Quick Reference Guide Exporting to Excel

Version 1.0

Friday, October 5, 2018

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Table of Contents

Export Data ..................................................................................... 4

Excel - Import TXT File .................................................................... 6

Excel - Pivot Table ........................................................................... 9

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Export Data

There are two options in Report Output for exporting of data:

Export Data (DBF File)

Export Data (Tab Separated)

Note - To see free text Comments of any entry in Vision on an extracted file, the tab

separated format must be used.

1. Select one of the Export Data options from Report Output.

2. Press Run to generate the search.

The Download screen displays.

3. Select the directory to save the extract to.

This defaults to either c:\extract (practice server) or P:\extract\YourName (hosted

server).

Select OK to proceed.

The menu option of Edit - Report Output also launches the Download screen.

4. If you have previously exported a search, a warning displays "XXXXXXX

database exists, it will be overwritten, continue"

Select Yes to proceed.

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Each export creates a patient file.

Tab Separated - patient.txt

DBF - patient.dbf, patient.cdx and patient.fpt.

Additional files are created for each entity, for example, a medication search

generates file(s) with the name therapy.XXX.

5. Browse to the directory and access the files.

See - Excel - Import TXT File on page 6 and Excel - Pivot Table on page 9.

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Excel - Import TXT File

The following is an example of how to import the THERAPY.TXT into Excel following the

export of a Medication search to Tab Separated.

1. Open Excel, and select File - Open.

2. Browse to the location the files are extracted too.

For example, c:\extract (practices with their own server) or P:\extract\YourName

(hosted practices).

3. Change the file type on the bottom right, to All Files.

The list refreshes and now displays .TXT and

.DBF files.

4. Select the file, in this example, THERAPY.TXT.

The Text Import Wizard displays.

5. Select Next to proceed, leaving the tick in the Delimited option.

Step 2 displays.

6. Accept the default values for Step 2, and press Next.

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Step 3 displays.

7. The Step 3 screen lets you select any columns containing a date and set the

format to Date.

Look for the Event Date column, select and choose Date as the type.

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8. Press Finish to proceed.

The spreadsheet displays.

See - Export Data on page 4 and Excel - Pivot Table on page 9.

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Excel - Pivot Table

A powerful feature of Excel is a pivot table, this allows you to quickly look at a summary

of data, the example below looks at Antibiotic prescribing by GP, and is based on a

search by drug class - Penicillins prescribed in the last month.

The report has already generated, and the THERAPY.TXT imported into Excel.

1. Open the THERAPY.TXT file.

See - Excel - Import TXT File on page 6.

2. Press the Select All button, to create the import for your pivot table.

All the data highlights.

3. From the Toolbar Ribbon, select the Insert option, then Pivot Table.

The Create Pivot Table wizard displays.

The input range populates automatically, and you can choose to place the pivot

table into a new worksheet (default) or the existing one.

Press OK to proceed.

The Pivot Table options display.

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4. On the right the Pivot Table Field List includes all the column headings from

your spreadsheet.

The Pivot Table area on the left updates, as you add in fields.

Here, we want to look at prescribing by clinicians, drag Clinician into the Column

Labels box.

The Clinicians now display along the top of the page as Column Headings.

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5. Next, we want to display the drugs prescribed by each clinician.

Select Name (this is the Drug Name), and drag into the Row Labels.

The view refreshes and the Drug Names display as Rows.

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6. The Clinicians and Drug Names show on the table, and we need a count of each

time the clinician prescribed the drug.

If we select the Event Date this counts the number of dates that each Clinician

prescribed each drug.

Select Event Date and drag into the Values box.

The pivot table refreshes, and the counts displays.

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7. Optionally you can:

Apply a Filter to the Clinicians

Select the drop down and remove the tick from, for example, Federated

Locum and Blank.

Insert a Graph

Select Insert on the Toolbar Ribbon.

Choose the chart type, for example, Column.

Select what sort of Column graph, for example, 2-D Column.

See - Excel - Import TXT File on page 6.