Excel ® Registry Tool Diane Powers Manager, AIMS Center University of Washington Psychiatry & Behavioral Sciences .

Excel® Registry Tool

Diane PowersManager, AIMS Center

University of WashingtonPsychiatry & Behavioral Sciences

http://uwaims.org

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Why Track OutcomesWhy Track Outcomes

Facilitate treatment planning and adjustment Facilitate treatment planning and adjustment (know when it’s time to change)(know when it’s time to change)– Avoid Patients staying on ineffective

treatments for too long

Know when to get consultation / helpKnow when to get consultation / help– Example: Blood Pressure

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Remember: Most Patients Will Need Remember: Most Patients Will Need Treatment AdjustmentsTreatment Adjustments

Only 30 – 50% of patients will have a Only 30 – 50% of patients will have a complete response to initial treatmentcomplete response to initial treatment

Remaining 50 – 70% will require at least one Remaining 50 – 70% will require at least one change in treatment to get betterchange in treatment to get better

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Tracking SystemsTracking Systems

Tracking is an essential function of all Tracking is an essential function of all effective integrated care programseffective integrated care programs

– Can be accomplished in many different ways

– Find the best option for your setting

• How many users?

• How many sites?

• How many patients?

• Existing registry and/or EMR systems

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How Can a Registry Help?How Can a Registry Help?

Keep track of all clients so no one “falls Keep track of all clients so no one “falls through the cracks”through the cracks”

Identify who needs additional attentionIdentify who needs additional attention– Clients who are not following up

– Clients who are not improving

Facilitate communication, consultation, and Facilitate communication, consultation, and care coordinationcare coordination

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Using the Excel® Registry

2 versions of Excel file- Blank- Example

Instructions (Word file)

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Blank VersionBlank Version

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Example VersionExample Version

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InstructionsInstructions

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Using the Excel® Registry

Spreadsheet defaults- 75 patients total- 6 rows per patient- PHQ-9 only- Reminder tickler based on date of first contact- Tickler messages can be customized / added

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Using the Excel® Registry

Customize it to suit your needs- More patients- More rows per patient- More measures- Change timing of contact reminders- Add reminders to tickler- Create linked aggregate report to see snapshot of

entire caseload- Add brief note/summary area for each patient

and/or each contact

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Using the Excel® Registry

Enter information into the white cells ONLY - VERY IMPORTANT- Colored cells already have information in

them (or will display after information entered into white cell); typing into these cells will remove formulas that help the spreadsheet function correctly

- Shaded cells neither display information or have information entered into them

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First VisitEnter Name, ID, Phone NumberEnter Name, ID, Phone Number

Enter Start DateEnter Start Date– Date for follow-up will automatically populate

Enter baseline PHQ-9 ScoreEnter baseline PHQ-9 Score– Percent change in depression symptoms from

baseline will automatically calculate– If no depression score is entered at a follow-up visit, the

percent change will be reflected as -100%– As depression scores are entered at follow-up visits, you

will automatically see the reduction in depression symptoms from baseline, or from the first visit

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First Visit

Enter Medications (if any)Enter Medications (if any)

Enter description of Treatment PlanEnter description of Treatment Plan– Summarize briefly

Enter Referrals (if any)Enter Referrals (if any)

Enter Process information (if using)Enter Process information (if using)

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Follow-up Visits

Enter Contact DateEnter Contact Date

Enter PHQ-9 ScoreEnter PHQ-9 Score– Change from baseline will calculate

Enter Medications (if any)Enter Medications (if any)

Enter brief description of Treatment PlanEnter brief description of Treatment Plan

Enter Referrals (if any)Enter Referrals (if any)

Enter Process information (if using)Enter Process information (if using)

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TicklerTo View Only Records with “Prepare to Contact” or “Past

Due”– Click on the little arrow in cell B1 (labeled “Tickler”)– By default, all possible data entries in column B are

checked, meaning they are all displayed• NOTE: Until the action of Prepare to Contact or Past Due is

triggered by dates of contact entered, they will not be displayed or show up as options in the Tickler pull-down menu

– Un-check the box next to “(Select All)”• This will de-select all data

– Check the box next to the data you want to see• e.g., “Past Due” will display all patients with an Action tickler of

Past Due– To return to the default option of viewing all data, check the

box next to “(Select All)”

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Turning Off the Tickler

If a Follow-Up is Not Needed– Go to the “Contact Date” (Column I) for that

Patient– Type “Not Needed” into the field, or any other

note that you might find helpful to indicate that no contact is needed

• This will automatically turn off the Action tickler; in other words, “Prepare to Contact” or “Past Due” will not appear

– It is important that you do not type over the formulas in the columns for “Date Follow-up Due” and “Action”

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Important Note

Columns F and I (“.”) in each of the white cells before data are entered– If you want to delete information you have

previously entered into one of these cells, it is important to replace the period (“.”)

– If you do not replace the period (“.”) in these cells the formulas will not function properly

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Printing

Defaults Defaults - All columns- Landscape view- First 2 patients

CustomizeCustomize- Select print area, paper size, etc.