Registration Data Files Types

NOTE:

This topic applies to the File Upload method of calculating utilization only. For more information, see Configuring Utilization Reporting

At a high level, the File Upload method of Utilization Reporting can process two different types of file upload: Summary Uploads and Detailed Uploads.

Depending on the reporting capabilities of your EMR/ADT system, you may choose one file type to generate over the other.

Registrations are patient admissions or check-ins.

Plan for Gathering Registration Data for File Upload

Registration Data Considerations

There are some important points to consider as you create this registration data file:

  • Compare the location hierarchy in PatientSecure to the location hierarchy in your source EMR/ADT system.

    For example:

    • Is the PatientSecure location of "Primary Care" named the same in your EMR/ADT hierarchy?

    • Or is it named differently, such as "Dept-Primary Care"?

      If they are different, you could ensure that the file you generate lists the department name as it exists in PatientSecure, or you can ensure the department is mapped correctly.

  • Keep location names across multiple facilities and organizations in mind.

    Scenario:

    If you have three facilities with the same location of Emergency Dept, make sure they are mapped correctly to your PatientSecure locations for accurate reporting.

  • Consider the visit types for a department and determine whether you want all of them, or a subset, to be counted towards the registrations.

    Scenario:

    In a department you may have three different visit types such as Adult, Pediatric and Other. You may decide that only the visit type of Adult should be summed up for the department.

  • The Dashboard displays utilization data for the File Upload method only if locations are included. If the file upload is performed by user only, the utilization data will not be displayed on the Dashboard.

Examples

Different EMR/ADT systems can have different reporting capabilities. Utilization Reporting is flexible so that you have some options when generating the data source file from your EMR/ADT system.

Your source system may only be able to report data at a summary level for a department. In this case, an example report may look similar to the following:

Column 1 Column 2 Column 3
7/31/19 Emergency Dept 550
7/31/19 Primary Care 210

In this example, each row is the total count of registrations for a particular department for the month of July 2019.

See Summary Uploads.

By comparison, if your source system generates a data file at a detailed level for a department, then your example report may look similar to the following:

Column 1 Column 2
7/11/19 09:30 Emergency Dept
7/11/19 10:15 Emergency Dept
7/15/19 19:30 Emergency Dept

In this example, each row represents a registration event. If the Emergency Dept had 600 registrations for the month of July 2019, the file would have 600 rows.

See Detailed Uploads

You have the option to either create a new report, or you can leverage an existing report. When leveraging an existing report, you can designate the columns that PatientSecure should use.

For more information, see Configuring Utilization Reporting.

Quick Start for File Upload

To get started quickly with Utilization Reporting using the File Upload method, we recommend that you create a new report from your EMR/ADT system at a summary level for your departments.

This will give you a good insight into the utilization of PatientSecure at a department level, and should be a relatively easy report to generate.

Before You Begin

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 Registration Data Files Types

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

Date and Time Considerations

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.

Summary Uploads

Contains summary registration counts by user.

PatientSecure ties the user from the user field to the PatientSecure user to derive the department and then uses the associated date and registrations to fill in reporting data to the appropriate utilization metric.

Summary data files may be less accurate, especially when the user moves between multiple departments.

The uploaded file must contain the following columns:

  • Date

  • User

  • Registrations count

    Extra columns in the file are ignored. Download a sample

Contains summary registration counts by location.

PatientSecure needs to create a mapping from the supplied location to a PatientSecure department and then uses the associated date and registrations columns to fill in reporting data to the appropriate utilization metric.

To define your location by Department only, the file must contain the following columns:

  • Date

  • Department

  • Registrations count.

    Download a sample.

To define your location by Facility and Department, the file must contain the following columns:

  • Date

  • Facility

  • Department

  • Registrations count

    Download a sample.

To define your location by Organization, Facility and Department, the file must contain the following columns:

  • Date

  • Department

  • Facility

  • Organization

  • Registrations count

    Download a sample.

Contains summary registration counts by user and location.

PatientSecure needs to create a mapping from the supplied user and department to a PatientSecure department and then uses the associated date and registrations columns to fill in reporting data to the appropriate utilization metric.

To define your user and location by Department only, the file must contain the following columns:

  • Date

  • User

  • Department

  • Registrations count

    Extra columns in the file are ignored. Download a sample.

To define your user and location by Facility and Department, the file must contain the following columns:

  • Date

  • User
  • Facility

  • Department

  • Registrations count

    Extra columns in the file are ignored. Download a sample.

To define your user and location by Facility, Department and Organization, the file must contain the following columns:

  • Date

  • User
  • Facility

  • Department

  • Organization

  • Registrations count

    Extra columns in the file are ignored. Download a sample.

Detailed Uploads

Contains detailed data about each registration. Each row represents a patient registration by a particular user.

PatientSecure ties the user from the user field to the PatientSecure user to derive the location and then uses the associated date and registration to fill in reporting data to the appropriate utilization metric.

NOTE: A data file containing detailed data must contain a row with the date and time stamp, not just a date stamp

The file must contain the following columns:

  • Date and time stamp

  • User

    Extra columns in the file are ignored. Download a sample.

Each row represents a patient registration at a particular location.

PatientSecure ties the user from the user field to the PatientSecure user to derive the location and then uses the associated date/time and registration to fill in reporting data to the appropriate utilization metric.

NOTE: A data file containing detailed data must contain a row with the date and time stamp, not just a date stamp.

To define your location by Department only, the file must contain the following columns:

  • Date and time stamp

  • Department

    Download a sample.

To define your location by Facility and Department, the file must contain the following columns:

  • Data and time stamp

  • Facility

  • Department

    Download a sample.

To define your location by Organization, Facility and Department, the file must contain the following columns.

  • Data and time stamp

  • Facility

  • Department

  • Organization

    Download a sample.

Contains detailed data about each registration by user and department.

The department is the main criterion from which utilization is measured and the user is matched to the PatientSecure user in the same manner as the other data file types.

NOTE: A data file containing detailed data must contain a row with the date and time stamp, not just a date stamp.

To define your user and location by Department only, the file must contain the following columns:

  • Date and time stamp

  • User

  • Department

    Extra columns in the file are ignored. Download a sample.

To define your user and location by Department and Facility only, the file must contain the following columns:

  • Date and time stamp

  • User

  • Department

  • Facility

    Extra columns in the file are ignored. Download a sample.

To define your user and location by Department, Facility, and Organization, the file must contain the following columns:

  • Date and time stamp

  • User

  • Department

  • Facility

  • Organization

    Extra columns in the file are ignored. Download a sample.