Reports, Enquiries and Extracts Workshop for Choose and Book R2.3

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Reports, Enquiries and Extracts Workshopfor
Choose and Book R2.3
Sue Wales for the London Pilots 10th and 11th
January 2005
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Objectives of this workshop

• At 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

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The Differences Between Reports, Enquiries and
Extracts
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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

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Picture of a sample report
An example of a report
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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

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Picture of a sample enquiry
An example of an enquiry
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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

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How do I Access Reports, Enquiries and Extracts?
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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/

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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

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

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

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What Reports, Enquiries and Extracts can Each
Role Access?
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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

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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

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REPORTS for each role and their content
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Referring roles REPORTS(referring clinician,
referring clinician admin, referring admin)
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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

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(No Transcript)
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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)

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(No Transcript)
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Referring roles REPORTS ROR08 Referral
Analysis (Activity)On 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

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(No Transcript)
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Referring roles REPORTS ROR09 Channel
ProfileOn p34 of Reports and Enquiries User
ManualMonthly on 2nd of month for previous month
data

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

• 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

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(No Transcript)
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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

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(No Transcript)
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Provider roles REPORTS(service provider
clinician, service provider admin, information
analyst provider)
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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

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(No Transcript)
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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 reports 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 reports time
  period
• Total number
• Number who attended (DBS, IBS, total)
• Number who DNAd (DBS, IBS, total)
• Number of advice and guidance received

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(No Transcript)
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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

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Awaiting picture
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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

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(No Transcript)
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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

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(No Transcript)
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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

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(No Transcript)
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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 DNAd in period
• Number of appointments cancelled by patients
• Number of appointments cancelled by provider

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(No Transcript)
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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
months 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

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(No Transcript)
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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
months 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

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(No Transcript)
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Commissioning roles REPORTS(Commissioner)
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Commissioning roles REPORTS(Information
Analyst Commissioning Organisation)
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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
months 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

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(No Transcript)
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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
months 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

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(No Transcript)
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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
months 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

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(No Transcript)
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Commissioning/PCT roles REPORTS COR02
Practice SummaryOn p50 of Reports and Enquiries
User Manual p20 of Information Analyst User
manualMonthly 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

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(No Transcript)
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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

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Awaiting picture
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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)

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(No Transcript)
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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

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(No Transcript)
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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

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

• 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

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(No Transcript)
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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 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

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(No Transcript)
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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 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

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(No Transcript)
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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 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

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(No Transcript)
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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

• 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

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(No Transcript)
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SHA roles REPORTS(Information analyst SHA)
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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
  organisation
• Number of slots made available
• Number of appointments booked via Choose and Book
  (EBS)
• Number of unused slots
• Percentage of slots used

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(No Transcript)
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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

• 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

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(No Transcript)
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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

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

• 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

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(No Transcript)
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BMS roles REPORTS(BMS admin, Information
analyst BMS)
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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

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(No Transcript)
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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

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(No Transcript)
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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

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

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(No Transcript)
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EXTRACTS for each role and their content

• 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

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

• 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)

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

• 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

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

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EXTRACTS EBSX04 Organisation Extract
On p46 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

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EXTRACTS EBSX05 Service Extract On
p47 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

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EXTRACTS EBSX07 User 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

98
EXTRACTS EBSX08 Role Profile Extract
On p48 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

99
BMS roles EXTRACTS(Information analyst BMS,
BMS Admin 03, 04, 05 only)
100
EXTRACTS BMSX03 BMS Transactions Extract
On p49 of Information Analyst User
ManualWeekly (for Saturday to Friday)

• 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

101
EXTRACTS BMSX04 Unfulfilled Appointment Letter
1 Extract On p49 of Information Analyst
User ManualDaily

• 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

102
EXTRACTS BMSX05 Unfulfilled Appointment Letter
2 Extract On p50 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

103
EXTRACTS BMSX06 Appointment Reminder Letter
Extract On p51 of Information Analyst
User ManualDaily (nightly between 2300/2400hrs)

• 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

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

• 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

105
ENQUIRIES for each role and their content
106
Referring roles ENQUIRIES(referring clinician,
referring clinician admin, referring admin)
107
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 and appointment requests
  referred with a 2 week wait from your
  organisation (e.g. practice)
• Can be sorted by referrer

108
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

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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) that have been
  cancelled and/or rebooked
• Can be sorted by referrer and priority
• Set a date range of up to 28 days

111
Referrer roles ENQUIRIES ROE03 Cancelled
Appointments Enquiry On p11 of Reports
and Enquiries User Manual

• You can click on the UBRN to reveal actions
• If not booked, you can
• Update/Book
• Cancel request
• View request
• View history
• If booked or DNA, you can
• Cancel appointment
• View appointment
• View history

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

114
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

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Referrer roles ENQUIRIES ROE05 DNAd
Appointments Enquiry On p14 of Reports
and Enquiries User Manual

• Shows all appointments referred from your
  organisation (e.g. practice) where the patient
  DNAd
• Can be sorted by referrer and priority
• Set a date range of up to 28 days

117
Referrer roles ENQUIRIES ROE05 DNAd
Appointments Enquiry On p14 of Reports
and Enquiries User Manual

• You can click on the UBRN to reveal actions
• If booked or DNA, you can
• Rebook appointment
• View request
• View history

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119
Referrer roles ENQUIRIES ROE06 Due Date
Exceeded Enquiry On p16 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

120
Referrer roles ENQUIRIES ROE06 Due Date
Exceeded Enquiry On p16 of Reports and
Enquiries User Manual

• You can click on the UBRN to reveal actions
• If not booked, you can
• View request
• View history
• View referral letter
• If booked or DNA, you can
• Rebook appointment
• View request
• View history

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Referrer roles ENQUIRIES ROE11 Modified
Referral Enquiry On p17 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

123
Referrer roles ENQUIRIES ROE11 Modified
Referral Enquiry On p17 of Reports and
Enquiries User Manual

• You can click on the UBRN to reveal actions
• If not booked, you can
• Update/Book
• Cancel request
• View Appointment/Request
• View History
• If future appointment
• Rebook
• Cancel appointment
• View appointment/request
• View history

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125
Provider roles ENQUIRIES(service provider
clinician, service provider admin, information
analyst provider)
126
More Provider roles ENQUIRIES(Service Definer)
127
Provider roles ENQUIRIES SPE01 Two Week Wait
Breaches On p19 of Reports and Enquiries
User Manual on p38 of Information Analyst User
Manual

• Shows all appointments booked to services within
  your organisation that have a breach of the 2WW
  (i.e. the appointment is booked more than 2 weeks
  after the decision to refer)
• 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 (taken from the Due By Date
  Exceeded Reason picklist)

128
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

129

• Awaiting picture

130
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 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

131
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

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Provider roles ENQUIRIES SPE06 Appointment
Enquiry On p21 of Reports and Enquiries
User Manual on p40 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

134
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

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136
Provider roles ENQUIRIES SPE08 Service
Directory Enquiry On p22 of Reports and
Enquiries User Manual on p41 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

137
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

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139
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

140
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_htmlrequest
• 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

141
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
• 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.chooseandboo
  k.nhs.uk/staff/training/

142
Thank you for coming

• CABTechnicalDeploymentTeam_at_cfh.nhs.uk