Guide to Accessing TransportTracking Application Reports
If you have one of the following permissions, you have access to a page that allows you to generate historical, statistical, and master reports that are specific to the TransportTracking™ application.
If you do not have all 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 categories on the Report Selection page. Click the plus sign beside a category and a subcategory to display the report names. Then, click a report name to begin generating the report.
The following is an alphabetical listing of the reports, displaying the categories and subcategories under which they are listed. 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>subcategory. . . |
Activity Detail by Job Number | Transport>Requestor |
Assist Jobs | Transport>Employee |
Cancellation Activity Detail by Job Number | Transport>Requestor |
Completed Requests by Day of the Week and Cost Center | Transport>Requestor |
Completed Requests by Hour of Day and Cost Center | Transport>Requestor |
Cost Center Response/Transport Summary | Transport>Requestor |
Demand, Supply, Response Key Indicators | Transport>Requestor |
Discharge Wait Time | Transport>Requestor |
Employee Audit | Transport>Employee |
Employee Performance | Transport>Employee |
Future Appointments | Transport>Requestor |
Item Listing | Transport>Master |
Mini-Task Tracker | Transport>Requestor |
Mode of Travel | Transport>Master |
Mode of Travel Frequency | Transport>Requestor |
On Time Arrival Report | Transport>Requestor |
Notification History | Transport>Master |
Receivers Delay and Cancellations | Transport>Requestor |
Receivers On Demand Wait Time | Transport>Requestor |
Requests by Hour of Day | Transport>Requestor |
Response Time Exceptions | Transport>Requestor |
Round Trip | Transport>Requestor |
Score Card | Transport>Requestor |
Senders Delay and Cancellations | Transport>Requestor |
Senders on Demand Wait Time | Transport>Requestor |
Staff Analysis | Transport>Employee |
Transport Priority Change | Transport>Master |
Transporter Delay Analysis | Transport>Employee |
Transporter Delays | Transport>Requestor |
Transports by Response and Transport Time | Transport>Requestor |
Transport Travel Requirements | Transport>Master |
Volume by Cost Center | Transport>Requestor |
Generating a TransportTracking™ Application Historical or Master Report
About
TransportTracking™ application historical reports provide information on employee performance and activity, transport job activity, transport job delays and cancellations, and mini tasks. TransportTracking™ application master reports provide information about items that can be transported (such as blood samples), modes of travel (such as wheelchairs), or travel requirements (such as oxygen or IV poles). If you have one of the permissions listed below, you have access to a page that allows you to generate historical or master reports for the TransportTracking™ application.
Note: For many reports, you can view only data that is within the units and clusters in your membership. If a report displays both transport job and transporter (employee) information, then your membership applies first to the units and clusters that are associated with the transport jobs. The units and clusters associated with the transporters are secondary in this case. Before you can run any report, the administrator must set your membership in the Admin Tool or Admin > Settings > Capacity Management component.
Time intervals on reports are in minutes.
Permissions Required
If you do not have all of the following permissions, then some of the reports will not be available to you.
Access Application Level HIPAA Audit Data (gives access to HIPAA reports)
Run Any Reports, Including Those That Reveal Patient Information
Run Only Reports That Do Not Reveal Patient Information
Run Master Reports
To Generate a TransportTracking™ Application Historical or Master Report:
On the Report Selection page, click the plus sign (+) next to TransportTracking™ and then click the plus sign (+) next to Employee, Requester, or Master to display the available reports.
Click the name of the report that you want to generate to display a page for selecting report criteria.
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.
Note: 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.
Select from the following criteria. Criteria that is available to select differs from report to report. Click the links below for definitions of each criterion.
Note: When running reports for a TransportTracking employee that performs transport jobs at more than one campus using the Campus Select feature, you must run the reports from the campus that contains the Base Unit/Location found in the user’s profile.
Reports that are based on specific Units or Locations will always be run using the Campus that contains the units/locations.
Reports that are based on PATIENTS will always be run using the Campus of the patient’s visit.
HIPAA Report Criteria Options
Campus | Job Type |
Completion Date | Location (Origin and Destination) |
Completion Time |
|
Cost Center | Origin and Destination |
Cost Center (Origin and Destination) | Patient |
| Patient Last and First Name |
Date and Time Range for Response Time Exceptions |
|
Date Range | Print Subtotals Only |
Date Range and Time Range | Reason Code |
Day of the Week | Response Time Goal |
Group by | Sort By |
| Standard Response Minutes |
Employee | Standard Transport Minutes |
Exclude Rescheduled Job or Cancelled Job | Summary Only |
Goal Dispatched Per Hour | Time Interval |
| Transporters |
Job Number | Show Events |
Job Number Range |
|
Notification History
If you are generating the Notification History report, select the following criteria.
Date Range—To include only notifications that were sent within a certain date and time range, in the From and To boxes, click the calendar icons, select a beginning and end date for the range, then select the start and end times. For example, to include only notifications that were sent from September 1 through September 30, 2010, between 8:00 AM to 4:00 PM, in the From box, select September 1, 2010 and in the To box, select September 30, 2010. In the list next to the From box, select 08:00 AM. In the list next to the To box, select 04:00 PM.
Recipient — You can include only data about messages sent to certain employees or supervisors. If you do not select any names, all recipients associated with the selected campus will be included on the report.
To select recipient names:
Click the magnifying glass icon next to the Recipient list.
To narrow the list of recipients, in the User Attribute list, select First Name or Last Name. In the Filter String box, type part of the recipient's first or last name, and then click Go.
Select the check boxes for the recipients whom you want to include on the report OR to include all recipients who appear on the list currently, select the check box in the title bar.
Click Selected Recipients to close the Search Recipients window and place the selected names in the Recipient box on the Report Criteria page.
To return to having all recipients in the campus who are within your membership included in the report, click the restore icon next to the Recipient box.
Event Category Type — To include only certain events on the report such as notifications that employees canceled jobs (Notification-Employee Canceled Job), select the event category names. To select multiple names, press and hold the CTRL key, and then click the names. If you do not select any event categories, all of them will be included on the report.
Sort by—The list of records on the report can be sorted in ascending or descending order by:
Date Sent—In chronological order, by date and time that the message was sent.
Employee—Alphabetically, by last name of the employee whom the message concerns.
Recipient —Alphabetically, by last name of the employee or supervisor who received the message.
Bed ID—In numeric order, by the IVR ID number of the bed.
Type—Alphabetically by the type of message (such as Notification-Employee Canceled Job).
In the Sort by list, select one of the options above, and then select Ascending or Descending.
Assist Jobs
If you are generating the Assist Jobs report, select the following criteria:
Employee—To include only jobs for which certain employees (transporters) were primary or assisting transporters, select the employee names. If you do not select any employees, all employees associated with the selected campus will be included on the report. If you are going to enter a job number in the Job Number box, then either select only the employees who worked on or assisted with that job or select no employees. Otherwise, the report will be blank. Only employees or supervisors who have Transporter Workflow permissions can be selected.
To select employee names:
In the Search by section, select Employee to search for individual employees to include on the report. Select Employee Category to display a list of employee categories to include on the report.
If you selected Employee Category in the Search by section, a list appears in the Employee Category box. Click the category you want to include on the report (such as Bed Cleaners-Campus A). To select multiple categories, press and hold the CTRL key and click the categories. If you do not select any names, all employees will be included on the report.
If you selected Employee in the Search by area, click the magnifying glass icon next to the Employee box to display a list of employees on the Search Employees window. Note: Only employees associated with the selected campus appear on the list.
To narrow the list of employees, in the User Attribute list, select First Name or Last Name. In the Filter String box, type part of the employee's first or last name, and then click Go.
Select the check boxes for the employees whom you want to include on the report OR to include all employees who appear on the list currently, select the check box in the title bar.
Click Selected Employees to close the Search Employees window and place the selected employee names in the Employee box on the Report Criteria page.
To return to having all employees in the campus who are within your membership included in the report, click the restore icon next to the Employee box.
Patients—The report can be limited to patient transport jobs that involved specific patients and where more than one employee was assigned at the same time. If you select specific patient names, only jobs related to those patients will appear on the report. For example, the report will include only jobs to transport those patients from one location to another. If you already selected specific employees, then select only patients associated with jobs that those employees worked on or assisted with. If you are going to enter a job number in the Job Number box, then either select only the patient who was associated with that job or select no patients. Otherwise, the report will be blank.
To select specific patients to include on the report:
Click the magnifying glass icon next to the Patient box to display the Search Patients window.
To search for a specific patient:
In the Patient Attribute list, select Patient Number, First Name or Last Name.
In the Filter String box, type the first few characters of the patient's identification number, first name, or last name (depending on what you selected in Step 2a).
Click Go to display a list of patients whose numbers or names begin with those characters.
To clear the Patient Attribute list and Filter String box, click Clear.
If there is more than one page of names, click the numbers or the >> at the top or bottom of the window to display additional names.
Patients who have had multiple visits can appear in search results multiple times. To ensure that you are selecting a patient row for the appropriate patient visit, view the Visit Number, Admit Date, and Discharge Date columns.
Select the check boxes for the patients who should be included in the report, and then click Selected Patients to place those names on the Report Criteria page.
If you wish to return to having all patients included on the report, click the restore icon.
Job Number—To include data about only one specific transport job, type the job number in this box. If you have already selected specific employees and a patient, then type a number only for a job associated with that patient and which the selected employees worked on or assisted with. Otherwise, the report will be blank. Only cancelled or completed jobs with origins or destinations within your membership can appear on the report. Enter a number for a job that meets those criteria.
Cost Center—If the report should include only jobs that started in a certain cost center and ended in a certain cost center, then select those cost centers. If you have already selected specific employee and patient names or entered a job number, then either select no cost centers or select cost centers where jobs that were associated with those patients and employees, or that had that job number, began and ended. Otherwise the report will be blank. To select the cost center where jobs began, in the Origin list, click a cost center. To select the cost center where jobs ended, in the Destination list, click a cost center. To select multiple cost centers in one list, press and hold the CTRL key, and then click the cost centers. The report parameters section at the beginning of the report will show that all cost centers that were selected by you are included. The report parameters will not list each cost center individually.
Summary View—If you want to print the Grand Totals along with the report details, select Summary View. If you only want to print a summary snapshot without any details, select Yes in the Summary Only section.
If you are generating the Equipment Return Job report, select the following criteria.
Equipment Return Job
Date Range and Time Period—You may choose to include only equipment return jobs that were requested 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 equipment return jobs that were requested within this date range and this time period within the date range will appear on the report.
Employee—To include only equipment return jobs that were requested by certain employees (transporters), select the employee names. If you do not select any employees, all employees with Transporter Workflow permissions who are associated with the selected campus will be included on the report. Only employees or supervisors who have Transporter Workflow permissions can be selected.
To select employee names:
In the Search by section, select Employee to search for individual employees to include on the report. Select Employee Category to display a list of employee categories to include on the report.
If you selected Employee Category in the Search by section, a list appears in the Employee Category box. Click the category you want to include on the report (such as Bed Cleaners-Campus A). To select multiple categories, press and hold the CTRL key and click the categories. If you do not select any names, all employees will be included on the report.
If you selected Employee in the Search by area, click the magnifying glass icon next to the Employee box to display a list of employees on the Search Employees window.
Note: Only employees associated with the selected campus appear on the list.
To narrow the list of employees, in the User Attribute list, select First Name or Last Name. In the Filter String box, type part of the employee's first or last name, and then click Go.
Select the check boxes for the employees whom you want to include on the report OR to include all employees who appear on the list currently, select the check box in the title bar.
Click Selected Employees to close the Search Employees window and place the selected employee names in the Employee box on the Report Criteria page.
To return to having all employees in the campus who are within your membership included in the report, click the restore icon next to the Employee box.
Patients—The report can be limited to equipment return jobs that were requested after completed patient transport jobs involving specific patients. If you select specific patient names, only equipment return jobs related to those patients' completed transport jobs will appear on the report. If you already selected specific employees, then select only patients associated with jobs that those employees worked on. Otherwise, the report will be blank.
To select patient names:
Click the magnifying glass icon next to the Patient box to display the Search Patients window.
To search for a specific patient:
In the Patient Attribute list, select Patient Number, First Name or Last Name.
In the Filter String box, type the first few characters of the patient's identification number, first name, or last name (depending on what you selected in Step 2a).
Click Go to display a list of patients whose numbers or names begin with those characters.
To clear the Patient Attribute list and Filter String box, click Clear.
If there is more than one page of names, click the numbers or the >> at the top or bottom of the window to display additional names.
Patients who have had multiple visits can appear in search results multiple times. To ensure that you are selecting a patient row for the appropriate patient visit, view the Visit Number, Admit Date, and Discharge Date columns.
Select the check boxes for the patients who should be included in the report, and then click Selected Patients to place those names on the Report Criteria page.
If you wish to return to having all patients included on the report, click the restore icon.
If you are generating the Activity Detail by Job Number or Cancellation Activity Detail by Job Number report, then select to include or exclude Protected Health Information (PHI). Select Yes to include PHI and No to exclude it. (On the report, a line will appear in place of the excluded PHI.) It is helpful to exclude PHI if you are sharing the report with others who need to see the data, but should not see personal information about individual patients.
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 a formatted .xls file that can be opened in Microsoft Excel. For some reports, the Microsoft Excel (Unformatted) option is also available. (See below.) If you would like to perform your own calculations and analysis in Microsoft® Excel, then Microsoft Excel (Unformatted) is a good option.
Microsoft Excel (Unformatted)—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. This option is only available for the Notification History, Activity Detail by Job Number, Transporter Delay Analysis, and Transporter Delay reports. If the Summary View? option is available, you must select No for that option to make the Microsoft Excel (Unformatted) option available.
Rich Text Format—To generate the report as an .rtf file that can be opened in Microsoft Word. This option is not available for the Activity Detail by Job Number report or the Equipment Return Job report.
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.
Generating The Demand, Supply, Response, Key Indicators Report
Database - Where Your Facility's Data Is Stored
Production - Data that is stored in the production database (this is your current data).
Use when live up-to-the-minute data is needed.
Contains the data from the current time and for the past number of days as defined in Archive Management. This is typically 7 days but may range between 1 and 30 days. If you do not know the number of days, your TeleTracking System Administrator should be able to assist.
Archive - Data that is stored in the archive database (this is your older data).
Does not capture data for the current day.
Users can access reports as far back as the go-live date.
Campus
Campus Drop-Down
Defaults to your campus. The only exception is if you have access to multiple campuses. 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.
Date & Time
Date Time Range
Click on the Calendar Icon to select the needed dates.
The system defaults to the entire day however, you may want to isolate specific shifts if you are trying to investigate issues with not meeting metrics.
Output
Choose the format of the report data. Options include Adobe, Excel, or Excel Unformatted.
Run Report
Click Run Report once all fields are populated.
Analyzing The Demand, Supply, Response, Key Indicators Report
Above is an example of Demand, Supply, Response, and Key Indicators Report. We will now break down the information to learn how to read the data. The report is organized into Employee Dispatch Statistics and Trip Request Statistics. The Best Practice Metrics are denoted with an *.
Employee Dispatch Statistics
Total Number of Dispatches - Total number of times employees entered any Dispatched status for the selected date and time range.
# Dispatches Cancelled/Rescheduled - The total number of employees who were in any Dispatched status for jobs that were canceled or rescheduled during the selected date and time range.
Cancel/Reschedule % - Calculation: # Dispatches Canceled or Rescheduled/Total Number of Dispatches.
Average Number of Employees - Average number of employees logged in per day for date and time range.
Total Logged-in Hours - Total number of hours employees were signed in for the date and time range.
Productive Hours - Total number of hours employees were in any Dispatched or In Progress status for the date and time range.
Productive % - Calculation: Productive Hours / Total Logged in Hours.
Available Hours - Total time employees were in an Available status for date and time range.
Available % - Calculation: Avail Hours / Total Logged in Hours.
Break/Lunch Hours - Total time in hours employees were in Break, Unscheduled Break, or Lunch statuses during the selected date and time range.
Trip Request Statistics
Number of Valid Requests Completed - All jobs completed within the date and time range, excluding Completed and In Progress outliers.
# Requests Canceled/Rescheduled - Total number of transport job requests that were in a Cancelled or Rescheduled status during the selected date and time.
*Cancel/Reschedule % - Calculation: Number of Requests Cancelled or Rescheduled / Total Number of Valid Requests Completed.
Note: Best Practice Metric for % of Transport Dispatches Cancelled or Rescheduled After Dispatched.
Average Minutes to Dispatch - The average time in minutes from the start of Pending status to the start of Dispatched status for all transport jobs within the date and time range, excluding Completed and In Progress outliers.
*Average Response In Minutes - The average time in minutes from the start of Pending status to the start of In Progress status for all transport jobs within the date and time range, excluding Completed and In Progress outliers.
Note: Best Practice Metric for Transport Response Time Pending to In-Progress.
Standard Deviation (Average Response) - The standard deviation of Pending to In Progress average for all transport jobs within the date and time range, excluding Completed and In Progress outliers.
*Average Completed in Minutes - The average time in minutes from the start of Pending status to the start of Completed status for all transport jobs within the date and time range, excluding Completed and In Progress outliers and rescheduled and canceled transport jobs.
Note: Best Practice Metric for Transport Job Time Pending to Complete.
Standard Deviation (Average Completed) - The standard deviation of Pending-to-Completed status for all transport jobs within the date and time range, excluding Completed and In Progress outliers and rescheduled and canceled transport jobs.