Guide to Accessing PatientTracking Portal Application Reports

If you have the following permissions, you have access to a page that allows you to generate PatientTracking Portal® application reports.

If you do not have both of the following permissions, then some of the reports will not be available to you.

Run Any Reports, Including Those That Reveal Patient Information.
Run Only Reports That Do Not Reveal Patient Information.

The reports are listed under the PatientTracking Portal® category on the Report Selection page. Click the plus sign beside a category to display the report names. Then, click a report name to begin generating the report.

The following is an alphabetical listing of the reports. Use this guide to quickly locate a report to generate.

To locate this report. . .	On the Report Selection page, click the plus sign beside this category. . .
Assessment Scoring	PatientTracking Portal
Hand Hygiene Index	PatientTracking Portal
Patient Order History Report	PatientTracking Portal
Staff Assignment History	PatientTracking Portal

Generating a PatientTracking Portal® Application Report

About Reports

PatientTracking Portal® application reports provide information about staff member assignments, instant message senders and recipients, and patient orders.

Permissions

You must have at least one of the following permissions to generate a report. Permissions vary by report. See the report descriptions.

Run Any Reports, Including Those that Reveal Patient Information
Run Only Reports that Do Not Reveal Patient Information

To Select the Report Criteria:

On the Report Selection page, click the plus sign next to PatientTracking Portal to display the available reports.
Click one of the following to display a page for selecting report criteria:
- Assessment Scoring
- Hand Hygiene Index
- Instant Notify
- Patient Orders
- Staff Assignment History
Do one of the following. To generate a report with data that:
- Has been archived and is in the archive database, select Archive.
- Is still in the production database, select Production.
  - Important Note! If you change the database selection after selecting dates, times, and other options, the dates and times that you selected will not change. However, other options will change and you will have to re-select them.
  - Data that has been archived is available in the archive database after a database synchronization occurs. It remains in the production database until it is purged.
If you have membership in multiple campuses (for example, ABC Children's Hospital and ABC Women's Hospital), then in the Campus list, select the campus for which you wish to generate a report.
In the Date section, in the From and To boxes, select a date range for the report. Only data about staff assignment shifts, instant messages, and patient orders that were within the date range that you select will appear on the report. Click the calendar icon next to the From box and the To box, and then select a month, year, and date.
Depending on the report that you are generating, select report criteria. Click the links below for descriptions of the criteria that can be selected for each report:

Assessment Scoring

Date Range and Time Period—You may choose to include only custom column data that was entered during a certain date range and within a specific time period within that date range. Click the calendar icons next to the From box and the To box to select beginning and ending dates for the date range. (For example, select May 15, 2013 in the From box and May 22, 2013 in the To box). In the lists next to the Start and End boxes, select a beginning time (for example, 08:00) and ending time (for example, 16:59). Only custom column data that was entered in PatientTracking Portal® within this date range and this time period within the date range will appear on the report. This is helpful if you want to monitor data—such as EWS, Waterlow, or Braden scores—entered during certain shifts or time periods.
Score Type—All custom columns that were designated in the Admin Tool or Admin > Settings > Capacity Management component as score columns appear in the Score Type list. You can select one score type, such as EWS, Waterlow, or Braden. The report will show score data that was entered or displayed in that column for the patients included in the report. In earlier versions of PatientTracking Portal®, a score column could only contain a numeric value. Only PatientTracking Portal® columns that contained numeric values could be selected from the Score Type list. A score column can now contain values in numeric, text, or date format. The administrator designates which columns can be score columns. Any column that the administrator designates as a score column can be selected in the Score Type list.
Unit—Select the units that should be included on the report. Click the magnifying glass next to the Units box to display a list of units in your membership. Select the check boxes for the units that should be included on the report, and then click Select to save the selection and return to the Units box. To return to having all units in the campus included on the report, click the restore icon next to the Units box. If you do not select any units, all units associated with the selected campus will be included. Only custom column data associated with patients who have home locations in the selected units will appear on the report.
Patient—Select the patient names that should appear on the report. If you do not select any patients, all patients with home locations in the selected unit will appear on the report. Patients in any status except VisitCancelled and Outpatient can be selected.

To select patient names:

Click the magnifying glass icon.
In the Patient Attribute list, select whether to search for the patient by ADT ID, Last Name, or First Name.
In the Filter String box on the left, type text corresponding to your selection in the list (for example, if you selected Last Name, type at least part of the patient's last name).
Click Go.
In the Patient Search Results section, a list of patients matching your search criteria appears.
Patients who have had multiple visits can appear in search results multiple times. To ensure that you are selecting the row for the appropriate patient visit, view the Visit Number, Admit Date, and Discharge Date columns.
Select the check boxes corresponding to the patients who should appear on the report, and then click Selected Patients

Group By—You can group the data on the report by either unit or patient name. If you select Unit, then each unit will appear as a section on the report with custom column data about patients for the unit underneath it. Select this option if you want to monitor scores for individual units. If you select Patient, then each individual patient's name will appear as a section of the report. Select this option if you want to monitor scores for individual patients. On the unformatted .xls report, the option that you select will be the first column of the report.

Hand Hygiene Index (available only if the campus has a Hand Hygiene license from TeleTracking)

Group By — You can group the data on the report by unit, location (bed), staff type (such as physician), or user (individual staff member or physician name). If you select Unit, then each unit will appear as a section on the report with data about hand hygiene for the unit underneath it. Select this option if you want to monitor hand hygiene for individual units. If you select Location, then each location name and the associated unit will appear. Select this option if you want to monitor hand hygiene for individual beds or patient locations (for example, if patients are in isolation in certain locations). If you select Staff Type, then each staff type (such as physician) will appear as a section of the report with data under it. Select this option if you want to monitor hand hygiene for each staff type. If you select User, then each individual staff member's name will appear as a section of the report. Select this option if you want to monitor hand hygiene for individuals. Staff members can include temporary or agency employees in addition to employees who are Capacity IQ® solution users and physicians. On the unformatted .xls report, the option that you select will be the first column of the report.

Depending on the selection you made in Group by, select one of the following:

Unit—Select the units that should be included on the report. Click the magnifying glass next to the Units box to display a list of units in your membership. Select the check boxes for the units that should be included on the report, and then click Select to save the selection and return to the Units box. To return to having all units in the campus that are within your membership included on the report, click the restore icon next to the Units box. If you do not select any units, all units associated with the selected campus and to which you have membership will be included.
Location—To include only specific locations (beds), select the locations. If you do not select specific locations, all locations within the selected campus that are associated with units and clusters to which you have membership will be included on the report.

To select specific locations:

Click the magnifying glass icon next to the Location box to display the Find a Location dialog box.
In the Search Text box, type a few letters of the location name.
- Note: Only locations associated with the campus selected in the Campus list and to which you have membership can be selected. The search finds locations containing text that you type. For example, searching for out could find Outpatient Waiting Area and South Wing Office. You may include a % sign with the text that you type in the box. For example, you may type s% to find all location names that include the letter S.
To select the check boxes for all units and clusters that appear in the Units/Clusters list so that the Location Results list will include locations from all of them, select the **

Check All** check box.

If you did not select the Check All check box, then in the Units/Clusters list, select the units or clusters that should be included in the search.

Note: If necessary, use the scroll bars to move the list.

Click Click to Search to display a list of locations that match your search criteria.
In the list of possible locations in the Location Results box, click a location or press the CTRL key and then click multiple locations. (Locations listed are all within the selected units and clusters.)
Click Selected Locations to close the Find a Location dialog box.
To return to having all locations in the campus included, click the restore icon () next to the Location area on the Report Criteria page.

User—To include only hand hygiene data for specific individual users, select the user names. If you do not select any users, data for all users associated with the selected campus will be included on the report.

To Select User Names:

Click the magnifying glass icon next to the User box to display a list of users on the Search Users window.
- Note: Only users associated with the selected campus appear on the list.
To narrow the list, in the User Attribute list, select First Name or Last Name or Staff Type. In the Filter String box, type part of the user's first or last name or staff type (such as physician), and then click Go.
Select the check boxes for the users whom you want to include on the report OR, to include all users who appear on the list currently, select the check box in the title bar.
Click Selected Users to close the Search Users window and place the selected employee names in the User box on the Report Criteria page.
To return to having all users in the campus who are within your membership included in the report, click the restore icon next to the User box.

Staff Type—Click the staff type that should be included. To select multiple staff types, press and hold the CTRL key, and then click the staff types.
Date and Time Period—You may choose to include only hand-washings that were completed within a certain date range and within a certain time period within that date range. Click the calendar icons next to the From box and the To box to select beginning and ending dates for the date range. (For example, select May 15, 2013 in the From box and May 22, 2013 in the To box). In the lists next to the Start and End boxes, select a beginning time (for example, 08:00) and ending time (for example, 16:59). Only hand-washings that were completed within this date range and this time period within the date range will appear on the report. This is helpful to monitor hand hygiene compliance during certain shifts or time periods.

Patient Order History

Patient—Select the patient names that should appear on the report. You must select at least one patient.

To Select Patient Names:

Click the magnifying glass icon.
In the Patient Attribute list, select whether to search for the patient by ADT ID, Last Name, or First Name.
In the Filter String box on the left, type text corresponding to your selection in the list (for example, if you selected Last Name, type at least part of the patient's last name).
Click Go.
In the Patient Search Results section, a list of patients matching your search criteria appears.
Patients who have had multiple visits can appear in search results multiple times. To ensure that you are selecting the row for the appropriate patient visit, view the Visit Number, Admit Date, and Discharge Date columns.
Select the check boxes corresponding to the patients who should appear on the report, and then click Selected Patients

Order Type—The report can include lab orders, radiology orders, medication orders, or "other" orders. "Other" orders are clinical orders that are not lab or radiology. Select the types of orders that should be included. To select multiple types, press and hold the CTRL key, and then click the types. If you do not select anything, then all types will be included.
Summary View—You can select to display a summary view. If the summary view is selected, then one line for each order identification code will appear on the report. The most recent status date and status for each order will appear. If the summary view is NOT selected, then one line will appear for each status date and/or status change for each order. The same order identification code could appear multiple times (one time for each status change or status date). For a summary view, click Yes. For a detailed view, click No.

Staff Assignment History

Group by—Select whether the report will be grouped by unit, by staff member, or by patient. In the Group By list, click the appropriate option.
- If you need to learn information about specific units, such as which staff members were assigned to which patients within specific units, then it is helpful to group the report by unit.
- If you need to learn information about specific staff members, such as which patients within each unit staff members were assigned to, it is helpful to group the report by staff.
- If you need to learn information about specific patients, such as which staff members were assigned to a patient and when that assignment began and ended, then it is helpful to group the report by patient.

Depending on the selection you made in Group by, select one of the following:

Unit

To select Units:

Click the magnifying glass next to the Unit box. The Unit dialog appears displaying a list of units in the selected campus.
Click the check boxes for the units that should be included on the report.
Click Select to close the Unit dialog and add the names to the Unit box on the Quick Report - Staff Assignment dialog box.
To return to having all of the units in the campus included on the report, click the restore icon next to the Unit box.

Staff

To select staff members:

Click the magnifying glass next to the Staff box. The Search Staff dialog appears displaying a list of staff members who have been assigned to beds in the selected campus.
To filter the list, in User attribute, select from Last Name, First Name, or Staff Type. In the Filter String box, enter a first name, last name, or staff type, and click Go.
Select the check boxes for the staff members that should be included on the report.
Click Selected Staff to close the Search Staff dialog and add the names to the Staff box on the Staff Assignment dialog.
To return to having all of the staff members in the campus included on the report, click the restore icon next to the Staff box.

Patient

To select patients:

Click the magnifying glass next to the Patient box. The Search Patients dialog appears and displays a list of patients whose home locations were within the selected campus.
To filter the list, in the Patient attribute drop down, select from Last Name, First Name, Visit Number, Medical Record Number, or Staff Type. In the Filter String box, enter a first name, last name, medical record number, or visit number, and click Go.
Select the check boxes for the patients that should be included on the report.
Click Selected Patients to close the Search Patients dialog and add the names to the Staff box on the Staff Assignment dialog box.
To return to having all of the patients in the campus included on the report, click the restore icon next the Patient box.

Assignment Type—Select the assignment types that you want to include in the report. Assignment type, as it relates to staff assignment, is the role fulfilled by the staff member assigned to a bed. The available assignment types are based on the staff types that have been enabled in Dictionary Management for staff assignment, and any staff types that have been used previously to assign staff members to beds. If you do not select a specific Assignment Type, the report takes into account all staff assignment types while fetching the staff assignment data for the report.
Include Patient Info?—If you select Yes, then when the report is grouped by unit or staff, the report displays columns for patient name, visit number, and medical record number.

To Select the Output Type and Run the Report

In the Output list, select one of the following formats for the report:
- Adobe Acrobat—To generate the report as a .pdf file. (This format is selected by default.)
- Microsoft Excel—To generate the report as an .xls file that can be opened in

Microsoft Excel.

Microsoft Excel (Unformatted) (for Hand Hygiene Index and Assessment Scoring Only)—The Microsoft Excel (Unformatted) report output option produces an .xls file that is suitable for performing your own calculations and analysis. Data will appear in simple rows and columns and will not be totaled, grouped, or summarized.

Click Run Report.
If a security message appears at the top of the page, right-click the message bar, and then select Download File.
When you are prompted to save or open the report, do one of the following:

To save the report on a network drive or hard drive, click Save. When the Save As dialog box appears, select a location to save the report to, and then click Save.
To open the report immediately in the appropriate program, click Open.