Surgery Quality and Workflow Manager Reporting

Learning Objectives After instruction, students will be able to complete the following tasks: Log in and access Report Tree Run a report from the Report Tree Run a report from within a module Modify report parameters Print reports Thank participants for coming. Introduce training team. Ask participants to introduce themselves. Ask participants for name, where they are from, (if class participants are from various geographical areas) experience with the VA, and what they want to get out of the training. Inform participants about schedule, breaks, lunch, as well as the location of bathrooms, exits, food, etc. Set Classroom Expectations (cell phones off, starting on-time, minimize distractions). Lead participants through material on their desks. EXPLAIN: During the instruction, you will be given the opportunity to practice each of the tasks listed as a learning objectives. The purpose of today’s training is to provide an understanding of the functionality of the reporting functions of the surgical scheduling software.

Report Tree Icon DEMONSTRATE: To log in, click the SQWM Admin Modules folder. Click the Report Tree icon.

Log in DEMONSTRATE: The Centricity Perioperative Manager Report Tree login window allows the user to log into the Report Tree and change the password.   EXPLAIN: The permissions granted are based on the role of the user. Some actions demonstrated may not be performed by all users. Role specific privileges will be highlighted throughout the training. Note: As we walk through the examples and practice exercises, you may see what appears to be patient data. All screenshots and training exercises take place in a training database, and no actual personal patient data is used.

Access Module Reports EXPLAIN: Reports can also be run from within each module by selecting the Reports icon. Reports and Report Tree access can be controlled in the Security Manager Module. The reports accessed from each module are pre-filtered based on commonly used reports in that module. NOTE: Reports are assigned to modules based on the function and can be changed as needed by updating the report master database table to reflect the module you want to access the report in.

Select Report Dialog EXPLAIN: After you log into the Report Tree or click the Reports Icon, the Select Report Dialog box displays. You can select the radio icon for Standard Reports/Scripts or Custom Reports/ Scripts Custom Report Selection brings up a list of Custom Reports by module. These are VA specific reports selected to go under this selection. The Select From Report Tree icon brings the user to the Report Tree where reports regardless of module can be run if access is granted.

Select Report Dialog DEMONSTRATE: You can also select a report from the Reports dropdown menu.

Report Tree Dialog EXPLAIN: When you click the Select From Report Tree option, a list of reports displays. The Expand and Collapse icons at the top of the window either expand or collapse all folders in the view. When accessing the reports via the Report Tree the user highlights the report they wish to run and selects Run.

Report Tree Legend EXPLAIN: The Folders and Reports in the Report tree are color-coded to indicate if reports are standard or custom reports, if there are any missing reports and which reports are selected. To access the legend for this color-code, click Legend in the top toolbar.

Report Tree Information EXPLAIN: Users can access more information about a report in the Report Tree by selecting the report and then clicking Information. The Entry Information Dialog box displays and lists the Parent Menu, Menu Entry Order, Report Name, Menu Entry Code and Menu Entry.

Run Report from Report Tree EXPLAIN:  When accessing the reports via the Report Tree the user highlights the report they wish to run and selects RUN.

Run Report Dialog EXPLAIN: After clicking Run, the report displays. Select the Print Preview icon to access the Enter Parameter Values window.

Report Parameters EXPLAIN: From this window you can enter parameters for a specific report. Parameters can include range of values, employee group, select date range, Site Code, etc. In this example, the Parameter fields are Date Range, Site, Emp Group and Cancellations. In the Enter Parameter Values window users can also adjust the date range and upper and lower bounds for the report. NOTE: The parameters vary based on the report you are running.

Review So far we have covered the following topics: Log in and access Report Tree Run a report from the Report Tree Run a report from within a module Modify report parameters DISCUSS: We have learned how to access reports from the Report Tree and from individual modules, adjust parameters and run the report. What questions do you have about any of these processes? ASK: What are the two different ways to access a report? What is the difference between standard and custom reports? What are some of the parameters you can adjust for reports? TRANSITION: We will do two practice exercises to access reports from the Report Tree and from an individual module. Then, we will look at how reports fit in to the surgical workflow and some of the most frequently run reports. Finally we will learn how to print reports.

Practice – Run Report from Report Tree You want to run the Pre-Test Schedule Report to display a list of all cases that have Pre-Tests scheduled for this week. You would like the report sorted by room. ASSIST: Move around room providing assistance as necessary. ASK: What questions do you have about adding running a report from the Report Tree? INSTRUCT: Provide directions to complete the practice exercise. Open the Report Tree Module. Click Select from Report Tree. Expand Clinical Reports by clicking the plus sign. Expand OR Scheduler Menu. Select Pre-Test Schedule. Click Run. Click Print Preview. The Enter Parameter Values window displays, Enter the Start of Range as the start of this week. Enter the End of Range as the end of this week. Select Room from the Sort Order dropdown menu. Click OK. Debrief the exercise by reinforcing the purpose of the exercise, asking questions to check understanding and linking this exercise to previous knowledge.

Practice - Run Report from Module At the start of the shift, you want to run a Daily Internal Schedule report from OR Scheduler so that you can see the case personnel and the personnel assigned to each room. You would like to include cancellations. ASSIST: Click OK. Move around room providing assistance as necessary. ALTERNATE PROCEDURE: ASK: What questions do you have about adding running a report from a module? Select Standard Reports. INSTRUCT: Provide directions to complete the exercise. Open the OR Scheduler Module. Click Reports. Click Select from Report Tree. Expand Clinical Reports by clicking the plus sign. Expand OR Scheduler Menu. Select Daily Internal Schedule. Click Run. Click Print Preview. Debrief the exercise by reinforcing the purpose of the exercise, asking questions to check understanding and linking this exercise to previous knowledge. Enter today’s date for the Start of Range. Enter today’s date for the End of Range. Select Yes from the Include Cancellations dropdown menu.

Export to CSV EXPLAIN: The Export icon is available on the toolbars for the OR Census, Surgery Clinic and Misc Census. The system allows patients to be exported from a search. Users with the appropriate Security rights are able to export the information to a CSV file. For example, you can do a search for a list of patients meeting a certain criteria, then you can export that list, and pull it into Excel. Uses for an exported list include creating a patient list for the day for the surgeon or clinic, or managing and scheduling patients for surgery. Once you select the Export icon, a dialog box displays allowing you to save the file to CSV format.

Suggested Reports / Audiences DISCUSS: Various reports are run at different times in the surgical workflow. This chart lists some common reports that are used prior to surgery, the day of surgery, post-surgery and administrative reports that are often run monthly.

Daily Reports Cases Not Signed by Care Event Report Daily Internal Schedule Daily External Schedule Logged Cases Data Validation Logged Cases Times Validation Doctor Preference Card by Case Report Doctor Preference Card by Card Report Pre-Test Schedule DISCUSS: These are some of the reports that are often run daily: Cases Not Signed by Care Event: Displays cases that have been opened in Clinical Documentation that have not been signed off. Daily Internal Schedule: This report provides a list of all daily schedule cases including the case personnel and the personnel assigned to the room. Daily External Schedule: This report provides a list of all daily scheduled cases. This report contains basic non-confidential patient information for external use outside the operating room. Logged Cases Data Validation: Lists logged cases for a date range that is missing pertinent case data. It is ideal to run this report daily to correct any inaccurate data in clinical documentation and before generating charges. Logged Cases Times Validation: Lists logged cases with blank times. It is ideal to run this report daily to correct inaccurate data before running charges or utilization reports. Doctor Preference Card by Case: This report displays doctor preference card information, resources, and equipment needed for a scheduled case. Doctor Preference Card by Card: This report lists information for any or all resource cards in card # order. May be used to print all cards for a specific surgeon.

Weekly Reports Doctor Preference Card by Add-On Case Report Scheduled Resource Listing Clinical Documentation Report Case Status Report DISCUSS: These are some of the reports that are often run weekly: Doctor Preference Card by Add-On Case Report: Displays Doctor Preference Card information for card associated to an add-on case in Clinical Documentation. The report can be grouped by resource type, product category, or resource group. Tray details can be displayed. Supplies can be sorted by item description or item number. Scheduled Resource Listing: Displays instruments and equipment for scheduled cases for a defined date range. Displays case date, case time, case #, physician, procedure comments. Clinical Documentation Report: Displays data logged from the Clinical Documentation module for all standard windows and values logged on the case. Case Status Report: Scheduled case count by current status: scheduled, canceled, reserved or other.

Monthly Reports Block Utilization Report Turnover Times Wound Class Analysis Implant Device Log Executive Summary Report Patient Return to the OR Surgical Services Statistics Report DISCUSS: These are some reports that are often run monthly: Block Utilization Report: Provides block utilization details based on parameters defined in the Utilization Wizard. Turnover Times: This report lists an analysis of case times, comparing scheduled times to actual times by date, room, and physician. Turnover averages per room and physician display. Wound Class Analysis: This report groups/counts logged cases by wound class and includes procedure, diagnosis, antibiotic, and implant details. Implant Device Log: This report prints all implants and miscellaneous implants used on a logged case within a date range. Displays case#, patient, physician, device information, and sterilization information as well as implant status history if desired. Executive Summary Report: A summary report to provide case details and graphs including procedure count by room, patient status, anesthesia type, service, and surgery. Patient Return to the OR: Shows patient details including account number, patient name, date, site, procedure, and physician name for patients who have returned to the operating room. Surgical Services Statistics Report: This report lists the case count and elapsed time for logged cases. It also includes a graph displaying sum of elapse time and case count by site.

Print Reports EXPLAIN: After you run the report, you can print the report by clicking the Print icon. This also gives you the option to adjust the parameters of the report. NOTE: The parameters vary based on the report you are running.

Sample Report DISCUSS: This slide presents an example of a Daily Internal Schedule report. In this report, you can see information such as the scheduled cases for each operating room as well as the procedure physician, procedure, patient information and start and stop times in addition to other information. This is an example of one of the many reports that can be run through the reporting features.

Review We have covered the following topics: Log in and access Report Tree Run a report from the Report Tree Run a report from within a module Modify report parameters Print reports DISCUSS: We have looked at reports that are used frequently and reports that are often used by certain audiences. We have also learned how to access, run and print reports. What questions do you have about any of these processes? ASK: What are some reports that are run daily? How do you print a report? What reports do you think will be the most useful at your site? TRANSITION: Now, we will do an exercise to practice printing a report.

Practice – Print Reports You want to print the Implant Device Log for the last month to check to see if you need to contact any patients about a recent recall notice. ASSIST: Move around room providing assistance as necessary. ALTERNATE PROCEDURE: Open the OR Scheduler Module. ASK: Click Reports. What questions do you have about adding accessing and printing a report? Select Standard Reports. INSTRUCT: Provide directions to complete the exercise. Open the Report Tree Module. Click Report Tree Dialog. Expand System Reports by clicking the plus sign. Expand Implant Tracking Menu Select Implant Device Log. Click Run. Click Print Report. Enter the first of the month as the Start of Range. Debrief the exercise by reinforcing the purpose of the exercise, asking questions to check understanding and linking this exercise to previous knowledge. Enter the last of the month as the End of Range. Select Implant from the Choose Device Type or Both field. Click OK. Click Print.

Questions? Session Wrap-Up ASK: What are some types of reports that you can run? Which of these types might be useful at your site? How can you modify report parameters? Ask for any questions on the exercises. Are there any steps or processes that are unclear? DISCUSS: Any outstanding questions from the parking lot?

Real World Scenario - Reports Dr. Alderson has been complaining that her first cases have been starting late and causing her whole day to run behind. You want to investigate this concern and decide to see if it is a problem overall. Run a first case late start report for the past month. ASSIST: Move around room providing assistance as necessary. ASK: What questions do you have about adding running a report from the Report Tree? INSTRUCT: Provide directions to complete the exercise. Open the Report Tree Module. Click Select from Report Tree. Expand Standard Reports by clicking the plus sign. Select First Case Late Start report. Click Print Preview. The Enter Parameter Values window displays, Enter the Start of Range as the start of this month. Enter the End of Range as the end of this month. Select Room from the Sort Order dropdown menu. Click OK. Debrief the exercise by reinforcing the purpose of the exercise, asking questions to check understanding and linking this exercise to previous knowledge.

Help Desk and References Two methods of entering a service request eService - low priority ticket www.gehealthcare.com Phone – critical, high, medium, low priorities 800-433-2009 Press 4 for Surgery Quality and Workflow Management, then Press 4 to speak to technical support SQWM Training SharePoint Site: http://vaww.oed.portal.va.gov/projects/sqwm/default.aspx EXPLAIN There are two methods of entering a service request, eService and by phone. Additional training information can be found at the SQWM Training SharePoint Site. http://vaww.oed.portal.va.gov/projects/sqwm/default.aspx

Course Evaluation EXPLAIN: Your input and feedback is greatly appreciated. Direct students to End of Course Evaluation location.