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Intermediate Applications of Excel. SCAHQ Presentation Robert Steed, MCSM Spartanburg 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. - PowerPoint PPT Presentation
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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