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Woodward Associates (UK) Ltd - EasyAudit+ Help Document 1
& EasyAudit V 10.0
HELP DOCUMENT
EasyAudit+ V 10.0
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 2
Contents
Introduction ...................................................................................................................................................................... 4
New Audit Window ........................................................................................................................................................... 5
Types of Audit ................................................................................................................................................................... 5
Audit Commission File Format Auto Detect ..................................................................................................................... 6
EasyAudit File Detection ................................................................................................................................................... 7
Bespoke Categories ........................................................................................................................................................... 8
Specialty Audit .................................................................................................................................................................. 9
Audit List View (Screen) .................................................................................................................................................. 10
Start an Audit .................................................................................................................................................................. 11
Audit List Menu ............................................................................................................................................................... 11
Right-click (Single Audit Selected) ................................................................................................................................... 11
Right-click (Multiple Audits Selected) ............................................................................................................................. 11
Worksheet Menu ............................................................................................................................................................ 12
Episode List – Audit Menu .............................................................................................................................................. 13
Episode List – Audit Menu (PbR and Bespoke) ............................................................................................................... 13
Worksheet ....................................................................................................................................................................... 14
Worksheet Screen (Coding Tab) ..................................................................................................................................... 15
Worksheet Screen (Other Tab) ....................................................................................................................................... 16
Frequently asked Questions ........................................................................................................................................... 17
1. Password Reset........................................................................................................................................... 17
2. Loading & Troubleshooting Audit Data ...................................................................................................... 17
3. Backup & Restore ....................................................................................................................................... 17
4. Merging Multiple Audits ............................................................................................................................. 18
5. Errors Whilst Merging Audits ..................................................................................................................... 18
6. Import Data Format .................................................................................................................................... 18
7. Error Key identification ............................................................................................................................... 19
Data Import Requirements: ............................................................................................................................................ 20
EasyAudit+ Outpatient Format ................................................................................................................................... 20
EasyAudit+ A&E Format .............................................................................................................................................. 21
A&E Investigation Codes (external link) ...................................................................................................................... 21
A&E Treatment Codes (external link) ......................................................................................................................... 21
EasyAudit APC Format ................................................................................................................................................ 22
EasyAudit Data Problems ................................................................................................................................................ 23
Starting Application - Duplicate Episodes found in EasyAudit Database .................................................................... 23
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 3
Data Import Error: “Warning: Inconsistent file structure” ......................................................................................... 24
Data Import - Duplicates Identified ............................................................................................................................ 25
Unable to Connect to the Database ............................................................................................................................ 25
No Backup Found ........................................................................................................................................................ 27
Database corrupt or unreadable ................................................................................................................................. 27
To restore a Database from the Audit List screen ...................................................................................................... 27
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 4
Introduction
What is EasyAudit.. EasyAudit is a standalone tool for use when undertaking Inpatient Coding Audits
What is EasyAudit+..
EasyAudit+
allows you to audit Outpatient and A&E data
Who is EasyAudit For..
External Auditors
Coding Managers and senior coding staff wishing to perform internal audits
Particularly for those wanting to:
Streamline the audit process
Minimise the time taken to produce audit reports and audit statistics
Determine the effects of Coding upon reimbursement
What does EasyAudit Do..
Lets you import previously coded data from your PAS system
Allows you to easily audit individual episodes using standard Audit Framework keys
Highlights the differences between coded and audited data detailing differences in HRG and tariff assignment for both episode and
spell
Produces automated extracts in Microsoft Word format that are easily embedded into audit reports
Automatically manages data for multi auditor reports
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 5
New Audit Window
Name of Audit: Enter a name for your audit
Browse: Navigate to where your audit is saved
Organisation: This is the name of the hospital / provider. If the name of the organisation is saved within the import file this will
populate automatically otherwise you will need to manually enter the organisation
Audit Focus: This defines the type of audit to be run
Tariff Year: This affects the grouping, tariffing and reporting
Documentation Source: This sets a default source for each episode within the audit.
Catagories: these are used to assist in collating specific / related episodes and are reflect with all reports
Types of Audit Audit Commission
o Automatically identifies the audit commission data formats
o Full financial reporting – based on audit commission reports
PbR – Payment by Result
o Select this if you want to run a full National Framework audit
o Full financial reporting – based on audit commission reports
Bespoke
o Select this if you DON’T want to run a full National Framework audit and you are NOT running a Specialty audit
o Full financial reporting- based on IG (Information Governance) audit reports
Specialty
o Select Specialty Audit if you DON’T want financial reporting –
o Reduced financial reporting
The next few pages describe the different audits.
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 6
Audit Commission File Format Auto Detect
This feature automatically identifies the audit commission data formats
An input file with the audit commission file format does not allow for audit focus, Tariff Year and Category selection
The number of records within the file import is displayed at the bottom of the screen. If there are a large number of records
(indicating potential slow performance), this number is displayed in RED.
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 7
EasyAudit File Detection
PbR: Payment By Result
The following screen shows a PbR audit import.
A PbR audit includes reports specific to the tariff year and requires auditing of additional data items such as dates, sex and admission method.
Select this ONLY if you want to run a full National Framework audit.
Catagories: These are used to assist in collating related episodes /spells and are reflected within all reports.
Catagories are user definable: (Add / Delete). To rename, select category and enter new text.
Tariff Year: Manual Selection. Select the correct year for audit frame work grouping and tariffs
Documentation Source: Manual Selection. This sets a default source for each episode within the audit
The number of records within the file import is displayed at the bottom of the screen. If there are a large number of records (indicating
potential slow performance), this number is displayed in RED.
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 8
Bespoke Categories
The following screen shows a Bespoke Categories audit import.
A Bespoke Categories audit does NOT require the auditing of additional data items such as dates, sex and admission method. Select this if you
DO NOT want to run a full National Framework audit and you are not running a Specialty audit.
Catagories: these are used to assist in collating related episodes /spells and are reflected within all reports. Within the bespoke
categories these are user definable. (select Add / Delete). To rename, select category and enter new text.
The report is based on the Information Governance Standard
The number of records within the file import is displayed at the bottom of the screen. If there are a large number of records (indicating
potential slow performance), this number is displayed in RED.
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 9
Specialty Audit
The following screen shows a Specialty audit import.
A Specialty report can be used to determin the quality of coding at the episode level.
Select Specialty Audit if you DO NOT want financial reporting - (if financial reporting is required then use either Bespoke Catagories or PbR
audits)
A Specialty Audit is:
Episode based – NOT spell based
Uses categories based on Specialty
Has user selectable Specialties
Has reduced financial reporting
Specialties:
These are used to assist in collating related episodes and are reflected within all reports.
These are user selectable.
These appear automatically and are read from the audit
The number of records within the file import is displayed at the bottom of the screen. If there are a large number of records (indicating
potential slow performance), this number is displayed in RED.
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 10
Audit List View (Screen) After Importing your Audit, the following Audit List screen is displayed
List of Imported Audits
White Un-started Audit
Red Incomplete Audit
Green Completed Audit
Blue Currently Selected Audits
Summary statistics of audits
(Right Click) to access this menu
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 11
Start an Audit To Start an audit double click the specific audit from the Audit List screen
Audit List Menu Audit
o New – Start a new audit by loading a data file
Tools
o Backup DB – Backup the entire EasyAudit database
o Re-load a single audit backup file – Restore a previously saved single audit from backup
o Preferences – Change EasyAudit validation/proxy/database location settings
o Undelete Audit – Restore a previously-deleted audit
o Validate Database – Re-run validation against every audit
o Compact Database – Compress the entire EasyAudit database to reduce size
o View Encrypted/Decrypted File – Facility to encrypt/decrypt a file for securely exchanging patient-confidential data
o International Settings – Report current Windows localisation settings (e.g. date format)
o Restore Database – Restore the entire EasyAudit audit database from a backup
Help
o About – EasyAudit version information & database storage location
o EasyAudit Help – This document
o Check For Updates – Connect to the Internet and check for a more recent software release
Right-click (Single Audit Selected) Open Audit – Opens the selected audit
Complete / Uncomplete Audit – Flags an audit as complete (finished auditing) or auditing in progress
Delete Audit – Deletes an audit from the list. Can be undone via the Tools -> Undelete Audit menu
Audit Properties – Edits the properties of an audit (type, specialty areas etc)
Merge Export – Export audit data for import into another auditor’s EasyAudit
Merge Import – Import data from another auditor’s EasyAudit into your own
Create a single audit backup file -
Archive – Generate a report suitable for sending to the Audit Commission
Picklist Export – Export the current audit picklist data
Picklist Import – Import new picklist data
Run Summary Report (<year>) – Generate a summary report for <year>
Run Specialty Summary – Generate a specialty summary report
Regroup Audit – Re-run grouping on all episodes in the audit
Right-click (Multiple Audits Selected) Delete Audits – Delete all selected audits
Combine Audits – Combine audited data in selected audits
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 12
Worksheet Menu A WorkSheet is displayed after you have ‘double-clicked’ an imported audit
from the Audit List
The worksheet displays the episode list from within your selected audit.
As each episode is audited a status flag is generated NOTE … the EPISODE LIST only displays the
top 300 episodes. If you require to view an episode beyond this, you will need to enter the
PatientID within the PatientID column and select ‘return’ on the k/b
A = Audited
E = Coding Errors
H = HRG Errors
D = Agreed Differences
e = Data Errors (PbR only)
C = Category Area (PbR and Bespoke only)
Audit specialty statistics summary List of audit episodes
White Unaudited Episode
Green Audited Episode
Blue Currently Selected Episode
(Right Click) to access this menu
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 13
Episode List – Audit Menu EPISODE LIST only displays the top 300 episodes. If you require to view an episode beyond this, then you will need to enter the
PatientID within the PatientID column and select ‘return’ on the k/b
Export selected episodes to word: Create a summary report for the selected records within MS Word. The order that the records
are shown in the report corresponds to that on the Episode List screen
Search using Patient ID / ID: Toggles whether Patient ID or ID is used for patient ID looks ups. This is useful when a report shows an
anonymised ID, so the original episode can be found
Select Episodes in this spell: Selects the other FCEs from the selected spell FCE
Select None: Unselects any episodes that have been highlighted and resets active filter (such as ‘ select only audited’)
Select Only Audited: Selects only the records that are marked as audited
Select only Coding Errors: Selects only the records that are marked as having a coding error
Select only HRG Differences: Selects only the records that have HRG differences
Select only Partial Spells: Selects the records that seem to have partial spells
Select only Price Difference: Selects only the records that have price differences
Select only Zero Tariff: Selects only the records that have Zero Tariff
Unselect all: Unselects all selected / highlighted episodes. If no episodes are displayed via a previous select command then you will
need to ‘Select None’ to show the episode list
Manual Episode: Only useful for a manual audit, allows entry of a new record. All data must be entered manually. Any audit with
Manual episodes cannot be merged.
Manual Episode - Add to Spell: Only useful for a manual audit. Allows entry of a new record by extending the spell for an existing
FCE. Some data in copied from the original FCE, but other data must be entered manually. Any audit with Manual episodes cannot be
merged
Manual Episode – Delete: Deletes new records entered using Manual Episode
Episode List – Audit Menu (PbR and Bespoke) Select Only Data Errors: Selects only the records that are marked as having a Data error (PbR only)
Category Area: Displays a unique ID based on Categories entered during an Audit Import (PbR or Bespoke only).
Reports show the Categories created and NOT the ID.
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 14
Worksheet A Worksheet is the name given to the actual episode you are auditing.
To launch a Worksheet, double-click an episode within the Episode List.
EPISODE LIST only displays the top 300 episodes. If you require to view an episode beyond this, you will need to enter the PatientID
within the PatientID column and select ‘return’ on the k/b
Depending on the type of audit you are running, there are two different types of Worksheet displayed
PbR or Audit Commission audit: Your worksheet will have TWO tabs (Coding / Other)
Bespoke or Specialty audit: Your worksheet will have ONE tab (Coding)
The following selectable fields are common across both types of worksheet;
The Coding tab functionality (Coding Analysis)
Audit Details
Episode Details
Copy Codes
Copy Data (PbR and Audit Commission only)
Agree Differences
Source Documentation
Category
Reason (give a reason for selecting UTA)
UTA (Unsafe To Audit)
Note; Outpatient and A&E have slightly different Audit and Episode Details but the functionality is the same.
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 15
Worksheet Screen (Coding Tab) The Coding Tab allows you to enter coding information in the space provided on the right-hand side of the Worksheet screen.
The Worksheet screen displays the coding information for a selected record and provides space in which to provide audited re-coding
To start the process, select the ‘Copy Codes’ and ‘Copy Data’ buttons
The left hand
side of the
screen is
summary
information
covering the
administration
information
from the record
for reference
purposes.
If the record cannot be audited, select the UTA
option (Unsafe to Audit) – this will automatically
fill in the Unsafe to Audit error code in all coding
fields
Where differences exist between the
audited codes and the trust codes,
checking the Agree Differences checkbox
will mark the discrepancies as having
been approved
Towards the right hand side of the screen are the areas where re-coding can be entered along with the appropriate error code where differences have been found. The Copy Trust Codes button can be pressed to duplicate all the original coding for the re-coding fields and pressing Clear Audit will blank them out. As re-coding is entered, the HRG groups within the HRG Analysis section will be updated accordingly. Clicking in the space provided for Error Key will display a drop-down list of valid error codes for quick selection. Additional supporting notes (Reason) must be selected if an error key is entered
If the reference material differs to that displayed within the Source Documentation drop-down box, the appropriate source can be altered for this record. Doing this does not affect the default that was selected when the audit was created
Once a record has been completely audited, press the Save button to record the re-coding and to close this screen. Alternatively press Cancel to close this screen without saving any re-coding
Pressing the Help button ( ) will display the online version of this help documentation
HRG Analysis: The yellow highlighted area is the HRG based on the imported data. The white area is HRG based on the auditors entries. These
can be different if amendments have been applied to the episode / spell by the auditor. All episodes in a spell need to be completed before the
correct HRG is generated.
UZ01Z – data invalid for grouping will indicate an issue with the spell / episode. The text to the right of this will highlight what error caused the
UZ01Z to be flagged (i.e. ‘Primary diagnosis is blank etc).
RED = Trust Data is different from the Audited Data
GREEN = Trust Data is the same as the Audited Data
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 16
Worksheet Screen (Other Tab) Enter non-coding verification information in the space provided. This window is for PbR and Audit Commission audits only. The default status
of this window is that all box's (except LOS) need to be entered manually even though 'Copy Trust Codes' button has been initiated.
DOB drop-down: enter patient DOB. If the audited DOB does not agree with Trust data then the status indicator will turn red (status is based on DOB and EpiStart). If the status is red then the Auditor can set the DOB status drop-down box as AGEINC (age inconsistent) AGEUNK (age unknown). If the status is green then the drop-down box should be left blank
LOS: this is based on the EpiStart and EpiEnd. If the audited LOS does not agree with Trust data then the status indicator will turn red (status based on EpiStart and EpiEnd). If the status is red then the auditor can set the LOS status drop-down box as LOSINC or LOSUNK. If the status is green then the drop-down box should be left blank.
Adm Method Type: the Auditor will need to confirm the Adm Method Type via the drop-down option box. If the Auditor does not agree with the trust data then the red status box will be set and the Auditor will need to confirm status via the Adm Method Type status box as ADMINC or ADMUNK. If the status is green then the drop-down box should be left blank
SEX: the sex indicator is based on the Trust Data patient gender. If the Auditor does not agree with the Trust Data patient gender then they can enter the correct data and flag the status within the status drop-down box as SEXINC or SEXUNK. If the status is green then the drop-down box should be left blank
Save: When the Audit is complete the Auditor can save the audited episode by selecting the Save button, If the Audit is not complete and the Save button is pressed, a warning pop-up window will indicate the status as "Error Keys not completed on Other Tab". You will then be returned to the Select Record screen, with the record that has just been saved now highlighted in green to indicate that it has been audited. If errors were found during the re-coding there will also be a red icon with a cross in the E column as an indication. If these led to a difference in HRG assignment, there will be a similar red icon in the H column against that record. (refer to Column Header meaning - above)
Red / Green status indicators: These status indicators
give an indication as to the validity of the data;
RED Trust Data is different from the Audited Data
GREEN Trust Data is the same as the Audited Data Copy Button: This copies the Trust data (date) into the
Auditor window for EpiStart, EpiEnd, AdmiDate and DisDate.
If the Auditor does not agree with Trust data they can enter
their own dates via the drop-down box's or directly
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 17
Frequently asked Questions
1. Password Reset - “I’ve forgotten my password, how do I get back into Easy Audit?”
- At the Easy Audit login screen, enter your username and click Reset Password.
- Enter your new password of choice in the Password box.
- In the box that appears at the bottom, enter your registration key (see original email, or contact Woodward Associates support).
- Click Reset.
2. Loading & Troubleshooting Audit Data – “I have some data from a trust - how do I load it?”
- On the Open Audit screen click Audit -> New from the menu.
- Enter a meaningful name to help identify the audit in the Your Name for this Audit box.
- Click Browse and select the data file you want to load. Click OK.
- Most fields should complete themselves via data read from the file (make sure the data file you’re trying to read isn’t currently
open in Excel!)
- The Organisation, Audit Focus & Tariff Year should be automatically completed, but can be manually changed if desired.
- Select your audit Documentation Source from the dropdown.
- If you are performing a Specialty audit, select the appropriate specialties you want to audit from those listed.
- If you are performing a Bespoke Categories or PbR audit, you can add/remove categories via the Add/Delete buttons, and click the
category names to edit them.
- Click Load.
- If there are any problems loading or validating your data, the Validation window will pop up and list the errors.
3. Backup & Restore – “How do I keep my audits safe? How do I bring back old audits?”
To backup your entire audit database
- Select Tools -> Backup from the menu
- Click Browse to choose where to save your backup (e.g. a USB drive) and click Backup.
To backup a single audit
- Right-click the relevant audit in the audit list, and select Create a single audit backup file.
- Click Browse to choose where to save your backup (e.g. a USB drive) and click Save.
To restore your entire audit database
- Select Tools -> Restore Database from the menu and choose the file to restore.
To restore a single audit
- Select Tools -> Re-load a single audit backup file from the menu and choose the file to restore.
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 18
4. Merging Multiple Audits – “How do I combine the audits from these two machines/people?”
The general way of dividing an audit between individuals is that the ‘master audit’ is kept and a copy (master.copy) is given to each
auditor who then audits a selection of episodes. Once the auditor has completed their selection of episodes, they export and merge
back into the master audit file. You continue to do this until all episodes have been audited and merged back into the original audit
(master audit) – see details below. (Note: Merging between different EasyAudit versions is not recommended.)
If you have audited different parts (e.g. different specialties) of the same original dataset on machine A and machine B
On machine A, right-click the relevant audit, and choose Merge Export.
Click Browse to choose a location to save the export file (e.g. a USB drive) and click Export.
On machine B, right-click the relevant audit, and choose Merge Import.
Use Browse to locate the file you previously exported, and click Import.
5. Errors Whilst Merging Audits
If you receive an error(s) during merging ‘Episode number not found row …….. ’, this indicates you are trying to merge completed
episodes into a file that does not have the same episodes in an un-audited state. Refer to point 4. Merging Multiple Audits.
6. Import Data Format – “What do I need to tell my trust to ask for data I can audit?”
Depending on the kind of audit you want to perform, there are several different formats for supplying the data (see Data
Requirements).
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 19
7. Error Key identification Error keys available are dependent on the type of audit you are undertaking (Inpatient, Outpatient, A&E).
The example below displays Error Keys based an A&E audit. The functionality is the same for all audits.
After launching the episode you wish to audit, click on the box under ‘Error Key’.
Select the down arrow to display available keys Place your mouse pointer over any of the displayed keys You will now be shown a general overview pop-up of what that key represents Moving the mouse up or down will display information relating to the other keys
After selecting the appropriate Error Key, you will need to enter a ‘Reason’ – (this is not a free form text)
Open the ‘Reason’ drop-down box by selecting the down arrow or clicking within the box
If you don’t see the down arrow within the ‘Reason’ box, you might have to slide your window scroll bar to the right
Select the Reason from the available options
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 20
Data Import Requirements:
EasyAudit+ Outpatient Format The values in those columns must conform to Data Dictionary definitions. Reference can be made to:
http://www.datadictionary.nhs.uk/
The data supplied for audit must be standard ASCII and consist of defined data values supplied in a CSV format. Dates should be formatted as
CCYYMMDD. The order of these fields is not important, but the data MUST have all of the following Field Names in the header correctly spelt:
Field Name Field contents
ATTENDANCE_ID Attendance ID
PATIENT_ID Local Patient ID
PROVIDER_CODE Provider Code
PROVIDER_SITE_CODE Provider Site Code
GP_PRACTICE_PCT GP Practice PCT Code
ATTENDANCE_DATE Date of Appointment
BIRTH_DATE Date of Birth
AGE Age at Attendance
SEX Sex
MAIN_SPECIALTY_CODE Main Specialty
TREATMENT_FUNCTION_CODE Treatment Function Code
FIRST_ATTENDANCE First Attendance
ATTENDANCE_STATUS Attend or Did Not Attend
ATTENDANCE_OUTCOME Outcome of Attendance
CONSULTANT_CODE Consultant Code
PRIMARY_DIAGNOSIS_CODE Primary Diagnosis
SECONDARY_DIAGNOSIS_CODE_N 12 Secondary Diagnoses
PRIMARY_PROCEDURE_CODE Primary Procedure
SECONDARY_PROCEDURE_CODE_N 12 Secondary Procedures
HRG SUS HRG
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 21
EasyAudit+ A&E Format
The values in those columns must conform to Data Dictionary definitions. Reference can be made to:
http://www.datadictionary.nhs.uk
The data supplied for audit must be standard ASCII and consist of defined data values supplied in a CSV format. Dates should be formatted as
CCYYMMDD. The order of these fields is not important, but the data MUST have all of the following Field Names in the header correctly spelt:
Field Name Field contents
ATTENDANCE_ID Attendance ID
PATIENT_ID Local Patient ID
PROVIDER_CODE Provider Code
PROVIDER_SITE Provider Site Code
GP_PRACTICE_PCT GP Practice PCT Code
BIRTH_DATE Date of Birth
AGE Age at Attendance
SEX Sex
AE_STAFF_MEMBER_CODE A&E staff member code
AE_REFERRAL_SOURCE Referral source
GP_PRACTICE_CODE GP practice code
ARRIVAL_DATE Arrival date
ARRIVAL_TIME Arrival time
AE_ATTENDANCE_DISPOSAL Attendance disposal
AE_INVESTIGATION_FIRST Main Investigation Code
AE_INVESTIGATION_SECOND_N 12 Secondary Investigation Codes
AE_TREATMENT_FIRST Main Treatment Code
AE_TREATMENT_SECOND_N 12 Secondary Treatment Codes
HRG HRG
A&E Investigation Codes (external link) Accident and Emergency Investigation Code
A&E Treatment Codes (external link) Accident and Emergency Treatment Code
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 22
EasyAudit APC Format
The values in those columns must conform to Data Dictionary definitions. Reference can be made to:
http://www.datadictionary.nhs.uk/
The data supplied for audit must be standard ASCII and consist of defined data values supplied in a fixed CSV format. Dates should be
formatted as CCYYMMDD. Data MUST be provided in the following format / column order: (EXAMPLE DATA IS DISPLAYED)
1 - A PROCODET Provider Code (PROVIDER_CODE) RZN
2 - B PURCODE Purchaser (PCT) Code (GP_PRACTICE_PCT) 01X
3 - C PROVSPNO SUS Spell ID (SPELL_ID) 1234567
4 - D EPIORDER Episode Order (EPISODE_NUMBER) 1
5 - E ADMIDATE Admission Start Date (ADMISSION_DATE) 20120119
6 - F DISDATE Discharge Date (DISCHARGE_DATE) 20120119
7 - G EPISTART Episode Start Date (EPISODE_START_DATE) 20120119
8 - H EPIEND Episode End Date (EPISODE_END_DATE) 20120119
9 - I STARTAGE Age At Start Of Episode (AGE_EPISODE_START_D)
20120119
10 - J SEX Sex (SEX) 1
11 - K CLASSPAT Patient Classification (PATIENT_CLASSIFICATION)
1
12 - L ADMISORC Admission Source (ADMISSION_SOURCE) 19
13 - M ADMIMETH Admission Method (ADMISSION_METHOD) 22
14 - N DISDEST Discharge Destination (DISCHARGE_DESTINATION)
79
15 - O DISMETH Discharge Method (DISCHARGE_METHOD) 4
16 - P EPIDUR Episode Duration (EPISODE_DURATION) 10
17 - Q MAINSPEF Main Specialty (MAIN_SPECIALTY_CODE) 340
18 - R NEOCARE Neonatal Level Of Care (NEONATAL_LEVEL_OF_CARE)
8
19 - S TRETSPEF Treatment Function Code (TREATMENT_FUNCTION_CODE)
340
20 - T LEGLSTAT Legal Status (LEGAL_STATUS_CLASSIFICATION)
21 - U CONSULT Consultant Code (CONSULTANT_CODE) C1234567
22 - V DIAG_01 Primary Diagnosis (PRIMARY_DIAGNOSIS_CODE)
A047
23 35 W AI DIAG_02..DIAG_14 13 Secondary Diagnoses
36 - AJ OPER_01 Primary Procedure (PRIMARY_PROCEDURE_CODE)
H251
37 47 AK AU OPER_02..OPER_12 11 Secondary Procedures
48 - AV PATIENTID Patient ID 123456
49 - AW FCE_HRG FCE HRG (HRG4) FZ36E
50 - AX SPELL_HRG Spell HRG (HRG4) FZ36E
51 - AY DOB Date of Birth (BIRTH_DATE) 19321031
52 - AZ CCDAYS Critical Care Days (CCDAYS)
53 - BA AREA Category / Area Audited
54 - BB REHABILITATIONDAYS Rehabilitation days
55 - BC SPCDAYS SPC Days
56 - BD CoderId CoderId
57 141 BE EK DIAG_16..DIAG_99 85 Further Secondary Diagnoses
142 228 EL HT OPER_13..OPER_99 87 Further Secondary Procedures
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 23
EasyAudit Data Problems
Starting Application - Duplicate Episodes found in EasyAudit Database EasyAudit now initiates a Database ‘sanity’ check on start-up;
1. On start-up, duplicate Errors are identified and reported
2. The user is requested to back-up the database prior to the database ‘clean-up’ script running
3. The audited version of the duplicate episode is deleted
4. The un-audited (original) of the duplicate episode is left
Note: If you select NOT to backup your database before repairing the database, the ‘Clean-up’ script will still run and remove all duplicates
found within the EasyAudit Database – however, you will not have a copy of the original database / data.
Woodward Associates (UK) Ltd - EasyAudit+ Help Document 24
Data Import Error: “Warning: Inconsistent file structure”
This error indicates there are possible missing entries or inconsistent number of columns within the imported data. This may need to be
addressed prior to importing the data. If you are unable to load the data, please send an anonymised version to
[email protected] for further investigation.
Note: If you decide to ignore the warning and load the data, a second window will require confirming prior to data load
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Data Import - Duplicates Identified
If your data import file contains duplicate episodes you will now be presented with a ‘Duplicates found while loading data!’ window. The
details displayed within this window indicate the duplicate data found. You will need to remove all duplicates before a successful load will be
initiated.
Note: Current Line is an indicator only. Any change to your CSV import file will alter the line of the original duplicates – i.e. if you delete line 20
because there is a duplicate, then what was line 21 is now line 20 and therefore all other displayed duplicates will be out by a factor of 1 (one).
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Unable to Connect to the Database
If you find that your database is unreadable or corrupt, EasyAudit allows you to restore from a list of 9 previous backups. The process is easy to
initiate. Ensure you select the most appropriate database backup (based on date). *** This is a destructive process and will overwrite
your current Database ***
From The login Screen
Select Restore DB
A new window will appear with a list of known backups (if no backups found, please refer to ’No Backup Found’)
Double-click on the Database you wish to restore
“File Restore” displays the Database you wish to restore from
Select Restore
A warning notice will be displayed –
o “This will delete your current database … “ select the YES button if you wish to proceed (proceed with caution)
o A restore succeeded window will be displayed - If for some reason the update fails to restore, you may need to
select another saved Database file via the restore option
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No Backup Found If you have not carried out any backups recently or if EasyAudit can’t locate a backup file, you can navigate to the backup location by;
Select Help
About
About Window opens – click on ‘Database is here’ link
Database corrupt or unreadable If EasyAudit detects a corrupt database, it may start from either the login screen or go directly to the Audit List screen.
To restore a database from the login screen, please refer to “Unable to Connect to the Database”. *** This is a destructive process and
will overwrite your current Database ***
To restore a Database from the Audit List screen
Select Tools
Select Restore Database
Once the Restore window appears, follow the steps from “Unable to Connect to the Database”
If you would like further help topics or explanation to be added to this document, please email [email protected]