Equipment and Modification Services Prioritisation Tool
Service Utilisation Reports – EMS Providers
The Equipment and Modification Services Prioritisation Tool
Service Utilisation Reports
A Guide for EMS Providers
Version 1.0
(August 2014)
Contents
Introduction
Service Utilisation Reports – What Are They?
Getting Started
Logging In
Default View
Change Password
Logging Out
Service Utilisation Reports
Individual Assessor Average Spend
Grouping the Report Data
Filtering the Report Data
Example:
Exporting to Excel
Printing the Reports
National Average Spend
Utilisation Summary Report
Utilisation Monitoring Detailed Report
Service Request Counts Report
Introduction
This guide is intended for EMS Providers and assumes no prior knowledge of the Prioritisation Tool. This guide covers the purpose of, and how to access the Service Utilisation Reports.
Service Utilisation Reports – What Are They?
Equipment and Modification Services that are provided to clients following submission of a service requestfrom the EMS Assessor,have costs associated with them unless they have been supplied from refurbished and reissued stock held by the EMS Provider. The details of each piece of equipment or modification provided, including the cost, are held within the EMS Provider’s system. This information is provided to the Prioritisation Tool on a quarterly basis, and provides insight on the average spend(utilisation) of an individual EMS Assessor, compared with the average utilisation of other EMS Assessors across the country. This information is available to the EMS Assessors who are working in similar work places.
The EMS Assessors have access to two reports, one for their Individual Assessor Spend and one for the National Average Spend. In your role as EMS Provider, you have access to additional reports whichprovideyou with more details on the actual EMS Assessors and the specific line items of equipment and modifications that have been provided at their request. You are then able to narrow down your report output to filter EMS Assessors whose average utilisation is significantly higher than the national average, and investigate the reason(s) for this.
The reports can be grouped or filtered, to provide you with a more specific average cost comparison. This is described in more detail later in this guide.
Any reissued items, or items with an associated cost of less than $50, are excluded from these reports.
Getting Started
Logging In
In your internet browser, enter the following web address to display the login screen:
Enter your username and password and click <Login>. [If you require a login to the Prioritisation Tool, please send an email to , with the reason that you require access.]
If you are the only person using your computer, you can click the ‘Remember Me’ checkbox to remember your details. If you forget your password, you can click the ‘Forgotten your Password’ link and a new password will be emailed to you.
Default View
The default view after logging into the Prioritisation Tool for an EMS Provider, will typically be the Resources view. Access to the reports is via the menu item <Reports>.
Change Password
You can change your password at any time by selecting the Options menu followed by Change Password.
Logging Out
You can log out at any time by selecting the Options menu followed by <Logout>.
Service Utilisation Reports
These reports will be updated on a quarterly basis. At the start of the reporting period, once the quarter’s data has been uploaded, you will receive an automated email advising you that the next quarter’s reports are ready to view.
You can access the Service Utilisation Reports by selecting <Reports> at the top of the menu bar.
To access the reports, click the drop down arrow on the Reports tab and select the report type you wish to run. This will display the list of reports available for you to use, according to your user role. As an EMS Provider, you will have access to five reports:
- Individual Assessor Average Spend
- National Average Spend
- Utilisation Monitoring Summary
- Utilisation Monitoring Detail
- Service Request Counts
Click on the report you wish to run. You will then be required to enter reporting parameterinformation where the information required will be dependent on the type of report you are running. This is covered in detail in this guide.
Individual Assessor Average Spend
The Individual Average Spend Report shows the average utilisation of a specified EMS Assessor, based on the parameters you specify. You must enter the Assessor Code of the EMS Assessor to run this report. On selecting this report, you will be presented with the following reporting parameters to select:
Once all relevant data is filled in (see below), click <Submit>, which will run the report and open the report in a printable format.
All reports can be exported to Excel and can be printed if required, see Exporting to Excel and Printing the Reports.
Grouping the Report Data
The Report data can be grouped and filtered, to enable you to get an accurate comparison of the data. You do this by making sure you have as a minimum, the Report Grouping and Assessor ID specified. These are both mandatory items so that report cannot be generated without these items present. In addition to the grouping, you can then apply additional filters to drill down into the specific averages. This is described underFilteringthe Report Data below.
The Assessor ID is a mandatory field.
The reports can be grouped based on five key criteria:
- AoA Cost Band – this shows your average utilisation broken down by Area of Accreditation. Only the Areas of Accreditation which you have requested services for will be shown. The National Average Spend is based on all EMS Assessor Utilisation in these specific areas.
Within these Areas of Accreditation some additional cost bands have been added to more clearly define average utilisation within an area. These cost bands are listed below.
CAT-1 ($2,000 or less)
CAT-2 ($2,001 or more)
HOUSING-1 ($2,000 or less)
HOUSING-2 ($2,001 to $10,000)
HOUSING-3 ($10,001 or more)
PSCHSM-1 ($500 or less)
PSCHSM-2 ($501 to $5,000)
PSCHSM-3 ($5,001 or more)
VEHICLE-1 (Vehicle Driving Assessment)
VEHICLE-2 (Vehicle Modification)
VEHICLE-3 (Vehicle Purchase)
WMPML-1 ($1,000 or less)
WMPML-2 ($1,001 to $10,000)
WMPML-3 ($10,001 or more)
Only the Areas of Accreditation which the specified EMS Assessor has requested services for, will be shown. The National Average Spend is based on all EMS Assessor utilisation in these specific Areas of Accreditation:
- Age Range – this shows the spend by predefined age brackets, graph data is also available:
- Service Type – this shows theutilisation for the EMS Assessor’s Primary Service Type and includes only the national utilisation for EMS Assessors within the same Service Type, graph data is also available. This report is based on the Primary Service Type associated with their user account at the time of running the report. If they have moved into a different service area since earlier requests, these will show against their new Service Type. If they have placed Service Requests under a second Service Type, these will also report under their Primary Service Type. Graph data is also available:
- DHB of Client – this shows theirutilisation based on the DHB where the Client lives. If they deal with Clients across multi DHBs, you will see all DHBs, graph data is also available:
- DHB of Assessor– this shows theirutilisation based on the DHB where they work from. If they perform services for more than one DHB, they will all be listed, graph data is also available:
Filtering the Report Data
You can specify different filters for these reports, to filter by dates and by the same criteria as specified within the grouping section. If you specify different reporting periods for these reports, the averages of both the specified EMS Assessor’s individual average utilisation and the national average utilisation will be apportioned accordingly.
- By financial year – selecting this will give you the average of all utilisation across the financial year. Please bear in mind that the financial year may not be complete eg if you run the report in October for the financial year 2014-15, the output will include data only from July 2014 onwards. Running the report for the financial year 2013-14 will provide only data from February 2014 – June 2014 inclusive, as there is no earlier data than February 2014.
- By quarter –if you only want to view the report for a specified quarter
The data will be available on a quarterly basis – until the whole quarter’s data is available, you will not be able to run the report on a partial quarter
- By a specific month – you can pick a specific month and only report on that month. As per the quarterly data, the monthly data will appear only once the complete quarter’s data is available eg until July, August and September data is available, you will not be able to run the report for July.
- By a date range – you can specify a start and end period if you want to run the report over a period not covered by the main filters
All reports can also be filtered by the five key criteria specified in the Grouping the Report Data section above.
Example:
The EMS Assessor is approved in:
- Personal Care & Household Management ($500 or less)
- Personal Care & Household Management ($501 to $5000)
- Walking & Standing
They work in the Community Health Service.
You would like to run a report showing their average utilisation by Area of Accreditation. You want to compare this with other EMS Assessors within the Community Health Service.
The report outputbelow, grouped by Area of Accreditation and filtered by the Service Type ‘Community Health Service’ shows the average utilisation of all EMS Assessors within Community Health, split across the specified Areas of Accreditation:
Exporting to Excel
All reports can be exported to Excel by clicking on the Excel icon at the top of the report output. When the following message is displayed, simply click <Yes>:
Printing the Reports
All reports can be printed by clicking on the Print icon at the top of the report output.
National Average Spend
The National Average Spend report is run in exactly the same way as the Individual Assessor Spend with one exception:
- There is no grouping by Assessor ID. The output provides only the national average spend, there is no comparison data by Assessor ID
For details on how to run, group and filter this report, please refer to the Individual Assessor Average Spend report.
Utilisation Summary Report
Possibly the report that you are likely to run the most frequently in your role as EMS Provider, the Utilisation Summary Report, allows you to view at an EMS Assessor level, the comparison data between the EMS Assessor and the national average. This report compares all EMS Assessors, rather than just one, and allows you to further reduce the output to show only EMS Assessors whose average utilisation is more than X% higher than the national average.
This report reports on data by Area of Accreditation Cost Band and by Service Type. There is no ‘Grouping’ for this report, only Filters:
- Date range filters - as described in Filtering the Report Data above
- Provider – either accessable or Enable New Zealand. As an EMS Provider, you will see only the detailed information on equipment and services delivered by your organisation.
All national average data on all reports includes both EMS Provider organisation data. Only the EMS Assessor specifics of the Utilisation Monitoring Summary Report and the Utilisation Monitoring Detailed Reports are restricted to the equipment and services provided by EMS Assessors within your own region.
- Assessor ID – you can specify an EMS Assessor here if you choose and if you know their Assessor ID. This item is not mandatory
- AoA Cost Band – you can report only on a specified Area of Accreditation
- Service Type – you can report only a specified Service Type
- % Differential by AoA – you can report only on EMS Assessors whose average utilisation within a particular Area of Accreditation, is more that X% (X is user defined)
- % Differential by Service Type – you can report only on EMS Assessors whose average utilisation within a particular Service Type, is more that X% (X is user defined)
The example report below has only the financial year and EMS Provider filter applied:
The first four rows relate to the same EMS Assessor and shows how their utilisation by AoA changes, compared to the national average, for each of their Areas of Accreditation. Note that their utilisation by Service Type is the same in all four rows – this is because although the EMS Assessor has requested equipment and services in different Areas of Accreditation, the EMS Assessor is always reported under the same Service Type.
To narrow down your search to show only EMS Assessors whose average utilisation exceeds your criteria, enter the number of the percentage in either the % Differential by AoA or by Service Type (eg 60%). The results will filter to show you only the EMS Assessors who meet the criteria. This will then give you the Assessor Codes of the EMS Assessors whose requests you may want to look at in more detail. This is done by using the Utilisation Monitoring Detail Report.
Utilisation Monitoring Detailed Report
This report, as its name suggests, gives you the specific detail of the equipment and services provided, over a specified period, by a specified EMS Assessor. You must know their Assessor Code to be able to run this report as it is a mandatory item:
The same filters can be applied as per the other reports.
Service Request Counts Report
The Service Request CountsReport follows the same structure as the other reports:
This report simply presents you with a count of Service Requests, shown lowest to highest, that meet the specified criteria. This report covers the national data and is not restricted per EMS Provider:
End of Guide
Equipment and Modification Services Prioritisation Tool
Service Utilisation Reports – EMS Providers - V1.0August 2014 Page 1