Adding a New Report

A report, when selected, goes straight to print, as opposed to a guideline which displays on-screen first.

This example report has the following features:

• Medical History
• Repeat Therapy
• Last five Therapy issues
• last Smear result
• Contraception
• Test Results
• It also includes a filter for age and sex to exclude the Smear and Contraception entries showing for males, or females under 13 years and over 55 years.

Once you are familiar with the overall steps, read the remaining sections in Report Maintenance to understand the flexibility there is in defining report structures.

1. Select Guidelines - Select Guideline. This displays the Select Guideline by Mnemonic screen.
2. To add a new report, click New. (If you want to copy or edit a report, first display all guidelines by unchecking the Centrally Issued box, then pressing Enter to display a list of all guidelines. Highlight the required one and click on either Copy or Edit).
3. Header - At the Guideline Header - Add screen:
   • Guideline Mnemonic: Type in shorthand title, up to 10 characters, to identify the report, eg SUMMARY Make sure it contains no spaces. Press Tab or Enter to move to the next field.
   • Guideline Description: Using upper and lower case as desired, type in report title, eg, Summary Report. This is case sensitive.
   • Triggering Read Term - Ignore this for the moment - a triggering Read term is a one that triggers this report whenever the Read term is entered (more relevant for Guidelines, rather than reports).
   • Category: Select Report. Selecting Report has two effects:(1) it will be listed when Reports is selected on the Select Guideline screen, and (2) when you double click on this in an Index, it will go straight to printing without an on-screen view. If you want an on-screen view of the merged data before printing, then select instead Local Guideline.
   • Sex Filter: Leave as Both if the report is for both sexes.
   • Click on OK.
4. Guidelines/Reports Design Mode - This displays a new report screen, headed with the Guideline Description Summary Report as the title, and with the floating toolbar displayed on the right. Maximise this screen by clicking on . You are now in design mode automatically, shown by the Design mode/Maintenance icon being depressed, and the icon also displayed at the top left beside the Report Description. The large R shows it is a report.
5. In addition to the toolbar at the top of the screen, you will see an overlying Floating Toolbar for maintenance functions. The icons are explained in Floating Toolbar in Design Mode. You can move this toolbar to one side by clicking and dragging on the top title bar line and moving the whole toolbar.
6. First click on the sub-heading icon and type in free text Patient Details. OK.
7. Click on Patient Data icon on the Floating toolbar . Select Patient Details and click Add (note that a common mistake is to click OK, which closes, rather than clicking Add, which adds the data). Now double click on Additional Patient Data to open it up, and select Address. Click on Add. Click OK.
8. Enter a Sub-heading- eg, Weight. Click on the sub-heading icon . Type in free text the title of this sub-heading - for example, Weight and press Enter or click OK.
9. Enter a Patient Data line - eg, Weight data. Now, a weight data line will be inserted which will merge with the currently selected patient's weight records. The Weight header line should have a faint line above and below it to show it is the currently selected line.
   • Click on the Patient Data icon . A Select Patient Data screen displays, similar to the search selection screen. Double click down on the All OtherClinical Data yellow folder, then double click on the Examination Findings yellow folder, and double click on the red folder Weight; or single click and click on Add. This inserts a criteria line under Selected Items, in this example, All Weight Records in Descending Order. Click OK if you want this.
   • If you only want the last three records, click to highlight the line under Selected Items, in this case All Weight Records in Descending Order. Make sure Last is checked in First / Last. In Records, hold the left mouse down and drag across All to highlight it and press Delete; type in 3. It should say Last 3 Weight Records under Selected Items.
   • Click OK.
10. There are two ways to set up clinical data.
    • Either Add Patient Data and select the yellow folder All other Clinical data, then its (red) sublevel All other Clinical Data, then click on Add. You may want to restrict it to the last so-many records. Click OK. All otherClinical data shows all data entries EXCEPT test results, referrals, recalls, immunisations, problems and consultations.
    • Or Embed a Guidelinecalled Significant Medical History which shows all history entries of priority 1, 2 or 3. Some lines have been pre-defined for you already, including a sub-heading, a patient data line (s) and in some cases, a filter. Make sure the last line in the report is selected (framed by lines above and below). Click on , Embed Guideline. At the Select Guideline by Mnemonic screen, type R_SIGMED in the mnemonic window and press Enter. Click on OK. This has now inserted a Significant Medical History sub-heading, and will display medical histories with priority 1, 2 or 3.
    • With the Significant Medical History line selected (ie, framed with a faint line), press the left cursor arrow key once to shift the heading left towards the margin. This adjusts the level or indent of this embedded report to the left margin, as before it looked as if it is a sub-heading of Weight. This is because Weight was level 1, but Last 3 Weight Records was level 2 and indented, so it assumed the next embedded report was Level two as well. See Line Levels and Text Indents.
    • Secondly, right click on Significant Medical History and select Properties. Tick the box Embedded and Close (otherwise you will not be able to see the patient details on the report when viewing on-screen).

    

    Note - You should save the report at this point by clicking on the Save icon . While in design mode, you should save regularly.

11. Blood pressure line: This will consist of a sub-heading line, Blood Pressure, then lines of the patient's BP readings.
    • Sub-heading line: Make sure the last line you entered - Significant Medical History - is framed as being currently selected. Click on the sub-heading icon . The Sub-Heading screen should appear. Type in Blood Pressure. Click OK.
    • If you find you have put the BP line above Significant Medical History, click on the BP line with the right mouse and select Delete. Repeat the previous paragraph.

      Note - If you click on an icon on the floating toolbar, this item will be added after the currently highlighted line (the one bordered either with dashed lines above and below). You can also click on a floating toolbar icon and drag it across to the line in the report, in which case it will insert before that line that you released the mouse on.

    • With the BP line framed, click on the Patient Data icon . Double click on the yellow folder of All Other Clinical Data, then Examination Findings, then single click on Blood Pressure and click on Add. With the line highlighted under Selected Items . (All Blood Pressure Records...) and with on Last selected, in Records, drag to block highlight All, then overtype 5. This will display only the last five BP entries (look under Selected Items). Click on OK.
12. Therapy - Click on the sub-heading icon . The Sub-Heading screen should appear. Type in Therapy. Click on OK. Then add a Patient Data line double clicking on (yellow) Therapy, then (red) Acute and Repeat Issue Therapy. Click on Add. You could restrict this list to the Last so-many therapy items, if you require. Click OK.
13. Age/Sex Filter- Insert an Age/Sex filter line so that the subsequent lines are restricted for example, for children only, or for females between certain ages. This can later be cancelled by inserting another age/sex filter for Both sexes All ages at the end of the lines to be filtered.
    • Click on the Age/Sex Filter Selection icon . Select the filter you want by clicking on it, then OK. If the list does not include the age and sex range you want, click on New. Enter Start/End age, and sex, eg for Females over 13 and under 55, click on Female, and put 13Y in Start Age, and 55Y in End Age. Don't forget the Y. Click OK.
14. Cervical Cytology and Contraception - Add this as a sub-heading . Then add a Patient Data line selecting Well person data - Cervical Cytology, Add, then repeat for Contraception, Add.
15. Remove Age/Sex Filter - Next, to cancel the previous age/sex filter, and remove the Age/Sex Filter for subsequent entries to display for both males and females of all ages, click on the Age/Sex Filter Selection icon . Select Both Sexes All Ages. Click OK.
16. Test Results - With the last line selected, click on a sub-heading and call it Test Results. Then add a Patient Data line selecting Tests, Test Results - All, Add. You could restrict this list to the Last so-many test results, if you require. Click OK.
17. Save - Finally, click on Save .
18. If you have made any obvious inaccuracies, such as headings at the wrong level, you will be reminded of these and told of any adjustments.
19. Click on Close , or before doing that, uncheck the Design icon to view the Report. If you have forgotten to save, you will be reminded to do this if changes or additions have been made.
20. If you deselect any currently selected patient, then select Guidelines - Select Guideline, reselect this Summary report from the Reports Index by typing in its mnemonic, and View it without any patient data. Click on to expand the lines. Click on to close.
21. MergePatient details on the report - Select a patient and Guidelines - Select Guideline and type SUMMARY in the Mnemonic window and press Enter, then click on View. Click on to expand the lines. Point to a line and click with the right mouse if you want to add, edit, graph of blood pressure line etc. The whole report can be printed out using Go .
22. Add your new report to the local Reports Index screen. Once you have done this, just double clicking on it will print it straightaway without it displaying on-screen.:
    • From the Select Guideline screen, type U_REPORTS and press Enter for the Local Report Index.
    • With U_REPORTS: Local Report Index line highlighted, click on View for the Local Reports Index screen.
    • Click on Design Mode .
    • Right mouse click on the text line that starts "This guideline should be edited to create your own practice specific index…" and select Delete.
    • Click on Embed a Guideline on the floating toolbar.
    • Select the local report you want to include on the Reports Index. It is easiest if you can just type the mnemonic and press Enter.
    • Repeat the last two steps until you have built up a list of local reports to create a Local Reports Index.
    • You can drag and drop lines to sort the order in which they are listed.
    • Click on Save then Exit.
23. Select a patient. Then call up the Local Reports Index, click on , double click on Summary Report and it will print with merged details straightaway