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Overview - Section 1

Creating a Report - Section 2

Available Predefined Reports - Section 3

Overview 

Purpose

The Predefined Reports area in Ideagen Healthcare Guardian Administrator can be used to create a mapping from questionnaire questions into a predefined report template. These reports require manipulation in ways that the direct Live Data connection to a Questionnaire is not designed for. This includes specific rules around handling records, aggregation and mapping to a standard output. A Live Connect is created to pull the data from this report. To enable quick deployment of the report, a Live Data Trends report is created which will then display the data which for national reporting can be easily exported.

An example of a Predefined Report is the NHS KO41a which is an annual mandatory that all NHS organisations must submit. The structure of the report is set and requires the consolidation of many different local values into a limit set of categories to ensure consistency between the different organisations.

While the KO41a is the first and currently only Predefined Report, this feature allows Ideagen Healthcare Guardian to deploy new types with no code changes.

Access

The Predefined Reports can be accessed via the Administrator by users with the Model Administrator license:
• Administrator -> Data Sources -> Predefined Reports

Creating a report

The first step is to select a template.

Once a template is selected there are two options:

1. Open a saved report, based on that template. When opening a saved report the questionnaire will be automatically selected.
2. Select a questionnaire as the source of questions, then create a new report with the plus button:

The report template is split into sections. Each section has one or more mapping controls consisting of
1. Filters
2. Properties
A section can have more than one set of mapping controls. This is to allow for scenarios where the data is spread across multiple questions.

In KO41a and example would be where the complainant can be the affected patient or a separate entity from the patient. To prevent re-keying of data, some Questionnaires use a question such as “Is the Complainant the Affected” to indicate that the patient data in this record comes from the Complainant section.

Each property may have a Data Transform associated with it. This will convert your local value to the value used by the report. Each Data Transform is used for the across all the mapping controls.

Filters

Each mapping can have a filter applied. This allows limiting the questionnaires used as a source for the property to those matching the filter.

NOTE: if filtering on a Yes/No question, use 1 for Yes and 0 for No in the filter value.

For KO41a the entire dataset can be filtered on the first section often by only including records marked for inclusion:

When multiple mappings are used, the filter can help pull the correct data such as the scenario with the Complainant vs Patient:

Properties

Each section has a predefined list of properties that need to be either set by typing in a specific value, or mapped to one or more questions.

Multiple questions can be selected for a single mapping to allow for cases where a single question is not sufficient uniquely map to a valid value. The values are concatenated using “ -> “ as the delimiter between the values.

In KO41a reports, often the Contact Role and the Relationship is used together to map to the valid Complainant status (relation):

Data Transforms

Many properties require mapping from the value stored in a question to a specific property value.

Where a property has a fixed set of possible values the transform will be a drop down list. Otherwise, the ‘transform to’ value will allow typing a specific value.

To make adding the source values easier, there is a ‘Populate transform from data’ button that will add each combination of the question values.

If multiple questions are selected for a property, the values to map are shown separated with an arrow (->). e.g. [Question 1 value] -> [Question 2 value]. The arrow is interpreted by the system when the report is generated.
It is likely that populating from the data will bring back more combinations than needed as it will not use any configured filters. If invalid options are shown, simply remove those mappings.
Data Transforms are shared between any report templates that use the same property and its names is shown in brackets.
Import and Export buttons are provided for each transform to allow data manipulation in external software such as Excel.

Live Data Trends

When a Predefined Report is created, it can deploy Live Data Trends tables with predefined structures and configuration. The name of the Live Data Trends is composed of the name given to the Predefined Report and suffix specific to that Live Data Trends. These can be found using the Visualisation search:

This Live Data Trends can be updated or a copy made. Once created, the saving of the Predefined Report will not overwrite it. If you need to restore the original, delete the visualisation and save the Predefined Report.

Available Predefined Reports

KO41a - Hospital and Community Health Services Complaints Collection

All NHS organisations and those delivering NHS services are required to submit an annual KO41a return. These data were previously collected quarterly but from the 2022-23 reporting period will be collected annually.
The information obtained from the Ko41a collection monitors written complaints received by the NHS regarding Hospital and Community Health Services and final published data are available through the Data on Written Complaints publication.
The data required for this collection are:
• organisation details and organisation site details
• summary of overall numbers of complaints
• age of patient
• status of complainant
• service area
• subject area of complaint
• profession

This data is reported using a standard column layout using 82 columns. On save of the KO41a, a Live Data Trends will be created that has this layout already configured. It has a suffix of “- KO41a – Export”

Sections 1 & 2

This section drives the whole report by pulling in Complaints based on the Open Date, Complaint Type and optional filters.
• Opened Date – Which Date question provides the date the Complaint was opened

• Closed Date – Which Date question provides the date the Complaint was closed. Closed data is only used if a valid Outcome is present in the data.

• Outcome – Which question provides the Outcome code. This is mapped to valid values through “KO41a - Upheld Status” the data transform.

• Site – The site being reported on. Some organisations only report a single line which requires manually entering the value, otherwise a question that provides the site is needed.

• Site Code - The site being reported on. Some organisations only report a single line which requires manually entering the value, otherwise a question that provides the site is needed. When using a question, the name of the site is mapped to the code using the “KO41a - Site Code” data transform.

• Organisation Code – Your organisation’s ODS code.

• Organisation – The name of your organisation as expected by NHS England

• Feedback Type – The question that provides what type of feedback the instance of the questionnaire is. Types that need to be included in the report must be mapped to “Complaint” using the “KO41a - Complaint Type” data transform.

Section 3 - Patient Age

This section pulls the age of the affected patient. Where forms are configured to allow the complainant to be the affected, multiple mappings with filters will be needed so the correct question is used.
• Date of Birth – The question providing the Date of Birth of the affected patient. The age is computed from the Open Date and the Date of Birth.

• Year - (Optional) The question providing the age in Years of the affected patient. If a Date of Birth is provided, the manually entered years is ignored.

Section 4 – Complainant

This section pulls the relationship of the complainant. Where forms are configured to allow the complainant to be the affected, multiple mappings will be needed. Where the complainant is the affected, a static value of ‘Patient’ is required.
• Relationship – The question providing the relationship to the patient. Often this can be a combination of questions such as Contact Role and Relation. The values are mapped to the valid options using the “KO41a - Complainant Status” data transform.

Section 5 - Service Area

This section pulls the service area of the Subjects of the complaint. This is normally in the repeating Subjects section which contains the data for KO41a sections 5 to 8.
• Service Area – The question providing the service area. The values are mapped to the valid options using the “KO41a - Service Area” data transform.

Section 6 - Clinical Treatment

This section pulls the Clinical Treatment of the Subjects of the complaint. This is normally in the repeating Subjects section which contains the data for KO41a sections 5 to 8. Each Subject section instance is treated as either Clinical Treatment (6) or Subject Area (7). This is handled by attempting to map to a Clinical Treatment and if unsuccessful it is treated as a Subject Area.
• Is Clinical Treatment – The question(s) providing the indicator that the data should be treated as a Clinical Treatment. The values are mapped to the valid options using the “KO41a - Clinical Treatment Subject” data transform.

• Clinical Treatment – The question(s) providing the values to map to the Clinical Treatment. Any values not mapped get counted under Subject Area. The values are mapped to the valid options using the “KO41a - Clinical Treatment” data transform.

Section 7 – Subject Area

This section pulls the Subject Area of the Subjects of the complaint. This is normally in the repeating Subjects section which contains the data for KO41a sections 5 to 8. Each Subject section instance is treated as either Clinical Treatment (6) or Subject Area (7). Any records not mapped to a Clinical Treatment are treated as a Subject Area.

• Subject Area – The question(s) providing the values to map to the Subject Area. The values are mapped to the valid options using the “KO41a - Subject Area” data transform.

Section 8 - Professional Area

This section pulls the Professional Area of the Subjects of the complaint. This is normally in the repeating Subjects section which contains the data for KO41a sections 5 to 8.
• Professional Area – The question(s) providing the values to map to the Professional Area. The values are mapped to the valid options using the “KO41a - Professional Area” data transform.