Reports, Enquiries and Extracts Workshop for Choose and Book R2.3 Sue Wales for the London Pilots 10 th and 11 th January 2005

Reports, Enquiries and Extracts Workshopfor Choose and Book R2.3

Sue Wales for the London Pilots

10th and 11th January 2005

Objectives of this workshopAt the end of the workshop attendees should

understand: What information is available in each of the Reports,

Enquiries & Extracts How to access all the Reports, Enquiries & Extracts How organisations can use data from the Reports,

Enquiries & Extracts The benefits of the data from CAB

The Differences Between Reports, Enquiries and

Extracts

What is a REPORT?

a predefined list of data for a predefined date period generated either weekly or monthly on a set day

(e.g. Monthly reports on 2nd of the month for the previous month)

for example: there is a report in CAB showing how future

slots are already being utilised or booked in to in a provider during the month of May 2005

Picture of a sample report

An example of a report

What is an ENQUIRY? a set of data for a period of time specified by the user the data is collected when the enquiry is run

therefore it is always up to date

for example: there is an enquiry in CAB showing which referrals have breached the 2 week wait time that you can run for your own specified period of time

(e.g. from 21st April – 15th May) and this data is live at the point you run the enquiry

Picture of a sample enquiry

An example of an enquiry

What is an EXTRACT? a set of data in CSV format, compressed into

a ‘.zip’ file generated automatically every month for a

set period of time, (much like a report) that can be downloaded and extracted into

your local database

for example: there is an extract in CAB of those UBRNs that have not been fulfilled (bookings completed) for

BMS staff to send reminder letters to

How do I Access Reports, Enquiries and Extracts?

Accessing Reports, Enquiries and Extracts The end user manuals for all the business

functions in CAB explain the steps for each role to access whichever reports or enquiries or extracts their role allows

The end user manuals are downloadable from http://www.chooseandbook.nhs.uk/staff/training/

How to access a Report Log in to Choose and Book with your

Smartcard Click on your homepage Click to reveal the reports available to

your role Select the report you wish to view Click on of the date for the report you

wish to view

You now view the report you have selected and you can print it by clicking Print or Control P on your keyboard

How to access an Enquiry Log in to Choose and Book with your Smartcard Click on your homepage Click to reveal the enquiries available

to your role Enter the Start Date and End Date for the enquiry

you wish to run (NB: you must keep it within a range of 28 days maximum)

You can filter the contents of the enquiry further by selecting from the picklist available

Click Search

You can now view and print off the enquiry you have selected

How to access an Extract Log in to Choose and Book with your Smartcard Click on your homepage Click to reveal the extracts available to your role Select the extract you wish to view Click on CSV of the date for the extract you want to

download Click on Open to see a WinZip box. Double click on the file of data you

wish to open/extract. You will now see the extract of report data. Save it to your computer.

What Reports, Enquiries and Extracts can Each Role

Access?

Which reports, enquiries and extracts can I access? The Business Function you use to log in to

CAB determines which reports, enquiries and extracts the end user can access

e.g. ‘Referring Clinician’ will have access to a different set of reports, enquiries and extracts from the ‘Information Analyst SHA’ etc.

This workshop will tell you which are available to each role as we go through them

Information Analyst Roles

There are 4 different Information Analyst business functions in CAB: Information Analyst Service Provider (SP) Information Analyst Commissioning Organisation Information Analyst SHA Information Analyst BMS

Each of these different Information Analyst business functions can access a different set of reports, enquiries and extracts

REPORTS for each role

Referring roles’ REPORTS:(referring clinician, referring clinician admin, referring admin)

Report title Content

RORO2 Bookings by Priority Weekly report on what bookings have been made by the referring organisation

RORO7 Activity by Priority Monthly report on all activity of the referring organisation

RORO8 Referral Analysis Monthly report on all the appointment requests initiated by, and the number of rejected referrals of the referring organisation

RORO9 Channel Profile Monthly report on which channels are used by which users to put transactions through CAB

ROR10 Practice Summary Monthly report with an overview of activity of each referrer in the practice by specialty and priority

Provider roles’ REPORTS:(service provider clinician, service provider admin, information analyst provider)


SPR02 Two week wait attended Monthly report on the outcome of two week wait appointments for the provider organisation

SPR03 Activity by referrer Monthly report of the referrals made to that provider organisation from referring organisations

SPR04 Service referral analysis Monthly report of the referral and appointment activity of the provider organisation

SPR07 Referral analysis Monthly report of the referral patterns into the provider organisation

SPR09 Past slot utilisation Monthly report of the bookings and unused appointment slots for all specialties for that provider organisation

SPR10 Future slot utilisation Weekly report of the bookings and unused appointment slots for the future 13 weeks for all services of the provider organisation

SPR11 Service activity Monthly report on appointments and cancellations for all services in the provider organisation

SPR12 Modified referrals Monthly report showing those referrals to the provider that have been modified by a priority or due date

SPR13 Assessment centre analysis Monthly report showing bookings and the outcome of bookings made to CASs in the provider organisation

Commissioning roles’ REPORTS:(Commissioner)


CORO5 Commissioned services

Monthly report showing the services commissioned by that commissioning organisation (e.g. PCT)

Commissioning roles’ REPORTS:(Information Analyst Commissioning Organisation)

CORO1 Past slot utilisation Monthly report of bookings and unused appointment slots for all services commissioned by the commissioning organisation

CORO2 Practice summary Monthly report on all referrals and transactions by referrers from the commissioning organisation (e.g. PCT)

CORO3 Referral analysis Monthly report on appointment requests and rejected referrals for referrers from the commissioning organisation (e.g. PCT)

CORO4 Activity by provider Monthly report of the activity for each specialty commissioned by the commissioning organisation

CORO5 Commissioned services Monthly report on services commissioned by the commissioning organisation

CORO6 Channel profile report Monthly report showing the channels used for transactions in CAB from users in the commissioning organisation

CORO7 Referral analysis Monthly report showing the referral patterns of referrers from within the commissioning organisation (e.g. PCT)

CORO8 Future slot utilisation Weekly report showing all bookings and unused slots for all services commissioned by the organisation for the future 13 weeks

CORO9 Assessment centre analysis Monthly report showing booked appointments to CASs where the referrer is from the commissioning organisation (e.g. PCT)

COR10 Modified referrals Monthly report showing referrals that have been modified by priority or due date from within the commissioning organisation (e.g. PCT)

Onward referrals Monthly report showing progress against the DH incentive scheme

Initial referrals Monthly report enabling a PCT to report on progress against the DH incentive scheme

SHA roles’ REPORTS:(Information analyst SHA)

Report Title Content

SHARO7 Past slot utilisation

Monthly report showing bookings and unused slots for all specialties commissioned by commissioning organisations within that SHA

SHARO8 Future slot utilisation

Weekly report showing all bookings and unused slots for all services provided within that SHA for the future 13 weeks

SHARO9 Channel profile

Monthly report showing what channels are used by the commissioning organisations within the SHA for transactions in CAB

BMS roles’ REPORTS:(BMS admin, Information analyst BMS)

Report Title Content

BMSRO1 Worklist analysis

Daily report showing activity of the previous day on BMS worklists

BMSRO2 Spectrum report

Weekly report showing activity on BMS worklists

BMSRO4 Channel profile Monthly report showing which channels are used by users within the commissioning organisations associated with the BMS to put transactions through CAB

ENQUIRIES for each role

Referring roles’ ENQUIRIES:(referring clinician, referring clinician admin, referring admin)

Enquiry title Content

ROEO1 Two week wait Shows all appointment requests and bookings made from within your organisation with a two-week-wait priority

ROEO3 Cancelled appointments

Shows all appointment requests and bookings made from within your organisation that have been cancelled

ROEO4 Cancelled UBRNs Shows all appointment requests and bookings made from within your organisation that have had their UBRNs cancelled

ROEO5 DNA’d appointments Shows all appointments made from within your organisation that have been DNA’d

ROEO6 Due date exceeded Shows all appointment bookings that are in the future from within your organisation that exceed the ‘due by’ date

ROE11 Modified referral Shows all appointment requests and bookings made from within your organisation that have had their priority or due date modified

Provider roles’ ENQUIRIES:(service provider clinician, service provider admin, information analyst provider)


SPE01 Two week wait breaches

Shows all appointments booked into services in your organisation with a two-week-wait priority, where the decision to refer date and the appointment date are more than 14 days

SPE05 Missing referral letters

Shows all appointments booked to your service in your organisation that have not had a referral letter sent in CAB

SPE06 Appointment Shows all appointments book to services in your organisation where the current status is scheduled, confirmed or DNA’d

SPE08 Service directory Shows published services within your organisation

More Provider roles’ ENQUIRIES:(Service Definer)


SPE08 Service directory

Shows published services within your organisation

EXTRACTS for each role

NB: Information Analysts can access and download extracts, and the organisation for whom you are set up as an Information Analyst will determine the data included in your extract

EXTRACTS available:(Information analysts)

Extract title Content

EBSX01 DH Returns Weekly extract of booking and rebooking activities for that organisation

EBSX02 UBRN action Monthly extract of all activities for all UBRNs of that organisation

EBSX03 Codified Fields

Monthly extract of codified data (e.g. priority, DNA reason etc.) for that organisation

EBSX04 Organisation Monthly extract of organisations currently active in CAB

EBSX05 Service Monthly extract of services currently active in CAB

EBSX07 User Monthly extract of users currently active in CAB

EBSX08 Role Profile Monthly extract of all currently active role profiles in CAB

BMS roles’ EXTRACTS:(Information analyst BMS, BMS Admin {03, 04, 05 only})

Extract title Content

BMSX03 BMS Transactions

Weekly extract of all transactions (bookings, cancellations etc.) by originating PCT within the call centre

BMSX04 Unfulfilled Appointments Letter 1

Daily extract to enable mass mailings of reminder letters to patients for unfulfilled bookings

BMSX05 Unfulfilled Appointments Letter 2

Daily extract to enable mass mailings of reminder letters where the UBRN has already been in BMSX04

BMSX06 Appointment Reminder Letter

Nightly extract of reminder letters for PCTs that are associated to the BMS call centre

BMSX07 Letter Creation Statistics

Monthly extract of the UBRNs that were in BMSX04 and BMSX05 per PCT per day

What is Included in Each Report?

Referrer Reports……

Referring roles’ REPORTS: ROR02 Bookings by PriorityOn p30 of Reports and Enquiries User ManualWeekly at week end

per Practice name, and per each priority (2WW, urgent, routine) and per specialty Referrer Patient UBRN Date of decision to refer Date booking made Appointment date (* is IBS) Due date Breach Reason Service booked in to Location of service booked in to

Referring roles’ REPORTS: ROR07 Activity by PriorityOn p32 of Reports and Enquiries User ManualMonthly at 2nd weekend after month end to allow for DNA messages

For each Practice, Per Priority and per Specialty Numbers of decisions to refer (New, Unbooked, Cancelled) Number of bookings (DBS, IBS, total) By patient (DBS, IBS, total) By service provider (DBS, IBS, total) Not specified (DBS, IBS, total) DNAs (DBS, IBS, total)

Referring roles’ REPORTS: ROR08 Referral AnalysisOn p33 of Reports and Enquiries User ManualMonthly on 2nd of month for previous month

For each Practice, Per Referrer Number of decisions to refer made For referrals made, number where guidance followed For referrals made, number of lead time breaches Number of referrals rejected For rejected referrals, number where guidance followed For rejected referrals, number where guidance not followed For rejected referrals, number where guidance overridden

Referring roles’ REPORTS: ROR09 Channel ProfileOn p34 of Reports and Enquiries User ManualMonthly on 2nd of month for previous month data

Per Practice, the total numbers and % of actions taken by the different business functions: referring Clinician referring Clinician Admin referring Admin BMS patient via Internet PAS system service provider

For the following activities: Appt Requests Advice & guidance Appt Request cancellations Bookings Appt cancellations Appt rebookings Totals of all activities per role

Referring roles’ REPORTS: ROR10 Practice SummaryOn p35 of Reports and Enquiries User ManualMonthly on 2nd weekend after month end to allow for DNA messages

For each Practice, per Referrer and per Specialty and per Priority Number of appt requests Number of cancelled UBRNs Number of guidances followed Number of guidance overridden Number of lead time breaches Number of bookings (DBS, IBS, total) Number of appointments due (DBS, IBS, total) Number of appointments cancelled by patient or provider or not specified (DBS, IBS, total) Number of rebooks (DBS, IBS, total) Number of DNAs Number of Advice and guidance submitted Number of rejected referrals

Provider Reports……

Provider roles’ REPORTS: SPR02 Two Week Wait AttendedOn p36 of Reports and Enquiries User Manual & p8 of Information Analyst User ManualMonthly on 2nd weekend after month end to allow for DNA messages

Per Specialty and per Service Is it a Directly Bookable service (Y/N)? Number of cases due to attend Number who attended Number of DNAs Total number of wait time breaches Number of breaches caused by no appointments being available Number of breaches caused by patient choice Number of breaches caused by another reason

Provider roles’ REPORTS: SPR03 Activity by ReferrerOn p37 of Reports and Enquiries User Manual& p9 of Information Analyst User ManualMonthly on 2nd weekend after month end to allow for DNA messages

per Specialty Name of referring trust For those booked in this report’s time period:

Number of bookings (DBS, IBS, total) Number who were booked and seen (DBS, IBS, total) Number with appointment outside this report time period (DBS, IBS, total) Number booked who are due outside 13 weeks (DBS, IBS, total)

For those due to attend in this report’s time period: Total number Number who attended (DBS, IBS, total) Number who DNA’d (DBS, IBS, total) Number of advice and guidance received

Provider roles’ REPORTS: SPR04 Service Referral AnalysisOn p39 of Reports and Enquiries User Manual& p10 of Information Analyst User manualMonthly on 2nd of month for previous month data

Per Specialty and per Service Number of appointments due in period Number of referral letters received Number of referral letters/bookings accepted Number of referrals not accepted or rejected 95% days to accept/reject Number of referral letters not received Number of advice and guidance requests received Number of advice and guidance responded to 95% days to respond

Provider roles’ REPORTS: SPR07 Referral AnalysisOn p40 of Reports and Enquiries User Manual& p11 of Information Analyst User manualMonthly on 2nd of month for previous month data

Per PCT Total number of bookings Number of bookings for 2WW Percentage of total bookings that were 2WW Number of bookings for urgent Percentage of total bookings that were urgent Number of bookings for routine Percentage of total bookings that were routine

Provider roles’ REPORTS: SPR09 Past Slot UtilisationOn p41 of Reports and Enquiries User Manual& p12 of Information Analyst User manualMonthly on 2nd of month for previous month data

Per specialty and per service Number of slots made available Number of appointments booked via Choose and Book (EBS) Number of unused slots Percentage of slots used

Provider roles’ REPORTS: SPR10 Future Slot UtilisationOn p42 of Reports and Enquiries User Manual& p13 of Information Analyst User manualweekly at week end

Per specialty and per service and per week for the following 13 weeks, and per priority (2WW, urgent, routine) Number of slots made available Number of appointments booked via CAB/EBS Number of unused slots Percentage of slots used

Provider roles’ REPORTS: SPR11 Service ActivityOn p43 of Reports and Enquiries User Manual& p14 of Information Analyst User manualMonthly on 2nd weekend after month end to allow for DNA messages

Per specialty and per service Number of appointments booked in period Number of appointments due in period Number of appointments attended in period Number of appointments DNA’d in period Number of appointments cancelled by patients Number of appointments cancelled by provider

Provider roles’ REPORTS: SPR12 Modified ReferralsOn p44 of Reports and Enquiries User Manual& p15 of Information Analyst User manualMonthly on 2nd of month for previous month’s data

Per specialty and per service Number of appointments due Number of priorities changed to be increased Number of priorities changed to be decreased Total number of changes in priority Number of cases whose due by date increased Number of cases whose due by date decreased Total number who had their due by date changed

Provider roles’ REPORTS: SPR13 Assessment Centre AnalysisOn p46 of Reports and Enquiries User Manual& p16 of Information Analyst User manualMonthly on 2nd of month for previous month’s data

Per CAS, and per Service Provider Organisation and per Service Number of assessments done Number of assessments resulting in ‘advice referrer’ Number of assessments resulting in ‘resolved, treated during

assessment’ Number of assessments resulting in ‘resolved, patient requested’ Number of assessments resulting in ‘refer on (via CAB)’ Number of assessments resulting in ‘refer on, outside CAB’

Commissioning Organisation (e.g. PCT)

Reports……

Commissioning/PCT roles’ REPORTS: Initial ReferralsOn p47 of Reports and Enquiries User Manual& p17 of Information Analyst User manualMonthly on 2nd of month for previous month’s data

Per job role and per Service Provider Organisation Number of first outpatient referrals made Number of day case referrals made Number of assessment service referrals made Number GPSI referrals made Number of nurse clinic referrals made Number of Allied Health Professional referrals made Number of ophthalmologist referrals made Number of dentist referrals made Total number of referrals made

Commissioning/PCT roles’ REPORTS: Onward ReferralsOn p48 of Reports and Enquiries User Manual& p18 of Information Analyst User manualMonthly on 2nd of month for previous month’s data Per job role of the initial referrers and per onward referring service and per

provider who provides the service the patient has been onward referred to Number who have been onward referred to:

first outpatient day case assessment services GPSI Nurse Clinics AHP clinics Ophthalmologist Dentist

Total number onward referred

Commissioning/PCT roles’ REPORTS: COR01 Past Slot UtilisationOn p49 of Reports and Enquiries User Manual& p19 of Information Analyst User manualMonthly on 2nd of month for previous month’s data

Per specialty and per service provider organisation Number of slots made available Number of appointments booked via Choose and Book (EBS) Number of unused slots Percentage of slots used

Commissioning/PCT roles’ REPORTS: COR02 Practice SummaryOn p50 of Reports and Enquiries User Manual & p20 of Information Analyst User manual

Monthly on 2nd weekend after month end to allow for DNA messages Per practice and per specialty

For New Appointment Requests: Total number Number that followed guidance Number that overrode guidance Number of lead time breaches Number of Cancelled UBRNs Number of bookings (DBS, IBS, total) Number of Appointments due (DBS, IBS, total)

For Appointments Cancelled: Number cancelled by patient (DBS, IBS, total) Number cancelled by provider (DBS, IBS, total) Number cancelled by other (DBS, IBS, total) Number rebooked (DBS, IBS, total)

Number of DNAs Number of Advice and Guidance submitted Number of rejected referrals

Commissioning/PCT roles’ REPORTS: COR03 Referral Analysis (Activity) On p51 of Reports and Enquiries User Manual & p21 of Information Analyst User manualMonthly on 2nd of month for previous months data

Per practice, per referrer Number of appointment requests (decisions to refer) Number of appointment requests where a Named Clinician was

specified Number of Appt Requests where guidance was followed Number of Appt requests where guidance was overridden Number of Appt Requests where the lead time was breached Number of rejected referrals Number of rejected referrals where the guidance was followed Number of rejected referrals where the guidance was not followed Number of rejected referrals where the guidance was overridden

Commissioning/PCT roles’ REPORTS: COR04 Activity by Provider On p52 of Reports and Enquiries User Manual& p22 of Information Analyst User manualMonthly on 2nd weekend after month end to allow for DNA messages

Per service provider organisation and per specialty Number of appointments booked (DBS, IBS, total) Number of appointments due (DBS, IBS, total) Number of appointments attended (DBS, IBS, total) Number of DNAs (DBS, IBS, total)

Commissioning/PCT roles’ REPORTS: COR05 Commissioned Services On p54 of Reports and Enquiries User Manual& p23 of Information Analyst User manualMonthly on 2nd day of the month for previous months data

Per service provider organisation and per specialty and per service Commissioning start date Commissioning end date Service start date Service end date Does it take advice and guidance requests (Y/N)? Is it directly bookable (Y/N)? Type of service (e.g. first outpatient) Quota Tariff

Per Practice, the total numbers and % of actions taken by the different business functions: referring Clinician referring Clinician Admin referring Admin BMS patient via Internet PAS system service provider


Commissioning/PCT roles’ REPORTS: COR06 Channel Profile On p55 of Reports and Enquiries User Manual& p24 of Information Analyst User manualMonthly on 2nd day of the month for previous months data

Per Practice and per referrer Number of referrals in total Number of referrals that were 2WW Percentage of referrals that were 2WW Number of referrals that were urgent Percentage of referrals that were urgent Number of referrals that were routine Percentage of referrals that were routine

Commissioning/PCT roles’ REPORTS: COR07 Referral Analysis (analysis of referrals) On p56 of Reports and Enquiries User Manual& p25 of Information Analyst User manualMonthly on 2nd day of the month for previous months data

Per specialty and per service provider and per week for the following 13 weeks Number of slots made available Number of appointments booked via CAB/EBS in this PCT Number of appointments booked via CAB/EBS by other

PCTs Number of unused slots Percentage of slots used

Commissioning/PCT roles’ REPORTS: COR08 Future Slot Utilisation On p57 of Reports and Enquiries User Manual& p26 of Information Analyst User manualWeekly at week end

Per CAS per Service Provider Organisation Number of assessments done Number of assessments resulting in ‘advice referrer’ Number of assessments resulting in ‘resolved, treated during

assessment’ Number of assessments resulting in ‘resolved, patient requested’ Number of assessments resulting in ‘refer on (via CAB)’ Number of assessments resulting in ‘refer on, outside CAB’ Number of onward referrals due to attend Number of onward referrals that were rejected

Commissioning/PCT roles’ REPORTS: COR09 Assessment Centre Analysis On p58 of Reports and Enquiries User Manual& p27 of Information Analyst User manualMonthly on 2nd of month for previous months data

Per referring practice and per referrer Number of appointments due (DBS, IBS, total) Number of priorities changed to be increased Number of priorities changed to be decreased Total number of changes in priority Number of cases whose due by date increased Number of cases whose due by date decreased Total number who had their due by date changed

Commissioning/PCT roles’ REPORTS: COR10 Modified Referrals On p59 of Reports and Enquiries User Manual& p28 of Information Analyst User manualMonthly on 2nd of month for previous months data

SHA Reports

Per specialty and per service provider organisation Number of slots made available Number of appointments booked via Choose and

Book (EBS) Number of unused slots Percentage of slots used

SHA roles’ REPORTS: SHAR07 Past Slot Utilisation On p60 of Reports and Enquiries User Manual& p29 of Information Analyst User manualMonthly on 2nd of month for previous months data

Per specialty and per service provider and per week for the following 13 weeks Number of slots made available Number of appointments booked via CAB/EBS Number of unused slots Percentage of slots used

SHA roles’ REPORTS: SHAR08 Future Slot Utilisation On p61 of Reports and Enquiries User Manual& p30 of Information Analyst User manualMonthly on 2nd of month for previous months data

SHA roles’ REPORTS: SHAR09 Channel Profile On p62 of Reports and Enquiries User Manual& p32 of Information Analyst User manualMonthly on 2nd of month for previous months data Per PCT, the total numbers

and % of actions taken by the different business functions: referring Clinician referring Clinician Admin referring Admin BMS patient via Internet PAS system service provider


BMS Reports

BMS roles’ REPORTS: BMSR01 Worklist Analysis On p63 of Reports and Enquiries User Manual& p33 of Information Analyst User manualDaily (overnight)

Per worklist Number of items on the worklist at the start of the day (opening) Numbers of items added during the day Numbers of items actioned during the day Numbers of items removed during the day Numbers of items on the worklist at the end of the day (closing) The variance in number of items at the start and at the end of the day

BMS roles’ REPORTS: BMSR02 Spectrum Report On p64 of Reports and Enquiries User Manual& p34 of Information Analyst User manualWeekly (at week end)

Number of items actioned from worklists per hour of each day of the week

BMS roles’ REPORTS: BMSR04 Channel Profile On p65 of Reports and Enquiries User Manual& p35 of Information Analyst User manualMonthly (on 2nd of month for previous months data) Per PCT, the total numbers

and % of actions taken by the different business functions: referring Clinician referring Clinician Admin referring Admin BMS patient via Internet PAS system service provider


What is Included in Each Enquiry?

Referrer Enquiries……

Shows all appointments and appointment requests referred with a 2 week wait from your organisation (e.g. practice)

Can be sorted by referrer

Referrer roles’ ENQUIRIES: ROE01 Two Week Wait Enquiry On p9 of Reports and Enquiries User Manual& p38 of Information Analyst User manual

You can click on the UBRN to reveal actions If not booked, you can:

Update/Book View request View history

If booked or DNA, you can: Rebook appointment Cancel appointment View appointment View history

If cancelled, you can: View request View history

Referrer roles’ ENQUIRIES: ROE01 Two Week Wait Enquiry On p9 of Reports and Enquiries User Manual& p38 of Information Analyst User manual

Shows all appointments referred from your organisation (e.g. practice) that have been cancelled and/or rebooked

Can be sorted by referrer and priority Set a date range of up to 28 days

Referrer roles’ ENQUIRIES: ROE03 Cancelled Appointments Enquiry On p11 of Reports and Enquiries User Manual


Update/Book Cancel request View request View history

If booked or DNA, you can: Cancel appointment View appointment View history

Referrer roles’ ENQUIRIES: ROE03 Cancelled Appointments Enquiry On p11 of Reports and Enquiries User Manual

Shows all appointments referred from your organisation (e.g. practice) where the UBRN was cancelled


Referrer roles’ ENQUIRIES: ROE04 Cancelled UBRN Enquiry On p12 of Reports and Enquiries User Manual

You can click on the UBRN to reveal actions View request View history View referral letter

Referrer roles’ ENQUIRIES: ROE04 Cancelled UBRN Enquiry On p12 of Reports and Enquiries User Manual

Shows all appointments referred from your organisation (e.g. practice) where the patient DNA’d


Referrer roles’ ENQUIRIES: ROE05 DNA’d Appointments Enquiry On p14 of Reports and Enquiries User Manual


View request View history View referral letter

If booked or DNA, you can: Rebook appointment View request View history

Referrer roles’ ENQUIRIES: ROE05 DNA’d Appointments Enquiry On p14 of Reports and Enquiries User Manual

Shows all appointments with a future appointment date, referred from your organisation (e.g. practice) that have exceeded the ‘Due By’ date

Can be sorted by referrer and priority

Referrer roles’ ENQUIRIES: ROE06 Due Date Exceeded Enquiry On p16 of Reports and Enquiries User Manual


View request View history View referral letter

If booked or DNA, you can: Rebook appointment View request View history

Referrer roles’ ENQUIRIES: ROE06 Due Date Exceeded Enquiry On p16 of Reports and Enquiries User Manual

Shows all appointments and appointment requests referred from your organisation (e.g. practice) that have been modified by service providers

Can be sorted by priority Set a date range of up to 28 days

Referrer roles’ ENQUIRIES: ROE11 Modified Referral Enquiry On p17 of Reports and Enquiries User Manual


Update/Book Cancel request View Appointment/Request View History

If future appointment: Rebook Cancel appointment View appointment/request View history

Referrer roles’ ENQUIRIES: ROE11 Modified Referral Enquiry On p17 of Reports and Enquiries User Manual

Provider Enquiries……

Shows all appointments booked to services within your organisation that have been modified by service providers

Can be sorted by service, clinician and priority Set a date range of up to 28 days

Shows: UBRN, Patient name, Specialty, Service Date of decision to refer Appointment date and time Number of days of the breach Reason for the breach

Provider roles’ ENQUIRIES: SPE01 Two Week Wait Breaches On p19 of Reports and Enquiries User Manual& on p38 of Information Analyst User Manual

You can click on the UBRN to reveal actions View appointment View History

Provider roles’ ENQUIRIES: SPE01 Two Week Wait Breaches On p19 of Reports and Enquiries User Manual& on p38 of Information Analyst User Manual

Awaiting picture

Shows all appointments booked to services within your organisation that do not have an associated referral letter

Can be sorted by service and clinician Shows:

Referring practice Practice telephone number Referrer UBRN Patient name NHS number of patient Referral letter due date Appointment date Clinician

Provider roles’ ENQUIRIES: SPE05 Missing Referral Letters On p20 of Reports and Enquiries User Manual& on p39 of Information Analyst User Manual

You can click on the UBRN to reveal actions View appointment View History

Provider roles’ ENQUIRIES: SPE05 Missing Referral Letters On p20 of Reports and Enquiries User Manual& on p39 of Information Analyst User Manual

Shows all appointments booked to services within your organisation that have been accepted

Can be sorted by service, clinician and priority Set a date range of up to 28 days

Shows: Service Appointment date and time UBRN NHS number and name of patient Clinic type Priority Date referral letter first submitted Date the referral letter was last changed Clinician

Provider roles’ ENQUIRIES: SPE06 Appointment Enquiry On p21 of Reports and Enquiries User Manual& on p40 of Information Analyst User Manual

You can click on the UBRN to reveal actions If appointment date in the past:

View appointment View History

If appointment date in the future: Rebook appointment Cancel appointment View appointment View history

Provider roles’ ENQUIRIES: SPE06 Appointment Enquiry On p21 of Reports and Enquiries User Manual& on p40 of Information Analyst User Manual

Shows all published services for your organisation Can be sorted by specialty and Commissioning PCT

Shows: Specialty Service Location of service Start date of service End date of service Whether the service accepts advice and guidance requests

Provider roles’ ENQUIRIES: SPE08 Service Directory Enquiry On p22 of Reports and Enquiries User Manual& on p41 of Information Analyst User Manual

You can click on the service name to reveal data

Clinic types associated with the service Names of the PCTs who are commissioning that service

Provider roles’ ENQUIRIES: SPE08 Service Directory Enquiry On p22 of Reports and Enquiries User Manual& on p41 of Information Analyst User Manual

What is Included in Each Extract?

Provides booking and rebooking actions for a service provider organisation Data:

UBRN Date of decision to refer Priority of the referral/UBRN OCS identifier of the referring clinician OCS identifier of the referring practice OCS identifier of the referring PCT Unique slot reference number for the slot where the UBRN is booked Service ID (unique identifier code of the service)

EXTRACTS: EBSX01 DH Returns Extract On p43 of Information Analyst User ManualWeekly (week end)

Provides the actions that took place for each UBRN Data:

UBRN Date of decision to refer Due date for the UBRN Specialty code and clinic type for the UBRN Priority for the UBRN OCS for the referrer and practice Advice and guidance requests and response actions for the UBRN Shortlisted services for the UBRN Request and Booking and referral letter actions that occurred for the UBRN Date and time of a booking for the UBRN

EXTRACTS: EBSX02 UBRN Action Extract On p44 of Information Analyst User ManualMonthly (2nd of the month for previous month’s data)

Provides codified data items Data:

Code for an item in CAB External identifier for that code Display value for that code The usage of that code

EXTRACTS: EBSX03 Codified Field Extract On p45 of Information Analyst User ManualMonthly (on 2nd of month for previous months data)

Provides information about organisations active in CAB Data:

OCS identifier Name of the organisation OCS code of organisation OCS code of the parent organisation Organisation type code in CAB for that organisation Postcode of organisation

EXTRACTS: EBSX04 Organisation Extract On p46 of Information Analyst User ManualMonthly (on 2nd of month for previous months data)

Provides information about services active in CAB Data:

Service ID Name of service Appointment type for service Location of service Provider organisation for the service Specialty of the service If the service is published or not If the service is DBS or IBS Date and time the service became effective Date and time the service stops being effective

EXTRACTS: EBSX05 Service Extract On p47 of Information Analyst User ManualMonthly (on 2nd of month for previous months data)

Provides information about users active in CAB Data:

OCS ID of the user Name of the user OCS code of the user

EXTRACTS: EBSX07 User Extract On p47 of Information Analyst User ManualMonthly (on 2nd of month for previous months data)

Provides information about role profiles active in CAB Data:

Unique identifier of the role profile Practitioner code Job role code Organisation code

EXTRACTS: EBSX08 Role Profile Extract On p48 of Information Analyst User ManualMonthly (on 2nd of month for previous months data)

Provides information on numbers of bookings, cancellations, rebooks and other transactions done by the call centre per PCT Data:

Number of bookings Number of request and appointment cancellations Number of rebooks Sum of all transactions Name of PCT associated with the actions

EXTRACTS: BMSX03 BMS Transactions Extract On p49 of Information Analyst User ManualWeekly (for Saturday to Friday)

Unables mass mailings of reminder letters (whitemail) to patients who have not completed their bookings

Same data as in the Unfulfilled Appointments worklist of the BMS Provides up to 2 weeks of data at a time NB: Once the UBRN is written to the extract, it is removed from the Unfulfilled

Appointments worklist Data:

Patient title Patient forename Patient surname House number of patients address Street of patients address Locality of the patients address Town of patients address Postcode of patients address Country of patients address UBRN of the referral Date of decisions to refer Preferred language of the patient

EXTRACTS: BMSX04 Unfulfilled Appointment Letter 1 Extract On p49 of Information Analyst User ManualDaily

Unables mass mailings of second reminder letters (whitemail) to patients who have not completed their bookings

Provides up to 2 weeks of data at a time NB: Once the UBRN is written to the extract, it is removed from the Unfulfilled

Appointments worklist Data:

Patient title Patient forename Patient surname House number of patients address Street of patients address Locality of the patients address Town of patients address Postcode of patients address Country of patients address UBRN of the referral Date of decisions to refer Preferred language of the patient

EXTRACTS: BMSX05 Unfulfilled Appointment Letter 2 Extract On p50 of Information Analyst User ManualDaily

Enables appointment reminder letters to be sent to patients, but only if the PCT has commissioned this service (not core BMS service) Data:

Patients full name Address of patient UBRN Preferred language of the patient Date of decision to refer Date of appointment Time of appointment Name of service provider organisation Location of the service provider Name of the service Patient instructions

EXTRACTS: BMSX06 Appointment Reminder Letter Extract On p51 of Information Analyst User ManualDaily (nightly between 2300/2400hrs)

Provides data for a specific PCT of the number of UBRNs populated into extracts BMSX04, BMSX05 or BMSX06 Data:

Name of the PCT NACS code of the PCT Dates of the extract Number of UBRNs extracted into BMSX04 and thus letters sent for

that PCT Number of UBRNs extracted into BMSX05 and thus letters sent for

that PCT Number of UBRNs extracted into BMSX06 and thus letters sent for

that PCT

EXTRACTS: BMSX07 Letter Creation Statistics On p53 of Information Analyst User ManualMonthly at month end

Benefits of Reports, Enquiries and Extracts

Provide information to inform management decisions

Provide information for monitoring activity within your organisation

Provide information for monitoring activity of trusts in your SHA area

Provide information for tracking patients

How to Request Changes

To request changes or additions to existing reports, enquiries and extracts: Submit a Request for Assessment (RFA) to the design Steer Group Go to

http://nww.chooseandbook.nhs.uk/staff/future/index_html#request Where you will find the Request for Assessment Process document Complete the RFA form from this document and submit to the Design

Steer Group for review

For more information and contacts: You can find all the documents and slides from this workshop at:

http://www.chooseandbook.nhs.uk/staff/training under Reports, Enquiries and Extracts Workshop Materials

You can also find the Information Analyst User Manual and the Reports and Enquiries User Manual at: http://nww.chooseandbook.nhs.uk/staff/liveservice/index_html#latestinfo

Frequently Asked Questions (FAQs) at http://nww.chooseandbook.nhs.uk/faqs/index.php

Download the training end user manuals showing how to access reports, enquiries and extracts for each of the CAB roles from http://www.chooseandbook.nhs.uk/staff/training/

Thank you for coming

[email protected]

Documents

Reports, Enquiries and Extracts Workshop for Choose and Book R2.3 Sue Wales for the London Pilots 10 th and 11 th January 2005