Intermediate Applications of Excel

Intermediate Applications of Excel

SCAHQ Presentation

Robert Steed, MCSMSpartanburg Regional Healthcare System

Data Quality Analyst

About Robert ‘Bobby’ Steed

Graduated Clemson 2001 BS, Computer Information Systems

Data Quality Analyst Spartanburg Regional Quality Services Dept.

MIDAS+ Certified System Manager

Data Analysis, Report Rollups

Excel Uses in Healthcare

Storing

Performing Analysis

Displaying

BASIC

BASIC

INTERMEDIATE

Sharing

Storing - Basic

“Storing” is entering data into the spreadsheet cells.

Examples Time Sheets Lists / Logs Calendars

Performing Analysis - Intermediate

“Performing Analysis” is using Excel functions to summarize and breakdown the data.

Examples Turnaround Time % Compliance Room Utilization

Displaying - Intermediate

“Displaying” refers to visually representing data.

Examples Pareto Graph Scorecard Pie Chart

Sharing - Basic

“Sharing” is presenting or sending data to others.

Examples Power Point Email Internet

Intermediate Excel Steps

Concentrate on these stepsGoals: Performing Analysis: Using Excel to

provide summary data for analysis.

Displaying: Accurately and easily portray your data for your audience to understand.

What Will I Learn?

Performing Analysis Functions Sorting Filtering Basic Pivot Table

Examples

Displaying Elements of good

data display Graphs Data Summaries

Performing Analysis - Functions

Built in to Excel

Hundreds of basic to expert calculations by selecting cells or cell ranges.

Easy to use

Performing Analysis - Functions

Exercise 1

Calculate the average of the following numbers: 12, 15, 14.25, 20

Enter the numbers into cells starting with A1 going down

Select cell C1

Click and select AVERAGE()

Select the cell range and click OK.

Exercise 1

Exercise 2

Add 21, 41, 8, 10, 5 to your number list and update the average function to include all

your numbers.

Enter the numbers into cells following your first set

Select the cell where your average is calculated and click the button.

Update the cell range to all your numbers and click OK.

Exercise 2

Intermediate Examples.xls

Open this file

Located on your desktop

Discussion about contents

Intermediate Examples.xls

No summary information

Basic patient information

Simple data table

Intermediate Examples.xls

What we need to calculate

How many patients: COUNT() Average Age: AVERAGE()

Intermediate Examples.xls

Where will we put our summary data?

Don’t place at bottom of data table! What if we want to add more data?

Right side of the data table

Need a way to identify summary information Names

Exercise 3

Type in the names of the fields we are going to calculate to the right of the data

table.

Cell I2 – ‘Number of Patients’

Cell I4 – ‘Average Age’

Remember to AutoFit your column! Select column I Format -> Column -> AutoFit Selection

Exercise 4

Insert a formula to calculate the number of patients and average age.

Cell J2 – Click and select COUNT() Select cell range A2 – A24

Cell J4 – Click and select AVERAGE() Select cell range D2 – D24

Format cells

Exercise 4

Intermediate Examples.xls

What else can we calculate?

Length of Stay for each patient Insert new column Label ‘LOS’ End Date – Start Date

Average Length of Stay for all patients AVERAGE() with cell range of new LOS

column

Exercise 5

Insert a new column before the ‘Age’ column for LOS calculation

Select column D Right click and select Insert

Cell D1 type in LOS

Exercise 5

Exercise 6

In the LOS column, insert the calculation of End Date – Start Date

Cell D2: ‘=C2-B2’

Problem??

Select D2 and click Format -> Cells Change from Date to Number with no decimal places

Exercise 7

Complete LOS calculation for all patients

Select cells D2 – D24

Click Edit -> Fill -> Down

Save your file

Exercise 7

Exercise 8

Add ‘Average LOS’ to your summary data

Cell J6 type in ‘Average LOS:’

Cell K6 add average calculation =AVERAGE(D2:D24)

Format cell to a number with 2 decimal places

Exercise 8

Sorting

Orders a list or data table by selected column Ascending or Descending

Easier to find things

Basic categorization

Sorting

Go to the ‘Sorting and Filtering Example’ worksheet

Discussion about contents

Sorting

2 Ways to sort Selecting the column you want to sort by

and clicking the following buttons:

Selecting the entire table and clicking Data->Sort Option to sort by more than 1 column

Sorts entire table Ascending

Sorts entire table Descending

Exercise 9

Sort the table by ‘Primary MD’ in ascending order

Select cell D1 labeled ‘Primary MD’

Click the button

Exercise 9

Exercise 10

Select the entire table

Click Data -> Sort

Sort by ‘Diabetic?’ first in ascending order

Sort by ‘Last Name’ second in ascending order

Sort the table by ‘Diabetic?’ Then ‘Last Name’ in ascending order

Exercise 10

Filtering

Allows the user to breakdown or customize the data table

Excel can automatically filter a table set up similar to ours

Select the header or top row in your table Data -> Filter -> AutoFilter

Exercise 11

Set up a filter for our data table

Select cell A1

Click Data -> Filter -> Auto filter

Exercise 11

Filtering

Combo selection boxes at the top of each column

Click the for the different filtering options for that column

Will update the entire data table

Exercise 12

Click the in the ‘Primary MD’ field

Select Abbott

Filter the data table by patients with the Primary MD of Abbott

Exercise 12

Basic Pivot Table

A pivot table is an interactive representation of data in a data table

You can customize the layout while summarizing your data

Drag and drop fields you want to summarize

Basic Pivot Table

Click Data -> Pivot Table and Pivot Chart Report

Basic Pivot Table

Choose your data and report type Microsoft Excel or database Pivot Table

Basic Pivot Table

Select your data table (including headers)

Choose your output location

Basic Pivot Table

Row Fields – Groups the data table element by rows

Data Table Elements – Fields in the selected data table

Column Fields – Groups the data table element by columns

Data Items – Displays summary information based on what you put in the Row and Column fields.

Basic Pivot Table

We add elements to our pivot table by dragging the field from the ‘Data Table Elements’ window to the pivot table row, column or data items section

Questions?

Basic Pivot Table

Go to the ‘Pivot Chart Example’ worksheet

Discussion about contents

Need a breakdown of the discharge locations from our list of patients. D/C Loc – Rows Field D/C Loc – Data Items

Basic Pivot Table

Data -> Pivot Table and Pivot Chart Report

Click Next

Select the entire data table

Click Next

Basic Pivot Table

Select new worksheet

Click Finish

Basic Pivot Table

Click and drag D/C Loc into Row Field and Data Items

Basic Pivot TableCount of each different D/C Loc

Exercise 13

Create this pivot table

Exercise 14

Select your pivot table and click the button

Basic Pivot Table

Drag and drop additional fields from your data elements to further summarize your data

How would we add DC disp to this pivot table?

Basic Pivot Table

Drag DC Disp to the Row Fields section

Basic Pivot Table

Exercise 15

Create a pivot table that shows a breakdown of ‘Principal DX

Description’ and their ‘DC Disp’

Exercise 15

Displaying

Displaying

What unit/department?

What exactly is a needle stick?

Years?

Data source?

What was the workload like?

Displaying

Source: ACME Clinic Quality Services Department

Displaying

Displaying

Goal is to display your data accurately to your audience

Elements of effective data display N Account for workload or factors that directly

effect your data Source Obvious to you; Oblivious to them

Simple Graph

Visually displays data from a data table

Grouped by rows or columns

Multiple types to choose from Line Bar Pie

Simple Graph

Elements that make an effective graph Keep it simple Avoid too many elements Clear title that describes your data Label the x and y axis Use text boxes!! or Insert -> Text

Box

Simple Graph

Click the button or click Insert->Chart

Select the chart type

Simple Graph

Select your Source Data by choosing the cell range

Simple Graph

Chart Wizard Titles Axes Gridlines Legend Data Labels Data Table

Simple Graph

Choose your chart location

Simple Graph

Go to the ‘Graph Example’ worksheet

Discuss contents

Exercise 16

Create a graph of Length of Stay for 9 Tower

Exercise 17

Exercise 18

Add a text box that says ‘Outlier of 20 day LOS’ above the July 2005 Length

of Stay

Click or Insert -> Text Box

Click on the graph above the July 2005 data point

Type in ‘Outlier of 20 day LOS’

Exercise 18

Displaying

Use what we have learned today to accomplish all of elements of effective data display Functions Pivot Table Pivot Chart Graphs

Data Summary Rollup of ‘Performing Analysis’ Display as report and/or use to make graphs

Detailed Example 1

Your director sends you some data regarding needle sticks for last month by hospital division

Figure out which division has the highest occurrence of needle sticks

Provide a report by the end of the day

Detailed Example 1

Go to the ‘Displaying Example’ worksheet

Discuss contents

Detailed Example 1

What do we need to calculate?

% Needle Sticks per Shots Administered

Needle Sticks / Shots Administered

Detailed Example 1

Add a new column named ‘% Needle Sticks/Shots Admin’. Remember to format!

Calculate % Needle Sticks per Shots Administered for each Division/Unit

Format new column to Percentage with 2 decimal places

Detailed Example 1

Detailed Example 2

You send the data summary to your director and wants you to display the data in a Pareto Graph

Pareto Graph – Descending bar graph Sort descending

Detailed Example 2

Sort your data table by ‘% Needle Sticks/Shots Admin’ in descending order

Click cell D1Click

Detailed Example 2

Create a bar graph that shows each division and the % Needle Sticks/Shots

Admin.

Click Select Column. Click Next.Select data in column A and column D (Hint: Hold down Ctrl button)Add chart options. Click Next.Locate in “As Object in:” Displaying ExampleFinish

Detailed Example 2

Detailed Example 2

Time to send to your director? Does it print correctly?

What else do we need to provide? Date Range – January 2005 – December

2005 Source – ACME Care Management System Report Date – Today

Header/Footer?

Group or Individual Project

Open the ‘Intermediate Project.xls’ file on your desktop

Discuss contents

Group or Individual Project

How many surgeries were performed?

What is the average surgery time?

How many patients with surgery developed an infection? Infection rate?

Print a list of ONLY patients that had an infection.

Make a chart that displays only the surgery times of patients who had an infection.

Congratulations!!!

Questions?

Bobby Steed 864-560-6995