[Navigation]

Reports based on clinical records

In this chapter you will learn how to display or print reports based on a client's, or clients', clinical records. You decide which details are outputted in each of 24 separate, user-definable report structures. There are two basic kinds of report - those based on the records of a single client and those based on the records of a range of clients.

If you are looking for a specific report have a look at the
full list of ALL Client/Animal Based Reports.

We will begin by illustrating how you would run an example report, before explaining how reports are set-up to meet your requirements.

Note: You can also use the Report generator and DataMajor to produce further customised reports.

Clinical: Reports

  • Search a specific animal's record Generate a report based on a single clinical record card
  • Preset Clinical Reports The three preset reports.
  • Defining reports Setting up the 14 user-defined reports
  • Customising the Printout
  • Reporting using a text search
  • Search a range of clinical records Reporting on a number of records
  • Multiple Criteria Searching multiple lines on clients' clinical records
  • Globally change analysis codes

    Specific Clinical Reports

    You can define up to 24 reports designed to list a range of details, for example: POM's supplied, Worming Treatments, payments received, insurance work, etc. In this section of the chapter we will describe how you would select and run a report. However, in practice you will need to define some reports first! We'll explain defining reports in the next section, but its useful to start this way so you understand what you are trying to achieve.

    First of all, you will need to bring up the clinical record card for the client concerned. Select 'R'eps (Reports) from the auxiliary clinical prompt line or 'H'ist (History) from the Tree View prompt. You will be presented with the main reporting options, and Premvet 5 will display the names of the reports you have defined, for example: 

    ----------------------------------------------------------------------------
(444) Fediw, Mr & Mrs      :Bertie               Fees   Drugs    Bal   Ana   U
----------------------------------------------------------------------------
         Brought forward                                        16.12
14.05.99 Leucogen Leukaemia vaccine given:                      16.12  200 2VS
         Batch: N177                                            16.12  232 2VS
         Annual booster vaccination             19.35           38.86   81 2VS
         9405                                                   38.86  200 2VS
         Paid by C/Cards (T)                    38.86                  255 1CD


----------------------------------------------------------------------------
 1.. Clinical History     10.. Surgery              19..
 2.. Dog Insurance        11.. Vaccinations         20..
 3.. Insurance cats       12.. Diets/Foodstuff      21..
 4.. Payments             13.. Ins Thing            22..
 5.. Detailed treatment   14.. Text Search          23..
 6.. Work Done            15..                      24..
 7.. Creature Comfort     16..                      25.. Month by analysis
 8.. Drugs Supplied       17..                      26.. Period by analysis
 9.. Drugs Spend (graph)  18..                      27.. Period by category
----------------------------------------------------------------------------
Select listing option (1-27) or <Q>uit [Q] ..
    Enter the report you require, and answer any questions appropriately (the questions will change depending on how you have set-up each report).

    Note: When using the Tree 'H'istory option, this will uses the same report definitions as the specific search but will scan all related animals. Currently the work will be listed in animal order.

    Tip: Set one up for Ana code 255 (Payments), with Start/End Dates, so you can quickly show all payments for all animals on one screen.

    Preset Clinical Reports

     There are three preset reports available on both the Client and Animal search options.

    Month By Analysis
    This report will be printed and will summarise by analysis code the financial information for a specific month and year.
    Period By Analysis
    This report will be printed and will summarise by analysis code the financial information for a specified period broken down by month.
    Period By Category
    This report will be printed and will summarise by the Itemised Billing categories financial information for a specified period.

    Defining Client Reports

     To define reports, select {Classic} Reports -> Financial -> PDSA/History > History.
    {New Style} Misc Utilities -> Configure Clinical Report

    The screen will display existing reports you can edit, along with an option to create a new one.

    Reports work by searching client records for specific analysis codes. Any clinical or transaction lines in the client's record matching the search criteria will be outputted either to screen or printer.

    You can specify the analysis codes the report will search for, either individually or as ranges. If you are searching a range of codes, an option also enables you to ignore a specific code within that range. You might want to use this option if one of the codes within the range has been included accidently. For example, if the codes 100-150 normally denote insurance work, but code 120 actually relates to vaccination, you would want to ignore 120 for the purposes of the report. 

    -----------------------------------------------------------------------------
XYZ Dummy Practice                                   History option 1 (PVS)
-----------------------------------------------------------------------------

Name  : Clinical History


Include        0-254

Exclude        100





Financial amounts          : No
Transaction dates          : Ask
Print, display or Ask      : Print
Scan 'OLD' records         : Yes


-----------------------------------------------------------------------------
Change  Title Analysis Fee Print Date Blank Old Quit
    Notes:
  • Include and Exclude can be specific with multiple entries if they are separated with a comma or a space e.g. 2 56-60, 23, 100

  • Text Search
     If you leave the 'Include' codes blank this will indicate a text search and no analysis codes will be checked. You will be prompted at the time of running the report for the text to search for.

    • The top of the screen will show the report name. Whenever you want to run this report in the future you will select this name from a list on the clinical screen (see above), so make it as specific as possible. You can edit the name using the Title option from the prompt line.

    The information shown on the bottom left of the screen is used to control how the report will be made up.

    Financial amounts

    If you want financial amounts to be printed on the report then this option should be set to 'Yes'.

    Transaction dates

    This is to enable you to report on information entered between certain dates. If set to 'Ignore' then all information will be printed, otherwise you will be asked to enter the appropriate start/end dates each time the report is run.

    Print, display or ask

    This setting decides whether the report is to be printed automatically, displayed only, or whether the user is to be asked which of these at the time the report is run. There is also:

  • Graph - This will add up the financial amounts and plot them against a range of months.
  • Categories - this will scan the record(s) for the codes specified and rather than output the actual text will print the associated billing categories. Categories with NO work will be ignored.

    • Scan old records

    This option only applies if a partial archive has taken place and is used to indicate whether the report should scan the old (i.e. archived) records or not.

    Customising the Printout

     Two definition files can be used to replace all the text at the top of the report and add detail at the bottom. These are:

    Search a range of clinical records

     The alternative to producing a report based on a specific client's record is to search the records of a range of clients stored on the system. It can be used, for example, to list all clients you have charged lab-fees or dispensed poisons to.

    Searches across a range of clinical records work in a similar fashion to the specific searches described above, except there is a text option. You cannot save the setting as above, rather, Premvet 5 will only remember the search criteria you specified on the last occasion you used this facility.

    You run the report from :

    {Classic} Reports -> Search for Code.
    {New Style} Misc Utilities -> Search for Code.     Premvet 5 will display a range of options to search on various details that may be contained in the clients' management record cards. This enables you to restrict the search to specific clients, e.g. area, breed, species, weight, etc. e.g. 
    -----------------------------------------------------------------------------
XYZ Dummy Practice                               Management selection (PVS) 
-----------------------------------------------------------------------------


1.. Client range     :  From 120 to 130
2.. Output type      :  Filed - text/search.csv
3.. Client types     :  All
4.. Species          :  Ignore         5.. Breed            :   Ignore
6.. Status           :  Ignore         7.. Status to ignore :   None
8.. Sex field        :  Ignore         9.. Surgery number   :   Ignore
10. Notes field      :  Ignore         11. Herd type        :   Ignore
12. Animal age       :  Ignore         13. Weight           :   Ignore
14. Colour           :  Ignore         15. Address          :   Ignore

16. Abort once found :  No





-----------------------------------------------------------------------------
Option to change (<RETURN> to continue, * to reset) ..
            Reset with an '*', Highlite options are used in search
    As with similar screens in Premvet 5, select the number of the option you wish to change to edit it.

    If the option 'Abort once found' is set to 'NO' then all clinical records meeting the search criteria belonging to an animal will be displayed. On the other hand, if set to 'YES' then once a record is found the system will move to the next animal.

    Once you are happy with your selections press <RETURN> and another screen will be displayed. e.g. 

    -----------------------------------------------------------------------------
XYZ Dummy Practice                                 Clinical selection (PVS)
-----------------------------------------------------------------------------

      Notes             Range          Specific             Ignore     Vet

 1    SYNUL
 2
 3
 4
 5
 6
 7
 8
 9
10

Inc. Financial - No                    Surgery work done - Any
Searching all records
Operand set to OR
-----------------------------------------------------------------------------
Change  Date Fin Note Range Spec. Op Ignore Vet Where Quit
    This screen contains the search criteria for the clinical records. You may enter:
    1. Up to 10 note entries - this is text you wish to search for, contained in the clinical records.
    2. Up to 10 analysis code ranges, e.g. all codes between 1 and 20.
    3. Up to 10 specific analysis codes

      N.B. At least one of a, b or c must be specified, even if this is only to specify all analysis codes 0 - 255.

    4. Up to 10 analysis codes to ignore. This is useful if there is a specific code within a range you do not require. In this case you would select the required range, then select the codes to ignore, e.g. all codes but exclude 12 and 22: range 0-255, ignore 12 and ignore 22.
    5. Vet's reference enabling you to restrict the search to a specific veterinary surgeon.
    6. Within a certain range of dates.
    7. Surgery Number enabling you to restrict the search to a specific Branch

    Change these options as appropriate.

    When starting a new search it is advisable to reset all the options back to zero. Enter an '*' at the prompt line to do so. When you have finished with this screen press RETURN. If one of the specific analysis codes to look for is 251 (user-defined) then another screen will be displayed (described below). Otherwise the report will start to run.

    Searching user defined file codes (code 251)
    User defined files are related to automatic pricing, and explained in Chapter 16. If you have not come across them yet you might want to skip this next section and refer back at a later date.

    You will be prompted for up to five further selections. These can be either:

    1. Breakdown categories - This only applies within any one of the specific files (A - Z), i.e. you cannot select breakdowns over different files.You enter the file required and then the breakdown categories required. These are displayed on the screen as selected.
    2. Specific entries - You are asked for the file required (A - Z) and then the required record (1 - 999). The selected options are displayed on the screen. You can search multiple files with this option.

    Searching multiple lines on clients' clinical records

     On some occasions you may wish to pick out clients whose clinical records meet a number of conditions, for example "Show me all clients who's [dogs] were administered [antibiotics] following diagnosis of [particular ailment] or [particular ailment]".

    In these cases the 'Search for Code' utility will allow you to enter as many as 10 lines of conditions. Each line might contain several criteria, but the relationship between these criteria will always be OR, for example:

    Line 1: Criteria 1 OR Criteria 2 OR Criteria 3 In this case the report would search through clinical records and flag each record which contained either criteria 1, 2 or 3. Using the Operand function, we can set the relationship between search lines to either OR or AND, e.g. Line 1: Criteria 1 OR Criteria 2 OR Criteria 3
    AND
    Line 2: Criteria 4
     Here the system would search through clinical records, and wherever criteria 1, 2 or 3 were matched it would check whether criteria 4 were also matched before flagging the record (so 1&4, 2&4, 3&4, 1&2&4, etc. are all matches).

    Thus, in logical terms, the operand between the criteria ON an individual line is OR, while the operand BETWEEN the individual lines can be either OR or AND.

    If set to OR then it works like this:
    Line 1: Criterion 1 OR Criterion 2 OR Criterion 3
    OR
    Line 2: Criterion 1
    OR
    Line 3: Criterion 1 OR Criterion 2
     If set to AND then:
    Line 1: Criterion 1 OR Criterion 2 OR Criterion 3
    AND
    Line 2: Criterion 1
    AND
    Line 3: Criterion 1 OR Criterion 2

    Note: If the operand is set to AND, then the matching transactions are not printed out until matches have been found for all the criteria lines. Then when the transactions for the client are printed out, only the last matching clinical or transaction record line which was read from file which matches each selection criteria line is printed out. Any lines which match criteria which have already been satisfied found prior to the point at which all the criteria were satisfied are ignored.

    Note: With either of the operands OR or AND, if the 'Abort once found' switch on the management selection screen in the program is set to NO, no more lines are searched for this client once enough matches have been found for the current client to qualify for selection. If set to YES, all lines subsequently found which match any of the criteria lines will be printed out.

    Globally change analysis codes

    There may be times where you wish to run through all the clinical records and alter the analysis code associated with text e.g for the Fort Dodge marketing scheme or after a data conversion. This can be done as follows:

    All the clinical records will be scanned and any match found the analysis code will be changed and a summary printed of the number found.

    See also: Tidy up my clinical coding

    Top Classic New-Style Chapters Sections Index Search