Arkansas WebIZ Provider Level Reports

Arkansas WebIZProvider Level Reports

Nearly all reports are rendered as a PDF that can be saved, emailed, printed, etc. A few reports generate a character-delimited

output file that can be processed outside of the application (e.g., in Excel)

These reports typically include patient identifying data and can be saved locally, so specialized training may be necessary before granting the necessary permissions to a user

Reports are grouped into Report Categories Users are granted access on a category-by-

category basis

Most reports in the system are generated as “popups” In other words, they appear in a new window. The system may not open a new window for a report

if there’s already a report open If you’re running a report and not seeing a new

window popup on your screen, the most likely causes are: You have a popup blocker that you need to configure

to allow popups from the WebIZ application You have a report window already open (maybe

behind your application window??) … close that window and then click the Run Report window again

Provider – List of all providers the user is associated with (ALL) option may appear if user has the

Unrestricted reporting level permission Clinic – List of all clinics associated with

the selected provider and associated with the user (ALL) option may appear if user has the

Provider reporting level permission In most cases, Provider and Clinic refer to

the Patient’s Default Provider Clinic (on the Demographics screen)

Provider Category – Type of provider (e.g., Public Health, Private Provider, etc.)

Date Ranges Min/Max date range for including records in

the output Common uses are Date of Birth or Vaccination

Date

Patient Management Reports

Generate a list of patients who have (or have not) received a

birth dose of a vaccine

Generate a list of patients and associated

immunizations that satisfy the specified

criteria.

Generates a list of patients by insurance

source

Count the number of Patients serviced by a provider/clinic during a date range

Only includes patients who have received an “administered” vaccination during the indicated date range Historical vaccinations are not considered

Output is grouped by age at the date of vaccination

Patients may be counted multiple times if they crossed age boundaries and/or saw different providers/clinics

Generates a count (or list) of the patients

served by clinic broken down by age

group

Generate a list of patients grouped by

their default provider/clinic

Generate a list of patients grouped by

their default provider/clinic along

with the type of facility they were

born at.

List of patients who received their first vaccination from a clinic during the specified date range Not necessarily their first vaccination or their first

vaccination in the Registry … but the first vaccination administered by a specific provider/clinic

Only includes “administered” vaccinations within the indicated date range Historical vaccinations are not considered

Note that this report is very resource intensive and may take several minutes to complete

List of patients who refused vaccinations from a provider during the specified date range. Report also gives totals of patients by vaccine

and refusal reason. Can narrow down by provider, vaccine,

refusal reason, date range, and or age at time of refusal.

Report can also be ran as PDF or an extract file.

Grouped by Provider, Patient, Note Date and then Refusal

Reason.

Generates a list of patients that

received a vaccination with the

a lot number containing the

string(s) entered in the Lot Number field

Patient Reminder / Recall

View – Display the Add/Edit Reminder/Recall screen

Unvaccinated Report – Show all patients included in the Reminder/Recall run and have NOT come back in for a vaccination since

Report – Detailed listing of patients included in the results

Full Extract – Generate a character-delimited version of the results. Useful for importing the data into another system (e.g., a mail-merge application for generating custom letters)

Dymo Labels – Generate labels (formatted for a Dymo Label printer) for each patient in the results

Avery Labels – Generate labels (formatted for commercially available Avery label stock) for each patient in the results

Postcard – Generate postcards (formatted for commercially available pre-printed postcard stock for each patient in the results

Cancel – Takes you back to the reports home page.

Auto-Dialer Email Extract –  Pressing this button opens a new browser window with the patient data for the Reminder/Recall in a comma delimited format. This can then be imported into Excel for mail merge or other uses. The data can be saved by copying (i.e. CTRL- C) the contents of the browser window and pasting (i.e. CTRL - V) into another application or file. The format of the delimited data is as follows: Patient Email address, Patient ID, Patient Name

Auto-Dialer Phone Number Extract - Pressing this button results in a new browser window being opened with the patient data for the Reminder/Recall in a comma delimited format. This can then be imported into Excel for mail merge or other uses. The data can be saved by copying (i.e. CTRL- C) the contents of the browser window and pasting (i.e. CTRL - V) into another application or file. The format of the delimited data is as follows: Patient Phone Number, Patient ID, Patient Name

General information about the ReminderRuns are scheduled offline to reduce the

impact on users

Run Name – Identifies a specific reminder/recall run on the listing screen

Provider – Patient’s Default Provider Clinic – Patient’s Default Clinic Run Scheduled Date – Date when this

reminder/recall process will be processed Run Completed Date – This is a read-only

field and is set by the system when the job has been processed

Reminder/Recall Date Range From: Earliest date of vaccinations for the

reminder/recall run Through: Cutoff date of vaccinations for the

reminder/recall run Age Range

From: Minimum age (as of the Max Reminder Date) for a patient to be included

Through: Maximum age (as of the Min Reminder Date) for a patient to be included

UOM: Can express Age in Months or Years

VFC Eligibility – From Demographics screen Occupation – Occupation as defined on the

Patient Demographics screen County – Matches to the County drop-down

on the Patient Demographics screen City - Matches to the City drop-down on

the Patient Demographics screen Zip Code – Matches to the Zip Code on the

Patient Demographics screen

School District – Matches to the School District on the Education screen

School - Matches to the School on the Education screen

Gender - Matches to Gender on the Patient Demographics screen

Additional Filters used to define the patients that will be included in the

results.

Additional Filters for vaccine

series/dose

Ignore Setting For “Do Not Send Reminders” – Checking this option will allow those patients to be included in the Reminder/Recall regardless of whether or not the “Do Not Send Reminders” option on the patient demographics screen has been indicated

Only Include Patients With Address – Limit the results to only those patients that have an address

Increment Patient Reminder/Recall Count – Indicates this Reminder/Recall should be included when counting the number of Reminder/Recalls for a patient. Exclude Patients After Number of

Reminder/Recalls Without Subsequent Vaccination – Ignore patients with “X” number of Reminder/Recalls without a vaccination

Generate Reminder Events – Create a system generated reminder event in the patient events.

Include Patients Due For Vaccinations (Reminders) - Check this to target patients coming due for vaccinations.

Include Patients Overdue For Vaccinations (Recalls) – Check this option to include patients who are overdue for vaccinations Minimum Number Of Days Past Due To Include

– Optional field to specify how the minimum number of days a patient must be overdue before they are included

Maximum Number Of Days Past Due To Include – Optional field to specify how the maximum number of days a patient can be overdue and still be included

Exclude Patients with Less than 2 non-Influenza/H1N1-09 Vaccinations – Check this box to exclude patients that only have less than 2 of the listed vaccines.

Exclude patients with one or more vaccine refusals – check this box to not include patients that have refused vaccines.

Vaccine Series and Doses – Select the vaccine series (and optional dose number) that should be assessed when determining the patients that are included in the results

Optionally Exclude Patients with Insurance Sources as needed.

Additional Reminder/Recall Notes Patients can be included in many Reminder/Recalls

To prevent notifying patients multiple times during the same period, some care should be given to how Reminder/Recalls are generated

The resulting Reminder report is a static “snapshot” of the data involved. The data is “saved off” for future reference. If you do a Reminder run and then wait an extended

period of time to generate the report, any immunizations administered to the patient in the interim will not be included on the report.

Coverage Statistic Reports

List the number of vaccinations by vaccine type and by provider/clinic

Only includes “administered” vaccinations within the indicated date range Historical vaccinations are not considered

List the vaccinations administered from a specific provider’s inventory location(s)

Only includes “administered” vaccinations within the indicated date range Historical vaccinations are not considered

List the number of vaccinations given by dose number, by vaccine, and by patient’s age at the date of vaccination

Only includes “administered” vaccinations within the indicated date range Historical vaccinations are not considered

Counts can be broken down by VFC-Eligible vs. not VFC-Eligible patients on a vaccine-by-vaccine basis

Determine the percentage of patients that are current on their immunizations Calculates the overall percentage across the

entire series and the percentage across each vaccine group within the series

Alternate output lists the patients that are not properly immunized

Note that this is a very resource-intensive report any may take several minutes to complete

Use a Preset Series or Create Your Own

Results are based on Recommender results so that Invalid doses are not counted

Optional fields to assess by specific

date or patient age

Gives totals counts of patients by age and insurance source for the specified criteria.

This report is similar to the Dosage

Report, but allows the user to filter by Funding Source of

the inventory used.

Generates a breakdown by VFC

Eligibility of patients who received a vaccination.

(Only administered vaccinations are

considered.)

Generates a list of VFC-Eligible patients that

received non-VFC funded vaccinations or vice-a-

versa.Only applicable if using Type 2 or 3 Inventory

control

Data Quality Reports

NEW!!!! There are three new reports around data quality. The description to these will be delivered in a

separate document at a later date.

Identifies patients that have multiple vaccinations within the specified number of days within the same vaccine group These are typically going to be duplicate

vaccinations. The patient’s medical record should be reviewed and the record in WebIZ updated to reflect the correct vaccination history.

Note that this report is very resource intensive and may take several minutes to complete

Generates a list of the possible patient duplicates found by the nightly job. (This is the same list that’s available under the Patient Dedup section of the Administration

module.

Generates a list of patients who have a vaccination BEFORE their

DOB.

Generates a listing of the patient

vaccinations that meet the indicated

search criteria. Good for tracking down

vaccinations added/modified by a

specific user or provider.

Generates a list of patients with

vaccinations that have been added

but not administered.

Only applicable if using Type 2 or 3 Inventory control

CoCASA Extract

Generate a data file that can be imported into CoCASA for further analysis. (A CoCASA import template is also

available to define the format for CoCASA.)