Allscripts Analytics - User - Guide PDF
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Last Updated: April 1, 2010
Company Confidential
Copyright © 2010 Allscripts-Misys Healthcare Solutions, Inc. www.allscripts.com
Analytics User Guide (KB Article # 3499)
Copyright © 2010 Allscripts-Misys Healthcare Solutions, Inc.
This document is the confidential property of Allscripts-Misys Healthcare Solutions, Inc. It is furnished under an
agreement with Allscripts-Misys Healthcare Solutions, Inc. or one of its subsidiaries and may only be used in
accordance with the terms of that agreement. The use of this document is restricted to customers of Allscripts-
Misys Healthcare Solutions, Inc. and their employees. The user of this document agrees to protect the
Allscripts-Misys Healthcare Solutions, Inc. proprietary rights as expressed herein. The user further agrees not
to permit access to this document by any person for any purpose other than as an aid in the use of the associ-
ated system. In no case will this document be examined for the purpose of copying any portion of the system
described herein or to design another system to accomplish similar results. This document or portions of it may
not be copied without written permission from Allscripts-Misys Healthcare Solutions, Inc. The information in this
document is subject to change without notice. The names and associated patient data used in this document,
demo, or training program are fictional and do not represent any real person living or otherwise. Any similari-
ties to actual people are coincidental.
TouchWorks™, TouchWorks Charge™, TouchWorks Document™, TouchWorks Dictate™, TouchWorks
Note™, TouchWorks Order™, TouchWorks PM™, TouchWorks Result™, TouchWorks Rx+™, TouchWorks
Scan™, TouchWorks Transcribe™, Physician Homebase™, TouchWorks Workflow™, TouchWorks Pocket
Library™, Snapshot™, Problem™, Allscripts Enterprise EHR™, Allscripts Enterprise EHR Charge™, Allscripts
Enterprise EHR Document™, Allscripts Enterprise EHR Dictate™, Allscripts Enterprise EHR Note™, Allscripts
Enterprise EHR Order™, Allscripts Enterprise EHR PM™, Allscripts Enterprise EHR Result™, Allscripts Enter-
prise EHR Rx+™, Allscripts Enterprise EHR Scan™, Allscripts Enterprise EHR Transcribe™, Allscripts Enter-
prise EHR Physician Homebase™, Allscripts Enterprise EHR Workflow™, Allscripts Enterprise EHR Pocket
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Time Information® are registered and/or trademarks of Allscripts-Misys Healthcare Solutions, Inc. All other
brand and product names are trademarks or registered trademarks of their respective companies.
CPT copyright 2007 American Medical Association. All rights reserved.
Fee schedules, relative value units, conversion factors and/or related components are not assigned by the
AMA, are not part of CPT, and the AMA is not recommending their use. The AMA does not directly or indirectly
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tained herein.
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Analytics Guide v4.1.1011
TABLE OF CONTENTS
INTRODUCTION........................................................................................................................................................................ 1
WHO SHOULD USE THIS DOCUMENT? ........................................................................................................................................ 2
Workflows and Walkthroughs ................................................................................................................................................ 2
APPLICATION VENDOR................................................................................................................................................................ 2
EXTRACT-TRANSFORM-LOAD..................................................................................................................................................... 2
SESSION 1: ANALYTICS OBJECTS ....................................................................................................................................... 3
LESSON 1: GETTING DOWN TO BASICS ............................................................................................................................ 3
LOADING ANALYTICS ................................................................................................................................................................. 3
SELECTION TAB .......................................................................................................................................................................... 5
Ad Hoc.................................................................................................................................................................................... 5
Administration........................................................................................................................................................................ 5
Common Object Menu Bar Options ....................................................................................................................................... 7
COMMON TOOLBAR OPTIONS ..................................................................................................................................................... 7
METALAYER TREE ...................................................................................................................................................................... 8
LESSON 2: BASIC SEARCH OPTIONS .................................................................................................................................. 4
OVERVIEW .................................................................................................................................................................................. 4
STANDARD SEARCH FUNCTIONS ................................................................................................................................................. 6
Clear Search........................................................................................................................................................................... 6
Quick Search .......................................................................................................................................................................... 7
Keyword Search ................................................................................................................................................................... 10
Add Data Field to Search..................................................................................................................................................... 12
Distinct Values ..................................................................................................................................................................... 16
Modify Search ...................................................................................................................................................................... 18
Save Search .......................................................................................................................................................................... 21
Granting Access to User Groups.......................................................................................................................................... 22
Adding/Updating Criteria WITHOUT Saving...................................................................................................................... 23
LESSON 3: WORKSHEETS .................................................................................................................................................... 24
OVERVIEW ................................................................................................................................................................................ 24
Adding Fields to the Worksheet............................................................................................................................................ 24
Removing Fields from a Worksheet...................................................................................................................................... 26
Changing Selected Data Fields Order ................................................................................................................................. 26
Running/Loading Worksheets............................................................................................................................................... 27
Distinct Rows ....................................................................................................................................................................... 29
MANAGING WORKSHEETS ........................................................................................................................................................ 31
Sorting Records.................................................................................................................................................................... 31
Toggle................................................................................................................................................................................... 31
Filter Records....................................................................................................................................................................... 32
Splitting a Worksheet Screen................................................................................................................................................ 33
Find Records ........................................................................................................................................................................ 34
Export................................................................................................................................................................................... 34
Saving Worksheets................................................................................................................................................................ 35
Link Saved Search to a Worksheet ....................................................................................................................................... 36
LESSON 4: ADVANCED SEARCH OPTIONS ..................................................................................................................... 38
MULTI-SEARCH ........................................................................................................................................................................ 38
AND vs. OR Using Multi-Search.......................................................................................................................................... 41
NESTED SEARCHES ................................................................................................................................................................... 46
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Nested Search Scenario........................................................................................................................................................ 46
How Many? .......................................................................................................................................................................... 50
Define Field Mappings......................................................................................................................................................... 50
STACKED SEARCHES ................................................................................................................................................................. 52
SEARCH EXPRESSIONS .............................................................................................................................................................. 54
Search for Future Appointments Using an Expression ........................................................................................................ 54
SQL BUILDER ........................................................................................................................................................................... 55
LESSON 5: CROSSTAB ANALYSIS ...................................................................................................................................... 58
OVERVIEW ................................................................................................................................................................................ 58
STEP-BY-STEP: VIEWING CROSSTAB ANALYSIS ....................................................................................................................... 59
Overview .............................................................................................................................................................................. 60
Analysis Scenario ................................................................................................................................................................. 60
Create a Search for this Analysis Scenario.......................................................................................................................... 60
STEP-BY-STEP: CREATING A CROSSTAB ANALYSIS .................................................................................................................. 60
Adding Fields to a Crosstab Analysis .................................................................................................................................. 61
STEP-BY-STEP: ADDING FIELDS TO A CROSSTAB ..................................................................................................................... 61
.............................................................................................................................................................................................. 62
Changing Data Field Aggregate Types................................................................................................................................ 62
STEP-BY-STEP: CHANGING AGGREGATE TYPES FOR DATA FIELDS .......................................................................................... 63
Slice Dimensions .................................................................................................................................................................. 65
STEP-BY-STEP: ADD FIELDS TO SLICE DIMENSIONS ................................................................................................................. 65
Saving Crosstabs.................................................................................................................................................................. 65
STEP-BY-STEP: SAVING A CROSSTAB ANALYSIS ...................................................................................................................... 65
STEP-BY-STEP: LINKING SEARCH OBJECTS TO A CROSSTAB OBJECT ....................................................................................... 66
ANALYSIS WALKTHROUGH – W/ LINK GROUPS ........................................................................................................................ 67
Overview .............................................................................................................................................................................. 67
Link Group Scenario ............................................................................................................................................................ 67
Create a Search for this Link Group Analysis Scenario ...................................................................................................... 68
STEP-BY-STEP: CREATE CROSSTAB ANALYSIS W/ LINK GROUPS ............................................................................................. 68
Adding Additional Data Fields............................................................................................................................................. 69
STEP-BY-STEP: ADDING ADDITIONAL DATA FIELDS ................................................................................................................ 69
Associating Link Groups to Crosstabs ................................................................................................................................. 70
.................................................................................................................................................................................................. 70
STEP-BY-STEP: LINKING GROUPS ............................................................................................................................................ 70
STEP-BY-STEP: MAPPING ......................................................................................................................................................... 72
STEP-BY-STEP: MAPPING DATA FIELDS ................................................................................................................................... 73
Setting Up Data Fields and Expressions.............................................................................................................................. 74
STEP-BY-STEP: SETTING UP DATA FIELDS AND EXPRESSIONS ................................................................................................. 74
STEP-BY-STEP: ADDING EXPRESSIONS ..................................................................................................................................... 76
Working with Crosstab Analysis Results.............................................................................................................................. 79
STEP-BY-STEP: DRILL THROUGH TO A WORKSHEET USING EXISTING FIELDS ......................................................................... 79
STEP-BY-STEP: DRILL THROUGH TO A WORKSHEET & ADD ADDITIONAL FIELDS ................................................................... 80
STEP-BY-STEP: EXPORT RESULTS FROM A CROSSTAB ANALYSIS OBJECT................................................................................ 80
LESSON 6: CHARTS ................................................................................................................................................................ 81
OVERVIEW ................................................................................................................................................................................ 81
STEP-BY-STEP: ACCESSING THE ANALYTICS CHARTS .............................................................................................................. 81
Chart Workflow.................................................................................................................................................................... 81
ANALYTICS CHART WORKFLOW ............................................................................................................................................... 82
Setting Search Criteria......................................................................................................................................................... 82
Add/Remove fields within Chart Sections............................................................................................................................. 82
Loading a Chart ................................................................................................................................................................... 84
Format Options for the Chart .............................................................................................................................................. 84
Drill Through to Worksheets................................................................................................................................................ 86
CROSSTAB CHARTS ................................................................................................................................................................... 88
Chart Toolbar....................................................................................................................................................................... 89
Stacked Chart ....................................................................................................................................................................... 91
Display Data Values............................................................................................................................................................. 92
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Saving Charts ....................................................................................................................................................................... 94
Additional Chart Features ................................................................................................................................................... 96
LESSON 7: CUSTOM REPORTS ........................................................................................................................................... 98
OVERVIEW ................................................................................................................................................................................ 98
REPORT TOOL BASICS ............................................................................................................................................................... 98
Getting Started ..................................................................................................................................................................... 98
Headers/Footers................................................................................................................................................................... 98
Align Toolbar Icons.............................................................................................................................................................. 99
Toolbox Controls................................................................................................................................................................ 100
Properties Window............................................................................................................................................................. 100
REPORT SCENARIO .................................................................................................................................................................. 101
CUSTOM REPORTS WALKTHROUGH ........................................................................................................................................ 102
Setting Search Criteria....................................................................................................................................................... 102
ADDING ELEMENTS TO THE REPORT TEMPLATE ..................................................................................................................... 103
Adding Non-Data-Fields .................................................................................................................................................... 103
Adding Data Fields ............................................................................................................................................................ 105
Grouping Common Data.................................................................................................................................................... 106
RUNNING/LOADING A REPORT TEMPLATE .............................................................................................................................. 109
Saving Custom Reports ...................................................................................................................................................... 110
Use Standard Expressions.................................................................................................................................................. 112
Setting Report Parameters ................................................................................................................................................. 113
Edit Sort Values.................................................................................................................................................................. 114
CUSTOM REPORT ADVANCED FEATURES ................................................................................................................................ 115
Visual Basic Editor............................................................................................................................................................. 115
Sub Reports ........................................................................................................................................................................ 117
LESSON 8: ACCESS CENTER ............................................................................................................................................. 123
OVERVIEW .............................................................................................................................................................................. 123
ACCESS CENTER BASICS ......................................................................................................................................................... 124
Getting Started ................................................................................................................................................................... 124
OPEN A SAVED ACCESS CENTER OBJECT ................................................................................................................................ 126
Open a Saved Dashboard Definition.................................................................................................................................. 126
Close an Object from the Object Pane ............................................................................................................................... 127
ANALYTICS ACCESS CENTER SETUP ....................................................................................................................................... 128
Creating a New Analytics Access Center ........................................................................................................................... 128
Define Access Center Components..................................................................................................................................... 129
DASHBOARD SETUP ................................................................................................................................................................ 132
Key Performance Indicators .............................................................................................................................................. 133
DAILY MONITORS ................................................................................................................................................................... 140
Creating a New Daily Monitor........................................................................................................................................... 141
Modifying Daily Monitor Definitions................................................................................................................................. 144
SAVING ACCESS CENTERS AND ACCESS CENTER OBJECTS ..................................................................................................... 145
SESSION 2: ADMINISTRATION ......................................................................................................................................... 147
LESSON 1: SECURITY .......................................................................................................................................................... 148
OVERVIEW .............................................................................................................................................................................. 148
ADMINISTRATORS GRANTING ACCESS RIGHTS ....................................................................................................................... 148
CREATING USER GROUPS........................................................................................................................................................ 149
GRANTING GROUP PERMISSIONS ............................................................................................................................................ 150
Group Forms...................................................................................................................................................................... 150
Group Fields ...................................................................................................................................................................... 151
Group Values ..................................................................................................................................................................... 153
Group Objects .................................................................................................................................................................... 155
Group Search ..................................................................................................................................................................... 156
USER MANAGEMENT .............................................................................................................................................................. 158
LESSON 2: PASSWORD MANAGEMENT ......................................................................................................................... 160
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OVERVIEW .............................................................................................................................................................................. 160
Change Password............................................................................................................................................................... 160
Reset User Password.......................................................................................................................................................... 160
LESSON 3: METALAYER ENGINE .................................................................................................................................... 161
OVERVIEW .............................................................................................................................................................................. 161
Find Value in Grid ............................................................................................................................................................. 161
Build Metalayer Tree ......................................................................................................................................................... 161
Add New Metalayer Field .................................................................................................................................................. 164
LESSON 4: SCHEDULER ADMINISTRATION................................................................................................................. 166
OVERVIEW .............................................................................................................................................................................. 166
SCHEDULER WIZARD .............................................................................................................................................................. 166
ADDING TASKS ....................................................................................................................................................................... 169
VIEW JOB DETAILS ................................................................................................................................................................. 170
DELETE JOBS .......................................................................................................................................................................... 170
LESSON 5: OBJECT MANAGEMENT................................................................................................................................ 171
OVERVIEW .............................................................................................................................................................................. 171
Managing Objects .............................................................................................................................................................. 171
Link/Unlink Search Objects to other Objects ..................................................................................................................... 172
Edit Categories................................................................................................................................................................... 173
LESSON 6: USER AUDIT ...................................................................................................................................................... 174
OVERVIEW .............................................................................................................................................................................. 174
LESSON 7: PROCESS MANAGEMENT ............................................................................................................................. 176
OVERVIEW .............................................................................................................................................................................. 176
MANAGING PROCESSES .......................................................................................................................................................... 176
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Analytics v4.1.8033 1
Introduction
Going well beyond standard reports and clinical analysis is the advanced clinical analysis offered by the Enterprise
EHR Analytics application – a fully graphical and relational query engine.
Enterprise EHR Analytics offers the flexibility to easily view and sort from thousands of data elements. This is
particularly useful for today’s complex medical practices. Organizations now have the ability to select, view and
display data for a number of clinical scenarios.
A powerful part of Enterprise EHRs Analytics is the ability to display the information in a variety of formats. These
include:
• Flexible report writer to create presentation quality reports
• Easy to read color-coded dashboard summaries based on user-defined ranges
• Pivot tables for an aggregate view of the clinical information
• Drill-through views displaying detailed data in a spreadsheet format
• Graphical capabilities to show a visual representation of the information
• Ad-Hoc Query to build sophisticated reporting with simple point-and-click tools
• Export capabilities to HTML, PDF, Excel, and Rich Text formats
With the proper analytical tools, organizations can drive clinical excellence by managing pay-for-performance
initiatives, measuring key performance indicators, supporting clinical trials, and providing patient population
management. Accessing the clinical data in a format designed for near real-time decision making can transform
the art and science of delivering healthcare. The Enterprise EHR Analytics toolset will enable organizations to turn
the data in the Enterprise EHR system into information that can significantly change business operations.
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Analytics v4.1.8033 2
Who Should Use This Document?
The Analytics Guide is designed to be a tool for learning and training Enterprise EHR Analytics. It is split into 2
sessions: Analytics Objects and Administration respectively. Front-end functionality and workflows are detailed in
the 1st session while application set-up is broken down in the 2nd session. Any user of Enterprise EHR Analytics
can utilize this document to help in the creation of various objects and analyze pertinent data.
Workflows and Walkthroughs
There are several areas of the document that detail functionality through the use of walkthrough examples. These
are intended to help a user understand how the product works while detailing the step-by-step instructions in a
simple, clinically relevant workflow. Organizations can feel free to substitute their own examples when walking
through the documentation to make it more relevant to specialties, user workflows, etc.
Application Vendor
Enterprise EHR Analytics utilizes the Precision.BI product developed by Datamasters, Inc. Datamasters, Inc. is a
software development company dedicated to providing the healthcare industry with system and service solutions
incorporating high intrinsic value at reasonable costs. Allscripts has partnered with Datamasters to deliver a
product for analyzing and reporting vital clinical information for Enterprise EHR users.
Extract-Transform-Load
One of the many benefits delivered with the Enterprise EHR Analytics product is that data resides on a separate
database and server than the live Enterprise EHR database. Hence, there are no restrictions on when queries,
reports and analysis can be run against the database due to concerns over possibly compromising the performance
of the live system.
In order to move data from one server/database to another, Microsoft’s SQL Server Integration Services (SSIS) is
utilized to streamline the data tables in order to provide a simple database structure via a bulk copy process:
Extract-Transform-Load. There are several database tables that may exist per Enterprise EHR module. As the
data is being transferred and loaded into the Analytics database structure, indexes are dropped on the Enterprise
EHR side and re-created in a more streamlined format in order to speed up the data transfer. For more
information, search for Integration Services at Microsoft.com.
Analytics implementation teams will guide organizations through this process including how often the Analytics
database will be updated with Enterprise EHR data. This is not a real-time update, but rather a near real-time
update based on organization needs. For example, an organization may decide to have data loaded nightly,
weekly, etc.
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Analytics v4.1.8033 3
Session 1: Analytics Objects
Lesson 1: Getting Down to Basics
Loading Analytics
Step-by-Step: Loading Analytics
To logon to Analytics, complete the following:
1. Double-click the Analytics icon on the You can also load from the START
desktop. menu.
Select Programs
Select Precision.BI
Select the Precision.BI application
2. Verify the Server and Database fields. A Period “.“ is used for the Server if the
user is currently attempting to access the
application directly from the server.
3. Enter the User Name (instructor will
provide).
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Analytics v4.1.8033 4
4. Enter the Password (instructor will
provide).
5. Click OK. If the User Name and/ or Password do
not match, the following warning
message appears.
Analytics Main Menu
Click the X button in the upper right corner to close the application.
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Analytics v4.1.8033 5
Selection Tab
Analytics menu options are divided between two main tabs – Ad Hoc & Administration. Administrators may limit
what items are available to a user(s) based on security rights. For more on security access, see Security in this
document under Session 2: Administration.
Ad Hoc
The Ad Hoc section displays all object options a user has been given to access.
Analytics Worksheets – lists a set of records based on query definitions.
Analytics Analysis – create multiple crosstabs to analyze large amounts of data
in a summary view.
Analytics Charts – display results in a graphical format (charts).
Analytics Custom Reports – summarize data by developing a formatted layout
for viewing/printing.
Analytics Access Center – a customizable data center for publishing reports,
charts, cross tabs, key performance indicators, etc.
Administration
The Administration tab is designed for “super” users to control access of several application functions.
Security – establish control over what users may access within the application
Change Password – update the current user’s password
Reset User Password – update any user’s password
Metalayer Engine – list of all data fields available in the application
Scheduler Administration – set up objects to download when necessary
Object Management – allow administrator to manage all saved objects
User Audit – area for reviewing user activity
Process Management – review system processes
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Analytics v4.1.8033 6
Step-by-Step: Analytics Access Center
To view different published reports, charts, cross tabs displayed in Analytics, complete the following:
1. Double-click Analytics Access Center. Screen appears displaying (Class Example:
a Dashboard View of Diabetic Patients).
2. View different dashboards by clicking
the three tabs at the bottom of screen.
These tabs come delivered with Percision Bi.
It is also possible to create more tabs.
3. Select Pat Total Asthma. This shows an example of Cross Analysis.
Additional information on the Analytics Access Center can be found in Lesson 8.
Analytics Access Center
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Analytics v4.1.8033 7
Step-by-Step: Analytics Worksheets
To access Analytics Worksheets, complete the following:
1. Double-click Analytics Worksheets. Screen appears displaying the MetaLayer
Tree on the left side.
2. View different button options. (Instructor will cover specific ones used in
class.)
Common Object Menu Bar Options
Across all Objects within the Ad Hoc tab, there are several, common menu bar options. A user can feel
comfortable knowing that several features learned in one object will accompany the user as they learn other objects
within the Analytics application.
Menu for common features such as opening/closing an object, saving and printing.
Run/Stop an object as well as cut, copy, paste, etc.
Options for sending user to various object areas (Worksheets, Charts, etc.) in application.
Numerous search options available such as clear, edit, save and Quick Search.
Loads help tool or general application information.
Common Toolbar Options
Open a new screen for the current object.
Open an existing object.
Save the current object as the same or different name (respectively)
Run the current object for output
Stop the current run of an object
Print or Preview the current object
Cut, Copy, Paste data currently selected
Select the dropdown button to utilize multiple Search functions
Returns the count of rows reflected in the current search and object
Open a saved search for the current object
Open a saved worksheet
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Analytics v4.1.8033 8
Displays the current search in common language
Navigates the user to the Worksheet section
Navigates the user to the Analysis Cross tab section
Navigates the user to the Custom Charts section
Navigates the user to the Custom Reports section
Toggle between edit and data view
Metalayer Tree
The Metalayer Tree is a view that lists all Enterprise EHR-related fields loaded into the Analytics tool. All fields that
the user has access to will appear in the view separated within multiple Content Categories. Examples of Content
Categories:
Patient Findings mTemplate
Problem Patient List Chart
Medication Order Immunization
Result Health Maintenance Plan Allergy
Task Charge Audit
Within each Content Category, there is a list of Data Fields.
Data field holds only distinct values allowing the user to select data provided to them in a list.
Data field holds non-distinct.
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Analytics v4.1.8033 2
Contact your Analytics Implementation Team for details on what Fields are available via certain
application versions.
There are two tabs at the bottom of the Metalayer Tree:
Treeview – lists all available fields for the user
Recent Fields – lists the fields that have been used, and what fields have been used within saved
searches. This is also a place where search criteria may be changed on the fly.
Step-by-Step: Analytics Worksheet (MetaLayer Tree)
To access the MetaLayer Tree within Analytics, complete the following:
1. Double-click Analytics Worksheets. Screen appears displaying the MetaLayer
Tree on the left side.
2. Double-click the Patient Content
Category.
3. Expand Identification.
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Analytics v4.1.8033 3
4. Right-click patient-id. The Show Distinct Values option is grayed
out as this is a non-distinct Data Field.
5. Close the search by clicking anywhere
outside the box with your mouse.
6. Right-click on patient-sexname. The Show Distinct Values option is
accessible.
7. Select Show Distinct Values. The Distinct Values screen appears
displaying Female and Male.
8. Click Cancel. This closes the screen.
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Analytics v4.1.8033 4
Lesson 2: Basic Search Options
Overview
There may be several items added to an object to make it successfully reflect the initial goal put forth by the user.
An object may be tweaked often to make sure the data is displayed appropriately. There are two main items
necessary for any object to be successful reflecting the user’s goal: data fields and searches.
Data fields are those fields within Enterprise EHR that are to be displayed within the object (patient demographics,
problems, results, etc.). Several examples of data fields will be discussed throughout the remainder of this
document. As important to any successful object is how the records to be display will populate in the object.
Example of questions to think about when including Data Fields:
Should the report display all patients in the database or just those patients with Essential
Hypertension?
Should the worksheet display all patients who have had a Lipid Profile in the past 6 months or just
those who had an LDL returned with an abnormal level?
Data Fields used for Search
Data Fields and Search Items
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Analytics v4.1.8033 5
Searches are used to populate the data fields. For example, if a user adds several data fields to a worksheet
(patient full name, patient age, SSN, city, state, etc.) and wants to yield a list of patients below the age of three, the
user must limit the patient age to less than three. There may be more criteria added to the search in order to
further limit what is returned (i.e. city = Chicago), but the following dialog box will present if the user attempts to run
a query without adding at least one search criterion to that query.
No data objects can be populated without at least one search criterion added to the search!
The next section of this document will chronicle several ways a user may add criteria to a search. As is true with
many other aspects of software, there is no one way to do something within an application. The user can decide
which is a better workflow based on actions and need.
Step-by-Step: Adding Data Fields for a Search
Within the MetaLayer Tree, complete the following:
1. Double-click Patient Content Category.
2. Expand Identification.
3. Double-click the following Data Fields: The fields now appear in the middle of the
screen.
Patient-fullname
Patient-age
Patient-dateofbirth
Patient-id
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Analytics v4.1.8033 6
4. Click the Run button (or F5 on your
keyboard.)
5. Click OK on the warning message.
Standard Search Functions
Clear Search
When beginning to populate new search criteria, it is always best to make sure that there are no existing criteria
present. Otherwise, there could be additional unnecessary fields limiting what is returned.
If search criteria are not cleared, it will transfer to other objects as the user navigates throughout the system. For
example, if a user creates a search within the Worksheets object and does not clear the search when leaving the
Worksheets object, the criteria will remain in the search as the user navigates to the Analysis object. However, the
system will prompt the user to save and/or clear the current search as the user leaves an object.
Step-by-Step: Clear the Search
Within the Analytics Worksheet, complete the following:
1. Select the Search button at the top of
the screen.
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Analytics v4.1.8033 7
2. Select Clear Search.
3. Click Yes to save search or No to clear
without saving.
(You will be prompted to save a search
every time you try to clear. If the search
has been previously saved, Click No.)
4. Select the View English Query The English Query screen appears, and
there is No Search defined.
button.
View English Query (Search Cleared)
Quick Search
Quick Search is an abbreviated way for users to set search criteria. Instead of having to load the Search form
each time a data field is added to a search, Quick Search allows the user to add a criterion directly from the
Metalayer Tree. However, performing a right-click on a data field within the Search form will also give the user the
option of adding criteria via the Quick Search menu. Once the criteria are set, the Search Item Box will appear with
the criteria set.
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Analytics v4.1.8033 8
Step-by-Step: Quick Search
Within the MetaLayer Tree, conduct a Quick Search by completing the following:
1. Double-click Patient Content Category.
2. Expand Identification.
3. Right-click on patient-age.
4. Select Quick Search.
5. Select the following operating field:
Greater: 55
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Analytics v4.1.8033 9
6. Click Enter on your keyboard. This will save the data.
7. Right-click on patient-sexname.
8. Select the following operating field:
Equal: Male
Male can be typed in upper or lower case
text.
9. Click Enter on your keyboard. This will save the data.
10. Click on View English Query You should see the following data:
(patient-age is greater than 55) and
button. (patient-sexname equals male)
11. Select the Run button (or F5). The Worksheet displays with the search
data.
12. Click the Toggle button. This returns you back to the Analytics
Worksheet with MetaLayer Tree.
(Right of the Binoculars button)
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Analytics v4.1.8033 10
Analytics Worksheet (Male Patients Greater Than Age 55)
Keyword Search
There are several data fields within the Metalayer Tree. Even as a user becomes comfortable with what fields are
available and where most are located, there will be fields the user is not as familiar with or may not have
considered in the past. The Keyword Search feature allows the user to type in a word and have the system display
any data fields containing the characters entered.
For example, if the user enters provider into the Keyword Search, several data fields will be returned due to the fact
that the word provider is present in several data fields within several sections of the Metalayer Tree. The system
will display fields related to primary care provider, ordering provider, billing provider, etc. The Keyword Search is
not limited to certain sections of the Metalayer Tree.
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Step-by-Step: Keyword Search
To search using the Keyword Search, complete the following:
1. Select the Keyword Search button. This is located at the top of the MetaLayer
Tree.
The Keyword icon on the Toolbar
also loads the Keyword Search screen.
2. Type billing in the Find Field. Once you start typing the search will find
everything starting with the word billing.
3. Double-click on charge-billing status. The dialog box will close and the Metalayer
Tree will open to the section where the field
selected resides.
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4. View the MetaLayer Tree for charge-
billing status.
Add Data Field to Search
Utilizing the Add to Search option will navigate the user to the Search form where data fields may be added and
existing data fields may be edited as needed.
Step-by-Step: Add Data Fields to Search (Add to Search)
To add Data Fields to Search, complete the following:
1. Select the Search dropdown menu, and
Clear Search!
2. Select No if prompted to save.
3. Double-click and add the following Data
Fields:
Patient-fullname
Medication-medication
Patient-age
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4. Right-click on medication-medication
in the MetaLayer Tree.
5. Select Add to Search.
6. Set search criteria for the medication-
medication data field.
Like
Lipitor%
This will display the MetaLayer Tree for you
to select additional Data Fields to your
7. Select the Toggle button for the search.
MetaLayer Tree (or F8).
8. Double-click the following Data Field:
Patient-age
9. Set search criteria for the patient-age
data field.
Between
18 and 45
You will be prompted to save the search.
10. Click OK.
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Analytics v4.1.8033 14
11. Select NO.
(We will discuss saving the search later in
this class)
12. Select the Search dropdown menu. If you want to check to ensure your
search still exists, you can follow the
steps 12 and 13.
Your search still exists even though you
13. Click Edit Search. selected No.
14. Select Cancel.
15. Click the Run button (or F5). The number of records returned via the
search is limited based on how many
data fields are defining the search.
This returns you to the Analytics Worksheet
screen with the three defined sections.
16. Click the Toggle button.
(Right of the Binoculars button)
Patients with Lipitor between the Ages of 18 and 45
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Click the Red X button at the top of the screen to remove a Search Criteria.
Click the Toggle button at the top of the screen to display the MetaLayer Tree.
Data Field Criteria Options
Once a field has been added to a search, the field name will be displayed in a Search Item box (block) at the top-
left portion of the screen. Be sure the proper item box is selected (sunken) and begin adding criteria as needed for
the field.
The Is column represents all of the available operators available for defining the data in the query.
= Equals (String Name)
>= Greater Than Or Equal To
<= Less Than Or Equal To
< Less Than
<> Not Equal To
> Greater Than
Like Use wildcard (%) to stress data entered is contained within the search string. Ex. –
Hyper% will bring back all records that start with Hyper. %Hyper% will return records
where the letters H-y-p-e-r reside within the field.
Not Like Use wildcard (%) to stress data entered is NOT contained within the search string.
Between Looking for values that are between 2 values. If the user wanted to return all numbers
between 35-65, Between would be selected and the use would enter 35 and 64 in the
Criteria column.
is Used with the criterion of Null.
is Not Used with the criterion of Null.
And/Or
A user may add several criterions to the same data field within a search if necessary. For example, it may be
necessary to pull back results for two or more order types or view patient information pertaining to more than one
type of problem. From the initial search criteria entered, change the dropdown in the And/Or column to either And
or Or in order for a new line to appear for adding more criteria.
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If the user selects And from the dropdown, the query will assume that both lines of criteria MUST be true in order
for records to populate. If the user selects Or from the dropdown, the query will assume that either criterion may be
true for records to be returned from the database.
Distinct Values
There will be several data fields within the Metalayer Tree that will be labeled as distinct valued fields. A distinct
valued field represents a field that contains all unique items. Distinct fields are displayed with the icon to the left
of the data field name.
Distinct values are displayed to aid the user when establishing criteria for a search. For example, a test result is
needed to limit returned records from a query. Many patients may have been administered that test, but the test
name is the same for all participating patients.
Distinct Values
Step-by-Step: Show Distinct Values
To show a Distinct Value, complete the following:
1. Keep your current Data Fields and
Search Criteria from the previous steps!
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2. Double-click on the Patient Content
Category.
3. Expand Identification.
4. Right-click the patient-sexname data
field.
5. Select Show Distinct Values.
6. Highlight Male.
In your search you want to see Male patients
7. Select the Equal = button. only.
You should see the following:
8. Select the View English Query
(medication-medication Like Lipitor%)
button. and (patient-age Between 18 and 45) and
(patient-sexname equals Male)
9. Click OK on the View English Query.
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You have now defined that you are only
10. Click the Run button (or F5). looking at Male patients between the ages of
18 and 45 taking Lipitor.
Values are displayed in the Distinct Value form if at least one patient has been tied to that item in
the database. It does not mean that all patients have been tied to that item.
For example, a user may navigate to the distinct value form for the field .
There will typically be a “Y” or “N” displayed, but not all patients may have this flag set. If only one
patient in the system has this flag set to “Y” and another patient has the flag set to “N”, then the
fields will populate. Please review how data is populated in Enterprise EHR before assuming
a field is being used for all patients.
Modify Search
Once criteria have been set and the search has been executed, a user may change what criteria is being used to
query the database.
Step-by-Step: Modify a Search
To Modify a Search, complete the following:
1. Toggle back to Analytics Worksheet.
2. Select Search from the dropdown
menu.
3. Select Edit Search.
4. Change patient-sexname to equal =
Female
5. Click OK.
6. Click No when prompted to save.
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7. Click Run Button (or F5).
8. Click the Toggle Button.
Recent Fields
As search criteria is added, the fields being used along with the criteria will display under the Recent Fields tab at
the bottom of the Metalayer Tree.
Expanding each of the data fields displayed in the search criteria will display the specific settings.
To edit the criteria from this screen, double-click the necessary setting (Like 250.%) and make the
appropriate changes before clicking OK. Double-clicking the field name will navigate the user to
the Search screen.
Delete Search Criteria
There will be times when certain search criteria will need to be removed. For example, if a search is looking for
Amoxicillin or Zithromax, the user may delete Amoxicillin in order to just search for Zithromax.
Step-by-Step: Delete Search Criteria
To Delete Search Criteria, complete the following:
1. Keep your current Data Fields and
Search Criteria from the previous steps!
2. Select Search from the dropdown
menu.
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3. Select Edit Search.
4. Select medication-medication data
field.
5. Select the dropdown and choose Or.
6. Add another search criteria for the
medication-medication data field.
Like
Zithromax%
7. Click the Run Button (or F5).
8. Click the Toggle Button
9. Select the Remove button to remove
Zithromax%.
10. Click the Run Button (or F5).
11. Click the Toggle Button
If you want to delete an entire block of search criteria from a search object, you can select an
search object and click the Red X button.
Update Search Criteria Order
Starting with Analytics 4.1.1011, a user may switch the order of search criteria within the Search screen. The order
of the search field blocks is typically from top to bottom, but there are exceptions such as when using some Nested
search criteria.
If the order of the search criteria needs to be changed, simply click the search object needing to be moved and
drag it over the area it will be placed.
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Drag/Drop the Search Object
Save Search
As in any other application, Enterprise EHR Analytics will prompt the user to save data throughout the application’s
use whenever data has been created or updated. However, there is an added category feature that allows the user
to decide if the changes are ready to go to a state of production or remain in development. If initially saved in the
category of development for example, the data may be promoted to a state of production or other categories
determined by the administrator. For example, other common categories may be gold or platinum. This gives the
administrator the flexibility to determine what data items may be portrayed as a work in progress. For more
information about managing categories, see Edit Categories within the Object Management section in this
document.
When prompted to save information to the Analytics server, the user must enter a name and category type before
moving forward. However, the description field is optional.
The following example illustrates how to save a Search object. However, the fields detailed are
common when saving any object.
Step-by-Step: Saving Search Criteria
To Save Search Criteria, complete the following:
1. Click OK at the bottom of the screen.
2. Select Yes.
3. Enter Search Name:
NNN – Lipitor – Female
(NNN represents your initials)
4. Enter a Search Category:
Development
These Categories will be discussed later
during this class.
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Analytics v4.1.8033 22
This is an optional field.
5. Add a Search Description:
Female patients between the
ages of 18 and 45 taking Lipitor.
6. Click OK.
You can also save your search from the Analytics Worksheet by selecting the Search dropdown
menu and selecting Save Search.
Granting Access to User Groups
After saving an object to the database initially, a user can grant access to that object to one or more user groups.
The following dialog box will display after the user clicks Ok.
Clicking No: allows the user to bypass the access rights.
Clicking Yes: allows the user to add user groups.
Step-by-Step: Granting Access to User Groups
To Grant Access to User Groups, complete the following:
1. Click Yes.
2. Select Administrator and AllObjects
checkboxes.
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3. Select a Security Level:
View Only – user cannot modify an object
View, Modify Only – user may modify an object, but will only be able to save the object as a
different name
View, Modify and Save – user has been given full rights to view, modify and save changes to an
object.
4. Select View, Modify Only.
Selected Users can modify an object and
5. Click OK. save as a different name.
Select User Groups
Adding/Updating Criteria WITHOUT Saving
Throughout the Enterprise EHR Analytics application, the user has the option to bypass saving while adding and/or
testing criteria to several different data objects. For example, a user may want to just test search criteria within the
Worksheets object that does not require saving to the database. When prompted to save the changes, the user will
receive the following dialog box.
In most cases if the user clicks NO, the user will not be required to save the changes to the database and will still
have the changes available within the current object. This gives the user the flexibility to test several options before
settling on the final criteria. Obviously, save any changes in order to use them moving forward prior to exiting the
object and/or application.
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Lesson 3: Worksheets
Overview
Worksheets are for listing the results of a search in a spreadsheet format utilizing data fields chosen by the user.
Enterprise EHR data displayed in the resulting table can have its properties changed, sorted, filtered or exported as
desired.
Like Searches, Worksheets may also be saved in order to be used at a later time. For example, if there are data
fields from the Metalayer Tree used often, those fields can be saved to the database via a Worksheet in order to
save the user time adding fields. It is also possible to attach saved Search criteria to a Worksheet if a particular
Search or Searches are needed to populate proper data to a Worksheet.
At least one Search criterion must be present in order for a Worksheet to return any data.
Adding Fields to the Worksheet
In order to view results of a query using Worksheets, fields from the Metalayer Tree must be added. When added,
the fields will display in the Selected Fields pane in the center of the screen.
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Step-by-Step: Adding Fields to a Worksheet
To Add Fields to a Worksheet, complete the following:
1. Select File.
2. Select New.
3. Select No when prompted to save the
current worksheet.
You saved the search earlier, but for this
example we are not going to save the
worksheet. This is discussed later in the
class.
4. Select Yes to Clear Search.
5. Double-click Medication Content
Category.
6. Double-click the medication- You can also drag/drop the data field.
medication Data Field.
7. Select the following Data Fields:
Patient-lastname
Patient-firstname
Patientprovider-fullname
Medication-
medicationstatusname
Medication-sitename
Medicationprovider_orderedby-
fullname
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Removing Fields from a Worksheet
Once fields have been added to a Worksheet, it may be necessary to remove certain fields if the goal for the
Worksheet has changed or the user is altering the query.
Step-by-Step: Removing Fields
To Remove Fields to a Worksheet, complete the following:
1. Right-click the following Data Fields:
Medication-sitename
Medicationprovider_orderedby-
fullname
2. Select Remove.
Fields may also be removed by simply
selecting the field and clicking Delete on
the keyboard.
Changing Selected Data Fields Order
Step-by-Step: Changing Data Fields
To Change Data Fields around, complete the following:
1. Select the medication-medication
Data Field.
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2. Drag/Drop the data field under
patient-firstname.
A warning message appears stating you
3. Select the Run button (or F5). must have at least one criterion selected.
Running/Loading Worksheets
After the appropriate data fields have been added to the Worksheet and an associated Search has been loaded,
the data is ready to be displayed. The data fields in the Worksheet will be the only indicator to what data was
returned in the query. For example, if the patient’s full name and insurance are added to the Worksheet, then all
patients and their insurance will display based on the definition of the Search.
The Search determines how many rows are returning as well as what data is displayed. For example, if the Search
is only returning records of those patients with insurance type of Aetna, then only those patients with Aetna
insurance will load into the Worksheet.
Step-by-Step: Running/ Loading Worksheets
To Change Data Fields around, complete the following:
1. Select the Search dropdown menu.
This allows you to now enter in the search
2. Select New Search. criteria.
3. Click the Toggle button for the
MetaLayer Tree.
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4. Double-click the Medications Content
Category.
5. Right-click on medication-
medicationstatusname, and select
Add to Search.
6. Select the search criteria:
Equals
Active
7. Right-click on medication-medication,
and select Add to Search.
8. Select the search criteria:
Like
Lipitor%
9. Click OK.
10. Select No when prompted to save.
11. Click the Run button (or F5).
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Patients Actively on Lipitor
Distinct Rows
Based on certain Search criteria and/or fields chosen to display in a Worksheet, duplicate rows of data may appear.
For example, if within a Search the user wants to display all patients who have had an a particular test n the past 2
years, a patient may display more than once if they have in fact taken the test multiple times during that time
period. However, even if there is no field in the Selected Fields pane making the rows return unique for a
particular patient – i.e. Encounter date or numeric test result –the patient may still show up multiple times with the
same exact data if these example fields were used in the search criteria.
Step-by-Step: Limiting Rows Returned that are Unique
To Change Data Fields around, complete the following:
1. Remain on the worksheet you just ran!
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2. Select the Distinct Rows
button.
You should return 2024 records.
3. Click the Run button (or F5).
Distinct Rows button
The Distinct Rows icon will remain highlighted until re-selected or the user leaves the Worksheet
object.
For More Practice:
Step 1: Clear Search
Step 2: View English Query
Step 3: Double-click the Problems content category
Step 4: Right-click the problem-icd9diagnosiscode data field
Step 6: Select Quick Search
Step 7: Like 250%
Step 8: Click Enter on your keyboard
Step 9: Run the query
Step 10: Click the Distinct Rows button
Step 11: Re-run the query
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Managing Worksheets
Once data has been populated into a Worksheet, it may be displayed in various ways using different tools. The
spreadsheet data can also be exported to other file types in order to share with others in the organization that may
not have access to the Analytics product or for further managing of the data.
Sorting Records
One or more columns in the Worksheet may be sorted either in ascending or descending order.
Ascending or Descending Buttons
Step-by-Step: Sorting Columns in the Worksheet
To Sort Columns, complete the following:
1. Remain on the worksheet you just ran!
2. Highlight the patient-lastname column.
3. Click the Ascending or
Descending button options.
Toggle
When data is initially loaded into a Worksheet, the data is displayed in full view with the Metalayer Tree and
Selected Fields pane hidden. To switch back and forth between the data being fully displayed and the ability to edit
the fields in the Worksheet, click the following icon in the toolbar.
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The icon above is also available in the Analysis and Chart objects within Analytics. However,
“hovering” over the icon with the mouse arrow will display a different name depending on the
section of Analytics the user is presently accessing. In Worksheets, the icon is labeled Toggles
between full screen and edit.
Filter Records
Once rows of data have been returned in a Worksheet, the information can be filtered in order to only display rows
based on criteria set by the user. Of course the user may edit the Search driving the rows displayed, but filtering
gives the user a bit more flexibility without having to change the Search criteria or re-run the query against the
database.
Worksheets are filtered based on selected fields of data within the returned rows of information. For example, if
age was a field being returned in the Worksheet, a field in the age column can be selected and filtered using the
following operator options: =, <>, <, <=, >, >=.
Step-by-Step: Filter Data in a Worksheet
To Filter the Data, complete the following:
1. Remain on the worksheet you just ran!
2. Highlight one cell within the worksheet
under medication-medication.
3. Click the Filter By
button.
A dropdown menu appears with several
4. Choose the Selection option. options.
You are filtering to see the patients on a
5. Select the Equals = sign. particular medication only.
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6. Select Remove Filter
button.
7. Select the All option. Multiple filters can be done for a
worksheet, so you have the choice to
select All or a specific filter defined.
Splitting a Worksheet Screen
Splitting the screen allows the user to see two or more copies of the worksheet simultaneously.
Click to split the Worksheet screen horizontally.
Click to split the Worksheet screen vertically.
Split Worksheet
There is no Undo button!
You must drag the split portion of the screen to the bottom to view a full screen again.
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Find Records
With the possibility for many rows to be returned in a Worksheet, it may be necessary for the user to find certain
rows of data containing particular information.
Step-by-Step: Find Records in a Worksheet
To Find Records in a Worksheet, complete the following:
1. Click the Binoculars button to
locate data within the Worksheet.
2. Select the appropriate Search type,
Search Column (if necessary), and a
Value.
3. Click Find.
Export
A user may export information from the Analytics application into other file types such as delimited text files, CSV
files and Excel. Analytics will export the data exactly as it appears on the screen. So, if a filter has been applied to
a Worksheet, only the filtered data will be exported and not all of the rows that were returned via the Search.
Step-by-Step: Exporting Data
To Export Data, complete the following:
1. Select the Export button option on the
toolbar.
2. Choose one of the following options:
All to export all rows in the
Worksheet.
Selected Values if the user
selected only certain rows by
utilizing the Shift and/or Ctrl
keys.
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Random Values to export a
random sample of rows. For
example, entering a 10 will
export 10 random rows from the
Worksheet.
Saving Worksheets
If there are fields from the Metalayer Tree commonly added to a Worksheet, the entire Worksheet may be saved so
that users will not have to add the same fields each time they want to view a particular list of fields. Worksheets run
weekly, quarterly, yearly, etc. can be saved in order to have those Worksheets available on demand.
Step-by-Step: Saving a Worksheet
To Export Data, complete the following:
1. Select the Toggle button.
2. Ensure the appropriate data fields are
listed:
Patient-lastname
Patient-firstname
Medication-medication
Patientprovider-fullname
Medication-
medicationstatusname
Problem-icd9diagnosiscode
3. Select File.
4. Select Save.
5. Enter the Worksheet Name:
NNN – Patient – Worksheet
The NNN represents your initials
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6. Enter the Worksheet Category:
Development
We will discuss linking a worksheet to a
7. Click OK. search later in this class.
Step-by-Step: Opening a Save Worksheet
To Export Data, complete the following:
1. Select the File dropdown menu.
2. Select Open Worksheet.
3. Locate your worksheet name in the Find
Object field:
NNN – Patient – Worksheet
Select category from the Filter by
category dropdown list to filter by the
category tied to the Worksheet when
Saved.
4. Highlight the worksheet and click OK.
Link Saved Search to a Worksheet
If one or more saved Searches are used to populate data in a Worksheet, those Searches can be linked to a
particular Worksheet. This can save a user time – especially those users who are not familiar with the Worksheet-
Search relationship – when needing to populate information as fast as possible.
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Step-by-Step: Linking a Saved Search to a Worksheet
To Link a Saved Search to a Worksheet, complete the following:
1. Select the Search dropdown menu.
2. Select Add Searches to Object.
3. The Worksheet Name should be
displayed (grayed out).
4. Highlight your Search below.
NNN – Lipitor – Female
This will link the Search to the Worksheet.
5. Click OK. After the Worksheet is loaded, the associated
Search will be listed when the user select
Open Search.
Your search is now listed.
6. Select Open Search
from the toolbar.
7. Click Cancel.
Add Searches to Worksheet
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Lesson 4: Advanced Search Options
Multi-Search
When completing a comprehensive search, all results from the search will display based on what was queried from
the database. For example, if a search is constructed to return every time a patient took a Lipid Panel in the last
year, the same patient may display more than once if they took that test more than once during that timeframe. No
matter how small the date parameters set, a patient may still show up multiple times or not enough rows are
returned in order to make the sample valid or meaningful.
Analytics provides the opportunity to display just the last instance each of the search criterion was met. Using a
Multi-Search, the last time the patient had certain results from a Lipid Panel in the past year would show up and not
all instances of the test.
Multi-Search is available in the Results and Findings content categories.
There are up to six different criterions a user can set when utilizing Multi-Search. For example, using Multi-Search
for Results means the user can set up to six different resultable items (i.e. LDL, A1C) as criteria for the search.
So if searching for all patients who have had a Lipid Panel in the past year with HDL Cholesterol less than 60, LDL
Cholesterol above 130 and Triglycerides greater than 180 – three of the possible six Multi-Search groups can be
used in order to find the most recent tests of patients who have fallen under the criteria.
It is important to keep the resultables used in the search separate – thus, the reason why there are separate
groupings for what is being used in the search criteria.
Results Content Category (MultiSearch)
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Step-by-Step: Add Criteria using a MultiSearch
To Add Criteria using a MultiSearch, complete the following:
1. Select the Search dropdown menu, and
Clear Search.
2. Select File from the dropdown menu.
3. Select New.
4. Double-click Patient Content Category.
This adds to the middle section of the screen.
5. Double-click patient-fullname.
6. Double-click Results Content Category.
7. Expand the MultiSearch.
8. Double-click the following Data Fields:
Result1-entrycode
Result1-numericresult
Result2-entrycode
Result2-numericresult
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9. Use the Quick Search to enter in
search data:
Result1-entrycode = HDL
Result1-numericresult < 60
Result2-entrycode = LDL
Result2-numericresult > 130
10. Click the Run button (or F5).
You should see the following:
11. Select the View English Query
(Result1-entrycode equals HDL) and
(result1-numericresult is less than 60) and
button. (Result2-entrycode equals LDL) and
(result2-numericresult is greater than 130)
12. Click OK.
View English Query
Patients with HDL and LDL Results
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AND vs. OR Using Multi-Search
The scenario above assumes the logic that the user is interested in finding out the last time a patient had an HDL
result less than 60 AND LDL result greater than 130. Simply adding search criteria to a Multi-Search will assume
that the user is interested in both scenarios coming true – hence, the AND clause.
However, if a user is interested in finding out the last time a patient had HDL results less than 60 OR LDL result
greater than 130, the user must utilize the same, initial Multi-Search option (i.e. Result1 or Finding1) for as many
criteria that are necessary. For example, the previous scenario – looking for HDL < 60 OR LDL > 130 would have
the search criteria set up like the following:
It is important to remember that the user cannot use one search object (Result1) that includes both
sets of criteria such as below. The system will not know which value (60 or 130) goes with which
result (HDL or LDL).
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Step-by-Step: Querying One Result OR Another Result using
MultiSearch
To set up Querying One Result OR Another Result, complete the following:
1. Select the Search dropdown menu, and
Clear Search.
2. Click No if prompted to save search.
3. Select the Search dropdown menu
4. Select New Search.
5. Select the Toggle button to open
the MetaLayer Tree.
6. Double-click Results Content Category.
7. Expand the MultiSearch.
8. Right-click on Result1-entrycode, and
Add to Search.
9. Enter the following:
Is
HDL
10. Right-click on Result1-numericresult,
and Add to Search.
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11. Enter the following:
<
60
12. Right-click on Result1-entrycode, and
Add to Search.
13. Enter the following:
=
LDL
14. Right-click on result1-numericresult,
and Add to Search.
15. Enter the following:
>
130
Four Search Items Display (Result 1)
The HDL value and the LDL value are now
16. Double-click the Parenthesis to separate from each other.
separate out the Results.
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17. Select OR for the second dropdown
menu option.
18. Click OK.
19. Click Yes to save the search.
20. Enter the Search Name:
NNN-HDL-LDL
NNN represents your Initials
21. Enter Search Category:
Development
22. Enter Search Description:
Searching for Patients with HDL
less than 60…OR…Patients with
LDL greater than 130.
23. Click OK.
24. Select No to add to Security Groups.
25. Click View English Query.
26. Click OK.
27. Add the following Data Fields:
Patient-id
Patient-fullname
Result1-entrycode
Result1-numericresult
Result1-resultdttm
Remove any Data Fields in the middle of
the screen.
28. Click the Run button (or F5).
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Patients with HDL or LDL Values
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Nested Searches
Enterprise EHR Analytics provides the user the ability to eliminate duplicates returned from a search and focus
primarily on determining if search criteria exist within a patient’s record. Nested Searches are for returning a
unique list of patients without returning any of the ancillary details to why the search was constructed such as
problems diagnosed, patient encounters, tests taken, etc.
The user should only display a simple list – such as patient name – no matter how much criteria is
going into the construction of the search.
Nested Search Scenario
A user wants to determine if a patient has had an encounter in the past year. Using a simple, regular search a
patient may show up more than once if the patient has had multiple encounters during that timeframe. However,
Nesting the same search will return patients with multiple encounters once because the Nested search will
determine if the criteria exists for a patient – period – as opposed to listing all encounters for the patient.
The patient will display only once as long as the user displays fields such as patient name, SSN
and/or MRN and not the encounter date in the display object (ex. Worksheets).
Step-by-Step: Creating a Nested Search
To create a Nested Search, complete the following:
1. Select the Search dropdown menu, and
Clear Search.
2. Select No if prompted to save search.
3. Select File.
4. Select New.
If prompted to save the worksheet, click No.
5. Select the Search dropdown menu.
6. Select New Search.
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7. Select the Toggle button for the
MetaLayer Tree.
8. Double-click the Patient Content
Category.
9. Expand Encounters.
10. Right-click
patientencountersstartdttm-
monthsago Data Field, and Add to
Search.
11. Enter the following:
<
60
12. Right-click patientencounter-
appointmentstatusname Data Field,
and Add to Search.
13. Enter the following:
=
Arrived
14. Click OK.
15. Click Yes to save search. It’s important to save each search, so the
search can be added as a Nested Search
at a later time.
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16. Enter the Search Name:
NNN – Active – Patients
17. Enter the Search Category:
Development
18. Click OK.
19. Click No if prompted to save to User
Groups.
20. Select the Search dropdown menu, and
Clear Search.
21. Select the Search dropdown menu, and
select New Search.
22. Select the Nested Search
button.
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Nested Search
Nested searches can be used as stand-alone
criteria or combined with other search criteria.
23. Select the Search button to locate
the Search you just created.
24. Locate the following:
NNN – Active – Patients
The remaining icons are described below:
25. Highlight and click OK.
Create New Search
Edit Selected Search
View English Query
If all records returned from the Nested search
26. Select the Have dropdown menu. are to be included, select Have.
If all records except those returned from the
Nested search are to be included, select
Have Not.
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How Many?
Use the How Many? dropdown and textbox to place a limit on how many records are returned out of the Nested
search. Does there have to be at least two instances of the search criteria found per patient? No more than 10 per
patient?
Use the What Fields? box to indicate the field or fields that will be considered when returning the count. Using the
previous example of patient encounters in the past year, this section may limit the list of patients to those who have
had more than 1 patient visit (encounter) in the past year. If so, change the How Many? dropdown list to > and the
textbox to 1 to indicate that more than one encounter must have taken place in order for the patient name to be
returned. Since the query is looking for patient encounters, use a field such as patientencounters-encounterdttm in
the Metalayer Tree and click/drag the data field to the box. Double-click the field to remove the data field if
necessary.
Define Field Mappings
Since the job of the Nested query (Encounters in Past Year) is to return unique values, it is necessary to determine
what field or fields will be used to ensure that all data returned is tied to a unique patient. These fields typically are
unique data fields – such as patient id – or some other combination of fields such as Last Name, SSN and Date of
Birth.
Since most information residing in Enterprise EHR is patient-centric, Patient-ID is typically used to define this
mapping of fields because it is a database-generated field tied to each patient. Even though there are several rows
available for mapping, one link between the Parent Fields column and Child Fields column is usually all that is
necessary. The only time to use multiple rows was if the user wanted to use multiple fields to ensure unique data.
27. Select the Step 2 – Define Field
Mappings tab.
28. Double-click the Patient Content
Category
29. Double-click Identification.
The Parent and Child Fields populate.
30. Double-click patient-id (TWICE).
31. Click OK.
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32. Click Yes to save the search.
33. Enter the Search Name:
NNN-Nested-Active Patients
34. Enter the Search Category:
Development
35. Click OK.
36. Click Yes to save to User Groups.
(Add to a couple user groups, and View,
Modify Only)
37. Add patient-fullname to the worksheet.
38. Click Run (or F5). The system will return all patients who
have had an encounter in the past year
(unique list), but only display patients
from the list who are defined as “active” in
Enterprise EHR.
Worksheet with Nested Search
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Stacked Searches
Combining/Appending the criteria accumulated from multiple searches is referred to as Stacked searches. If there
is a search that has been saved to the database that can be added to different search criteria the user is building,
then that search can be “stacked” on top of the existing search in lieu of having to re-enter that criteria as part of the
current query. Why should a user have to add complex criteria to a search if that user (or another user) has
already saved those criteria to the database previously?
For example, if a search already exists that returns all “Active” patients, that search can be stacked with search
criteria looking for those patients who have been diagnosed with a particular problem. “Active Patients” is a popular
search object that can then be stacked with most queries in the database in order to ensure that only active
patients are used in any search. They are similar to nested searches, with this distinction:
A Stacked search is different than a Nested search because a Nested Search considers a secondary search as a
subset of the first. This means that only records meeting the conditions of the sub-search will be considered available
to the main query.
With stacked searches, all searches are equal, and all conditions in all searches will apply.
Step-by-Step: Stacking a Search
To Combine a Search with Current Search Criteria, complete the following:
1. Select the Search dropdown menu.
2. Select New Search.
3. Click the Stacked Search button on the
toolbar.
A Search block will be added to the top left of
the screen along with the following:
The remaining icons are described below:
4. Click the Save/ Search button. Create New Search
Edit Selected Search
View English Query
5. Locate the Nested Search you created
previously:
NNN-Nested-Active Patients
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6. Highlight and click OK.
7. Click the Stacked Search button again.
8. Click the Save/ Search button.
9. Locate the your Lipitor search:
NNN-Lipitor-Female
10. Highlight and click OK.
DO NOT SAVE.
11. Click OK at the bottom of the screen.
12. Select patient-fullname.
13. Click Run (or F5).
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Search Expressions
There are multiple possibilities for users when establishing Searches in Analytics. There are multiple Enterprise
EHR fields that allow for many combinations of data to analyze, report or simply display detailed information.
However, there are times when standard search capabilities are not enough for desired results.
Search for Future Appointments Using an Expression
Expressions are a good way for an organization to view patients already on a providers schedule in the future. The
following example displays an expression that looks for patient encounters from now through the next 7 days.
Step-by-Step: Building Search Expressions for Future Appointments
To Build a Search Expression, complete the following:
1. Select the Search dropdown menu.
2. Select New Search.
3. Enter the appropriate fields for the
overall search if necessary. The
example to the right is searching for
those providers tied to the specialty of
Internal Medicine.
4. Click the Search Expression button.
This will add the Expression search block to
the left of the screen.
5. Click the MetaLayer Tree button.
6. Add the appropriate fields to the
Expression using the operators.
In the example, the expression is looking for
differences between today’s date/time and 7
days from now.
7. Select the Syntax of the Expression by
clicking Parse.
8. Add the appropriate fields to the object
and run the query.
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SQL Builder
For “power users” who wish to modify the syntax of a query directly, Analytics provides the SQL Builder. The
statement that a user creates on the SQL Builder screen only represents the WHERE condition of a SQL
statement. The field and table references also required in a complete SQL statement are provided through the
application’s code.
Step-by-Step: Building a Query using SQL
To Build a Query using SQL, complete the following:
1. Click Search from the menu bar and
select New SQL Build from the
dropdown list.
The SQL Builder Dialog Screen
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The goal of the following workflow is to determine if the overdue date of an Active Call Back task is greater than the
current date.
The user will first establish within SQL Builder that the query will only be looking for tasks that are labeled Call
Back and active before calculating the difference between the current and overdue dates.
When using SQL Builder, the user must include all WHERE clause options within the SQL Builder screen.
The user will not be able to access Quick Search or the Search screen once items have been added to
SQL Builder. Attempting to access the Search screen will populate SQL Builder.
2. Use the MetaLayer Tree to find the
appropriate date fields.
From within the SQL Builder dialog
box, double-click tasktask_action_de-
entryname from the Task content
category in the Metalayer Tree to add it
to the SQL Builder Workspace. Type =
and then Call Back surrounding the task
with single quotes (see screenshot to
the right).
3. Add on space before typing And. Type
another space (use Enter key to move
to new line).
Double-click tasktask_status_de-
entryname from the Task content
category to add it to the SQL Builder
Workspace. Type = and then Active
surrounding the status type with single
quotes.
Add another space before typing And
again and another space.
4. Double-click the Date folder under the
SQL Builder Workspace.
Double-click the DATEDIFF() option to
add the formula to the SQL Builder
Workspace.
5. Just inside the opening parentheses,
type dd as the datepart section of the
formula.
Datepart is a condition of the equation
and is detailed in the function
description box below the SQL Builder
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Workspace after selecting the function.
Next type a comma and add the task
overdue date data field from the
Metalayer Tree.
The new field will append to the end of
the script, so be sure to cut/past the
field name to the appropriate location in
the function.
Type a comma and double-click the
GETDATE() formula to ensure the
current date is used.
Be sure the end of the formula has a
closing parenthesis and add > 1 to the
end of the statement in order to only
return those call back tasks that are a
day overdue.
6. Click the Parse button to ensure proper
syntax.
7. Click OK.
8. Add the appropriate fields to the object
(ex. Worksheet) and run the query.
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Lesson 5: Crosstab Analysis
Overview
Analytics Analysis provides crosstab functionality for breaking down data at a high level with the help of summary
columns/rows and ad hoc expressions/calculations while still being able to populate data from the Metalayer Tree.
Even though the Analysis tool provides a higher view of any organization’s data, users can still view the details of
the analysis as necessary by accessing the Analytics Worksheets object from within the Analysis object.
Crosstabs are for examining the relationship between different variables of information within Enterprise
EHR. Within a Crosstab, information can be totaled at the bottom of each column of data analyzed. In the example
below, the columns from left to right represent patient provider, a count of those provider’s active patients, how
many are hypertensive and how many of those hypertensive patients have had BP levels less than 140 (systolic)
over 90 (diastolic) respectively.
Information can also be analyzed in such a way so that expressions are built inside of the crosstab to see summary
information or look at percentages from one column to another. The two additional columns represent the percent
of patients who are hypertensive and the percent of hypertensive patients with BP levels less than 140/90
respectively.
For percent column totals at the bottom of the crosstab analysis, the average of the percentages in the
corresponding column will appear.
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Step-by-Step: Viewing Crosstab Analysis
To View a Crosstab, complete the following:
1. Select the Analytics Analysis option.
2. Select the following from the MetaLayer
Tree:
Patient-sexname
Patientprovider-fullname
Medication-medication
Crosstab Sections
Below is a description for each crosstab sections within the Analysis object:
Row Dimensions - establishes what field(s) will be defining how the data is measured. For example, placing the
patient provider field in the Row Dimension section will list all data by patient provider.
Data Fields - lists placeholders for data to be populated and/or analyzed. For example, Lipitor Meds (medications-
medications renamed) is a field representing a count of Lipitor meds per provider.
Column Dimensions – provides the ability to break down column information by a particular value from the
Metalayer Tree.
Slice Dimensions – fields to add ah-hoc within the crosstab after the crosstab has been populated.
Top/Bottom – Users can decide to only view the top/bottom number or percent of items from a search.
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Overview
Analytics Analysis provides the ability to populate information into a crosstab displaying data in a summary format.
The next walkthrough will provide an example for the following scenario:
Analysis Scenario
Populate a crosstab analysis that displays the number of active patients actively taking Lipitor and prescribed in the
past 2 weeks per prescribing provider.
Create a Search for this Analysis Scenario
As is the case for any Analytics object, a Crosstab Analysis requires at least one set of search criterion to be set in
order for any data to be returned. For this scenario, an assumption will be made that the user is only interested in
viewing a count of active patients currently taking Lipitor, prescribed in the past 2 weeks and displayed by
prescribing provider.
Step-by-Step: Creating a Crosstab Analysis
To View a Crosstab, complete the following:
1. Select the Search dropdown menu.
2. Select New Search.
3. Click the Stacked Search button.
4. Locate your Nested Search:
NNN-Nested-Active Patients
5. Add the following Search Criteria:
Medication-medication
Like Lipitor%
6. Add the following Search Criteria:
Medication-
medicationstatusname
Equals Active
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7. Click OK, and Save the Search.
NNN-Lipitor-Meds
Development
All Active patients actively
taking Lipitor in the last 60
months
8. Click OK.
Once you have saved the Search, your next
9. Save to your Users. (Optional) step will be to add the Data Fields to the
Crosstab.
(You will see this in the next section of this
chapter!)
Adding Fields to a Crosstab Analysis
Data fields are added from the Metalayer Tree to the appropriate crosstab section by performing a click/drag from
the field in the Metalayer Tree to the section. Some fields may show up in the proper section via a double-click
action, but not always.
Step-by-Step: Adding Fields to a Crosstab
To Add Fields to a Crosstab, complete the following:
1. Locate and open the appropriate sections
of the Metalayer Tree.
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2. Click/Drag the following field:
Row Dimensions:
Medicationprovider_prescribedby-
fullname
3. Click/Drag the following field:
Data Fields:
Patient-id
You want a count of patients, and patient-
id is a unique value. This will also
represent the first Data Field in the table.
Crosstab Data Fields
Changing Data Field Aggregate Types
Based on the type of information analyzed in the crosstab, it may be necessary to change how the information is
displayed. For example, if the user is displaying a count of patients by using the “patient-id” field, it is important to
make sure that the aggregate type is Count as opposed to Sum. If the field is left as Sum, then a sum of all patient
ids will display instead of a count of the patients themselves.
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Count of Patients
Step-by-Step: Changing Aggregate Types for Data Fields
To Change Aggregate Types, complete the following:
1. Right-click on patient-id.
2. Select Aggregate Type, and select
Count.
The aggregate type column will display as
Count.
Class should see 69 Records appear!
3. Click Run button (or F5).
There will be a total per column at the
bottom of the Crosstab Analysis.
4. Select the View English Query to view
all your Search Criteria.
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Analytics v4.1.8033 64
5. Close the View English Query.
6. Toggle back to the Crosstab screen.
7. Add medication-medication to the
Column Dimension.
8. Click the Run button (or F5). Notice how the columns now sort by
Medications!
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Slice Dimensions
Crosstab Analysis provides the user with the flexibility to add fields to a populated Crosstab on the fly. For
example, if the user would like to break the populated data down by gender, a gender-specific field from the
Metalayer Tree can be added to the Slice Dimensions section before re-loading the crosstab. Once loaded, the
field(s) added to the Slice Dimensions section will display above the column represented in the Row Dimensions
section of the crosstab.
Step-by-Step: Add Fields to Slice Dimensions
To Add Fields to Slice Dimensions, complete the following:
1. Click/Drag the field patient-sexname to
the Slice Dimensions section.
2. Click the Run button (or F5).
3. Locate the slice dimension field above
the column containing the row
dimension field.
4. Click/Drag the slice after the first
column.
Saving Crosstabs
Step-by-Step: Saving a Crosstab Analysis
To Save a Crosstab Analysis, complete the following:
1. Select the File dropdown menu, and
select Save.
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2. Enter the following information:
NNN-LipitorMeds-Crosstab
Development
All active patients actively on
Lipitor in the last 60 months
Crosstab Worksheet
3. Save the Crosstab to Users (optional).
Add Search to Crosstab Analysis Object
Crosstab Analysis objects are multi-dimensional and extremely beneficial to any organization. Because there may
be several run each week, quarter, year, etc. organizations may decide to make sure that certain search criteria is
always linked to certain Analysis objects in order to keep everything straight and consistent. It does not mean that
there are only certain searches that can be run for certain objects. It just means that users will have an easier time
deciding which search objects go with which Crosstab Analysis objects.
Step-by-Step: Linking Search Objects to a Crosstab Object
To Link a Search Object, complete the following:
1. Select Search from the dropdown
menu, and select Add Searches to
Object.
Link a Search Object
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2. Highlight the following search criteria
created earlier:
NNN-Lipitor-Meds
3. Click OK. The next time this Crosstab Analysis
object is loaded as an object, the
selected search object(s) will default
when selecting the Open Search
( ) icon.
Analysis Walkthrough – w/ Link Groups
Overview
Analytics Analysis provides the ability to populate information into a crosstab displaying data in a summary format.
Utilizing a Link Group column will provide the user the ability to tie further Search objects to an existing Crosstab
Analysis in order to provide additional information than that of the original Search object.
For example, it is possible to have one column displaying the total number of active patients per provider and
another column to list how many of those active patients are diabetic. The same Search object cannot be used to
populate BOTH columns. There must be one search object for the active patient’s column and another search
object for the diabetic patient count.
It is also possible for additional columns to be added that will calculate a percentage, sum, etc. based on other
columns in the Crosstab. For example, listing the percentage of patients who are diabetic compared to those that
are actively tied to a provider.
The next walkthrough is an example for the following scenario:
Link Group Scenario
Populate a Crosstab Analysis that displays the number of active patients per primary care provider, the number of
those active patients who are over the age of 60 and actively diagnosed with some form of Diabetes and the
percentage of those diabetic patients per active patients.
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The number of items a user is looking to populate in the Analysis should correspond to the number of columns to
be populated. For example, the scenario above is looking for 3 items per provider:
• Count of active patients
• Count of those active patients who are diagnosed with some form of Diabetes and over the age of 60
• The % of patients with Diabetes over the age of 60 to active patients
Create a Search for this Link Group Analysis Scenario
As is the case for any Analytics object, a Crosstab Analysis requires at least one set of search criterion to be set in
order for any data to be returned. For this scenario, an assumption will be made that the user is only interested in
viewing a count of active patients per primary care provider.
The key difference between Crosstab Analysis with Link Groups and without is that there may be several Search
objects utilized within a Crosstab Analysis using Link Groups. The main search criteria will be used to populate
the 1st column in the Crosstab Analysis ONLY! Any additional search criterion for other columns will be
populated using Link Groups later in this section of the document.
As in previous examples throughout this document, search criteria must be populated in order to return any data.
Since the main search criteria is what is used to populate the initial column of the crosstab only, create and save a
search object that will generate active patients.
Step-by-Step: Create Crosstab Analysis w/ Link Groups
To Create a Crosstab Analysis with Link Groups, complete the following:
1. Select Search from the dropdown
menu, and select New Search.
2. Select the Stacked Search button.
3. Locate the Nested Search created
earlier:
NNN-Nested-Active Patients
4. Click OK.
5. Click/Drag the following fields:
Row Dimension:
patientprovider-fullname
6. Click/Drag the following fields:
Data Fields:
patient-id
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7. Right-click on patient-id, and select
Aggregate Type.
8. Select Count.
The patient-id field will represent the
total count of active patients per primary
care provider.
Adding Additional Data Fields
Since multiple columns may be populated within a Crosstab Analysis, there may be more than one column that is
populating multiple patient counts based on separate criteria. In this example, not only will active patients per
provider be populated (1st column), but also the total number of patients over 60 and diagnosed with some form of
Diabetes per primary care provider (2nd column). Thus, there needs to be two fields representing each count in the
Data Fields section.
In the 1st column, the example utilized patient-id as the unique identifier to best capture the proper amount of
patients. The 2nd column will utilize the same field (patient-id) in order to take advantage of the unique values tied
to that field. The second field may be renamed in order to help separate it from the initial instance of patient-id (see
Setting Up Data Fields and Expressions in this chapter).
Step-by-Step: Adding Additional Data Fields
To Add Additional Fields, complete the following:
You should have two patient-ids listed.
1. Drag/Drop the patient-id field under
Data Fields.
2. Right-click on the patient-id, and select
the Aggregate Type. Change to
Count.
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Associating Link Groups to Crosstabs
Link Search Criteria
In order to populate another column of data, a secondary search must be created and tied to the appropriate
column. This is accomplished through a Link Group.
Edit Link Button
Step-by-Step: Linking Groups
To Link a Group, complete the following:
This opens the Link Groups screen where
1. Click on the Edit link group definition you can define a link group and associate a
search.
button.
2. Click the Add new link group
button.
This is arbitrary, so name it something
3. Type in a Link Group: meaningful.
Diabetics
4. Select PatientProvider under the
dropdown menu.
The table tied to this Link Group should contain the field used in the Row Dimensions section. In this
walkthrough, the field for which the data is based is patientprovider-fullname. So, it is important to choose a table that
contains the same field as the one being used in the Row Dimensions section. However, it is not necessary to
physically select the field from the Field Name list box – just the table.
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You want to associate a search with this new
5. Select the Save Search button. Linked Group. If a new search object must
be created, click the Create New Search
( ) icon from the Saved search section.
This is set up for you in class!
6. Locate the following Search Criteria
(created for classroom use).
Nesting the following search is important
CLASS-Active Diabetics because it will ensure that the Analysis
does not include the same patient
multiple times. In the event that the
patient was diagnosed with some form of
Diabetes multiple times, then the patient
will be included more than once in the
column and the count will be incorrect.
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7. Highlight the correct search, and click
OK.
To utilize the search populating the 1st
8. Click the Stack current search column of the Crosstab, you will need to
checkbox. select the checkbox. This will save the user
from having to re-enter criteria for active
patients to the Link Group’s search criteria.
Mapping Dimensions
It is necessary to map the Link Group back to the row dimension since this Crosstab Analysis will be displayed per
patient provider (row dimension data field).
Step-by-Step: Mapping
To Map, complete the following:
1. Click the Step 2 – Define Dimension
Mappings tab.
This will link fields between the data field
residing in the Row Dimensions section and
2. Click the Automap dimensions the table selected for the Link Group.
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Analytics v4.1.8033 73
button.
If the patientprovider-fullname field does
not populate to the right, simply re-select
the group name (i.e. Diabetics Over 60)
to refresh the screen.
Map Data Fields
The final step is for tying the Link Group to the proper Crosstab Analysis column. In this walkthrough, there is
search criteria for Diabetics older than 60. It is now time to associate that search (Link Group) to the column that
will be displaying the number of Diabetic patients older than 60 (patient-id2).
Step-by-Step: Mapping Data Fields
To Map Data Fields, complete the following:
1. Click the Step 3 – Map Data Fields tab.
2. Highlight the patient-id2.
3. Click the dropdown menu and select
Diabetics.
4. Click OK.
Once all data fields, search criteria and Link
5. Click the Run button (or F5). Groups have been created, the data may be
loaded into the Crosstab Analysis for users to
analyze and/or distribute.
Results may vary for class.
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To return to the screen to edit the Crosstab Analysis, click the icon on the toolbar.
Setting Up Data Fields and Expressions
Once fields have been added to the Data Fields section, those fields can be defined further such as the display
name and other properties. Further, additional fields can be created and/or calculated based on existing fields in
the Crosstab Analysis via expressions.
Continuing this workflow, the display name for the existing two patient-id fields will be changed as
well as adding a 3rd field to the Crosstab in order to calculate the percentage of diabetic patients
tied to a primary care provider.
Step-by-Step: Setting up Data Fields and Expressions
To Set up Data Fields, complete the following:
1. Right-click on patient-id2, and select
Set up Data Fields.
2. Click on the patient-id2 under the
General tab.
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3. Type the following:
Diabetic_Patients
4. Change patient-id under the General
tab.
5. Type the following:
Active_Patients
6. Click OK.
Notice the new headings!
7. Click the Run button (or F5).
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Add Expression to Crosstab Analysis
A 3rd column in the Crosstab Analysis will display the percentage of patients with Type II Diabetes Mellitus over
60 per primary care provider.
Step-by-Step: Adding Expressions
To Add Expressions, complete the following:
1. Right-click on the Diabetic_Patients in
the Data Fields.
2. Select Set up Data Fields.
3. Click the Expressions tab.
This message box appears:
4. Click Add New.
5. Select Yes. Clicking YES means an expression is created
using fields already displayed in the Crosstab.
Clicking NO means the user can select
existing fields from the database to create an
expression. CANCEL will close the dialog
box with no action taken.
Since fields already existing in the Data Fields section will be used to populate another column, an
expression will calculate the number of Diabetic patients over 60 (2nd column) divided by the
number of active patients (1st column) per primary care provider.
The id (id2) will display in the Formula
6. Double-click Diabetic_Patients. textbox.
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7. Click the Divider button.
You should see (id2/id).
8. Double-click the Active_Patients.
9. Rename the Caption:
%_Active_Pts_Diabetic
10. Click OK.
11. Select the General tab.
12. Update the following fields for
%_Active_Pts_Diabetic:
Aggregate Type: Expression
Display As: Percent of row
Expression is used because the field was
created via Expression.
Percent of Row is selected because the field
is going to be displayed as a percent based
on fields in the same row as the expression
displayed.
13. Click OK.
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14. Click the Run button (or F5).
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Working with Crosstab Analysis Results
After a Crosstab Analysis has been populated, users can utilize other features of the object.
Drill Through to Worksheets
Analytics provides the user access to different objects (Worksheets, Analysis, Charts, etc.) from the current object
loaded. However, within the Analysis object, a user can select a cell from a populated Crosstab and load the
details of that cell via the Worksheets object. This is called Drill Through functionality.
For example, the following Crosstab Analysis results are for patients actively diagnosed with some back ailment per
patient provider. The 1st cell in the Patient Total column is selected (contains the number 6).
Step-by-Step: Drill Through to a Worksheet Using Existing Fields
To Conduct a Drill Through, complete the following:
1. Right-click the cell desired.
2. Select Drill Through, and then select
To Worksheet.
The application will automatically
navigate to the Worksheet object and
load the data with the field(s) listed in the
Row Dimensions section of the Crosstab
Analysis.
3. Select more Data Fields if necessary to
see more information.
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Step-by-Step: Drill Through to a Worksheet & Add Additional Fields
To Add Additional Fields to a Worksheet during a Drill Through, complete the following:
1. Right-click the cell desired.
2. Select Drill Through, and then select
To Worksheet With Additional Fields.
You are sent back to the Worksheet Object.
3. Click OK when prompted to select
additional fields.
4. Select more Data Fields if necessary to
see more information.
More columns of data appear.
5. Click the Run button (or F5).
Click the X button in the upper right corner of the screen to return back to the Analysis object.
Step-by-Step: Export Results from a Crosstab Analysis Object
To Export Results, complete the following:
1. Click the Export button at
the top of the screen (toolbar).
2. Enter the appropriate Export Type,
options, and path.
3. Click OK.
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Lesson 6: Charts
Overview
Analytics Charts provide a way to display data in a graphical format. Results, trends, etc can be easily displayed
and deciphered due to the Chart object’s easily configured interface.
Step-by-Step: Accessing the Analytics Charts
To access the Analytics Charts, complete the following:
1. Double-click the Analytics Charts for
the Ad-Hoc tab on the main menu
screen.
Chart Workflow
In the following workflow, a Custom Report will be displayed to provide a count of patients on particular medications
for their actively diagnosed Asthma. Throughout the walkthrough, various property set-up options pertaining to
Analytics Charts will be detailed such as a Crosstab Chart and the legend box.
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Analytics Chart Workflow
Setting Search Criteria
Build a search that will pull all patients actively diagnosed with asthma and taking at least one of a list of
medications.
This search is necessary in order to pull the data to be populated in the chart. Search criteria can be created via
the Analytics Worksheets section or via the Metalayer data tree within the Analytics Charts object.
Step-by-Step: Set Search Criteria for Chart Object
Set the following search criteria:
1 patient-isinactiveflag = N
Problem-problem LIKE Asthma%
Problem-problemstatusname = Active
Problem-category = Active
Medication-Medication LIKE Advair%
OR LIKE Flovent% OR LIKE
Albuterol% OR LIKE Singulair%
Medicationrxdtm-weeksago <= 300
Organizations may define active patients in a
different manner. This workflow utilizes the
patient-isinactiveflag data field only.
Save the Search to the database;
NNN-Asthma-Meds
2 Development
Active Patients diagnosed with
Asthma on various meds.
Add/Remove fields within Chart Sections
X-Axis
Data loaded into the X-Axis section will detail how the chart is defined. For example, adding problemprovider-
identifiedby-fullname into the X-Axis section will list data by the full name of the provider identifying (assessing) a
patient’s problem. If Medication-Medication is added into the section, the data will be defined by individual
medication. A basic question to ask when deciding what field to add to the X-Axis section may be – what is the
chart based on (Provider, Medication, Problem, etc.)?
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Data Items
Data Fields added to the Data Items section define what the chart is depicting by total count, average, sum, etc.
For example, adding patient-id with aggregate type COUNT to the Data Items section will list how many patients
are returned for a particular scenario such as number of patients diagnosed with a particular problem. A question
to consider asking when deciding what field to add to the Data Items section may be – what is the chart attempting
to measure (medication type, type of problem, number of patients)?
For this walkthrough, the chart compiled will be based on particular medications taken and is measured by the
number of patients taking those medications. Thus, medication is the X-Axis value and the count of patients is the
Data Item.
To return an accurate number of patients, utilize the patient-id field from the Metalayer Tree. This is a
unique identifier that is created by the database. Test patients and duplicate patients can make fields such
as MRN and SSN difficult to trust unless properly updated.
To add fields to the necessary chart sections, complete the following:
Step-by-Step: Adding Fields to a Chart
Click/Drag the field medication-medication to
the X-Axis section or simply double-click the
field name.
1
When double-clicking a field name in the
Metalayer Tree, be sure the field loads to the
proper section.
Click/Drag the field patient-id to the Data Items
2
section.
Right-click the patient-id field, trace to
Aggregate Type and select Count.
Since the goal of this workflow is to list a count of how
many asthmatic patients are taking a certain medication,
the aggregate type needs to be changed to COUNT.
To remove a field from a section, right-click the
field to remove and select Remove Item.
4
The chart, when loaded, will display a total count of actively diagnosed asthmatic patients per medication.
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Loading a Chart
Once all search criteria has been established and sections of the chart have been properly defined, it is now time to
view the results of the populated chart.
Step-by-Step: Adding Fields to a Chart
1 Verify that all appropriate data fields are
populated.
2 Click the Run (or F5).
Below is an example of what the chart may look like. However, results will vary based on the data within the
organization’s Enterprise EHR system.
Format Options for the Chart
Click the Gallery icon to display a list of chart type options (pie, line, etc.) for displaying the data results. The chart
will default to Bar, but can be changed and gallery option saved.
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The X-Axis Labels icon gives the user options to alter how the labels on the X-Axis will display on the chart.
Step-by-Step: Display X-Axis Labels Vertically
Click the down arrow on the X-Axis Labels icon within the toolbar
once the chart has been loaded.
1
Click in the textbox to the right of the Label Angle field and change
the field from 0 to 45.
2
3 Click the ENTER key.
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Charts may be exported to a file/folder via three different options – PDF, Word or Excel.
The Edit Chart icon will navigate the user back to the screen where chart definitions are declared. From here, a
user may change how the chart is pulling data from the database and/or which fields will define the chart.
Drill Through to Worksheets
Analytics provides the user access to different objects (Worksheets, Analysis, Charts, etc.) from the current object
loaded. However, within the Chart object, a user can select a section of the chart and load the details of that
section via the Worksheets object. This is called Drill Through functionality.
To Drill Through to a Worksheet using the fields associated with the X-Axis and Data Items sections of a populated
Chart complete the following:
Step-by-Step: Drill Through to a Worksheet Using
Right-click a section of the chart containing the
count to detail.
Trace to Drill Through and select To Worksheet.
2
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The application will automatically navigate to the
Worksheet object and load the data with the fields
3 listed in the X-Axis and Data Fields section of the
Chart.
Add additional fields from the Metalayer Tree to
4 the Selected Fields section if necessary and re-run
the Worksheet.
To Drill Through to a Worksheet using additional fields associated by the user, complete the following:
Step-by-Step: Drill Through to a Worksheet & Add Additional Fields
Right-click the cell containing the
count to detail.
Trace to Drill Through and select To
2 Worksheet With Additional Fields.
The user will be sent to the Worksheet
object.
3
Click OK when prompted to select
additional fields from the Metalayer
Tree.
Add the necessary fields from the
4 Metalayer Tree to the Selected Fields
section of the Worksheet.
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Click Run (or F5).
To Navigate back to the Chart object
from the Worksheet Object, click the X
at the top-right of the screen.
6
This should take the user back to the
Chart object.
Crosstab Charts
Charts may be defined by more than the X-Axis and Data Items. A Cross Tab will add the Series Items section to
the chart in order to better display how data fields are displayed in the chart. Examples of fields that can be used in
a cross tab (gender, age category, etc.) can vary, so this walkthrough will use gender to illustrate.
Step-by-Step: Create a Crosstab Chart
1 Click the empty checkbox next to
Crosstab Chart?
Click Yes when prompted to continue.
2
This will load the Series Items
section to the screen.
Click/Drag the field Patient-sexname
to the Series Items section.
Click Run (or F5).
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Chart Toolbar
The Show Chart Toolbar will display another layer of toolbar options for displaying data on the chart. Additional
icons include Legend Box, Rotate, and Zoom.
To display the legend box to help users quickly understand the differences in color on the chart (if necessary), click
the legend box on the Chart Toolbar. This will pop open a legend to the right of the chart (see below).
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Other Chart Toolbar Options include:
Open an existing Chart
Save the loaded Chart
Copy the loaded Chart to the clipboard as either a bit map, metafile or text file (data only)
Alternate way to change the chart view
Change color
Add vertical and/or horizontal gridlines behind the chart
Populate the data editor where the individual counts can be viewed per data item type.
For example:
Loads the properties window
3d/2d icon – toggle the chart between 3D and 2D view. When selected, the chart is in 3D
view while 2D when unselected.
Rotate the chart as well as changing depth and perspective parameters
Z-clustered icon
Zoom, Print Preview and Print icons (respectively) for loaded Chart
Tools icon that displays additional toolbar options such as Values Legend, Series Legend
and Data Editor via a dropdown. Also allows user to toggle between Toolbar, Palette Bar
and Pattern Bar views.
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Stacked Chart
Displaying data with multiple, colored bars within the chart/graph can get a little difficult to read. In order to save
some room on the chart’s X-Axis, the chart type can be changed to a stacked chart in order to stack all appropriate
series information along the X-Axis.
Step-by-Step: Changing a Side-By-Side Chart to Stacked
Once the chart has been loaded, click Properties on the toolbar.
1
Select General.
2 From the General (1st) tab, locate the Stacked label within the
Effects section.
Click the down arrow on the Stacked icon.
3
Click the Stacked icon option.
4 Click OK
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Display Data Values
Data values can be viewed by hovering over particular columns:
Data will display once the user hovers the arrow over a stacked section showing the proper series item type
(gender), the X-Axis field (medication name) and the number (count) of patients that fall under the selected criteria.
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Step-by-Step: Change Data Values
Once the chart has been loaded, click Properties on the toolbar.
1
Select General.
From the Series (2nd) tab, click the checkbox next to Show point
labels.
Click OK
2
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Saving Charts
Step-by-Step: Save a Chart Object
1 From the File menu, trace to and select
Save.
Save the Chart with the following
information:
Chart Name: NNN-Asthma-Meds-
Chart
Category: Development
2
Description: Chart of patients
actively diagnosed with Asthma on
various meds.
Click OK.
Add Search to Chart Object
Because there may be Charts populated often, organizations can make sure that certain search criteria is always
linked to certain Chart objects in order to keep everything straight and consistent. It does not mean that there are
only certain searches that can be run for certain objects. It just means that users will have an easier time deciding
which search objects go with which Chart objects.
Step-by-Step: Link a Search Object to a Chart Object
Be sure the Chart object is saved as well as at least
one Search object.
2 With the Chart object saved and opened, select
Search from the menu bar before tracing to and
selecting Add Searches To Object.
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The following window will display:
With the appropriate Chart listed in the Chart
Name textbox, select one or more search
objects from the Related searches table.
3
Use the Ctrl or Shift keys to select multiple
Search objects.
Click OK
The next time this Chart is loaded as an object, the selected search object(s) will default when selecting the Open
Search ( ) icon from the toolbar.
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Additional Chart Features
Top/Bottom
Users can decide to only display in a chart the top or bottom number or percent of items from a search.
Step-by-Step: Display Top or Bottom Results
Locate the Top/Bottom section within the edit
chart workspace.
2 Select Top from the Top/Bottom dropdown.
Select the Data Field patient-id from the Field
Name dropdown list.
3
Enter the number 5 to return the top 4 items
from your chart.
4
Check the As Percent? checkbox if the
top/bottom number will represent a percentage.
5 Click Run (or F5).
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Constant Lines
A line can be added to the chart to represent any significant median, average or target values.
Step-by-Step: Add a Constant Line
1 From the Constant Line section at the bottom of the edit
chart screen, choose New Line.
Enter the following information:
Label: Median
2 Value: 16
Axis: X-Axis
Line Style: Solid
Line Width: 2
4 Change the line color from black (default) if necessary by
clicking the Line Color icon.
Set any other Constant Line parameters by checking the
appropriate checkboxes to the right of the Constant Line
section of the screen.
5
6 Click Add to load the new Constant Line definition to the
Constant Lines dropdown list.
7 Select the new Constant Line (Median) definition from the
Constant Lines dropdown list.
8 Click Run (or F5).
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Lesson 7: Custom Reports
Overview
Analytics Custom Reports provides users with a report building tool that can drive Pay for Performance initiatives,
data analysis and organization utilization review amongst other critical needs. With organizations constantly in
need of reports to dissect client and organizational trends, Analytics Custom Reports is a solution that will deliver
these needs utilizing a simple user interface.
Report Tool Basics
Getting Started
Double-click Analytics Custom Reports from the Ad-Hoc tab on the main screen to load the object.
Headers/Footers
There are three types of report headers/footers that can be displayed or hidden in a report:
Report – any labels, images, etc. added to a report header/footer will display at the top/bottom of the report only.
Page – any labels, images, etc. added to a page header/footer will display at the top/bottom of each page in the
report.
Group – Group headers are for combining or “grouping” common data together in the report. For example, if a
patient name data field is placed in a group header section, (when report is loaded) all pertinent data in the report
tied to that patient will be listed together instead of scattered throughout the report.
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Align Toolbar Icons
There are several icons tied to the Custom Reports object that can enhance a report for users:
Set properties pertaining to print and report options
Set parameters and defaults for prompting user prior to the report loading to define
what group or groups of data will populated in the report
Add/View a report title
Insert a Report, Page or Group section into the report
Change sort direction of data based within a grouped section
Lock all controls in the report so they cannot be moved
Snap to Grid will automatically align items within a section of the report
Align selected items to a common edge
Resize selected items to a common dimension
Adjust horizontal or Vertical spacing of selected items, respectively
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Toolbox Controls
Select
Label
Textbox
Image
Line
Shape
Rich Text Edit
Frame
Sub Report
Page Break
Barcode
Add Chart to Report
Page Number
Visual Basic Editor
Properties Window
The Properties Window is for changing/updating parameters for an individual control within the report sections.
Click a control (label, data field, image, etc.) within the report and update properties such as alignment, back color,
caption name and font parameters (size, style, effects).
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Report Scenario
To demonstrate functionality within the Custom Reports object, the following scenario will be used.
Populate a Custom Report displaying all patients who have had a Hemoglobin A1C by provider. For all test results
that are greater than or equal to 9, the background color will display in Red, while results less than or equal to 9 will
display in Blue. Format the report by adding labels, images, page numbers and date where necessary.
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Custom Reports Walkthrough
Setting Search Criteria
Build a search that will pull all active patients who have had a Hemoglobin A1C per primary care provider.
This search is necessary in order to pull the data to be populated in the report. Search criteria can be created via
the Analytics Worksheets section or via the Metalayer Tree within the Custom Reports object.
The following parameters for the search are examples of both a way to limit patients who are active and a
particular resultable name. However, each organization may have these data items defined differently.
Step-by-Step: Set Search Criteria for Report Object
Set the following search criteria:
1 patient-isinactiveflag = N
resultresultableitem-entryname =
HGB A1C
Organizations may define active patients in
a different manner as well as have different
vendor codes when it comes to test results.
This workflow utilizes the patient-
isinactiveflag data field only for active
patients and HGB A1C for the test code
name.
Save the Search with the following details:
NNN-HemoglobinA1C
Development
2 Active Patients with a Hemoglobin
A1C test.
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Adding Elements to the Report Template
Adding Non-Data-Fields
Custom Reports not only depend on the hard data that is generated via a custom search, but also how the data
elements are labeled and formatted in order to make the report easier to comprehend by any user. The following
sections take the user through adding and formatting data elements such as labels, images and lines.
Adding a Label
Step-by-Step: Add a Label Control to Report
Click the Label icon in the Toolbox Controls toolbar to the
left of the screen.
Navigate to a section in the report, the mouse pointer will
1
change from an arrow to .
Click/Drag a label box at the bottom-left of the
PageHeader section of the report template.
Re-select the label and locate the properties window at the
top-right of the screen.
2
Replace what is currently in the Caption field with
Provider.
3 Within the Properties window pane change the following
properties:
Alignment: 2 – ddTXCenter
Back Color: Color or your choice
Back Style: 1 – ddBKNormal
Font Style: Bold
Fore Color: Color of your choice
When changing the BackColor of a control to a desired color, the color will only display if the BackStyle is net to
Normal.
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Adding a Line
Step-by-Step: Add a Line Control to Report
Click the Line icon in the Toolbox Controls
toolbar to the left of the screen.
Navigate to a section in the report, the
mouse pointer will change from an arrow to
1
.
Click/Drag a line extending from the
bottom-left of the PageHeader section over
to the bottom-right in the report template.
Change properties for the line control to the
following:
2
Line Color: Black
Line Style: 1 – Solid
Line Weight: 3
Adding an Image
Step-by-Step: Add an Image Control to Report
If necessary, extend the section by moving the arrow of the
mouse over the bottom of the section until seeing the
icon.
1
Click/Drag until enough space is visible. Move other
controls as needed.
Click the Image icon in the Toolbox Controls toolbar to the
left of the screen.
Navigate to a section in the report, the mouse pointer will
change from an arrow to .
2
Click/Drag an image box within the PageHeader section of
the report template.
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What controls to add to a report template is up to each organization. To continue with this workflow, add the labels,
images, lines, etc. in order to generate a report that displays the following header information.
If the size and format of labels is to be consistent, simply build one label control and copy/paste it back into the
header. The caption can simply be changed for the other labels keeping the format similar and saving the user
time.
Adding Data Fields
Custom Reports requires adding the fields from the Metalayer Tree. Open the appropriate content categories and
complete the following workflow for examples.
Clicking F8 will toggle the display of the Metalayer Tree.
Identifying Necessary Data Fields
Necessary fields to display in the report must 1st be added to the Properties/Selected Fields pane.
Step-by-Step: Add Data Fields for Report
Locate the following fields from the
Metalayer Tree and double-click each field
to add to the Properties/Selected Fields
section at the bottom-right of the screen.
• patientprovider-fullname
1 • patient-fullname
• patientpatient_other-enterprisemrn
• result-numericresult
• result-clinicaldttm
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Grouping Common Data
It is beneficial to put common information together within a report. For example, all patient test results can be listed
together by patient instead of having the patient’s name and test results scattered throughout the report. This is
called grouping and it streamlines report information to make it easier to find common data per provider, patient,
etc.
Be sure to have at least one GroupHeader header/footer section added to the report template.
Step-by-Step: Add a Header/Footer Section
1 Click the down arrow to the right of the Insert Section icon within
the toolbar.
Select Group Header/Footer twice.
2
To add Header/Footer sections into the report template, see Headers/Footers in this document. To continue
using the workflow scenario, add 2 group header/footer sections.
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Add Selected Fields to the Report Template
Once the necessary data fields have been added to the Properties/Selected Fields pane, it is now time to place
those fields in the proper section(s) of the report template.
Step-by-Step: Place Selected Data Fields into Report
Select the data field from the Properties/Selected Fields
pane at the bottom-right of the screen.
Click/Drag with the mouse the identified field to the
appropriate section of the report template and let go of
the mouse to drop the field where necessary.
2
The mouse pointer will turn to a grey box when dragging
the field to the template.
Where the field now resides in the report template,
click/drag the field again to place it in the proper spot.
3
Hold down the ctrl button and use the keyboard arrows to
move the field without using the mouse.
4 Add the following data fields to the areas listed:
GroupHeader1:
patientprovider-fullname
GroupHeader2:
patient-fullname
Patientpatient_other-enterprisemrn
Detail:
result-numericresult
result-clinicaldttm
When adding fields to the Detail section, a corresponding label will appear in the group header section above the
detail section. You can choose to leave this and take out the corresponding date and result labels in the
PageHeader section or take them out of the group header section.
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For a field placement example, use the following screenshot:
In order to save space and pages in your report, collapse the sections so that only the data fields are displayed.
The report will not only display the data fields, but also any space that has been left open within the sections. The
screenshot above displays the footer sections completely closed and the header sections enclosed around the data
fields.
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Running/Loading a Report Template
Once all data fields have been added to the report template and a proper search has been constructed, the report
must be previewed to verify results.
Step-by-Step: Load a Report Template
1
Click the Print Preview icon ( ) in the
toolbar.
To run reports from a given computer, a default printer must be associated.
To return to the design view, click the tab at the bottom-left of the screen.
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Saving Custom Reports
Step-by-Step: Save a Custom Report
1 From the File menu, trace to and select
Save.
Enter the following information:
Report Name: NNN-CustomReport
Category: Development
2 Description: Custom Report with
patients listed by provider showing
their Hemoglobin A1C results with
the clinical dates.
Click OK.
After saving a Custom Report object
initially, the user has the option to grant
certain access rights to one or more user
groups. See Users Granting Object Rights
within the Administration session of this
document for further instruction.
Add Search to Custom Report Object
Because Custom Report objects may be run several times each week, quarter, year, etc. organizations can decide
to make sure that certain search criteria is always linked to certain Report objects in order to keep everything
straight and consistent. It does not mean that there are only certain searches that can be run for certain objects. It
just means that users will have an easier time deciding which search objects go with which Custom Report objects.
To link one or more searches to an individual Report, complete the following.
Step-by-Step: Link a Search Object to a Report Object
Be sure the current Custom Report
object is saved as well as at least one
Search object.
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With the Custom Report object saved
and opened, select Search from the
2
menu bar before tracing to and
selecting Add Searches To Object.
The following window will display:
Use the Ctrl or Shift keys to select multiple
Search objects.
3
Click OK.
The next time this Custom Report object is loaded, the selected search object(s) will default when selecting the
Open Search ( ) icon in the toolbar.
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Use Standard Expressions
The report can also show standard field definitions such as a date field, page numbers, and an English query.
Step-by-Step: Add Standard Fields to an Expression
1 In the Toolbar, click the Expressions
icon.
Click Yes to build an expression using
fields already in the report.
Clicking YES means an expression is
2
created using fields already displayed in
the report.
Clicking NO means the user can select
existing fields from the database to
create an expression.
CANCEL will close the dialog box with
no action taken.
Double-click the Common Expressions
folder.
3
Double-click one of the common
expression options – Page, Date or
Enterprise EHR Analytics.
4 Name the expression in the caption field
and click OK.
This expression will now appear in the
Properties/Selected Fields pane.
6 Click/Drag the new expression field to
the desired section within the report
template.
For information on how to add expressions not tied to existing fields in the report, see SQL Builder in this
document.
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Setting Report Parameters
Parameters can be set in order to allow users to limit what is returned in the report. For example, a report may
generally return 500 records based on Hemoglobin A1C results. However, a parameter can be set to force the user
to select only certain providers or test result parameters in order to limit the records to 150.
Step-by-Step: Set Report Parameters
Click the Report Parameters icon
in the toolbar ( ) to load the
Object Parameters dialog box.
Find the data field in the
Metalayer Tree that will be used to
2
limit report results.
Double-click the field to move the
field to the object parameters
section.
3
Set default parameters if
necessary:
Select field in the Object
Parameter box.
4
Enter the default values.
Click Update.
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When finished adding/updating
object parameters for the report,
5
click OK.
Run the report.
When prompted, enter parameters
for this report.
6
Click OK to load the report.
Edit Sort Values
The report template can be sorted by individual fields populated.
Step-by-Step: Sort a Report Template
Select a section of the report that
contains fields for sorting the report.
1
Click in the toolbar to load the
Sorting dialog box.
Double-click or click/drag the field to
sort the section to the Detail Fields
list box.
Repeat for all fields to sort.
2
Double-click the field in the Detail
fields section to change the sort
order from ascending to descending.
When finished, click OK.
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Custom Report Advanced Features
Visual Basic Editor
Analytics Custom Reports provides the ability to format fields based on data that is pulled into the report template.
For example, if certain results need to be highlighted due to their critical readings, the Visual Basic Editor tool can
be utilized for placing Visual Basic code on a particular field to set up default fonts, back color, etc. based on what
is returned for a given data field.
The following example sets formatting specifications on a field that resides in the Detail section of the report
template walkthrough example. The screenshots below provide examples of VB code, but is not a comprehensive
tutorial on Visual Basic in general. Administrators will need to understand VB programming to continue to add
more advanced options in the script.
Step-by-Step: Format a Field Using Visual Basic Code
Click the data field numericresult within the Detail
section.
Change the Back Style property for the field from
1
ddBKNormal.
This will allow the colors to properly display once the
report is loaded.
2 Click the Visual Basic Editor icon from the Toolbar
Function list.
There are 2 dropdown lists at the top of the screen.
Select Detail from the left dropdown list.
3
Select OnFormat within the right dropdown list.
.
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Enter the following code AFTER the light green
description section:
If Rpt.txtnumericresult.DataValue >= 9 Then
Rpt.txtnumericresult.backcolor=vbred
Rpt.txtnumericresult.forecolor=vbwhite
Rpt.txtnumericresult.font.bold=true
4 Else
Rpt.txtnumericresult.backcolor=vbblue
Rpt.txtnumericresult.forecolor=vbwhite
Rpt.txtnumericresult.font.bold=true
End If
In the example above, any value returned to the txtnumericresult field that is greater than or equal to 9 will display
with a red background and white, bold text. Otherwise, the background will display in blue with white, bold text.
As the user types this information into the editor, some field options may auto-display (such as DataValue) and
others will not (backcolor, forecolor). For those that do not auto-display, continue to manually type those entries
into the script.
5 When finished adding the necessary Visual Basic
code, click OK.
6 Click Run (or F5).
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Sub Reports
A Sub Report is a separate Custom Report object embedded within another report. The Sub Report is considered
the “child” report embedded within the main or “parent” report. This is a powerful tool because it provides the user
with the ability to pull data from multiple tables and display the data in one report.
The screenshot above displays patients with upper respiratory problems by provider. The information inside of the
box to the right of the patient’s name represents a Sub Report linking medication information to the patient in the
parent report. The medication information is pulled from a separate report and search criteria developed outside of
the parent report.
Build Sub Report
Sub Reports are small reports that generally include only data fields. However, a Sub Report MUST include at
least one data field that is also listed in the parent report. This is necessary in order to link the proper data in the
Sub Report to the proper, grouped data fields (i.e. Patient ID, Provider Name) in the parent report.
Create a Custom Report that will display the date a medication was prescribed as well as the medication name.
There will be no header information, so there is no need to have a report or page header/footer section in the
report.
Select the following fields from the Metalayer Tree and place them in the appropriate sections of the report:
Fields Report Section
patientprovider-fullname GroupHeader1
problem-problem GroupHeader1
patient-id GroupHeader1
patient-fullname GroupHeader1
medication-medication Detail
medication-rxdttm Detail
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When adding fields to the Detail section, a corresponding label will appear in the group header section above the
detail section. You can take the labels out of the group header section for this walk-through.
The reason for adding fields to the GroupHeader1 section is that those fields will be available to link to the
same fields displayed in the parent report. However, it is not necessary to display these grouped fields in
the Sub Report, so the section can be collapsed – only displaying the medication information in the Sub
Report (see below).
Create search criteria that will limit the results returned in the Sub Report. There will be separate search criteria for
the parent report.
Save the Custom Report and accompanying search criteria.
Add/Link the search criteria to the Custom report in order to save time finding the appropriate search criteria when
adding as a Sub Report later in this section.
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Build Parent Report
The Sub Report is run as an embedded report within another parent report. Create a parent report that will utilize
the Sub Report’s detailed data fields (i.e. medication and prescription date). The Sub Report will be added last, so
just add the appropriate header/footer information as well as other data fields that will be driven by the parent
report’s search criteria.
In the screenshot above, the fields in the GroupHeader1, GroupHeader2 & GroupHeader3 sections (fullname,
problem, id and patient-fullname) are the same fields added to the GroupHeader1 section of the Sub Report (see
Build Sub Report). These will be used for linking the parent and child reports.
As in previous examples throughout this document, search criteria must be populated in order to return any data.
Since the main search criteria is what is used to populate the main report, create and save a search object that will
generate patients with upper respiratory problems.
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Step-by-Step: Set Search Criteria
Set the following search criteria:
1 • patient-isinactiveflag = N
• problem-problem LIKE = UPPER
RESPIRATORY INFECTION% OR
LIKE chronic cough%
• problem-problemstatusname = Active
• problem-category = Active
Organizations may define active patients in a
different manner. This workflow utilizes the
patient-isinactiveflag data field only.
Save the Search to the database (see Save
Search on page 18 for instructions).
2
Step-by-Step: Add a Sub-Report to an Existing Report
Click in the
Toolbox Controls list
to the left of the
screen.
1
Click/Drag to draw
where the Sub
Report will reside in
the parent report.
After letting go of the
mouse, the Sub
report definition
dialog box will
display.
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Click the icon to
the right of the Saved
Custom Report
textbox. Load the
appropriate report
that will be used as
the Sub Report.
3
Load or create the
accompanying
search criteria via the
Saved Search
textbox.
Chatter Box
The example used in this workflow will display a Sub Report for each patient provider that is listed in the report.
The Chatter Box option determines how often the search for the Sub Report will execute. If the Chatter Box is set
to False (unchecked), the search for the Sub Report will execute once — then each set of joins will be evaluated in
turn, against the results of that search. If the Chatter Box is set to True (checked), the join fields become part of the
search criteria run for the Sub Report. Hence, the query will run twenty times if the parent report is displaying 20
doctors. When tying a Sub Report to a field that is being used to group data – i.e. Provider – leave the box
unchecked to have the query run faster.
The data fields
displayed in the
parent report are
listed in the Main
report fields
dropdown list while
4 the data fields
displayed in the Sub
Report are listed in
the Subreport fields
dropdown list.
Choose a common
field from the Main
report fields and
Subreport fields
dropdown lists.
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Click Add.
5 Repeat for linking all
necessary fields from
both reports.
Click OK.
Be sure to add appropriate search criteria to the parent report in order to pull the proper data initially into the report.
The search criteria used in the Sub Report is for the data populated within the Sub Report section ONLY. The rest
of the parent report is driven by the search criteria tied to the parent (main) report.
When all Custom Report fields/labels are set as well as the search criteria, run the report to populate the results.
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Lesson 8: Access Center
Overview
The Analytics Access Center is a collection of one or more objects (Reports, Charts, Crosstabs) allowing users
instant access to key indicators and information pertaining to provider data and/or organizational operations. Users
may be assigned multiple Access Center dashboards and object panels that display the information pertinent to the
user’s needs on a daily basis. If there is one Access Center option that the user views frequently, the user can
make those objects load automatically when entering the Access Center object.
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Access Center Basics
Getting Started
Double-click Analytics Access Center from the Ad-Hoc tab on the main screen to load the object.
There are two major components to the Analytics Access Center: Dashboard and Object Pane.
The Dashboard is the large pane to
the right of the screen. The
Dashboard can display multiple
images, labels, Charts, Crosstab
Analysis objects as well as an object
called Key Performance Indicators
(KPI). Administrators can add
multiple Dashboard viewer tabs to
an Access Center containing various
objects. In the screenshot to the
left, the different Dashboard viewer
tabs are listed from left to right in the
following order:
• DM A1C LDL By Provider
• Coronary/Back Pain Meds
• Upper Resp/Asthma
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The Object Pane displays multiple objects listed within one or more user-
defined categories. These categories are displayed to the left of the screen
and can be labeled any way the user chooses, in any order and can contain
any available type of object. In the screenshot to the left, the categories are
listed from top to bottom in the following order:
• Problem Diabetes/Asthma
• Coronary Artery Disease
• Back Pain
• Upper Respiratory/Asthma
• DM Reports
• Diabetic Patients
Selecting an object from one of the Object Pane categories will display the object within the Dashboard component.
Below is the Pat Total Diabetes Asthma (Crosstab Analysis) object from the Problem Diabetes/Asthma category.
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Open a Saved Access Center Object
An Access Center object is a combination of one or more Dashboards and Object Panes containing several items
created from various objects within the Analytics application. All combinations of items can be saved into one
Access Center Object and opened as needed.
Step-by-Step: Open an Existing Access Center Object
1 Click the Open PAC
Definition icon on the
toolbar.
From the Select
Object dialog box,
locate the saved
Access Center to load
and select the row.
2
Click OK to load the
saved Access Center.
Open a Saved Dashboard Definition
Step-by-Step: Open an Existing Dashboard Definition
Click the Open
Dashboard
1
Definition icon on the
toolbar.
From the Select
Object screen, locate
the saved Dashboard
to load and select the
row.
2
Click OK to load the
saved Dashboard
Definition.
Object Panes are created, edited and saved as part of the Access Center object and not individually like
Dashboards.
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Close an Object from the Object Pane
When an object from the Object Pane is loaded, it may hide the different dashboard tabs that are visible once an
Access Center is loaded to the workspace.
Before Selecting an Object Pane Item After Loading an Object Pane Item
To re-load the dashboard definitions, click the Close Desktop Item icon ( ) in the toolbar at the top of the
screen.
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Analytics Access Center Setup
Creating a New Analytics Access Center
Administrators can create completely new Analytics Access Centers.
Step-by-Step: Create a New Access Center
1 Select New PAC from the File menu or click This will clear the screen for the user to begin defining Object
Pane categories and Dashboard definitions.
the New PAC Design icon ( ) from the
toolbar.
2 Once the screen is cleared, My Items will
be the default Object Pane category and My
Dashboard will be the single, default
Dashboard item. Each of these names can
be changed when defining each Access
Center component.
Since there are two main components included in the Analytics Access Center – Dashboards and Object Panes –
there are two setup areas for the administrator to choose depending on what components are to be added and/or
edited.
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Define Access Center Components
An Access Center can contain one ore more Object Pane categories or Dashboard definitions defined as each
organization desires. To add and/or edit components, complete the following:
Open the PAC Setup dialog box by clicking the PAC Setup ( ) icon.
The PAC Setup dialog box is split into two sections. A majority of the dialog box is reserved for defining Object
Pane categories. The very bottom of the screen is reserved for defining Dashboard definition tabs. All Object Pane
parameters – categories and objects per category – are defined within this screen. Only the Dashboard definition
tabs at the bottom of the screen are defined within this screen.
Objects added to a Dashboard definition are defined while a selected Dashboard viewer tab is in design mode.
This will be covered later in this chapter.
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Step-by-Step: Add Object Pane Categories
Open the PAC Setup dialog box by
clicking the PAC Setup ( ) icon on
1 the toolbar.
Within the Category setup section of
the PAC Setup dialog box, click Add.
Enter a new category name in the
Category dialog box.
2
Click OK.
If the user wants the category name
displayed to be different than the new
3
category name, edit the Caption field.
Step-by-Step: Add Objects to an Object Pane Category
Within the PAC Setup dialog box, navigate to the
Selected objects list box within the Category setup
1
section of the PAC Setup dialog box and click Add
Item.
From the Object and Searches dialog box, select the
object type to add from the Object type dropdown list
– Report, Crosstab, or Chart.
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Click the icon to select an object from the
Select Object dialog box.
Only objects with the same type as the item
3 chosen from the Object type dropdown list will
appear. For example, only report options will
display if Report is selected.
Either load a saved search ( ) or create a new
search ( ) for the saved object.
Click OK to add the selected object (with
accompanying search) to the Selected objects list
5
box.
When finished, click Exit.
Step-by-Step: Delete an Object Pane Category or Items
To delete an item from an Object Pane category,
select the item from the Selected objects list box
1
and click Delete Item.
To delete an entire Object Pane category, select
the category from the Categories dropdown box
2
and click Delete.
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Step-by-Step: Add a Dashboard Viewer Tab
Open the PAC Setup dialog box
by clicking the PAC Setup ( )
1 icon on the toolbar.
At the bottom of the screen within
the Dashboard section, click Add.
Enter a new Dashboard Viewer tab
name in the Dashboard Viewer
2
dialog box.
Click OK.
If the user wants the Dashboard
Viewer tab name displayed to be
different than the new Dashboard
3 Viewer tab name, edit the Caption
field.
When finished, click Exit.
To delete a Dashboard Viewer tab
from a Dashboard, select the item
4
from the Dashboard viewer
dropdown box and click Delete at
the bottom of the screen.
Dashboard Setup
After a Dashboard Viewer tab has been added to the Access Center, it needs to be populated with any of the
following items:
To place a label on the Dashboard
To place an Image on the Dashboard
Add a Key Performance Indicator (KPI) to the Dashboard
To place a Daily Monitor on the Dashboard
Add an existing Chart to the Dashboard
To add any of the above items to a selected Dashboard, click in the toolbar to enter design mode. To load
changes to the Dashboard and leave design mode, re-select the icon.
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Key Performance Indicators
Key Performance Indicators (KPI) display numeric results based on certain Worksheet or Analysis objects as well
as database sources. Administrators can establish specific, color-coded parameters for the data displayed in order
to give users identifiable indicators to report trends, etc.
If a KPI has already been saved to the database, it can be loaded to a Dashboard viewer tab.
Step-by-Step: Add an Existing KPI
Select the proper Dashboard Viewer tab and click
1 in the toolbar to enter design mode.
Click the Add KPI to PAC ( ) icon in the toolbar.
Move the cursor to the Dashboard Viewer (design
mode). The cursor will turn to a cross ( ).
Click/Drag the cursor until an appropriately-sized
box is displayed on the screen. The KPI Definition
2
dialog box will appear after letting go of the mouse.
From the KPI Definition dialog box, click the Select
Object icon ( ) to load the Select Object dialog
box.
3 Select an existing KPI definition and click OK.
To review an/or modify a selected KPI, click .
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Click OK to load the KPI definition to the
Dashboard Viewer.
5 To view the actual KPI results in the Dashboard,
re-select the Design icon in the toolbar.
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Administrators can create new KPI items to add to a Dashboard Viewer tab based on existing objects. However,
the user must 1st enter into design mode within the selected Dashboard.
Step-by-Step: Create a New KPI for the Dashboard
Select the proper Dashboard Viewer tab
1 and click in the toolbar to enter design
mode.
Click the Add KPI to PAC ( ) icon in the
toolbar.
Move the cursor to the Dashboard Viewer
(design mode). The cursor will turn to a
cross ( ).
Click/Drag the cursor until an appropriately-
2
sized box is displayed on the screen. The
KPI Definition dialog box will appear after
letting go of the mouse.
Click New… from the KPI Definition dialog
box.
Select a type and source for the KPI
3 Click the down arrow next to the Type
dropdown list at the top-left of the screen.
If selecting a type of Data Source, the
user can select a saved database source
object by clicking next to the Saved
data source object box. This will enable
the Parameter list dropdown listing the
4 parameter(s) associated with that database
source. Select a parameter from the list,
then select an associated parameter value
from the drop-down box below. Enter an
appropriate value if necessary.
The user can also click New… to create a
new data source for this KPI.
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If selecting a type of TWA Object, the
user can choose to add either a Worksheet
5
or an Analysis to the KPI.
After selecting an object, the fields to the
right of the screen will enable.
Once an Object Type has been selected,
choose a corresponding object ( ) and
6
search ( ) that have been saved to the
database prior.
Click Next.
Select the field(s) to serve as slices or
group levels for the data returned. The
field(s) will display automatically
depending on the objects selected in the
previous step.
Double-click the fields desired to add to the
region on the right.
7
In the screenshot to the right, fullname
represents the patient-provider’s full name
from the selected Crosstab Analysis.
To remove a field from the selected list,
double-click the name in the selected list.
8 Click Next.
Create an expression that will color-code
the values returned. Expressions are
typically numeric fields, but can be text
fields if a count is the only aggregate
type that is needed.
Double-click the field from the Available
9 Fields list box that will be used in the
expression to move the selected field to the
Expression box to the right.
To clear the expression, click Clear.
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Select a proper Format, number of Decimal
Places to display in the KPI and the
Aggregate type.
10
The values used to format the results will
depend on the type of data that is being
returned. In the example to the right, the
aggregate type of Sum is used for returning
the sum of patients per patient-provider.
11 Click Next.
Establish threshold levels to determine a
value’s color based on parameters.
These levels are based on the values tied
to the slice field added in step 2.
In the Red column fields, enter a number.
Any values returned in the KPI that are less
than or equal to this number will display a
12 red indicator.
In the Green column fields, enter a number.
Any values returned in the KPI that are
greater than or equal to this number will
display a green indicator.
Values in-between will display a yellow
indicator.
After threshold values are entered, click
Finish.
13
Click OK from the KPI Definition dialog
box.
If the KPI has yet to be saved to the
database, the Save KPI dialog box will
appear.
14
Enter a KPI Name, KPI Category and KPI
Description in the dialog box.
Click OK.
Re-select the Design icon ( ) to leave
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design mode and load the KPI.
15
If the results do not auto-populate, click
inside the KPI item and click Yes when
prompted to re-run the object.
Below is an example of a finished KPI:
To verify that the results in the KPI Value column are correctly reflecting the total count of patients per provider that
the Analysis object displays, match rows of information from the following Crosstab Analysis to the KPI results.
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Modifying KPI Definitions
Once a KPI has been defined and saved to the database, it can be modified as necessary.
Step-by-Step: Modify an Existing KPI
From design mode, select the appropriate KPI from the
Dashboard Viewer. The KPI will be grey and not
displaying data when in design mode.
In the properties window to the right, click the icon in
the KPI Definition (1st) row.
2
From the KPI Definition dialog box, click the Set up
object icon ( ) to load the KPI Definition dialog box.
3
Make modifications as necessary.
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Daily Monitors
Daily Monitors provide the user a way to toggle between objects within one section of the Dashboard Viewer tab.
The options to display within the Daily Monitor are Worksheets, Crosstab Analysis and a Data Source.
Step-by-Step: Add an Existing Daily Monitor
Select the proper Dashboard Viewer tab and click
1 in the toolbar to enter design mode.
Click the Add Daily Monitor to PAC ( ) icon in the
toolbar.
Move the cursor to the Dashboard Viewer (design
mode). The cursor will turn to a cross ( ).
Click/Drag the cursor until an appropriately-sized box is
displayed on the screen. The Daily Monitor – Detail
2
definition dialog box will appear after letting go of the
mouse.
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From the Daily Monitor – Detail definition
dialog box, click the Select Object icon ( )
to load the Select Object dialog box.
3
Select an existing Daily Monitor and click OK.
To review an/or modify a selected Daily
Monitor, click .
Creating a New Daily Monitor
The Analytics Access Center provides administrators with the ability to create customized Daily Monitor definitions
for a Dashboard Viewer tab.
Step-by-Step: Create a New Daily Monitor
Select the proper Dashboard Viewer tab and click
1 in the toolbar to enter design mode.
Click the Add Daily Monitor to PAC ( ) icon in the
toolbar.
Move the cursor to the Dashboard Viewer (design
mode). The cursor will turn to a cross ( ).
Click/Drag the cursor until an appropriately-sized box is
displayed on the screen. The Daily Monitor – Detail
2
definition dialog box will appear after letting go of the
mouse.
Click New… from the Daily Monitor – Detail definition
dialog box.
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The following dialog box will populate:
From the Daily Monitor Setup dialog box, click Add to
populate a secondary Daily Monitor Setup page.
3
If selecting a type of Data Source, the user can select
a saved database source object by clicking next to
4 the Saved data source object box.
The user can also click New… to create a new data
source for this Daily Monitor definition.
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If selecting a type of TWA Object, the
user can choose to add either a Worksheet
or an Analysis to the Daily Monitor.
5
After selecting an object, the fields to the
right of the screen will enable.
Once an Object Type has been selected,
choose a corresponding object ( ) and
search ( ) that have been saved to the
database prior.
6 The Caption for this item will auto-
generate.
Repeat the previous steps for every object
necessary for this Daily Monitor definition.
Click OK.
If the Daily Monitor definition has yet to be
saved to the database, the Save Daily
Monitor – Detail dialog box will appear.
7
Enter a Daily Monitor – Detail Name, Daily
Monitor – Detail Category and Daily
Monitor – Detail Description in the dialog
box.
Click OK.
After Returning to the Daily Monitor –
Detail definition dialog box, click OK.
8 Re-select the Design icon ( ) to leave
design mode and load the Daily Monitor
definition.
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Modifying Daily Monitor Definitions
Once a Daily Monitor has been defined and saved to the database, it can be modified as necessary.
Step-by-Step: Modify Daily Monitor Definitions
From design mode, locate the appropriate Daily
Monitor from the Dashboard Viewer and select
the left pane (see right). There will be blue
markers surrounding the left pane.
1 The Daily Monitor will be grey and not
displaying data when in design mode.
In the properties window to the right, click the
icon in the Daily Definition (1st) row.
2
From the Daily Monitor – Detail Definition
dialog box, click the Set up object icon ( )
to load the Daily Monitor Setup dialog box.
Make modifications as necessary and click Exit
when finished.
3
After Returning to the Daily Monitor – Detail
definition dialog box, click OK.
Re-select the Design icon ( ) to leave design
mode and load the Daily Monitor definition with
modifications.
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Saving Access Centers and Access Center Objects
Analytics Access Centers contain many components, categories and objects. All of these items can be saved
simultaneously or individually utilizing the Save PAC Items dialog box. When any aspect of the Access Center is
added or modified, the user will be prompted to save to the database.
Any items added or modified to the Object Panel component (left side of the screen) will prompt the user to save
the Access Center itself. All other items that are created or modified apply to the Dashboard Viewer.
To save all objects within the Access Center, select Save All from the File menu bar.
Step-by-Step: Save Individual Objects
Select File from the menu bar.
Trace to and select Save Selected…
1
All objects available to the Access Center will be
displayed. Any items that are new or have been
modified will have a checked checkbox next to the
items in the Save PAC Items dialog box.
Any Dashboard or Access Center item listed in blue
text is a new item. Any item listed in red text is an
item that has been changed and the user has the
rights to modify.
2
KPI and Daily Monitor definitions as well as Data
Sources are saved when created, so those items will
not need to be saved in this dialog box.
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At the top-left of the Save PAC Items dialog box is
the Toggle between Save and Save As icon
( ).
However, certain scenarios drive what level of
saving a user can apply to changes made in the
Access Center:
• If the item is new and unsaved (blue text),
there is no affect and only the Save option
applies.
• Placing a check next to an unsaved item
3
(black text) will change the text to red and
prompt the user to Save As. A user must
have the proper access to modify an object
before Save As applies.
• If the item is a KPI or Daily Monitor the
entire Dashboard Viewer must be saved.
• If the checked item has been modified (red
text), and the user has rights to save the
object, the node will change to black text
and a Save will be performed. If the user
has view/modify rights only, changes to the
original object cannot be saved and the
toggle will have no effect. Thus, Save As
will be the only option available
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Session 2: Administration
Analytics provides several administrative tools for configuring the product that ensure users have the proper access
to objects, tools and data. The Administrative portion of the Analytics application is for users making decisions on
how the application is to be configured, which users will have access to the product and at what level of access do
users have while utilizing the product.
Specifically, the Administration portion of Analytics is for:
• Creating Users/User Groups • Scheduling Jobs to Process Automatically
• Granting Permission/Access • Manage Objects
• Re-setting Passwords • Audit User Activity
• Reviewing Available Data Fields • Review/Audit Processes
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Lesson 1: Security
Overview
Along with planning for and generating reports and analysis for utilization, it is crucial for organizations to plan and
establish parameters surrounding user access in order to ensure that patient confidentiality and user trends are
kept secure.
This document has been about defining objects (reports, analysis, search criteria, etc.) in Analytics. Each user that
has access to creating a particular object will automatically be given full access (view, modify and save) to that
object created. However, this is the only time that access rights are granted directly to an individual user. Any
other user of the application must be given access to that saved object through User Groups. Each user will be
tied to one or more User Groups in order to streamline how access rights to objects are distributed. Over the
course of time organizations will create many objects, thus making it increasingly difficult to assign rights to a user
who may need access to numerous objects. If an administrator has already established a User Group that has
been given access to the objects a new user needs, it is easier to tie the user to the group instead of picking out all
of the possible objects and individually granting those objects to the user.
When a user creates an object and saves it the first time, access rights may be granted to one or more user
groups. However, granting rights to an object is not limited to the user creating the object. An administrator can
utilize the Administration section of Analytics to grant access to user groups after establishing and defining those
user groups.
Administrators Granting Access Rights
Even though a user can grant access as objects are being saved to the Analytics database (see Save Search on
page 18 for more), it is still the job of system administrators to supervise everything associated with security within
the product. Administrators create users and user groups as well as determining what items are available to those
users and groups.
To access all security features for the product, double-click Security from the Administration tab on the main menu.
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Creating User Groups
User Groups are for granting access rights to one or more users simultaneously.
Step-by-Step: Create a User Group
1 From the Analytics Security workspace, select the
Group Management tab.
Click the Add button to the right of the Groups label
and list.
When prompted, enter a Group name.
3
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Granting Group Permissions
Once a User Group has been created, permissions must be granted in order to establish what access is available
for this group. There are five levels of permissions that may be set per User Group.
Group Forms
Group Forms establish what areas and/or objects of the product are accessible to a User Group.
Step-by-Step: Set Permissions for Group Forms
From the Group Management tab, select a User Group from
the Name list. This will highlight the name in blue in the list.
1
Select Group Forms from the Group Permissions list of
buttons.
2
A list of existing forms tied to the selected group will appear
in the Form Name list box.
3 Click Add located to the right of the Form Name list box
(top-right of screen).
Select one or more forms from the Add Forms dialog box
and click OK.
Use Shift and/or Ctrl buttons to multi-select forms
Only forms not already tied to the selected User Group will
display in the Add Forms dialog box.
5 To remove a form from a User Group, select the form(s)
from the Form Name section and click the Delete button at
the top-right of the screen.
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Group Fields
Analytics security provides the ability to conceal or hide certain data fields. For example, certain groups of users
may not need to see social security numbers displayed within a given object. Fields added to the Group Fields
section of security will be hidden in the Metalayer Tree.
Not only will a field added to the Group Fields permissions section be hidden, objects that depend on the hidden
field to run will not populate. For example, if social security number is a criterion set within a search and that
search is populating data into a report, the report will not run for a group of users who do not have access to that
field because the driving force of the report is not accessible to the user group.
To add a data field to the Group Fields section, complete the following:
Step-by-Step: Restrict Data Fields
From the Group Management tab, select a User Group from the
Name list. This will highlight the name in blue in the list.
Select Group Fields from the Group Permissions list of buttons.
2 A list of existing fields already hidden from the selected group
will appear in the Hidden fields for group list box.
3 Click Add located to the right of the Hidden fields for group list
box (top-right of screen).
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The following dialog box will display:
Locate the field(s) that is to be
hidden within the Metalayer
Tree.
4
Double-click the data field to
move it to the Field List.
5 Click OK.
To remove a data field from
the hidden list, select the
6
field(s) from the Hidden fields
for group section and click the
Delete button at the top-right
of the screen.
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Group Values
The Group Values section is for limiting what data fields from selected Analytics tables are available to a User
Group. For example, if certain provider’s names are added to this section, those providers are the ONLY providers
a group of users can have access to. This is the opposite of Group Fields where User Groups did not have access
to fields added to the Group Fields sections. Anything added to Group Values establishes what the User Group
can view.
Leaving this section blank means the group has access to all fields in all tables. Adding just one field from a table
now limits all access to just the fields added to the Group Values security section.
Step-by-Step: Restrict Data Field Values
From the Group Management tab, select
a User Group from the Name list. This
will highlight the name in blue in the list.
1
Select Group Values from the Group
Permissions list of buttons.
A list of existing fields already tied to the
selected group will appear in the Limit
2 fields for group list box.
Click Add located to the right of the Limit
fields for group list box (top-right of
screen).
From the Field Values dialog box select
the necessary table from the Table Name
dropdown.
Select the data field within the selected
3 table from the Data Field dropdown to
populate all available values.
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Select the item(s) that will be available for the User
Group based on the table and data field type
selected from the dropdown lists.
Use Shift and/or Ctrl buttons to multi-select fields.
Click OK.
The table and field will display on a row at the top of
the screen with the field values listed at the bottom of
the screen.
5
6 To remove a data field, select the field(s) from the
Limit fields for group section and click the Delete
button at the top-right of the screen.
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Group Objects
All user-created objects can be assigned to User Groups by administrators.
Step-by-Step: Set Available Objects for Groups
From the Group Management tab, select a
User Group from the Name list. This will
1
highlight the name in blue in the list.
Select Group Objects from the Group
Permissions list of buttons.
A list of existing fields already tied to the
2
selected group will appear in the Available
objects for group list box.
Click Add located to the right of the Available
objects for group list box (top-right of screen).
From the Object Security dialog box select the
object(s) from the Object table.
Use Shift and/or Ctrl buttons to multi-select
fields.
3
Only objects not already tied to the selected
User Group will display in the Object Security
dialog box.
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Choose the proper security access (top-left of screen) for the
selected object(s):
4 View Only ( ) – user cannot modify an object
View, Modify Only ( ) – user may modify an object, but
will only be able to save the object as a different name
View, Modify and Save ( ) – user has been given full
rights to view, modify and save changes to an object.
5 When finished assigning objects to a User Group, click the
“X” at the top-right of the dialog box.
6 To remove an object, select the object(s) from the Available
objects for group section and click the Delete button at the
top-right of the screen.
Group Search
Group Search provides the ability to limit access to tables that have already been associated to search criteria tied
to an established search object. A User Group may have access to a certain search object, but this section gives
an administrator the ability to lock down tables used within that Search.
Step-by-Step: Restrict Search Object Tables
From the Group Management tab, select a
User Group from the Name list. This will
highlight the name in blue in the list.
1
Select Group Objects from the Group
Permissions list of buttons.
2
Existing search objects already tied to the
selected group will appear in the Searches
for group list box.
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Click Add located to the right of the
Searches for group list box (top-right of
screen).
From the Group Search Definition dialog
box load an existing search object from the
database. Tables associated with the
search object will display in the Selected
3 tables list box.
Click OK.
A list of tables available for this User Group
will be displayed in the Search tables for
group table.
To remove a search table, select the
field(s) from the Search tables for group
5
table and click the Delete button to the right
of the table.
To remove a search object, select the
search from the Search for group table and
click the Delete button to the right of the
6 table.
Click Edit to modify the group search
definitions.
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User Management
System administrators can add, edit or delete users from the Analytics application by navigating to the User
Management tab within Analytics Security.
Security rights are not assigned to users directly, but through User Groups. For information pertaining to User
Groups, see Creating User Groups.
Step-by-Step: Define a User for Analytics
1 From the Analytics Security workspace,
select the User Management tab.
Click the Add button to the right of the
Users table located on the left side of the
2
screen.
From the Enterprise EHR Analytics
Login dialog box, enter the following
information:
Step 1 – Define User
Username, First Name, Last Name,
Password & Confirm (re-enter
password).
3
Precision Authentication – utilizing
Windows authentication by adding
windows domain reference to the user
name. Analytics does not use this
feature at the moment.
Force Password Change – user will be
forced to change their password at next
login.
Is Administrator? – Admin privileges
granted to the user.
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Step 2 – Define Group
Membership
Select one or more User
Groups from the Select
Group Membership table.
4 If an existing user has
access that is similar to
what the new user will be
granted, select the user
from the Copy dropdown
list.
Click Add.
5 The new user will be
displayed in the Users
table.
Editing the set-up for a user
may be done by modifying
values in the Users table.
For modifying Login, First
6 Name or Last Name,
double-click within the
appropriate cell.
To modify values in the Is
Admin?, Pass Login?, or
Active? cells, change the
dropdown value in the cell.
To delete a user, click the
row selector button for the
7
user to delete and click the
Delete button to the right of
the Users table.
The Filters User by Group
dropdown list is for filtering
the Users list to the left of
8 the screen by the selected
group.
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Lesson 2: Password Management
Overview
There are two areas within Enterprise EHR Analytics where user passwords can be
changed.
Change Password
Change Password gives a user the opportunity to change their password only.
Step-by-Step: User Changing Password
1 For a user to change their password, double-click Change
Password from the Administration tab on the main menu.
From the Change Password dialog box, enter the user’s Old
Password, New Password and Confirm (re-enter new
password).
2
Click OK.
Reset User Password
Reset User Password gives an administrator the opportunity to change any user’s password.
Step-by-Step: Reset Password
For an administrator to change passwords, double-click Reset
User Password from the Administration tab on the main menu.
1
From the Reset Password dialog box, select a User and enter a
New Password and Confirm (re-enter new password).
Choose Force password change? to force the user to change
2
their password at next login
Click OK.
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Lesson 3: Metalayer Engine
Overview
The Metalayer Engine provides a listing of all fields within the Metalayer Tree as well as how those fields are
defined. Only a limited number of “super” users should have access to this section because editing field definitions
could cause issues running objects in the system.
Find Value in Grid
Click in the toolbar to load the Find in
Grid dialog box. Enter a Search Type,
Search Column, and a value in the Value
to search for text box before clicking Find.
Build Metalayer Tree
All available data fields to a user are listed within the Metalayer Tree. However, an administrator can modify
content category names as well as where data fields reside and in what order the data fields are listed.
Click in the toolbar to load the Metalayer Tree workspace. There are four panes within the Metalayer Tree
dialog workspace:
• Metalayer Tree – current Metalayer Tree definition
• Group Level 1 – current list of content categories
• Group Level 2 – list of sections under a selected content category
• Fields – list of data fields within a selected section
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Step-by-Step: Adding/Modifying Content Categories
1 Under the Group Level 1 pane, click Add Level 1.
From the Group Level 1: Add New dialog box, enter a
Name and Description.
Click OK.
2
To modify a content category, double-click the content
category.
Make changes and click OK.
3
Step-by-Step: Adding/Modifying Content Category Sections
1 Select a content category from the Group Level 1 pane
and click Add Level 2 under the Group Level 2 pane.
From the Group Level 1: “ “ Group Level 2: Add New
dialog box, enter a Name and Description.
Click OK.
2
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To modify a content category section, double-click the
content category section in the Group Level 2 pane
Make changes and click OK.
3
Step-by-Step: Add/Modify Data Fields to Content Category Section
Select a content category from the Group Level 1 pane
and a content category section from the Group Level 2
1
pane.
Click Add Field.
Select a field from the Add Fields dialog box.
Click OK.
To modify a data field, double-click the field within the
Fields pane.
Make appropriate changes and click OK.
3
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All additions and/or modifications to the Metalayer Tree must be saved by clicking
in the toolbar. To preview how the new additions and/or modifications will
appear in the Metalayer Tree, click in the toolbar.
Add New Metalayer Field
It is possible to add new data fields from existing tables or to create a data field based on an expression.
Expressions are handy to add to a Metalayer Tree in order to cut down on the time it takes to populate calculated
fields via a search object. If the calculation already exists within a data field in the Metalayer Tree, then the user
can just select the data field as if it were representing a data field in the Enterprise EHR database.
Even though adding data fields and/or expressions is available, please contact Allscripts prior to adding to the
Metalayer Tree because the field and/or expression could be added to the database permanently in the next
product release if found necessary for all clients.
Click in the Analytics Metalayer toolbar to load the Add metalayer field dialog box.
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Enter data for the following appropriate fields:
Field Name - data field description.
Report Label – the designation seen on reports.
Description – enter a description for the field or expression.
If referencing a field from an existing table:
Table Name/Data field – if referencing an existing field value, select the appropriate table and field from the drop-
down boxes.
-OR-
If adding a field using an expression:
Expression – enter expression into the Expression textbox or click the Expression Builder ( ) icon to create an
expression associated with the new Metalayer field.
Data Type – select either text, number, or date from the dropdown.
Default Format – enter a default format for the data type.
Keywords – keywords are used as an aid in searching for the new Metalayer field. To enter multiple keywords for
a data field, separate the keywords with commas.
Allow Distinct Value Selection – click this checkbox if users can select distinct values for the new Metalayer field.
When all pertinent data has been added, click Add. All additions and/or modifications to the Metalayer Tree must
be saved by clicking in the toolbar.
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Lesson 4: Scheduler Administration
Overview
Scheduler Administration provides administrators with a scheduling tool in order
to set off jobs that will run specified Analytics objects and make those objects
available to users via email, shared drive/folder or printer.
Double-click Scheduler Administration from the Administration tab.
Scheduler Wizard
Enterprise EHR Analytics is a tool for scheduling jobs to run on the server. A job consists of tasks that the server
must execute at specified times. For example, a job is set up to run a report on Friday each week.
Step-by-Step: Schedule a Job Using the Scheduler Wizard
Within the Scheduler Administration workspace,
click from the toolbar to load
the Job Wizard dialog box.
1 Click Next.
Define the job to run by creating a new job or
selecting an existing job.
For new jobs, select the New Job radio button
and enter in a Job Name, Start Date, and time
2 Interval – Occurs Once, After Download, Weekly
or Monthly.
If Weekly is selected, the user will be prompted
to pick a day of the week checkbox.
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For scheduling existing jobs, select
the Existing Job radio button and
3
enter an existing job name from the
Job Name dropdown list.
4 After choosing to schedule a new or
existing job, click Next.
At the next screen with the label
Choose one or more actions and
destinations for the job at the top,
click Add to load the Action Type
dialog box. Choose from the following
action list:
E-mail – send object to user(s) via
5 email.
Network – send object to a shared
network drive.
Printer – send object to a designated
printer.
Click OK.
Depending on the action selected in
the previous step, a different dialog
box will load. For the action of E-mail,
the Add Email box will load.
Enter an e-mail address into the E-
mail address textbox. Click To, CC,
6 or BCC depending on what level the
recipient is receiving the message.
Enter a Subject and Message.
Click OK.
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For the action of Network, the Browse
for Folder box will load.
Navigate and select the appropriate
drive and folder from the server.
7
Click OK.
For the action of Printer, the Select
Printer box will load.
Select the appropriate printer.
8
Click OK.
9 After choosing a destination, click
Next.
At the next screen with the label Add
saved objects and searches at the
top, click Add to load the Objects and
Searches dialog box.
10 Select an Object Type (Chart,
Crosstab, Report or Worksheet),
Saved Object and Saved Search.
Click OK.
Click Next.
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Review the job definition
before clicking Finish.
The new job is added to the
job list and will run when
scheduled.
11
Adding Tasks
All jobs contain one or more tasks (worksheets, reports, charts or crosstab analysis) to run on a particular schedule.
Step-by-Step: Add Tasks
1 From the Scheduler Administration workspace, click Add
Task from the toolbar.
From the Objects and Searches dialog box, select an
Object Type (Chart, Crosstab, Report or Worksheet),
Saved Object and Saved Search.
2
Click OK.
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View Job Details
Click next to a job to open and view all details of the selected job.
Job details may be modified after the job has been scheduled and/or tasks have been assigned.
Delete Jobs
Select a row in the Job Definition table and either click from the toolbar or right-click the row selected
and select Delete Row.
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Lesson 5: Object Management
Overview
Object Management provides a workspace for managing Analytics objects, tying
search objects to other objects as well as managing object categories.
Double-click Object Management from the Administration tab.
Managing Objects
Analytics objects can be edited or deleted within the Object Management workspace.
Step-by-Step: Managing Objects
1 Each cell contained in a row of information for an
object is editable. Columns such as Name and
Description are textboxes that can be modified
via double-click.
Columns such as Category and Owner can be
modified by choosing an item in the dropdown in
the cell.
2
After modifying object information, click in the
Object Management toolbar
To delete an object, select the appropriate row(s)
from the Objects table.
3
Click from the toolbar.
4
Click Yes when prompted to delete the object.
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Link/Unlink Search Objects to other Objects
If an existing Search is used to populate data in an object (Worksheet, Chart, Crosstab Analysis or Custom Report),
the Search (or multiple searches) can be linked to a particular object. This can save a user time when needing to
populate information as fast as possible. It is also possible for an administrator to un-link a search from an object if
necessary.
Step-by-Step: Link/Unlink Search Objects
Select the appropriate row from the Objects table
that is not a Search Type (Worksheet, Chart or
1
Custom Report).
To link a search to an existing object, click
from the toolbar to load the Add searches to all
selected objects dialog box.
Select a search object(s) form the Related
searches list.
Use the Ctrl or Shift keys to select multiple
Search objects.
Click OK.
To un-link a search to an existing object, click
from the toolbar to load the Delete searches
from all selected objects dialog box.
Select a search object(s) form the Related
searches list.
Use the Ctrl or Shift keys to select multiple
Search objects.
Click OK.
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Edit Categories
Each time an object is saved to the database there are two pieces of information required: an object name and
category. The list of categories available to users can be modified using the Edit Categories dropdown within the
Object Management workspace.
Step-by-Step: Add a Category
1 Click Add from Edit Categories.
Enter a category name, sequence and if the category is
active. Sequence will place the list of categories in a
particular numbered order.
2
Click OK.
Step-by-Step: Delete a Category
1 Select a category from Edit Categories.
2 Click Delete.
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Lesson 6: User Audit
Overview
User Audit provides a workspace for administrators to review all activity for any
user utilizing the Analytics application.
Double-click User Audit from the Administration tab.
The User Audit workspace is separated into three sections. The top section lists all user settings, the middle
section is for defining audit options while the bottom section lists the audit results.
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Modifying User Settings
There are additional user settings that can be set within the User Audit workspace.
Max Rows – the maximum number of rows that a user can return within an object.
Query Limit – set a maximum amount a time (in seconds) that a query can run against the database.
Password Change – set the number of days a password is active before the user is forced to change.
Step-by-Step: Running an Audit Report
Within the Options section of the User Audit
workspace, select a From and To date to
determine the date parameters for the audit report.
Select one or more objects to include in the audit.
2
Select a user(s) to audit in the report.
3 Use the Ctrl or Shift keys to select multiple Search
objects.
Click Get Audit.
Click next to a line item to view details.
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Lesson 7: Process Management
Overview
Process Management provides a workspace for administrators to review all
process activity.
Double-click Process Management from the Administration tab.
The tabs above allow the administrator to review processes that are running currently, running the longest,
returning the most rows of data from the database as well as the most often “killed” processes.
Managing Processes
The following are options for an administrator to help manage processes in Enterprise EHR Analytics.
Delete a selected running process. Only available within the
Currently Running TWA Processes tab.
Refresh the currently selected tab.
Filter the list of items by number of rows (Top), User and
Start/End Date.
Only available within a tab labeled with Top 10.
Copy a selected process’s SQL code to the clipboard.
Export rows of information to an external file.
Email rows of information to necessary users.
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