT functionality, a fourth tab will be available for RTT.

From the Referral Details tab it is possible to report on:

• Service offered (e.g. district nursing services, weekend service)

• Caseload (e.g. community nurse, health visitor)

• Reason for referral (This can be primary or secondary, e.g. cancer, surgical, diabetes)

• Referral outcome (e.g. accepted, inappropriate referral, admitted to hospital)

• Urgency (e.g. routine, urgent)

• Referrer (select from F4 directory)

• Current status (e.g. receiving care)

• Waiting time (e.g. time from referral to appointment date, time from referral to booking date, time from referral to acceptance)

• Primary diagnosis

From the Referral Dates tab it is possible to report on referral date, action date and reasons for service delay. Note: that the date of referral in may not be the same as the event date it was recorded on.

From the Ending Details tab it is possible to report on:

• discharge date



Clinical Options


• intervention type (e.g. advice and support given, condition resolved, declined treatment)

• delayed discharge reason

• length of referral

• referrals that have not ended

The parameters below are available:





• = – returns referrals which are exactly equal to either the date specified or the time specified.

• < – returns referrals that are less than either the date specified or the time specified.

• <= – returns referrals in that are less than or equal to the date specified.

• > – returns referrals in that are greater than either the date specified or time specified.

• >= – returns referrals that are greater than or equal to the date specified.

• Between – returns referrals between the times specified.

Old Referrals Out

Allows you to report on whether a referral out exists and the type of referral out, e.g. refer for consultation. You can report on the sender, the recipient and the reason for the referral out (select this from the Read code browser).

New Referrals Out

Allows you to report on whether a referral out exists or whether a referral to service/treatment has been requested (e.g. A&E, maternity, NHS Direct).

You can report on either open referrals or all referrals and look at either new referrals, re-referrals, or both new and re-referrals.

Further options are:

• who the referral was made to ( Note: You will need to report on either a GMC number, a NMC number, an organisation ID, or other ID)

• what the reason was for the referral (e.g. complex discharge, assessment, surgical)

• the urgency of the referral (e.g. routine, urgent)

• the current status of the referral (e.g. receiving care)



Clinical Options


• the outcome of the referral (e.g. accepted)

• Read code (select from Read code browser)

• type (e.g. hospital, PCT triage, community other)

Subject Access Requests

Allows you to report on patients with a subject access request in their record. There are further options to allow you to report on:

• The current status

• The requestor

• The outcome

Vaccinations Allows you to report on whether a vaccination exists and also specify the part of the vaccination (e.g. 1, 2, 3, Booster), the contents or exact vaccinations. Note: One or more contents within the same vaccination can be selected. It is also possible to select obsolete and deleted vaccination parts.

You can further refine the report to include:

• batch number and area code (e.g. Asia)

• vaccinations done under GMS

• vaccinations done under 'other' GMS

• vaccinations not done under GMS

Vaccination Consents

Allows you to report on whether a vaccination consent exists, whether content-specific consent exists (e.g. Anthrax, Cholera, Measles), or whether consent to a specific vaccination exists. Note: It is possible to select obsolete and deleted vaccination parts.

You can choose to include current and ended consents.

Vaccination Refusals

Allows you to report on whether a vaccination refusal exists, whether a content-specific refusal exists (e.g. Anthrax, Cholera, Measles) or whether a refusal to specific vaccination exists. Note: It is possible to select obsolete and deleted vaccination parts.

You can choose to include current and ended refusals.

4. Once you have finished creating your report, press Ok on the dialog.

5. You will now need to publish your report to make it available to others. To do this, right-click on the report and select ‘Publish’ and then select the appropriate radio option e.g. ‘Publish locally’ will publish it to your organisation.

Note: If you are on the Community Hospital, Acute Hospital or A&E module there will be further options specific to your unit type.



How to run a Clinical Report

1. Navigate to the Clinical Reporting screen which can be found under the Reporting menu.

2. Find the report you want to run. If you need to search for a particular report locate the ‘Search reports….’ option on the left hand side of the screen and type the name of the report into the text box on screen (see Figure 2).

Figure 2: Searching for a Clinical Report

3. Once you have located the report you wish to run, either right click and select ‘Run’ or

select the icon.

4. Whilst the report is being run it will sit under the ‘Waiting’ node on the left hand side of the screen. Once it has completed running it will be located under the ‘Completed’ node.



How to join Clinical Reports

The Clinical Reporting screen allows you to join reports to create a new report. This allows you to report on multiple criteria.

In order to join the report you will need to navigate to the ‘Report Joining’ node located in the left hand pane when creating your report (see Figure 3). Alternatively, if there are a number of reports on the Clinical Reporting screen that you wish to join, you can hold down Ctrl and use the mouse to highlight any relevant reports (see Figure 4). Selecting Join from the toolbar will launch the Create Report dialog.

Figure 3: Report Joining option on the Create Report dialog



Figure 4: Joining reports from the Clinical Reporting screen

Within this node you will find three options; Join to one report, Join to two reports and Join to more than two reports.

When joining reports there a multiple types of joins available:

• Report on patients found in both/all the selected reports

• Report on patients found in either/any of the selected reports

• Report on patients found in report one but not in report two or vice versa

• Report on patients NOT found in either/any of the selected reports

• When joining multiple reports you can choose to only report on patients found in at least a specified number of the selected reports



How to break down a Clinical Report Once you have built and run a report, you will be able to break it down. Breaking a report down allows you to display further information when viewing the results e.g. if you have run a report to find all patients who have dissented to receive SMS messages, you can select the further breakdown options for telephone number so that you can contact them to see if they would like to change their consent status to consent.

To break down a report you will need to follow these steps:

1. Find the report you wish to break down in Clinical Reporting

2. Run the report

3. Once the report has completed, right-click on the report and select Breakdown Results

4. This will take you to the screen where you will find all of the available breakdown options displayed on the left hand side of the screen. To select a breakdown option, click on the tick box displayed next to it.

5. Once you have selected all of the breakdown options you wish to view, press F5 or the Refresh button displayed at the top of the screen. The breakdown options will then be displayed in the table on the right hand side of the screen (see Figure 5).

6. These breakdown options will also display when you use the Show Patients option which is available when right-clicking on a report and selecting Show Patients.

Figure 5: Breakdown options

Please note: Any breakdown options that are selected will remain until they are changed or the report is amended.



Right-click options on the Clinical Reporting screen

Right-clicking on a report on the Clinical Reporting screen will display a menu of available right-click options (see Figure 6). Please view the table below for a description of the function of each of the right-click options.

Figure 6: Right-click options on the Clinical Reporting screen

Right-click Option Function

Run This will run the report.

Breakdown Results This will take you to the screen where you can select what breakdown options you would like to be visible on the report e.g. Registered GP (GMS).

Show Patients This will show you the list of patients found in the report.

Show Information This will show you the criteria for the report.

Amend This option allows you to amend the report. Please note that you will not be able to amend System Wide reports.

Rename This will allow you to rename the report.

Print RTF This will send the report name, details and the number of patients



Right-click Option Function

found in the report to a Microsoft Word document.

Print Diagram This prints the name, criteria and the number of patients found in the report.

Move This option allows you to change which category and/or sub-category the report falls under.

Publish This will publish the report you have created. When you select to Publish the report you will have the option to publish it either locally (only to your organisation) or to an Organisation Group that you are part of. Publishing the report to an Organisation Group will make the report available to all organisations within that Group.

Add to Favourites This will add the report to your ‘Favourites’ which are located under the Favourites node on the left hand side of the screen.

Create Patient Status Alert

This option will allow you to create a patient status alert linked to this report.

Run on Current Patient If a patient is retrieved this option will allow you to run the report specifically for the retrieved patient.

Delete This option will delete the report.

Send Information to TPP This option will send information about the report to TPP. This may be used to aid an investigation you have made with the support desk. This option should only be used when requested by TPP.

Table This allows you to output the information on screen to various file formats.

Troubleshooting

This section will help you to diagnose why a patient is or is not being included in a clinical report.

Please note: Ensure you have the patient you are querying retrieved at this stage.

‘Show Information’ right-click option

The ‘Show Information’ option will allow you to see the information that the report is looking for to allow you to ensure your patient meets all of the criteria. From the ‘Show Information’ screen you can also run the report for the patient you have retrieved, or apply the patient filter to the report.

To view the information of a report:

1. Locate it in Clinical Reporting



2. Right-click on the report and select ‘Show Information’. You will be shown the screen in Figure 7.

3. If a report is joined to other reports, then you will need to expand the joins on the Show Information screen by pressing either the ‘Expand All Joins’ button at the top of the

screen, or by selecting the option. This will display further boxes which list the criteria the patient needs to meet in order to be returned in the report.

Figure 7: Show Information of a Clinical Report

To filter the report on a particular patient:

1. Retrieve the patient you are querying

2. Select the icon on the Show Information screen and select the ‘Apply current patient filter (Now) or (End of Year) (see Figure 8).

3. On each box on the screen either ‘Patient found’ or ‘Patient not found’ will display. This will demonstrate exactly where the patient does or does not meet the criteria of the report.



Figure 8. Apply patient filter to a report

To run the report for the patient:

1. Retrieve the patient you are querying

2. Select the icon on the Show Information screen and select the Run Report for Current Patient (Now) or (End of Year) option

3. This will open a screen which will display the Complete Evaluation Output and the Failure reasons (see Figure 9).



Figure 9: Running a report for the current patient

Note: If you are having problems trying to work out why a patient is included, excluded or missing from a QOF report, it may be more helpful to view the QOF Timeline node located on the Clinical Tree in the patient record.

FAQs My patient is missing from a report, yet they meet the criteria that the report is looking for.

A number of things may be the cause of this, ensure you have checked the following:

• If you have joined multiple reports, ensure they are including the same Registration Type and Status.

• If the report is restricted to a specific date range, check that the information in the record is included within this range.

• As Clinical Reports are updated overnight, check the Date included up to… information, available on the top right-hand side of the Clinical Reporting screen. Any data added after this time will not be available in the report run that day.



Why is my report not picking up test patients?

Test patients are not returned in Clinical Reports.

Can I report on non-Multilex/textual drugs?

Yes. You can report on non-Multilex/textual drugs providing that spelling is accurate. You can only report on one non-Multilex/textual drug at a time but you may join together multiple reports that contain a non-Multilex/textual drug. See Figure 10.

Figure 10: Reporting on non-Multilex drugs

I’ve created a Clinical Report but it’s picking up data that was added at other organisations, how can I restrict the report to only data entered at this organisation?

When creating a report you can specify criteria to return results by location. You can do this by selecting Event Staff & Location from the tree (see Figure 11). For example, if you select ‘Events recorded at this unit’ the report will only return events that were recorded at the unit you are currently logged on to.



Figure 11: Reporting on events done at a particular location

How do I report on patients who do not have a specific Read code in their record?

1. Select an existing report or create a new report that returns patients with a specific Read code recorded in their Patient record. In this example we have created a report to find all patients who have an Asthma Read code recorded in their patient record.

2. Highlight the report and select Join from the menu. The Create Report dialog is launched.

3. Select the Join type to return results that exclude all patients found in the original report. In this example select the Join type labelled “Only report on patients NOT found in the ‘All patients with Asthma (Asthma)’ report” (see Figure 12).

4. The new report will then filter all patients who do not have the specified Read code in their record.

5. Also check the registration status and type are inclusive of all patients you wish to report on.



Figure 12: Reporting on patient’s who do not have a particular Read code in their record

Is there any way to report on data entered today in Clinical Reporting?

By running a report against a particular patient it is possible to obtain up-to-date information that includes data entered today. Retrieve the patient you wish to run the report against, right-click on the selected report and select Show Information. Then click the down arrow on the report box and choose Run Report For Current Patient (Now) (see Figure 13).



Figure 13: Applying a report to the current patient

If you have any further queries on the Clinical Reporting functionality, you will need to follow your usual helpdesk process.

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