Maximizing Microsoft Excel © for HIM Professionals: Improving Data Quality While Streamlining Data Analysis Michael Gera, Partner Healthcare Computer Training Group Microsoft Excel© is a copyright of the Microsoft Corporation. Quarterly Education Meeting Center For Health Affairs, Princeton, NJ September 20, 2013

Typical Uses For Microsoft Excel © In The HIM Environment Sorting Information Creating Charts and Graphs Creating Lists of Patients, Providers, Employees, etc. Quick Formulas and Calculations Tracking People And Events Departmental Budgets: Actual Vs. Expected Ad-hoc Data Analysis: Admits, Visits, Reviews, etc. And Many Other Uses….. All Very Helpful and Useful ! Microsoft Excel© is a copyright of the Microsoft Corporation.

How Many Times Have You Heard….? “We’ve got to work smarter, not harder!” Microsoft Excel© is a copyright of the Microsoft Corporation.

These Tools Actually Enable You To Work Smarter, Not Harder ! 1.Data Validation 2.Filtering 3.Reports With Subtotals & Totals 4.Pivot Tables These tools help turn raw data into Actionable Information Microsoft Excel© is a copyright of the Microsoft Corporation.

1. Why Use Data Validation ? Substantially reduces data entry errors Improves internal data validity Permits synchronization with master files One of the most underutilized features of Excel And many other reasons…. Microsoft Excel© is a copyright of the Microsoft Corporation.

Example Without Data Validation Microsoft Excel© is a copyright of the Microsoft Corporation.

Data Validation Techniques Master Table Lists Whole Numbers and Decimals Logical Values (Yes / No) Dates With and Without Formulas Dates With Time Text Length Custom Validation Settings Microsoft Excel© is a copyright of the Microsoft Corporation.

Validate Surgeon Name Microsoft Excel© is a copyright of the Microsoft Corporation.

Validate Surgeon Name – Settings Microsoft Excel© is a copyright of the Microsoft Corporation.

Validate Data – Input Message Microsoft Excel© is a copyright of the Microsoft Corporation.

Data Validation – Error Alert Microsoft Excel© is a copyright of the Microsoft Corporation.

2. Using Filtering To Select Data Who Wants To Be A Computer Programmer? Or…. Microsoft Excel© is a copyright of the Microsoft Corporation.

Important Filtering Concepts No Blank Columns, No Blank Rows Strive For Consistent Data Can Be Combined With Sorting & Pivot Tables Format Columns When Filtering on Dates Format Columns When Filtering on Numeric Microsoft Excel© is a copyright of the Microsoft Corporation.

Filtering Data Microsoft Excel© is a copyright of the Microsoft Corporation.

Filter By Surgeon Microsoft Excel© is a copyright of the Microsoft Corporation.

Filter By Single Surgeon Microsoft Excel© is a copyright of the Microsoft Corporation.

3. Reports With Subtotals And Totals Sort Data Based On Key Field Choose Proper Calculating Function (Count, Sum, Avg, etc) Display Both Subtotals and Grand Totals Display Only The Data Needed Microsoft Excel© is a copyright of the Microsoft Corporation.

Reports With Subtotals & Totals Microsoft Excel© is a copyright of the Microsoft Corporation.

Reports With Subtotals & Totals: Sort Data Microsoft Excel© is a copyright of the Microsoft Corporation.

Reports With Subtotals and Totals: Settings Microsoft Excel© is a copyright of the Microsoft Corporation.

Reports With Subtotals & Totals: Detail Results Microsoft Excel© is a copyright of the Microsoft Corporation.

Reports With Subtotals & Totals: Summary Results Microsoft Excel© is a copyright of the Microsoft Corporation.

4. Pivot Tables Understanding Detail Vs. Summary Data Most Powerful Data Analysis Feature Most Under-Utilized Feature of Excel Allows For “Drill Down” Capabilities Pivot Tables Can Be Combined With Charts Microsoft Excel© is a copyright of the Microsoft Corporation.

Pivot Tables – Step 1 Define The Data Range Microsoft Excel© is a copyright of the Microsoft Corporation.

Pivot Tables - Step 2 Define Row Labels, Column Labels, and Values Microsoft Excel© is a copyright of the Microsoft Corporation.

Pivot Tables - Step 3 Define Rows, Columns, Values Microsoft Excel© is a copyright of the Microsoft Corporation.

Pivot Tables - Step 4 Display Chart / Graph Microsoft Excel© is a copyright of the Microsoft Corporation.

Thank You For Your Attention ! Microsoft Excel© is a copyright of the Microsoft Corporation. Michael Gera Managing Partner The Healthcare Computer Training Group Tel: Feel free to contact us with any questions you may have regarding the issues raised in this presentation or other PC Training issues that you may have.