CLINICAL - Groups, Dynamic and Static

the groups view in the work centre is used to maintain, view and use patient groups in dynamic groups, patients are automatically added or removed depending on the rules for the groups, for example 'all patients with diabetes' or 'all male patients over 60' these groups look for matching information in the database and are updated accordingly static groups are created from dynamic groups, for a specific date and hold all the information from the database at the time the group is set up as information in the database changes, the static group will not filing system all three lists of groups in the view are ordered in a hierarchical system with a tree structure of categories and subcategories you can drag and drop patient groups within a list into a new category click + and to expand and collapse the category the relevant icons in the groups view toolbar allow you to icon description create a new category create a new subcategory edit a group category name delete a category note patient groups under a deleted category are not deleted; they collapse into the level above dynamic groups select the groups view in the clinical segment menu of the work centre segment bar there is a default list of dynamic groups for all of the chronic diseases select a dynamic group click in the groups view toolbar the patients belonging to this group are listed in the patients in group panel because the file number of each patient is shown, the information is contextual you can select a patient line and perform any relevant action directly for that patient by clicking on the relevant main toolbar icon or menu option dynamic group criteria entry or modification select the desired dynamic group click in the groups view toolbar this opens the edit group window enter the relevant details in the filter tab field description caption free text field used to summarize the rule or rules to be used for filtering use for filtering click the dropdown arrow and select the style of filtering to be used general to specify a set of rules from a template this is the common setting; stored query to use a database query to select patient records; macro to write a program using the macro language to select patient records age click the dropdown arrow and select the appropriate option in the adjacent field, specify the age of the patients that should be included in the filter gender click the dropdown arrow and select gender disease code (unlabelled field) use this option to include or exclude patients with a specific disease click the dropdown arrow and select for example, enter 'depression' if you want to include patients with depression or anxiety depression etc in their records; no dx description and enter a disease description to have all patients without that problem description in their records to be included in the filter in populating the group, the system will look in only one of these views of the patient records for the timeframe, select you can further limit the selection according to whether the diagnosis is currently active and/or open options are the status field of a diagnosis determines whether it is active or inactive a closed diagnosis is one that has a to date dx code and specify a disease code to have patients with that disease code in their records to be included in the filter; no dx code and specify a disease code to have all patients without that disease code in their records to be included in the filter; dx description and enter a disease description to have all patients whose record contains the specified text to be included in the filter problems encounters invoices ever if you do not wish to limit the timeframe or one of the time periods ( in last 2 weeks , in last 24 months ) to limit the group to those who have (or have not) had this diagnosis in that timeframe any ; active, open ; active, closed ; inactive, open ; inactive, closed service (unlabelled field) use this option to include or exclude patients who have (or have not) been invoiced for a certain service code or service description click the dropdown arrow and select for the timeframe, select please note that negative selection criteria (such as is not found or no dx description ) can take a very long time to process, especially with large databases it is recommended that these dynamic groups be processed outside of busy transactional times is found to include only patients who have had that service; is not found to include only patients who have not had that service ever if you do not wish to limit the timeframe or one of the time periods ( in last 2 weeks , in last 24 months ) to limit the group to those who have (or have not) been invoiced for the service in that timeframe medications prescribed (unlabelled field) click the dropdown arrow and select for the timeframe, select then enter the name of the medication (or part of it) to have the filter include only patients for whom the specified medication has been prescribed or listed in their usual medications prescription or usual med ever if you do not wish to limit the timeframe or one of the time periods clinical notes (unlabeled field) use the notes contain option to include or exclude patients based on whether or not a specific text string appears in any of their clinical notes click the dropdown arrow and select for the timeframe, select using the notes contain search parameter will search the complete database for the word(s) in question this will take a long time, and will use most of profile’s resources we suggest avoiding this search criterion if it’s necessary to do so, set up and run outside of normal business hours when the system is otherwise not being used is found and enter the required text to include only those patients that have at least one contact where the specified text was entered for example, 'suspected anorexia'; is not found and enter the required text to include only those patients that do not have any contact containing the specified text ever if you do not wish to limit the timeframe or one of the time periods hri (unlabelled field) and item has the parameters use this option to include or exclude patients based on whether or not a specific hri appears for the patient within the specified period for example, if you wanted to include all patients who have an a1c lab result, you could set it up as shown below filter by patient status check this checkbox to limit the filter to those patients whose statuses are among those checked in the list check or uncheck the desired statuses patients will only be included in the list if they match all the criteria stated in this window enter the relevant details in the presentation tabthe presentation tab allows you to select the columns that will be used to populate the list in the patients in group panel by checking or unchecking the desired checkboxes you can add custom columns to display a most recent hri in the time frame for the patients field description get presentation settings from click the dropdown arrow and select from patient group if assigned to display columns selected in this view only if they are different than the ones selected in the patient groups filter view of the work centre; always from patient group to always display columns selected in this view; always from view filter to always display columns selected in the patient groups filter view of the work centre add custom column click to add a custom column delete custom column select a column and click the icon to delete it most recent hri and item has the parameters use this option to include a new column with an hri to display this is similar to those in the filter tab press ok dynamic groups creation click in the groups view toolbar this opens the new dynamic group window in the name field, enter an appropriate name if you don't want this group to be available to other providers, uncheck the shared checkbox click the dropdown arrow in the status field and select a status, if desired click the dropdown arrow in the privacy field and select a privacy setting, if desired click the ellipsis in the owner field and select an owner, if desired press ok static groups creation click in the groups view toolbar this opens the new static group window in the name field, enter an appropriate name if you don't want this group to be available to other providers, uncheck the shared checkbox click the dropdown arrow in the status field and select a status, if desired click the dropdown arrow in the privacy field and select a privacy setting, if desired click the ellipsis in the owner field and select an owner, if desired press ok the edit group window opens check the column checkboxes that will be used to populate the list in the patients in group panel press ok static group creation from a dynamic group select a dynamic group holding down your left mouse button, drag the dynamic group to the static groups panel a new static group window opens enter a group name and press ok in the presentation tab, check the column checkboxes that will be used to populate the list in the patients in group panel press ok to create the group click in the groups view toolbar the patients belonging to this group are listed in the patients in group panel groups undocking groups can be undocked to perform additional functions for patients within a group, such as adding them to a care plan select the desired dynamic group click in the groups view toolbar the patients belonging to this group are listed in the patients in group panel click in the groups view toolbar this opens the patient group in a new window using the checkboxes on the left side, select the patient to action the following actions can be performed with the toolbar icons icon action add problem add a problem to the selected patients’ problem lists add alert add an alert to the selected patients’ files add care plan add the selected patients to a care plan add intervention add an intervention for the selected patients toggle appointment quick search panel note patients who already have had the action performed previously will be skipped compound patient groups unions and intersections union a grouping where the patients are included in one group or another for example patients who have either asthma or diabetes intersection a grouping where the patients are included in one group and another for example patients who have asthma and diabetes choose 2 dynamic or static groups upon which you want to base the union or intersection select the first group, and then while holding the \[ shift ] or \[ ctrl ], select the second group click on the new union , or new intersection icon in the groups view toolbar this opens the new compound group window enter the name of the group in the name field, select the presentation tab and check the column checkboxes that will be used to populate the list press ok the new group will appear in the unions and intersections panel hot tip these groups can be made up of dynamic, static, union or intersection groups in any combination note users should use caution when creating unions and intersections of dynamic groups because they have the potential to be very taxing on the server to the point of causing extreme slowness or freezing of profile generally, unions and intersections of dynamic groups should try to be kept to under approximately five groups to reduce the complexity of the database query if more complex queries are needed, find objects queries are a more efficient and less impactful way to query the database here is an example of an intersection group that can be made with 2 newly created groups this group will find a list of patients that are diabetic but have not been prescribed metformin in the last 12 months this can be useful to identify any patients that have not come in to have their prescriptions renewed you can use an existing diabetics dynamic group or you can make one which uses the text description of 'diabetes' to look through patients' problem lists for any type of diabetes create a group to search for all patients that have not been prescribed metformin in the last 12 months the drug and the duration are things that can be customized to suit the need of the clinic once the 2 groups above have been created, make an intersection group with them this will return a list of all the diabetic patients that have not been prescribed metformin in the past 12 months comparison the compound group functionality allows to make analysis through comparing patient groups the comparison can be done through the comparison tab of the edit compound group window in this example, we're looking for the percentage of patients that have asthma and diabetes among the asthma group select the desired compound group click on the groups view toolbar this opens the edit compound group window select the comparison tab enter the relevant details field description numerator panel non editable area that is a mirror of the structure in the definition tab denominator panel click the dropdown arrow in the first field and select an option if definition is selected, the structure panel below is enabled using the toolbar and arrows, modify the structure as desired if group is selected, the dropdown menu on the right is enabled select a group from the list reset button click to reset the denominator to its original settings output panel check the checkbox to display a comparator panel displayed below the patients in group panel the description field is free text enter descriptive text for the comparator ouput the numerator field is free text enter the name of the numerator check the count checkbox to display a count for the numerator check the % checkbox to display a percentage for the numerator the denominator field is free text enter the name of the denominator check the count checkbox to display a count for the denominator in the presentation tab, check the column checkboxes that will be used to populate the list press ok in this example, the result shows 2 (10 53%) out of 19 patients have asthma and diabetes attachments