Configuring Utilization Reporting

Enable utilization reporting, specify the method by which PatientSecure will calculate the utilization, and configure user and location mapping options.

Enable Utilization Reporting

To enable utilization reporting:

  1. In the Admin Console, go to Settings > Report Options.

  2. In the Utilization Reporting section, click ON to enable utilization reporting.

  3. Click Utilization Reporting to expand the panel and configure the remaining settings for utilization reporting.

  4. Select one of the three following methods for calculating the utilization percentage - Registrar Declines, Patient Opt-Outs or File Upload.

By using the Registrar Declines method, PatientSecure calculates the utilization percentage by the number of times registrars decline to use PatientSecure. This is the simplest method for utilization but gives less insight into why PatientSecure was not utilized.

For more information on how PatientSecure calculates utilization with this method, see Utilization Determined by Registrar Declines

To calculate utilization percentage by the Registrar Declines method:

  1. In the Admin Console, go to Settings > Patient Opt-Outs and disable the Patient Opt-Out Tracking setting.

  2. Go to Settings > Report Options and select Registrar Declines.

By using the Patient Opt-Outs method, PatientSecure calculates the utilization percentage by using data from the Patient Opt-out tracking feature and photo-only workflows, if enabled.

This method delivers detailed insight into the reasons for why PatientSecure was not utilized. For more information on how PatientSecure calculates utilization with this method, see Utilization Determined by Patient Opt-Outs.

To calculate utilization percentage by the Patient Opt-Outs method:

  1. In the Admin Console, go to Settings > Patient Opt-Outs and enable the Patient Opt-Out Tracking setting.

  2. Go to Settings > Report Options and select Patient Opt-Outs.

PatientSecure calculates the utilization percentage by leveraging information from your EMR or registration system. The files you upload from your EMR or registration system enable you to map PatientSecure usage to individual visits.

The File Upload method of calculating utilization percentages requires several additional prerequisites and considerations, and several additional configuration tasks than the other methods. For more information on how PatientSecure calculates utilization with this method, see Utilization Determined by File Upload

Before you begin, review the following requirements:

  • Configure a file share location for uploading registration data files. PatientSecure monitors the file share for the periodic registration data files. See Configuring File Shares.

  • Periodic registration data files from your EMR system. Create or obtain the data files according to the following requirements:

    • File formats: CSV, XLS, XLSX.

    • File Size limit: 500 MB.

    • Unique file and contents: Ensure that the file name is unique and that you do not append new data to an already-processed file.

    • File contents: For information on the registration data types, see Configuring Utilization Reporting

      BEST PRACTICE: We recommend that you upload registration data files on a daily or weekly basis.

Consider the following items with respect to date and time stamp data in the registration data files you upload to utilization reporting:

  • Date and time stamps are supported for summary and detailed uploads. Detailed uploads require a date and time stamp. For more information, see Registration Data Files Types.

    For summary uploads, time stamps are not required, but if you do not supply a time stamp column in the data file, PatientSecure sets the time of each registration to 12 noon.

  • Time Zone of Admin Console. Utilization Reporting captures the time stamp according to the Admin Console's time zone. Changing the time zone of the Admin Console component will not change past utilization data.

To specify a file share location for uploading registration date files:

  • Select an existing file share location from the Data Source File drop-down list.

    • (Optional) Enter a subfolder name in the Subfolder box.

  • Click Add a new file share to add a file share location. See Configuring File Shares.

In the Data Format area, define how your registration data files are structured: by detailed events or by a summary count.

  1. In the Each row represents section, specify detailed event or summary count.

  2. In the Data is listed by section, specify whether the data is listed by user, location or by user and location.

    For more information on registration data file types you can upload to PatientSecure, see Registration Data Files Types.

  3. If your registration data file contains a header row, select File includes header row.

  4. In the Date Format box, specify the date format used in your registration date file.

    For example:

    MM/dd/yyyy

    MM/dd/yyyy HH:mm

    NOTE: Registration data files with detailed events must include a date and time stamp.

With your registration data file as a guide, define the column numbers where the data resides.

Enter the column number representing the type of data, as it appears your registration data file.

  • If you selected the location option for Data is listed by, the Department column is required.

  • If you specify a column for Organization, the Facility and Department columns are also required.

For a summary count by user:

Column 1 is the Date

Column 2 is the User

Column 4 is the registration count

For a detailed report by user:

Column 3 is the User

Column 1 is the Date/Time

For a detailed event report by user and location, where the Organization, Facility and Department are included in the registration data file:

Column 4 is the User

Column 3 is the Department

Column 2 is the Facility

Column 1 is the Organization

Column 5 is the Date/Time

Map the users specified in your registration data files to PatientSecure users.

The User in File list displays any unknown users that occur in the registration data file.

BEST PRACTICE:

To maintain the most accurate registration data, you should map as many unknown users as possible to PatientSecure users. If you are unable to map certain unknown users to PatientSecure users, it is a best practice to map them to an easily-identifiable test or junk user.

  • To display only unmapped users, select Show only unmapped users.

  • To map the unknown user to a PatientSecure user, select a user name from the PatientSecure User drop-down list.

  • To filter the results, click the filter icon, select Contains or Starts With and enter a string in the field. Click Filter.

  • To remove a specific user mapping, click Clear Selection.

The Location in File list displays any unknown departments that occur in the registration data file.

BEST PRACTICE:

To maintain the most accurate registration data, you should map as many unknown locations as possible to PatientSecure departments. If you are unable to map certain unknown locations to PatientSecure departments, it is a best practice to map them to an easily-identifiable test or junk department.

  • To display only unmapped departments, select Show only unmapped locations.

  • To map the unknown location to a PatientSecure location, select a department name from the PatientSecureLocation drop-down list.

  • To filter the results, click the filter icon, select Contains or Starts With and enter a string in the field. Click Filter.

  • To remove a specific location mapping, click Clear Selection.

Export or import a CSV file containing the mapping of your EMR's user names to PatientSecure user names.

Download the current PatientSecure user name mapping to use it as a template when comparing user names from your EMR to those in PatientSecure.

File Upload Requirements

Before you begin, review the following requirements of the upload file:

  • File formats: CSV.

  • File Size limit: 500 MB.

Download the current user name mappings file

To download a the current PatientSecure user name mapping file:

  1. Click Download.

    The current user name mapping file is saved to your computer's download directory.

    The file contains rows of the current mappings of EMR to PatientSecure user names.

    Unmapped users in PatientSecure are indicated by a blank cell in the PatientSecure User column.

  2. Edit the file as needed to map the unmapped user names to PatientSecure users and save the file.

Upload a user name mappings file

After downloading and editing the user mappings file as needed (see above), upload the file.

To upload a user name mapping file:

  • Click Upload. In the File Upload dialog, enter the path or browse to the file location and click Upload.

Troubleshooting

If there are errors from the import, view the error logs for more details.

  • In the Utilization Goal box, specify a utilization goal (in percent) for PatientSecure utilization.

    The Dashboard charts will display a utilization goal line as one of the chart elements.

NOTE:

This option is displayed when you select File Uploads as the utilization calculation method. It does not apply to the Registrar Declines or Patient Opt-Outs methods of calculating utilization.

When enabled, opt-outs will be counted towards the utilization percentage.

Opt-outs include:

  • photo-only enrollments and verifications

  • patient opt-outs (when Opt-Out Tracking is enabled).

Click the ON/OFF slider to toggle the setting.

The default setting is OFF.

NOTE:

This option is displayed when you select File Uploads as the utilization calculation method. It does not apply to the Registrar Declines or Patient Opt-Outs methods of calculating utilization.

When enabled, Patients not found will be counted towards the utilization percentage.

Patients not found include:

  • failed verifications

  • failed identifications

  • failed emergency searches

Click the ON/OFF slider to toggle the setting.

The default setting is ON.

This setting affects the PatientSecure dashboard and reports in the following ways:

When enabled:

  • The Utilization Summary report displays:
    Total PatientSecure Interactions = Patients Found + Patients Not Found + Patients Enrolled + Total Opt-outs

  • The PatientSecure dashboard, Interactions Summary report, and Utilization Summary report display:
    Utilization = (Patients Found + Patients Not Found + Patients Enrolled + Total Opt-outs*) / Registrations

    • Patients Not Found counts continue to appear

When disabled:

  • Utilization Summary report displays:

    Total PatientSecure Interactions = Patients Found + Patients Enrolled + Total Opt-outs*

    Patients Not Found counts do not appear

  • The PatientSecure dashboard and Interactions Summary report display:

    Patients Not Found counts continue to appear

  • The PatientSecure dashboard, Interactions Summary report, and Utilization Summary report display:

    Utilization = (Patients Found + Patients Enrolled + Total Opt-outs*) / Registrations