Search & Reports

The PTS sidebar with Prescription Reports selected.

PTS 5 includes comprehensive and flexible search and reporting capabilities.

The 50+ reports that are included were developed with the assistance and input of our 200+ NHS and private pharmacy customers. Combined with a dynamic search/filter functionality we're confident that PTS 5 can meet your reporting requirements.

Accessing Search & Reports

Hover over the sidebar with the mouse cursor and the side bar will expand. Select Search & Reports to reveal a small list of the various Search & Report categories, namely Prescription Reports, Activity Reports and CD Register Reports. Click on the relevant option for the search/report you are trying to achieve.

Prescription Reports vs. Activity Reports

It goes without saying that prescription reports focus on prescriptions. While prescription reports will frequently analyse the activity data within the included prescriptions, activity reports have no concept of an overarching prescription and perform activity analysis in isolation.

The rest of this guide will, naturally, focus on Prescription Reports but the process is broadly the same for each category.

Searching/Filtering

The filters tab is where you define which prescriptions are returned in the Results tab and are subsequently included in the report.

The filters tab. This example is being configured to return Home Delivery prescriptions, that were not cancelled, that were booked in within the last thirty days.

Filters tab

A search is comprised of one or more filter sets. This is where you can define the characteristics that a prescription must meet to be displayed in the search results and the subsequent report, or to put it another way, how you filter out any prescriptions that you do not want included in the results.

Prescriptions must match all of the filter criteria within a filter set to be selected by that filter set. By adding more filters to the filter set you continually reduce the sample of prescriptions and can focus the data to the specific requirements of the report.

Adding and removing filters

Adding a filter. There are many different filter types to choose from.

Having chosen a filter to add, you will then be prompted to enter the desired value for the filter. In this example a ward filter has been chosen and the user is prompted to select which wards should be included.

Click the Add button to add a new filter. You will then be able to choose the filter you want to add from a popup.

The available filters are as follows:

• % of delivery target
• % of target
• Activity
• Bag
• Bagged
• Cancellation recorded date
• Cancellation recorded?
• Cancellations
• Cancelled
• Cancelled by
• Collected
• Collected by
• Collected day of week
• Collected time
• Collection note recorded date
• Collection note recorded?
• Collection notes
• Completed
• Completed by
• Completed day of week
• Completed time
• Current ward
• Delivered
• Delivered by
• Delivered day of week
• Delivered time
• Delivery note recorded date
• Delivery note recorded?
• Delivery notes
• Dispensary
• Drugs
• Duration (mins) from time collected to time delivered
• Duration (mins) from time completed to time collected
• Duration (mins) from time requested to time started
• Duration (mins) from time started to time completed
• Error recorded date
• Error recorded?
• Errors
• Hospital No.
• NHS No.
• No. of Items
• No. of Items Dispensed
• Normal note recorded date
• Normal note recorded?
• Normal notes
• Notes text contains
• Orig. ward
• Patient D.O.B.
• Patient Gender
• Patient Name
• Prescription ID
• Prescription type
• Printer
• RAG status
• Requested
• Requested day of week
• Requested time
• Started
• Started by
• Started day of week
• Started time
• Status
• Suspend Duration (mins)
• Suspension recorded date
• Suspension recorded?
• Suspensions
• System note recorded date
• System note recorded?
• System notes
• Target comp. time
• Target del. time
• Ticket no.
• Ward Group

After choosing the filter from the list you will then be prompted to input the desired value/s for that filter. For example, selecting the Ward filter will have you select the appropriate wards from a list, and choosing Started will have you enter a date range ("Started" referring to the date and time a prescription was started).

To remove an existing filter, click the delete button that appears next to it.

Multiple filter sets

Completed filter sets examples.

As discussed you can add many filters as you like to a filter set. By adding more filters to a filter set you add more criteria that a prescription must meet to be displayed and therefore refine the data further and (in all likelihood) make the sample smaller with each additional filter.

However there are occasions where you would want a report to combine multiple sets of data. To achieve this you should make use of additional filter sets. When multiple filter sets are employed, a prescription can meet the criteria of any of the filter sets to be considered a match and be included in the search results.

To add a new filter set, click the button.

A new, blank filter set will be added which you can then build using the same tools. Filter sets operate independently of each other and a prescription need only match the criteria of one filter set to be included in the search results.

For the technically minded, imagine that the individual filters are conditioned with an AND, which are parenthesised to form the filter set, and then combined with any other filter sets with an OR.

Sorting tab

First of all it's important to note that the sorting tab only affects the immediate search results and does not influence the subsequent report. Sorting and grouping here is much less significant than sorting and grouping a user view.

Click the add button to create a new sort and click the delete button to remove an existing one.

You can choose the field that is to be used for sorting and whether the sort is in ascending or descending order. You can add additional sorting parameters (i.e. secondary and tertiary sorts) and the order of priority.

Grouping

When adding a new sort you'll be given the option to group the results by the field you are sorting on. As you would expect, enabling this option will group your results by the selected parameter.

Results

Click the search button to perform a search based on the filters you have applied.

The search results will be output to the Results tab.

The results tab; the results from your search will be displayed here. Notice that the number of matching prescriptions is displayed next to the tab.

You will notice that the results pane is essentially an ad-hoc user view. For more information on how you can interact with a user view, including what you can do with the Actions Menu, see the User Views & Homepages page.

Reporting

Generating a report is deceptively simple.

Begin by clicking on the Reports tab at the top of the results pane.

The reports tab; the list of available reports will be listed here. The number next to the tab indicates the amount of available report types.

Either scroll through the list to choose a report document, or alternatively if you know the name of the report you need, you may type it in the search box at the top of the reports pane to find it.

Once you have identified the report/s you want to create, click on it to highlight it (you can select more than one report at a time) and then click on the play button to generate the report. Depending on the file type of the report it will either open in the web browser or download an Excel document to your computer.