Clinical Activity Workbook

Introduction

This workbook provides analysis of activity around the diary feature in iaptus.  It looks at slot availability and appointments booked along with other diary items such as person events, clinical events and supervision.

Clinical activity supersedes the Capacity planning workbook and we encourage you to explore and migrate to using the new tool before the old version is decommissioned later in the year.

Full format of backend data tables are available for download via the Dashboard tables workbook.

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To view this workbook

• Select the Reports Icon

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• Select the Dashboard Tab, If you do not see the dashboards tab please contact your Superuser, who will be able to give you access.

• Click on Clinical activity

As with all workbooks Clinical Activity opens with a Welcome Cover page to help you navigate through the different dashboards.

Clinical activity contains four dashboards in addition to the usual cover and status pages

Summary chart 

This gives a visual overview of the duration of activity entered in iaptus. You can select the number of days, weeks, months, quarters or years to view for all staff or particular care professionals. The data includes booked or clinical duration for contacts, group sessions, IET contacts, clinical events, personal events, and supervision both delivered and received.

Clinical activity CT

This shows a more granular analysis of the clinical hours, with an option to filter clinical events depending upon how your service uses this feature in iaptus. The analysis includes current contracted hours, along with a weekly average, slot availability broken down by slot purpose, and clinical activity. The booked duration and clinical duration are also used to calculate a ‘Proportion attendance’.

Weekly view

This shows a weekly view of the data displayed as a timeline. Quickly compare available slots created in iaptus against attended, DNA or cancelled contacts occurring in those slots. Slots created within 7 days of taking place (or a different length of time of your choice) are highlighted with a warning triangle. It is also possible to look ahead to see where activity has already been booked or where there is availability.

Slot availability

This explores the total number (rather than duration) of slots created in iaptus. By default, this is broken down by time from slot creation date to the slot date, and can also be broken down by various other dimensions by selecting from a menu.

Summary Chart – Contacted, available, booked and attended hours in a time period Dashboard

This dashboard gives a visual overview of the duration of activity entered into iaptus.  You can select the number of days, weeks, months, quarters or years to view for all staff or particular care professionals. The data includes booked or clinical duration for contacts, group sessions, IET contacts, clinical events, personal events, and supervision both delivered and received.

At the top you can select the number of days, weeks, month, quarter and years that you’d like to view up to a particular date and look at the data for all staff or a particular Care Professional, shown below.

The dashboard will show in brackets the dates that the data if pulling from, in the screenshot below you will notice that the end date does not match the date that is entered.  This is because the data shown is for complete periods, so if you have chosen a date which is mid period the data will automatically set to the end of the previous period.  Weeks run from Monday to Sunday, Months, quarters and years are calendar values.

You can use the Care Professional (Clinician/Therapist) filter to focus on that particular persons activity.

This dashboard will show Number of hours available and the number of hours used.  Dependant on the type of activity will determine where the Duration (hours) is being pulled from.

There are 2 types of durations that are reported here,  Clinical (Attended) Duration or Booked (available) Duration and is broken down as shown below (this can also be viewed using the I-Information button). Admin time is not included.

Slot = Booked

Attended Contact (inc IET) = Clinical

Non-attended contact (inc IET) = Booked

Group Session with one or more attended participants = Clinical

Group Session with no attended participants = Booked

Supervision – Delivered = Clinical

Supervision – Received = Clinical

Person event = Booked

Clinical event = Clinical

Filtering

You can use the Filters button to change the focus of the data.  E.G A service may want to just see Clinical Events, which some services use to record anonymous group sessions like a School workshop, shown below.

Dashboard areas

Left Bar

The left bar shows the Total number of hours for each activity type for the whole time period selected

Top Middle Chart

Shows the number of hours for each activity broken down by the time period selected, e.g Weeks

Bottom Middle Chart

Shows the number of hours for each activity broken down by the time period selected, e.g Weeks, shown as a percentage.

Right Bar

Show the Average hours for the time period selected

Clinical Activity Dashboard

This dashboard shows more granular analysis of the clinical hours, with an option to filter clinical events depending upon how your service uses this feature in iaptus. The analysis includes current contracted hours, along with a weekly average, slot availability broken down by slot purpose, and clinical activity. The booked duration and clinical duration are also used to calculate a ‘Proportion attendance’.  Please note, Supervision received does not feature on this dashboard.

Include/Exclude Clinical Events

You can use the filter to include or exclude clinical event depending on how your service uses this feature.  Majority of services use Clinical Events to record anonymous group session, for example running a workshop at a school or in a community where you do not know all the attendees.  Other services use these as a catch all for admin tasks, in which case you may wish to exclude this type of activity.

Dashboard Breakdown

1. Contracted Hours

This lists the current contract hours along with the Weekly Average, Please note, The weekly average does not change if you change to a different time period

2.  Slot Availability

This shows the Slot availability broken down by slot purpose. Please note that it there multiple purposes on the slot, the figures will be slightly obscured and so adding them up will result in an inaccurate total.

3. Clinical activity (exc Supervison – delivered)

This shows Clinical Activity broken down by booked and Clinical Duration which are used to calculate the Proportion attendance. Please note; Supervision delivered is not included in this section and is reported separately below.

4. Supervision

This Shows Supervision Delivered, identified using the Notes field.

5. Percentage target activity achieved per week (for a single care professional)

Shows weekly data for a Single Care Professional. Percentage Target Activity Achieved figure based on the clinical duration hours as a proportion of the targeted attended hours, displayed above under Targeted Attended hours per week.

Weekly View Dashboard

Shows a weekly view of the data displayed as a timeline. Quickly compare available slots created in iaptus against attended, DNA or cancelled contacts occurring in those slots. Slots created within 7 days of taking place (or a different length of time of your choice) are highlighted with a warning triangle. It is also possible to look ahead to see where activity has already been booked or where there is availability.

This Dashboard displays data as a Gant Chart or Timeline.  If the time period select is weeks and a single care professional is being displayed and a single week is being viewed,you will get a weeks worth a data being displayed, shown below.

Availability

Monday 6th November, our example Care Professional, Daniel Cole, started the day at 9am with a slot of 60 minutes, shown below.

Warning Triangle

You may notice that some of the events have a Warning Triangle against them, This means that the Slot was created in iaptus within 7 days of the slot taking place.  You can alter the number of days the warning will be displayed in the Slot Short Notice Days field at the top.

DNA/Cancelled Sessions

We can see below, that there was a DNA or Cancelled appointment at 3pm and again at 4:30pm.  The length of the DNA or Cancelled session has been taken as the Booked duration rather than the Clinical duration, that would have been used if it was attended.

Attended Session

We can see there was an attended session recorded at the same time.  These are marked in green underneath the slots.

This information can also be viewed in tabular form at the bottom of the Dashboard

Overlaid events

In this example, you can see on Thursday there are 2 colours.  This is because there are 2 event overlaid at the same time.  A personal event starting at 15:00 for 60 minutes and a Slot starting at 15:10 for 60 minutes.  This can also be seen in the table underneath.

Future Availability/Activity

It is possible to pick a future week. This will allow you to see what slot are still available and any booked activity.

Future activity is shown in blue on a separate row, at the bottom of each day. They are also show in the table at the bottom of the chart without any attendance.

Focusing on an individual activity

You can focus on a particular item in the chart at the bottom.  If you click on it, it will change the chart to show that particular item, shown below.  Click on it again to remove the focus on that section.

You can also click on the chart at the top and it will focus on the detail in the table at the bottom.  Click on it again to deselect.

Slot Availability Dashboard

This dashboard explores the total number (rather than duration) of slots created in iaptus. By default, this is broken down by time from slot creation date to the slot date, and can also be broken down by various other dimensions by selecting from a menu.

Clinical activity supersedes the Capacity planning workbook and we encourage you to explore and migrate to using the new tool before the old version is decommissioned later in the year. We will communicate the exact date of this with a minimum of 3 months notice. In the meantime, we are keen to hear your feedback on Clinical activity to ensure that it meets all of your reporting needs in this area. And finally, a reminder that the full format of backend data tables are available for download via the Dashboard tables workbook.

There’s a total bar on the left and a timeline at the top.

You can break the bar down be using different dimensions. The Default is Slot creation to slot date

You can change you legend for you service by clicking on the filters and editing the slot availability period

Further Information

For further information, please refer to the 3 blue buttons found top right of the dashboard.  An Information Button, Video Button and a help guide button

The Information button will identify any filters that have been applied, behind the scenes that you don’t have access to or any special calculations.

Instructional video

You can access an instruction video by clicking on the Demo Video button, which can also be accessed here

Summary Tips

The Help guide will give you a summary tips for each dashboard.  These can be accessed by toggling on and off the blue button and will display an overlay of helpful prompts.