PECS Reporting 101 and Drill Down Benjamin Fouts MPH OneWorld Community Health Center Omaha, NE...

PECS Reporting 101and Drill Down

Benjamin Fouts MPHOneWorld Community Health CenterOmaha, NE

Phase 2 Health Disparities RetreatApril 12, 2007Council Bluffs, IA

Agenda

What is a “drill down” ?? Two methods to drill down in PECS

Registry Summary Reports Canned or Custom Reports

Example of a customized drill-down report

Drill Down Definition

To examine information at another level.

In information technology, to move from summary information to the detailed data that created it.

Especially in a database, to navigate to a more detailed level or record.

http://www.answers.com/topic/drill-down

Drill Down

Many Health Disparities Collaborative indicators summarize complex and multi-faceted systems

Drilling down focuses on one or more components of the system to analyze its effect on the whole

You can drill down to progressively more and more detail until you get to the level that gives you the data you need

Two Methods to Drill Down in PECS

1. Registry Summary Report

Provides data directly from the Collaborative indicators

Can be run for individual clinics or primary providers

But, there is limited data to choose from and display


Report category: Diabetes Name: “DM Registry Summary Report” Choose to Preview report Then, in the report, click on an indicator


Choose patients included in or excluded from the indicator

Copy data to your clip-board and paste into Microsoft Excel

Two Methods to Examine Data

2. Other Reportsa. Reports that came with PECS (red font)b. Customized reports (black font)

2. Other Reports: Components

The fields you query (i.e., the way you select the population you are interested in)

2. Other Reports: Components

The fields you display (i.e., what you are interested in knowing about the population, including fields for further analysis)

Example: Diabetic Self Management (SM) Goal Setting

A drill down exercise can start when you notice something unusual in one of your Collaborative trend graphs

Percent of DM Patients with Self Management Goal Setting

0

20

40

60

80

100

per

cen

t

Total

Example: Diabetic SM Goal

Check: reminder works Check: data clerk person entering goals

appropriately We will decide to “drill down” on provider

teams

Example: Diabetic SM Goal Registry Summary Report Data

Remember that the graphed indicators correspond to the bolded and italicized data elements on the Registry Summary Report

To understand the patients who are included in the indicator, check the exact definition of the indicator on http://www.healthdisparities.net/


Documentation of self-management goal setting:

“The number of diabetic patients in the clinical information system with documented self-management goals in the last 12 months divided by the total number of diabetic patients in the clinical information system.”


Click on 12b to get the following fields:


This patient-specific data may be all you need:

To do a chart review To see patterns that can

tell you something To take action: get a nurse

to call the “excluded” patients and make SM goals

Example: Diabetic SM Goal Use Another Report

If the Registry Summary Report data is not specific or detailed enough for your purposes, you will need to use another report

Then, ask yourself, can you use one of the reports that comes with PECS or do you need to create your own?

Study Questions For the Example of Diabetic SM Goal

Simple hypothesis: There are differences in SM goal setting between the different provider teams

Study Questions For the Example of Diabetic SM Goal

Q: Study population: who are the patients you want to focus on?

A: Diabetic patients with and without a self management goal

Q: Display fields: what are the fields you need to display?

A: Encounter provider and SM goal date

Example: Diabetic SM Goal Keep in Mind…

You might not have a neat and tidy hypothesis

Sometimes drilling down means following leads, refining study questions and getting different kinds of data in order to isolate the problem you are encountering

Example: Diabetic SM Goal Check Existing Reports First, check to see if an existing

report meets your needs If it only comes close, it can be used

as the beginning of a custom report

Example: Diabetic SM Goal Check Existing Reports

Does this report have the filters we need?

Yes: it has a diabetic patient filter and a self management goal filter

Example: Diabetic SM Goal Check Existing Reports

Note: Enter 365 days to get

the same patients as the “excluded” patients from the Registry Summary Report

Enter ZERO to get all patients (i.e., those with recent SM goals, old SM goals, and no SM goals)

Example: Diabetic SM Goal Check Existing Reports Does this report have the output (or

display) fields we need? No: it does not display the provider

who saw the patient

Example: Diabetic SM Goal Create a Custom Report

Choose to edit “List DM Pts no SM Goal Last xx Days”

Enter a different report name Choose “No statistics”

Example: Diabetic SM Goal Create a Custom Report

The filters for this report do not need to be changed

On the Select Columns screen, select the Encounter category, then 1) click on Encounter Provider Name and 2) click Add

Example: Diabetic SM Goal Run the New Custom Report

Now we have the new custom report (black font)

Click On the next screen, leave the

default report dates and click

Enter 365 days in the pop up window

Example: Diabetic SM Goal Working With the Output

Sort the list. In Excel, highlight rows and columns with data and click “Sort…” in the Data drop-down menu


Sort by Encounter Provider


Count the patients for each provider (hint: Excel counts highlighted cells that contain numbers)


Create a table to display the output

Diabetic patients without current self management goal

Total diabetic patients

Percent diabetic patients without a current self

management goal

Provider A 4Provider B 12Provider C 45


Conveniently, we can get the total number of patients for each provider by using the same report, but with a zero in the dialogue box. Count patients the same way.


Complete the table. Conclusions?

Target performance improvement activities accordingly. Give data and feedback directly to providers or teams

Diabetic patients without current self management goal

Total diabetic patients

Percent diabetic patients without a current self

management goal

Provider A 4 25 16.0%Provider B 12 47 25.5%Provider C 45 63 71.4%

Example: Diabetic SM Goal Monthly Monitoring

Once you implement a performance improvement activity, you can then monitor the data monthly

To do this, we need to add Encounter Date to our report


If we want to see last month’s data, enter March 31 date for “Thru”

Then enter zero to see all patients


In Excel, sort the columns again, but this time sort by encounter provider and then by encounter date


Highlight the rows with an encounter in March for one provider

(Do not highlight other dates outside of March or other providers)


Then, with the rows still highlighted, sort by self management goal setting date (“Column D” in the sorting box)


We then count all self management goals made within a year of the March encounter date.


Of the 17 patients seen in March by the provider, 15 had a self management goal within the past year and 2 did not

Add to a modified table

Diabetic patients seen in March with current self

management goal

Total diabetic patients seen in

March

Percent diabetic patients with a current self management goal

Goal

Provider D 15 17 88.2% 70.0%Provider E 20 22 90.9% 70.0%Provider F 10 21 47.6% 70.0%

Drill Down Conclusions

Depending on what you are looking for, drill down using data from: Registry Summary Reports Reports that come with PECS Custom reports

To analyze the data, you usually have to import it into Excel, then sort it by particular fields and count the results

Drill Down Conclusions

Questions?

Benjamin Fouts MPHOneWorld Community Health CenterOmaha, [email protected]

PECS Reporting 101 and Drill Down Benjamin Fouts MPH OneWorld Community Health Center Omaha, NE...

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