Bevan Data Process Instructions
Introduction
PCIT have optimised the process for reporting data for Bevan. Instead of transposing multiple values from SystmOne units, this process has been simplified to just running 8 searches and then importing the data from these into a spreadsheet that PCIT have provided. The spreadsheet interrogates the data provided in these 8 searches and populates all of the report required.
Searches
The searches you need to use can be found within TPP SystmOne within the Primary Care IT - Bevan folder: The folder is then split into 2 sub folders - Bevan community and Bevan York Street Health Practice.
These are the searches:
Process
You will need to extract files form the following reports:
- *REGION* new arrivals *date*
- Had an appointment at the surgery *date*
- IA health assessments done *date*
- New arrivals *date* HCV test done
- New arrivals *date* HIV test done
- *date* arrivals required referral after assessment
- *date* arrivals with safeguarding concerns
- Seen by OT role in *date* and in hotel
Data Extraction Process
*For each search, follow the steps below. It's essential to select breakdown options in the correct order to ensure compatibility with the PCIT spreadsheet.*
* REGION* new arrivals *date*
Run the report within the correct quarter then right click and select breakdown report.
Select 'Postcode' under 'Demographics'
As well as 'Registration date' under 'Registration'
Once selected click refresh and the breakdown data will be available on the right hand side of the screen. The breakdown will also automatically show you the patient count. Right click on the data and select table and open as CV. This will export the data into a excel spreadsheet which you will then need to copy into the PCIT spreadsheet under the data dump new arrivals tab. This will automatically generate the correct data into the overview spreadsheet.
Had an appointment at the surgery *date*
Run the report within the correct quarter then right click and select breakdown report.
Select Appointment flags and rota type under the appointment section under the 'zjoin Had an appointment at the surgery' search.
Click Refresh, then export and copy the data into the data dump- had appt at surgery tab.
IA health assessments done *date*
Run the report within the correct quarter then right click and select breakdown report.
Select 'Registration date' under the 'Registration' section.
Under the Total IA health assessment search select 'Event date' under the 'Event Details' section.
Click Refresh, then export and copy the data into the Data dump- IA Health assessment tab.
New arrivals *date* HCV test done
Run the report within the correct quarter then right click and select breakdown report.
Under the 'zjoin HCV test done' search select 'Read code' under the 'Coded Entries' section and 'Event date' under 'Event Details'.
Next select 'Registration date' under the new arrivals search under the 'Registration' category.
Click Refresh, then export and copy the data into the data dump- New arrivals Hep C tab.
New arrivals *date* HIV test done
Run the report within the correct quarter then right click and select breakdown report.
Follow the same breakdown steps as above for HCV.
Click Refresh, then export and copy the data into the data dump- New arrivals HIV tab.
*date* arrivals required referral after assessment
Run the report within the correct quarter then right click and select breakdown report.
Under the 'zjoin Required referral after assessment' select 'Read code' under 'Coded Entries' and 'Event date' under 'Event Details'.
Then under 'arrivals required referral after assessment' select 'Registration date' on the 'Registration' category.
Click Refresh, then export and copy the data into the data dump- Required referral.
*date* arrivals seen by Wellbeing team
This search must be created and run manually by your team, as it relies on specific staff members within your practice. Once run, input the relevant figures into the corresponding section of the PCIT spreadsheet.
*date* arrivals with safeguarding concerns
Run the report within the correct quarter then right click and select breakdown report.
Select 'Read code' under 'Coded Entries' and 'Event date' under 'Event Details', under the 'zjoin Safeguarding concern' search.
Then under 'arrivals with safeguarding concerns' select 'Registration date' on the 'Registration' category.
Click Refresh, then export and copy the data into the data dump- Safeguarding tab.
Seen by OT role in *date* and in hotel
Run the report within the correct quarter then right click and select breakdown report.
For this search select 'Event date' under 'Event details' and 'Registration date' under 'Registration' section.
Click Refresh, then export and copy the data into the data dump- Seen by OT tab.
Prepare the spreadsheet for the new month
Open the spreadsheet
Locate the file PCIT Bevan Pilot amended reporting requirements 24 25 (Bfd).
This will look like this:
Overview of the spreadsheet
The spreadsheet is built in a way that the "Overview 2425" and "Additional reporting 2425" tabs have information that is automatically populated by information that you have extracted directly from TPP SystmOne. The seven files you have extracted the data from are added to the tabs marked "Data Dump" and then the spreadsheet automatically calculates the information in the other tabs.
Fix the previous months data
Because data will have changed since the last month, unless the data that was extracted last month is fixed (turned into fixed values rather than remaining as a calculation) it will be affected by a new import of data into the spreadsheet. To do this, follow the steps:
Select the previous months data in rows 5 to 22, in the example shown below we have done this for September:
Right hand mouse click and select "Copy":
Then right hand mouse click again (on the same selection that is still there) and select "Paste Special"-> "Values"
This has now fixed the data as values - so any new data imported won't affect the previous months values.
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