IDS Training Session - User Defined Fields & Saving Filters

1. IDS Training Session - User Defined Fields & Saving Filters

2. Webinar Features • To ask a question, first click the orange arrow button to enlarge the menu • Once the menu is enlarged, type in the box to ask a question • To make the presentation full screen, press the • middle blue button

3. What is a User Defined Field? • User Defined Fields (UDF) allow users to create custom reporting categories. Many User Defined Fields are based on MS-DRG Product Lines or zip code service area definitions. Once a UDF is created, it becomes a field in the IDS and can be used like any other reporting field.

4. Why use a User Defined Field? • Instead of reporting on the general fields that are included in IDS, UDFs allow customized reports based on what the user would like to see. • Examples: • Primary and Secondary service area instead of zip codes or counties • Specific hospital services lines instead of using MHA’s pre-defined service codes

5. Creating User Defined Fields • UDFs can be based on single or multiple fields • Simple UDFs are based on one field type • Examples: zip code only or county code only • Complex UDFs are based on multiple fields • Examples: zip code in one category and county code in another category.

6. Simple UDF – Getting Started • Simple User Defined Field is based on one field • To create a User Defined Field for a service area: • Go to File and click on User Defined Fields • Click on Add New UDF

7. Simple UDF – Name UDF • First type in the description of the new UDF • In this example, Service Area is the new UDF • To add categories to the UDF, click on the Categories within UDF tab

8. Simple UDF – Add New Category • Click on Add New Category • Type in the new description • Continue to add as many categories as needed • In this example, Primary Service Area and Secondary Service Area were created

9. Simple UDF – Filter for Category • Next step is to define each category • Highlight the 1st category, which is Primary Service Area • Click on Filter for Category tab • Choose field type to filter on • Add values • Press ‘Validate’ button to make sure values entered are correct * In this example, the Primary Service Area is defined as Lansing zip codes 48911, 48912

10. Simple UDF – Select Value • Continue to define additional categories in the UDF • In this example, the Secondary Service Area consists of other zip codes in Ingham County (48819, 48823-48825, 48840, 48842, 48854, 48864, 48897, 48895, 48906, 48910, 48915, 48933, 49251, 49264, 49385)

11. Simple UDF- Printing • To review the UDF, click on the Print UDF button Example of UDF print out

12. Simple UDF - Report • When running an IDS report, the new UDF will now appear in the field drop down box • All UDFs are denoted by the symbol

13. Simple UDF - Report • Example of a Market Share - One Time Period Report using the new Service Area UDF • Report shows market share data for each category in the UDF • Total represents all categories in the UDF *Demo Data

14. Complex User Defined Field • Complex User Defined Fields are based on multiple fields • Examples of complex UDFs: • Service area definition consisting of both zip codes and counties • Product lines based on MS-DRG and age groups

15. Complex UDF – Name UDF • Create a new UDF called Revised Service Area • UDF will be similar to simple UDF, but will be based on multiple fields • Add categories to the UDF by clicking on the Categories within UDF tab

16. Complex UDF – Add New Category • Click on Add New Category & type in the names of the categories • Primary Service Area • Secondary Service Area

17. Complex UDF – Filter for Category • Next step is to define each category • Highlight the 1st category, which is Primary Service Area • Click on Filter for Category tab • Choose field type to filter on • Add values • Press ‘Validate’ button to make sure values entered are correct * The Primary Service Area definition is the same one used in the first example – 48911, 48912

18. Complex UDF – Select Values • Define the Secondary Service Area as the other zip codes in Ingham • Use county in the filter statement instead of selecting each zip code • Select county from the dropdown for field type • Then choose which county will be used by double clicking in the “Values” box

19. Complex UDF - Report • Example of a Market Share - One Time Period Report using the Revised Service Area UDF Note that numbers are exactly the same as the report using the Service Area UDF. *Demo Data

20. Understanding UDFs • IDS does not permit duplicate records • Each record is assigned to a single category based on the order in which the category was created in the UDF • When multiple fields are used to define UDFs, there may be duplicate records in the definitions, but these results will not be duplicated in your reports.

21. Understanding UDFs Record Does it fulfill this condition? (Category 1) YES NO Place it in Category 1 and move to next record Does it fulfill this condition? (Category 2) YES NO Place it in Category 2 and move to next record Does it fulfill this condition? (Category 3) NO YES Keep looking through categories until categories are finished. If it doesn’t apply to any categories record is not included in report. Place it in Category 3 and move to next record

22. Understanding UDFs • In the Complex UDF example, the Primary Service Area has 2 zip codes from Ingham County • Since the SSA was the last category defined, it only includes zip codes from Ingham County that do NOT belong to the PSA • IDS Help file contains another complex UDF example using DRGs and age groups

23. Sharing UDFs & Filters • Users have the ability to share UDFs & filters with other IDS users • UDFs can be shared with colleagues so work doesn’t have to be duplicated • UDFs can be exported for backup incase a hard drive is lost • Before re-imaging a computer, always export UDFs and saved filters

24. Exporting UDFs & Filters • To use this feature, go to Tools and select Export UDFs or Export Filters

25. Step 1 Exporting UDFs & Filters Four steps to complete the export process • Select the directory location for the export

26. Step 2 Exporting UDFs & Filters 2. Select the item to export

27. Steps 3 & 4 Exporting UDFs & Filter 3. Click the Export button 4. Click Exit to finish – IDS will show “Export Successful” in top right when UDFs have been exported.

28. Sharing UDFs & Filters • Follow the same steps to Import a UDF or filter • Process saves time, especially when product lines or service area definitions have already been created

29. Questions? Michael Ovsenik Client Representative Chris Leong Client Representative IDS Client Support idssupport@mha.org 517-886-8448 or 877-999-4653 http://www.theidsonline.com