Module 3 ‘My reports’ ‘My reports’. This course is about creating, viewing and printing summary reports using the My reports section of the BC Patient

Module 3Module 3 ‘ ‘My reports’My reports’

This course is about creating, viewing and printing summary reports using the My reports section of the BC Patient Safety & Learning System (BC PSLS).

The course takes about 20 minutes to complete, but you can take it at your own pace and return to any section at any time. You can repeat the course as many times as you like to refresh your knowledge.

At the end of the course, please fill in the record of course completion; you can print a copy of the record if you like. Also, you’ll be asked to complete a brief evaluation. Your feedback will help us improve our online learning modules in the future.

Enjoy the course!

IntroductionWelcome to Module 3!

Section 2 Section 3 Section 4 Section 5 Section 1 Start End

About the courseNavigation

Click on to open the course map and select a specific slide.

Click on the navigation buttons and links to:

• Go back to the beginning of the course

• Go back to the previous slide

• Return to the main course from a link


Click on the progress bar to move from section to section:

• Go to the end of the course

• Go to the next slide

• Open a link

When you see , follow the directions to simulate working with BC PSLS ‘live’. CLICK HERE


Tips to use when working with BC PSLS ‘live’ are marked with

ObjectivesUpon completion of this course, you will be able to:

Locate the ‘My reports’ section of BC PSLS Define bar chart, crosstab report, line graph, listing report and pie chart Describe how different types of reports might be used Define data for reports by setting a date range and using dropdown lists Create, view, export and print reports using ‘My reports’ Drill down to examine report details Perform new searches Save searches as queries Perform searches using saved queries Create, view, export and print reports using ‘Design a report’


Section 1: Summary reports


Section 1: Summary reportsIntroducing ‘My reports’


My reports is a section of the BC PSLS application that allows you to create, view and print packaged summary reports using pre-defined data. These reports have been designed to meet the needs of a wide group of users from across the province. You will likely find some of the reports very useful and others not applicable to your setting or interests.

If you have requests for reports that you think would be important to you on a regular basis, please contact your Health Authority BC PSLS Coordinator for assistance.

You can also use the New search, Saved query and Design a report features of BC PSLS to create your own custom ad hoc reports. These features are covered in sections 3 and 4 of this course.

Section 1: Summary reportsSummary reports defined

Summary reports combine or group data and provide totals, such as total number of falls in a given month and year. Summary reports provide a means for individual reports, such as safety event reports, to be viewed together. By looking at data this way, you can identify trends based on volume and see a quick ‘snapshot’ of patient safety issues in your area.

Click on the links to learn about the kinds of reports available in BC PSLS.

Bar charts Line graphs Pie charts

Crosstab reports Listing reports Pareto charts


Section 1: Summary reportsReports and user permissions

As a BC PSLS user who performs follow-up activities when a safety event is reported, you have a specific set of user permissions. Permissions are defined by your role, the area of the organization you work in and the program or service you are responsible for.

Permissions apply to summary reports the same way they apply to Safety Event Reports. You can see all of the information you need to see and none that you should not see.


Section 1: Summary reportsReports and confidentiality

Safety Event Report data may be sensitive and confidential and in many cases is protected from disclosure by legislation. Although most summary reports do not include person-identifiable information, reports should always be treated with care to protect confidentiality.

In general, line graphs, bar charts and pie charts can be shared with staff to increase awareness of safety issues and support quality improvement efforts. Listing reports are often more detailed and should be shared carefully.

If you are not sure if a report can be shared, contact your risk management department for advice.


Section 1: Summary reportsReports and feedback

Did you know? One of the main reasons care providers don’t report safety events is lack of response or visible action from leaders.

Summary reports are a great way to give feedback to reporters to show them that their reports do count. Why not take a bar chart to your next team meeting and show your staff the most commonly-reported types of events in your area? Or use a line graph to show the effectiveness of your falls prevention strategy over the last 6 months?

Letting reporters know you are taking notice of their reports helps foster a culture of reporting, learning and safety.


Section 1: Summary reportsReports and committees or groups

Summary reports can be effective tools to use with quality and safety committees and leadership groups. These reports can help participants identify system problems, spark questions and discussion, enable targeted quality improvement efforts and raise awareness of safety issues. Committee members can help create a context for safety event data that is critical to understanding causes and identifying solutions.

Consider confidentiality when sharing reports with groups and committees and limit distribution of printed materials.


Section 1: Summary reportsReports and quality improvement

Summary reports can be powerful quality improvement aids. Line graphs are especially helpful for tracking trends over time. Use them to show changes in the number of events reported related to a change in practice.

For example, effective medication reconciliation might result in a decrease in the number of medication events reported related to transitions of care. This improvement could be shown on a line graph and posted in the clinical area so staff can see the impact of this practice on patient safety.

Planning an improvement initiative? Ask staff to focus on reporting the issue in BC PSLS before AND after the change is made so the impact can be clearly seen.


Section 2: ‘My reports’ basics


Section 2: ‘My reports’ basicsGetting started

Log in to BC PSLS.

From the Main Menu, select Events.

CLICK HERE


Section 2: ‘My reports’ basicsGetting started

Log in to BC PSLS.


Select My reports.


CLICKHERE

Section 2: ‘My reports’ basicsChoosing a report

You can now see a list of reports available to you. The report title tells you the type of report and the fields used to create it.

To select a report, click on the report title.

For this example, select Bar chart – Category of event.

CLICK HERE

Type of report

Fields used


Section 2: ‘My reports’ basicsUsing dropdown lists

Sometimes you will need to select one or more items from dropdown lists to define report data. The lists are identical to those on event report and follow-up forms.

The Event type field is shown first. To open the dropdown list, click on the beside the field.


CLICK

HERE




Select Patient Safety Event.

When working with dropdown lists, you can select more than one item by holding down the Ctrl key, then clicking on the items you want. Or, you can hold down the Shift key to choose all items between your first and last selections.


CLICKHERE





Click Add.


CLICK HERE

Write down the dropdown list selections you make. These choices will filter your data but will not be reflected in the title or labels on the report and you may forget what you chose.



The Event type field is shown here. To view the list, click on the beside the field.


Click Add.

Next, open the Good catch (near miss) dropdown list.


CLICK

HERE


From the Good catch (near miss) list, you can choose:

• Yes to include ONLY good catches.

• No to include ONLY patient safety events that reached a patient.

• Yes AND No to include BOTH good catches and actual events.

For this example, select No.

CLICKHERE








Click Add.


CLICK HERE







Click Add.

Now, open the Approval status dropdown list.

CLICK

HERE



The Approval status dropdown list lets you define the status of the records you want to include in the report.

For this example, select Awaiting final approval, Being approved and Finally approved. CLICK

HERE

To select more than one item from a dropdown list in the ‘live’ BC PSLS application, hold down the Ctrl key on your keyboard, then make your selections. Or, hold down the Shift key and choose the first and last items you want. All Items in between will be included.




For this example, select Awaiting final approval, Being approved and Finally approved.

Click Add.

CLICK HERE


Section 2: ‘My reports’ basicsSetting a date range


For this example, select Awaiting final approval, Being approved and Finally approved.

Click Add.

Next, set a date range for the report. Click on the first calendar icon to begin.

CLICK

HERE



Setting a date range allows you to see data about events that occurred over time.

This report will include data from July 1, 2008 to today.

Use the << >> arrows on the calendar to change the year.

CLICKHERE






Use the < > arrows on the calendar to change the month.

CLICKHERE







Click on the day you want.

CLICKHERE


Leaving both date fields blank will return all data that match your other criteria.






Click on the day you want.

To show data up to the current date, leave the to field blank.

Click Continue.

CLICK HERE

LEAVE BLANKto default

to current date

Write down the date range you select. These choices will filter your data but will not be reflected in the title or labels on the report and you may forget what you chose.


Section 2: ‘My reports’ basicsViewing your report

Review your report. You chose:• A bar chart showing

categories of events • Patient safety event

records only• Only reports of actual

patient safety events (no good catches)

• Records awaiting final approval, being approved and finally approved

• Events that occurred between July 1, 2008 and the current date


CLICK HERE

For more detail, let’s drill down into the data using a crosstab report. We’ll use the same date range and other options chosen for the previous bar chart example.

Select Crosstab - Category of Event - Month/Year to begin.

Section 2: ‘My reports’ basicsDrilling down


For this example, you want to know the locations where Falls are occurring in your area.

Open the Drill down dropdown list.


CLICK HERE



CLICKHERE



Select Specific location.





Select Fall to drill down.


CLICK HERE






Select Fall to drill down.

The locations where falls have been reported are displayed.

Next, open the Drill down dropdown list again.

CLICK HERE



Now you want to know whether patients were injured in falls in the location where they are occurring most frequently.

Select Degree of harm.CLICKHERE




Select Degree of harm.

Select Emergency – Acute to drill down.

CLICK HERE



When working with reports ‘live’ in BC PSLS, use these buttons to go back one level or back to the top level, then drill down again for more detail. Drill down as far as you like!


Select Degree of harm.

Select Emergency – Acute to drill down.

Degrees of harm for falls in the Emergency – Acute location are now displayed.


Section 3: Searches and queries


Section 3: Searches and queriesNew searches

Sometimes you will want to know about data that is not defined in My reports. Use the search feature in BC PSLS to define your own data.


CLICK HERE


Sometimes you will want to know about data that is not defined in My reports. Use the search feature in BC PSLS to define your own data.


Select New search.


CLICK HERE


Each Health Authority has a different Safety Learning Form (follow-up form). Your search screens are the same as your follow-up forms. One example is provided here.

Use the dropdown lists to define the data you want to view. You may select more than one item from each list.



For this example, open the Event type dropdown list.


CLICK HERE



For this example open the Event type dropdown list.

Select Patient Safety Event to limit your search to this type of event record.

CLICKHERE



For this example, open the Event type dropdown list.

Select Patient Safety Event to limit your search to this type of event record.

Click Add.

CLICK HERE


Next, choose the status of records you want to see in your search. You can pick one or more than one status.

To view your options, open the Approval status dropdown list.


CLICK HERE





Select Being reviewed to limit your search. CLICK

HERE





Select Being reviewed to limit your search.

Click Add.

CLICK HERE





Select Being reviewed to limit your search.

Click Add.

To set up a date range, we’ve entered @prompt into the Reported date field.

Click Search.

CLICK HERE



The date range set up with the @prompt will be shown and must be completed before the search is performed.

Click Continue.

Click here to learn more about searches using @prompts.

Click here to learn more about using search symbols.

CLICK HERE

When working with BC PSLS ‘live’, you can type @prompt into any date field to set a date range.


If your search does not find any records matching your criteria, a message will be displayed.

If records are found, a list will be shown.


When working with BC PSLS ‘live’, you can click on any field in any record in any list to open and view the single record. You can also sort the list in different ways by clicking on any heading in Blue text at the top of the list.


You can save your New search to use again by creating a Saved query.

Select Save the current search as a query.

Section 3: Searches and queriesSaving a search as a query

CLICK HERE




Give the query a name. You are the only one who can see the query, so name it something meaningful to you.

Click Save.


CLICK HERE





Give the query a name. You are the only one who can see the query, so name it something meaningful to you.

Click Save.

A message will confirm that the query was saved.


You can find and run your search again any time by using your Saved query.


Section 3: Searches and queriesSearching with a saved query

CLICK HERE




Select Saved queries.


CLICKHERE





Open the Query dropdown list.


CLICK

HERE







Select your saved query.

CLICKHERE








Click Run query.

CLICK HERE








Click Run query.

Your search results will be displayed as a list.


Section 4: Using ‘Design a report’


CLICK HEREFrom the Main Menu, select

Events.

Section 4: Using ‘Design a report’Selecting data for a report


CLICKHERE


Select Design a report.



First, define data for your report by running either a New search or a Saved query.

For this example, use the Saved query you created earlier in this module.



To use data from a new search, first perform the search then click on ‘Design a report’. A message will confirm that Some selection criteria have already been defined using a query by example, which means the data from your new search will be used.

CLICK

HERE



First, define data for yourreport by running either a New search or a Saved query.

For this example, use the Saved query you created earlier in this module.


Select My patient safety events – under review.

CLICK HERE


Section 4: Using ‘Design a report’Selecting the type of report

Next, open the Report type dropdown list.

CLICK HERE


Next, open the Report type dropdown list.

Select the report type. Choose a crosstab report, bar chart, line graph (including SPC charts), Pareto chart, pie chart or listing report.

For this example, select pie chart.

Section 4: Using ‘Design a report’Selecting the type of report

CLICKHERE


Next, open the Rows dropdown list.

Section 4: Using ‘Design a report’Selecting report components

CLICK HERE



For this example, select Event category to identify the data elements that will be displayed as ‘slices’ of the pie.

For some reports, you will also need to select a Columns value, such as date.


CLICK HERE



For this example, select Event category to identify the data elements that will be displayed as ‘slices’ of the pie.

For some reports, you will also need to select a Columns value, such as date.

Click Run report.


CLICK HERE


Review your report. You chose:

• Patient Safety Events as the event type

• Records with the status Being reviewed

• A pie chart as the type of report

• Categories of event as the rows or ‘slices’ of pie

Section 4: Using ‘Design a report’Viewing your report


Section 5: Printing reports


Section 5: Printing reportsPrinting reports

The Print button is found at the bottom of each report.

Before you print, preview by clicking File on the tool menu at the top of your screen, then Print Preview. Make any changes before you print.

If all results are not shown on the page, change the page orientation by clicking File, then Page Setup. Choose Landscape, then click OK. Preview again, then click Print.


All reports can be exported to PDF, but only Crosstab and Listing reports can be exported to Excel.

The Export button is found at the bottom of each report.

You can export a report to PDF or, if you want to modify it (change the order of columns or rows, add colours or labels), you can export it to Excel.

To export, click the Export button, select the options you want, then click the second Export button.

Section 5: Printing reportsExporting reports


To include a graph from My reports in a PowerPoint or Word document:

• Right mouse click anywhere on the graph

• Select Save Picture As

• From the Save in dropdown list, select Desktop

• Enter a name you will recognize in the File name field

• Click Save

• Open the document that you are preparing

• Click on the spot where the graph is needed

• Select Insert on the tool bar at the top of your screen, then Picture, then From File

• From the Look in dropdown list at the top of the window, select Desktop

• Click on the report to select it, then click Insert

• Save your document

• Delete the saved file from your Desktop

Section 5: Printing reportsCopying and pasting reports


Locate the ‘My reports’ section of BC PSLS Define bar chart, crosstab report, line graph, listing report and pie chart Describe how different types of reports might be used Define data for reports by setting a date range and using dropdown lists Create, view, export and print reports using ‘My reports’ Drill down to examine report details Perform new searches Save searches as queries Perform searches using saved queries Create, view, export and print reports using ‘Design a report’

Click here to confirm you have completed the course.

Congratulations!You’ve completed the course! You can now:


https://www.surveymonkey.com/s.aspx?sm=_2fbVF_2be5H38wmvkkZ5gArjA_3d_3d

Questions?If you have questions about this course or BC PSLS, please ask

your leader or manager, email BC PSLS Central Office or use the information below to contact a resource in your Health Authority.

Fraser Health (FH) Interior Health Authority (IHA)

Phone: (604) 587-7851 Voicemail #7851 Phone: (250) 870-4668

Provincial Health Services Authority (PHSA) Vancouver Coastal Health (VCH)

Phone (604) 875-2791 Phone: (604) 875-5054

Northern Health Authority (NHA)

Phone (250) 692-2425


mailto:[email protected]?subject=Question%20about%20elearning%20course%20for%20reporters

mailto:[email protected]


mailto:qs%[email protected]


ResourcesFor more about patient safety, check out these web sites:

BC Patient Safety & Quality Council

Canadian Patient Safety Institute

Safer Healthcare Now!

Institute for Safe Medication Practices Canada

Institute for Healthcare Improvement

National Patient Safety Agency

World Health Organization Patient Safety


http://www.bcpsqc.ca/

http://www.patientsafetyinstitute.ca/English/Pages/default.aspx

http://www.saferhealthcarenow.ca/EN/Pages/default.aspx

http://www.ismp-canada.org/

http://www.ihi.org/ihi

http://www.npsa.nhs.uk/

http://www.who.int/patientsafety/en/

Evaluation

Thank you!

Please click here to complete a short survey about the course. Your response will be anonymous. Your feedback will help us improve the course in the future.


https://www.surveymonkey.com/s.aspx?sm=aBmLzEqtM_2fb4P3vtM7u5tA_3d_3d

Search symbolsSymbol Description Example

* Include any number of unknown characters SMITH* in the Name field would locate records for SMITH, SMITHSON, SMITHFIELD, etc.

? Include one unknown character SM?Th in the Name field would locate records for SMITH, SMYTH, etc. but not SMYTHE

< Include values less than a specified amount or before a specified date <21/12/2008 in a Date field would locate records with a date BEFORE December 21st, 2008

> Include values greater than a specified amount or after a specified date >21/12/2008 in a Date field would locate records with a date AFTER December 21st, 2008

<= Include all values less than or equal to a specified value or date <= 21/12/2009 in a Date field would locate records with a date ON OR BEFORE December 21st, 2008

>= Include all values greater than or equal to a specified value or date >= 21/12/2008 in a Date field would locate records with a date ON OR AFTER December 21st, 2008

!= Exclude certain values !=PATSAF in the Event field would find all records except those with the value of Patient Safety Event

| Include a choice of variables PATSAF|HAZARD in the Event field would find all records that are Patient Safety Events OR Hazards

@today Include values where the current date is in the selected Date field @today in the Actions Module Date due field would locate Actions due today

@prompt Creates a prompt so a date range or variable can be specified @prompt in a Date field would set up a prompt for you to enter from and to dates to establish a date range

: Include a range of variables 21/12/2008:21/01/2009 in a Date field would locate records between the two dates specified

= Include value is null = in the Actions Module Date completed field would locate Actions that have been not yet been completed

== Include value is not null == in the Actions Module Date completed will locate Actions that have been completed

Documents

Module 3 ‘My reports’ ‘My reports’. This course is about creating, viewing and printing summary reports using the My reports section of the BC Patient