9. Reports

[0] Chapter Contents

[1] Administration View | [2] Billing Tab | [3] Report Tab | [4] Tickler Tab

Table of Contents

[1] Administration View: oscarReport

Find instructions on how to enter the Administrative View in Chapter 14

QUERY BY EXAMPLE

If you know how to use (??) language, you can create your own search queries, personalizing your search of patient demographics. Similar to the Demographic Report Tool below

• Select from past saved queries by choosing from the drop down menu, then clicking "Load Query"
• You may view your query history and edit your favourite queries by clicking on the corresponding links on the upper left corner of the window

AGE/SEX REPORT

This report gives you the statistics for the number of patients in each age group and each sex for a practice.

1. There are 3 types of reports you can select: Rostered, Non-rostered, and Total
2. Click the check box beside one of the above 3 for the type of report you want to create
3. Select a provider from the drop-down menu or select ‘all providers’ if you want a report on all the doctors in the office
4. Select a begin and end date by clicking on the word links to get a calendar.
5. Clicking on a day will insert the date into the date box
6. Click ‘Create Report’ button
7. To the far left is the age range
8. Across the top give you the division between male and female
9. The #### column gives you the numeric count

• The %%%% column gives you the percentage of females or males compared to the total of that sex. Totals are across the bottom
• You can continue to create a report for each doctor by changing the doctors name and clicking ‘Create Report’ again
• You can continue to create one of the other types of reports by clicking on another type of reports and clicking the ‘Create Report’ again
• The printer button is in the upper left corner to print the reports

VISIT REPORT

This is a report to analyze the types of encounters you are doing in your practice, hospital, clinic, house call etc.

1. There are 2 types of reports you can select: Larry Kain and Visit

• Larry Kain report is a specific report of the total numbers for a clinic, broken down into clinic visits, HHS (4 Hamilton hospitals) and All other (house calls and St Josephs hospital)

• Visit Report is a much more definitive report, giving a breakdown of each doctor, nurse and grouped into teams. The people included in this report can be edited through the ‘Manage Provider List’ link on the upper right corner of the screen.

To Begin

1. Click the radio button beside one of the two types of report you want to create
2. Select a begin and end date by clicking on the word links to access a calendar
3. Clicking on a day will insert the date into the date box
4. Click the ‘Create Report’ button
5. You can continue to create one of the other types of reports by clicking on another type of report button and clicking ‘Create Report’ again

Manage Provider List For Visit Report

This gives you a complete list of all providers, past and present, drawn from the ‘Providers Records’ at the top of the Admin Screen.

1. Click on the ‘Manage Provider List’ link on the upper right corner of the screen
2. Click on the checkmark box beside each person you want on the report and in the team you want them to show up
3. When you are finished, click on the ‘Submit’ button at the bottom of the screen

PCN CATCHMENT REPORT

The PCN Catchment Report is a program written for doctors who are part of the Primary Care Reform Health payment module. This report is used as a double check to make sure patients outside of your allotted area have not been rostered in error. The patients showing on this report would have to be de-rostered and seen on a fee-for-service basis.

1. Under oscarReport click on the ‘PCN Catchment Report’ link
2. This will automatically check the database and display a report of patients with postal codes outside your perticular PCN Catchment Area only
3. The report only shows 50 patients at a time on the screen & you will need to click on the link on the upper left corner of the screen to view other pages.
4. The printer button is in the upper left corner to print the complete report

FLU BILLING REPORT

Criteria: Patient Name, DOB, phone number, sorted by physician, 65 years and older, have NOT had a flu shot as of (start date if needed each year), billing codes G590A and G591A Patient Status: of AC and UHIP, + Roster Status of RO, NR,FS, RF, PL.  Anything else taken out.

1. Click on the ‘Flu Billing Report’ link
2. Click on “Flu Billing Report” at oscarReport section
3. Select a year (it will default to search the period 2002 and 2003) and a provider you wish to generate (It is recommended not to general all Provider or it needs to take 1-2 minutes for the complete process)
4. Click Generate Report (normal wait for 30 secs)
5. The yellow patient rows mean they haven’t had a flu shot while the purple means have had a flu shot on a specific date.

OVERNIGHT BATCH ELIGIBILITY CHECKING

Use this report for a quick way to check the validity of patients' health card codes.  See Chapter 6- Health Card Version Codes for details.

SURVEILLANCE REPORT

Monitor the number of surveys being conducted with this feature.

REHAB STUDY

View the results of the Encounter Forms which have been included as a part of this research study.

Return to TOP

[2] Billing Tab

UNBILLED - BILLED - UNSETTLED - OB - FLU

All of these reports are created in the same manner, by clicking on the appropriate report type and following the directions. The explanation of each report follows the instructions.

CREATING BILLING REPORTS

From the Appointment Screen

1. From the appointment screen click on the ‘BILLING’ tab
2. Click on the button beside the type of report you want (unbilled, billed, unsettled, OB or flu)
3. Select the doctor from the drop down list
4. Click on the ‘From’ link beside the box for the begin date of the report
5. Clicking on the date will insert the begin date for the report in the box
6. Repeat with the end date for the report by clicking on the ‘To’ link
7. Click ‘CREATE REPORT’
8. To create reports for other doctors during that time period, just change the doctors name and click ‘CREATE REPORT’
9. You can bill or look at the invoice for these encounters directly from here by clicking on ‘Bill [$]’

UNBILLED REPORT

This report searches through the appointment screen for any appointments that have not been billed during a specific time period. This report is good to do about a week before the month end billing goes to the Ministry of Health to maximize the billing being submitted.

• You can bill or look at the invoice for these encounters directly from here by clicking on ‘Bill [$]’
• Or you can print the report and have the physicians bill for the encounter

BILLED REPORT

This report shows all the billing for a doctor during a specific period of time, with the ability to view and print each bill. This report is used when a doctor wants to confirm that they have billed correctly for a procedure or is uncertain if they have done the billing for a visit.

UNSETTLED REPORT

This report will give you a list of invoices that have been submitted to the Ministry of Health, but have not been paid yet. This is useful report to check if there are any outstanding invoices to follow-up and re-submit before they exceed the 6-month limit for submissions.

OB REPORT

This reports can be used by doctors querying about how much OB billing they have submitted to confirm the status of a bill (e.g. submitted or paid).

FLU REPORT

The flu report allows you to print a report to track the amount of flu shots done in the clinic for statistical reasons and for confirmation of the Ministry bonus for Primary Health Care.

Return to TOP

[3] Report Tab

This tab gives you access to various common reports used in a medical office.

EDB LIST (Estimated Date of Birth)

This report is based on the EDB date fromthe AR electronic form in the Electronic Medical Records.

1. Enter the date range in the boxes in yyyy/mm/dd order
2. Click ‘CREATE REPORT’ to get a list of all OB patient’s Estimated Date of Birth

ACTIVE PATIENT LIST

Click on the ‘Active Patient List’ hot link to produce a full report of all the active patients in the clinic, showing the patient’s name, chart number, age, sex, health card number, doctor, date joined and phone number.

DAY SHEET

1. From the drop down list, select either the desired doctor, group of doctors or ‘All Doctors’
2. Click on the From and To links to select the date range for the day sheet from the calendar. The time range of the report can be changed using the drop down menus beside the date range.
3. Click on “All appointments” for a list of every appointment within the time and date range selected. OR click “Print Day Sheet for only new appointments” for a list that only includes appointments made after the last day sheet was printed
4. This function will open the closed folder on the Appointment Screen beside each booked appointment, signifying that the Day Sheet has been printed

TABULAR-STYLE DAYSHEET

Click this hyperlink if you want a daysheet that resembles the appointment screen. If you are printing today’s tabular daysheet, appointments that have already passed will appear in the last time slot.

BAD APPOINTMENT SHEET

This report is used to find appointments that have gotten lost in the system because the start time hasn’t any time in it caused by an entry problem. This usually only happens at the time of migrating a new database into the program.

1. Select the provider & the date
2. Click on ‘Bad Appt Sheet’ hot link to create the report
3. Click on the PRINT button to print the report and search for the appointment to correct the error

PATIENT CHART LIST

1. Select the provider from the drop down list
2. Click on the ‘Patient Chart List’ hot link to produce a patient list for the selected provider

OLD PATIENT LIST

This report is a snap shot of the data base that is updated on a routine basis for the purpose of creating patient lists with an age qualifier.

1. Select the provider from the drop down list
2. Enter the age that you wish to be the lower age limit for the list (i.e. all patients will be older than the age you enter)
3. Click on the ‘Old Patient List’ hot link to produce a patient list for the selected provider

NO SHOW APPOINTMENT LIST

This report can be used to print a list of patients who did not show for their appointments. You can then use the report to send letters to patients.

1. Select the provider & the date
2. Click on the ‘No Show Appointments List’ hot link to create the report
3. Click on the PRINT button to print the report

CONSULTATION REPORT

This report gives a list of requested consultations and their status

1. Click ‘Consultation Report’ in the Report tab
2. Select the number of months from the drop-down menu
3. Select the provider from the drop-down menu
4. Click ‘UPDATE REPORT’

LABORATORY REQUISITION REPORT

1. Click ‘Laboratory Requisition Report’ link in the Report tab
2. Select the number of months from the drop-down menu
3. Select the provider from the drop-down menu
4. Click ‘UPDATE REPORT’

DEMOGRAPHIC REPORT TOOL

This is a powerful reporting tool, that allows you to select the criteria you want from the data base.  This function can be used to export ALL of one doctor’s patient data or patient data for 1 patient that can be burned to a memory storage device.

1. Click ‘Demographic Report Tool’ link in the Report tab
2. Make the desired selections based on the information you want to see in the report. The checkboxes under “Search For” should be used to select what information you wish to see in the report, and the various menus and boxes on the right are used to limit your search. For example, if you wanted the Year of Birth for every person named Joe, you would click the checkbox for Year of Birth on the left, and enter “Joe” into the First Name box on the right.
3. Under the title ‘WHERE’ you can select the following filters to the report IF NEEDED: 
   

   Age

   you can qualify a specific age or an age range

   First Name/Last Name

   you can export the data for just 1 specific patient by typing their name here (Spelling must be exact to what is in the Master Demographic file.)

   Roster Status

   you can specify here if you want to make a report of all the patients with a specific roster status. Tick off the desired one.  

   Sex

   you can specify if you just want to do a report on Male or Female patients.  

   Provider #

   This allows you to create a report for just one specific doctor  

   Patient Status

   you can select either ACTIVE patients, INACTIVE patients or if you don’t click off any, you will get both active and inactive patients.  

   Order by

    This function allows you to set what order you want the patient records displayed in. [first name, last name etc]

   Limit Results to

   allows you to set a limit on how many patient records you want in each report. 

4. Click ‘RUN QUERY’ (the report will take a little time to run, depending on the criteria selected)
5. If you wish to keep the patient list generated by the query, click ‘Save Patient Set’.  This will save the report for the next step to create a file that can be saved to a memory storage device.

• SAVE QUERY: If you want to save the query set-up with your selections for the next time you want to run this report, give it a name in the box above the SAVE QUERY button and click the SAVE QUERY button. This will then appear in the drop down beside the LOAD QUERY button at the top of the screen for future use

The remainders of these steps need to be performed by someone with Administration rights to your OSCAR site.  See Chapter 14
for further instructions.

DEMOGRAPHIC SET EDIT

If you have saved patient sets from the Demographic Report Tool, you can view the list here, as well as mark certain patients as ineligible (if you are using this list to generate names of possible study subjects).

PREVENTION REPORT

View a certain patient set’s prevention status information.

1. Select the desired Patient Set and Prevention Query.
2. Click the calendar beside the date box to select the “As of” date for the report.
3. Click ‘Submit Query’
4. Patients that are not up to date on the prevention measure you selected will have their prevention information highlighted in pink. If the patient is up to date, the data will be highlighted in green.

DEMOGRAPHIC STUDY LIST

This report gives you a list of patients in any study’s being conducted in the clinic

1. Click ‘Demographic Study List’ link in the Report tab

CHRONIC DISEASE MANAGEMENT

1. Select the Chronic Disease Management group you wish to look at from the drop down menu.
2. Click the ‘Continue’ button beside the statistic you wish to view. Your choices are:
   -Percentage of patients who met guideline
   -Percentage of patients in abnormal range
   -Frequency of relevant test being performed
3. Select the tests and guidelines you wish to see in the report, as well as the date range of the report. Click ‘Generate Report’.

WAITING LIST

1. Select the desired waiting list from the drop down menu, and click ‘Generate Report’
2. Appointments for the patients on the list can be made directly from this screen, by clicking “Make Appointment” and selecting the correct date.

FORM REPORT (BC)

The Form Reports feature will give you the ability to create study reports on any of the forms from the Encounter screen. Each form report needs to have captions added to the database field names and then the fields of the database you would like in the report selected. The current configured form reports at present are for the BC Antenatal Record, Labour and Birth Record and the Newborn Record.

1. Click on Form Report
2. Click on the desired report
3. Click on the filter limitations you would like
4. Select the desired date range with the little calendar buttons
5. Click on either the [Report in HTML] or [Report in CSV]
   

• Report in HTML for a report that will display in OSCAR
• Report in CSV for a report that will display in Excel
  
• 1 in the report means = yes; 0 in the report means = no

THE CSV REPORT

1.  If the CSV report does not automatically open in Excel, save the file to your hard drive
2. Open the Excel program
3. Click DATA & then GET EXTERNAL DATA
4. Click IMPORT TEXT FILE
5. On the FILE of TYPE dropdown and select ALL FILES
6. Find the file you saved to the hard drive & double click on it
7. Under [Original File Type] it should be clicked on [Delimited]
8. Click the NEXT button & TAB should be clicked off under [Delimiters]
9. Click the NEXT button & under [Comma Data Format] GENERAL should be checked
10. Click FINISH
    

• In the next box you want it to IMPORT DATA into EXISTING WORKSHEET
• Your report will flow into Excel in columns and rows
• You can now manipulate your data as desired
  

TO EDIT FIELDS IN THE REPORT

•  After selecting a report, click on CONFIGURATION on the upper right screen

• The column to the right are the fields of the form that are currently selected for the report

• The column to the left are fields in the selected form database that have NOT been used in the report currently

**NOTE: if you want to use any of the database fields on the left you MUST add captions to the fields or you will get an error when running the report.

ADD/EDIT CAPTION

• To edit any of the field captions, click on the ADD CAPTION text link at the bottom of the left column

• Fields that already have captions are yellow

• Type the desired heading for the field in the left hand box and click on the ADD/UPDATE button opposite the database field name

• When finished click on the BACK to the CONFIGURATION link on the upper right on the screen

SELECTING THE FIELDS FOR THE REPORT

• Select a field in the left hand column and click on the ADD button to move the database field into the right column which will be in the report

• To take field names out of the report click on the field in the right column and click on the DELETE button to move it back to the right column

CHANGE THE ORDER OF THE FIELDS IN THE REPORT

• In the same window as above

• Click on the CHANGE ORDER word link at the bottom of the right column

• Click on the tick box to the left of the field you want to move and click on the MOVE HERE button opposite where you want the field to move to

• When finished click on the BACK to the CONFIGURATION word link

ADD FIELDS FROM THE MASTER DEMOGRAPHIC AREA TO THE REPORT

• Click on the PATIENT PROFILE word link above the left column

• These are the field from the Master Demographic screen

• The captions can also be changed in these by clicking on the CAPTION word link

• To go back to the form database fields, click on the FORM word link at the top of the column

Return to TOP

[4] Tickler Tab

TICKLER REPORTS

The Tickler Reports are printed off in accordance to the routine of your office. They can be done once a week or once a month depending on the desired working routine of the office staff and when they like to make patient calls.

1. Click on the ‘Tickler’ tab
2. Select either a specific provider or all providers from the drop-down beside ‘Select Provider’
3. Select the service date range by clicking on the word ‘begin’ and ‘end’ to access the specific date required for the report
4. Select the type of report you want (active, completed or deleted) tasks from the drop-down beside the ‘move to’ box
5. Click ‘Create Report’
6. The task list can be printed to refer to as tasks are completed
7. When the requested task has been completed, put a check mark in the box beside the completed task and click on the ‘Complete’ button
8. To delete a task, where there is a duplicate etc., repeat the above and click on the ‘delete’ button
9. You can also access a patients individual ticklers through the ‘View Tickler’ link in the Encounter notes.

See Chapter 11 for more information on the Tickler System.

TIP: If you only select the END
date the report will give you all the ticklers that have not
been addressed up to that date. If you only select the
‘begin’ date and leave the ‘end’ date blank, you will get
everything in the system from the beginning date forward.

Return to TOP