The Patient Assignment Compliance Report

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The Patient Assignment Compliance Report

The Patient Assignment Compliance Report was designed for organizations using Assignment Manager. The report allows you to:

Identify profiles with persistent problems maintaining required patient assignments.
Identify profiles where each patient is not being assigned the required caregivers.
Identify profiles where patient demand workload is not being met by the assigned caregivers.
Analyze possible causes when a profile is not making assignments for all of their patients by providing staff utilization data.

Settings that Affect the Patient Assignment Compliance Report

The report uses the Caregiver Role Assignment configuration to find out if a profile has completed all required patient assignments. If you want to use this report, your profiles must be correctly configured to use Assignment Manager.

To check these settings, follow these steps.

Open Clairvia Web.
From the Configure Menu, select Caregiver Role Assignment. This opens the Caregiver Role Assignment configuration page.
Review the Global Skill/Role assignments.

The following illustration displays caregiver role assignments for 6N MedSurg. For patients to be Fully Assigned, they must have caregivers who have the RN skill assigned in the Direct role for the entire shift.

The next illustration displays a patient who is fully assigned (indicated by the green circle and F under Asgn Status) and has had all demand hours met (indicated by Care Hrs of 0.00).

When the user positions their cursor over the Care Hrs value, a tooltip opens. The tooltip states that the CNA is providing 1.33 hours of direct patient care, the RN is providing 2.00 of direct care, and that there are no unassigned care hours. This patient has Fully Assigned Care Hours.

Running the Patient Assignment Compliance Report

Complete the following steps to run the Patient Assignment Compliance report:

From the Reports menu, select Patient Assign > Patient Assignment Compliance. This opens the report page with the Selection Criteria tab active.
Select a Shift Category. Since each report uses only one shift category, Clairvia Web does not allow you to select multiple items for this option. See the following section, A Note about Shift Categories for information about selection best practices.
Select one or more facilities from the Facilities section. Use CTRL+click to select multiple items. Use SHIFT+click to select a range of items. Clairvia Web automatically limits the facilities to those set up for Assignment Manager and to which you have security access.
Select one or more Profiles. The menu only displays those Profiles associated with your selected Shift Category. As with facilities, Clairvia Web automatically limits the profiles to those set up for Assignment Manager and to which you have security access.
Select one or more Global Skills.
Enter a start date in the box or click the calendar icon to use the date menu.
Enter an end date in the box or click the calendar icon to use the date menu. If running the report for one day, enter the same date used in the Start Date box.
Select an Export Type.
- If you select CSV (Comma Separated Values), Clairvia Web exports the report as a CSV file. You can open and edit CSV files in spreadsheet programs such as Microsoft Excel.
- If you select Email, Clairvia Web creates an email with the CSV export file attached. If you select this option, you must also complete the Email Recipients box with the recipients who should receive the report output.
Enter your email address in the Email Recipients box. If you want, you can also add additional email addresses to send the report to other people. When entering multiple addresses, separate the email addresses with the punctuation used by your facility; this is usually a comma (,) or a semi-colon (;). The report uses the exact text you enter here in the email To: line when sending the report output.
Click Run Report. What the page displays next depends on your selected export type:
- CSV: An alert message displays asking you whether you want to open the report or save it. Click Open to open the CSV file in your default CSV editor, such as Notepad or Microsoft Excel. Be aware that report formatting is not always retained when you export a report to Excel in CSV format. Opening a CSV file in Excel may change the format of the data. To view CSV files as they are exported from Clairvia Web, it is recommended that you open the file in a text editor application such as Notepad.
- Email: The solution reviews your report selections. If there are any invalid selections, or if you entered an email address with an invalid format, the page displays an error message prompting you to make corrections. If all required fields are populated correctly, the page displays the following message:
  Report Submitted
  
  Your report has been submitted and will be processed as quickly as possible. The report process may take several hours to complete.
  
  You will receive an email confirmation for submitting the report and an email notification when the report is ready. Click OK to close the message box.

A Note about Global Shift Categories

The first report option you select, Shift Category, displays a complete list of all Global Shift Categories as they are defined in Clairvia Web. Once you select a Shift Category, the Profile selection items are filtered down to include only Profiles within your selected Facility or Facilities that align to your selected Shift Category. This prevents users from selecting Profiles where the Shift Categories do not have the same partitions. For example, if a shift category with 12-hour partitions were selected and then a profile with 8-hour partitions were selected, the report output would inaccurately calculate the completeness of assignments on the 12-hour shift partitions.

If you select a Shift Category and Facility and do not see a Profile you expect, check your Patient Assign settings to see what Shift Category the Profile currently uses.

From the Configure menu, select Patient Assign > Settings. This opens the Patient Assign Settings page.
Select the profile you expected to see from the Profile menu. The page refreshes to display the settings for that profile.
Check the Select a Shift Category option. This shows you the Shift Category associated with your selected profile.

Important: While you can change the Global Shift Category for a Profile, there are many things you should consider before you do so. See Configuring Patient Assign Settings for more information.

Viewing the Patient Assignment Compliance Report

The report displays a group of rows for each Shift Partition within the selected Shift Category. Within the group are individual rows for each day within the report date range per Profile selected. Subtotal rows display averages for each Unit (Profile), Facility, and Organization for the entire date range.

This report displays the following information.

Hospital: The facility abbreviation
Unit Number: The Cost Center number
Unit: The unit (profile) abbreviation
Date: The start date of the shifts displayed in the row; one row per profile per date included in the report date range
Charge: The caregiver or caregivers identified as charge for the partition with in the selected shift category
# of Patients: The number of patients; a body count of all patients who were in a bed on the profile at any point during the shift. For example, if you have a patient who was in a profile the entire shift and another who was discharged two minutes after shift start, the report patient count would be two patients.
A: The number of patients who arrived (admissions or transfers in) during the shift
D: The number of patients who departed (discharge or transfers out) during the shift
# of Patients w/ full required assigned: The number of patients who had caregivers with the required skills and roles assigned for the entire shift
% Patients w/full required assigned (Percentage of patients with full required assigned): The number of patients who had caregivers with the required skills assigned for the entire shift divided by the total number of patients
# of Patients w/fully assigned care hours: The number of patients who had their defined demand care hours fully met
% of Patients w/fully assigned care hours (Percentage of patients with fully assigned care hours): The number of patients with fully assigned care hours divided by the total number of patients

The next four columns are repeated for each Global Skill included in the report:

Available [Global Skill] Hours (with [Global Skill] representing the skill abbreviation, such as RN or PCT): All hours that count toward direct patient care worked by caregivers possessing that global skill. Hours assigned to tasks that do not count toward direct care (such as Charge in some profiles) are not included in the Available Hours.
Demand [Global Skill] Hours: The global skill care hours as determined by Demand Manager across all patients who were on the profile during the shift
% (Percent) [Global Skill] Utilized: The percentage of global skill utilized, calculated as the Demand hours for the global skill divided by the Available global skill hours.
[Global Skill] Ratio (1:x): The total number of patients in that location during the shift partition divided by the number of like skilled caregivers assigned to work during the shift partition, with the resulting value expressed a 1:x ratio. For example, assume that the 6N MedSurg profile uses 12-hour shifts, but the PCTs work 8-hour shifts. For the shift used in your report, you had three PCTs working from 0700 to 1500 and two working 1500 to 1900. The total number of patients for the shift was 24, with 22 patients at the start of the shift, one patient discharged 2 hours into the shift, one patient admitted 6 hours into the shift, and a second patient admitted 10 hours into the shift (24 discrete patients for the shift). The ratio is 5 PCTs to 24 patients, which is a ratio of 1 PCT to 4.8 patients, or 1:4.8.
Unit Average: The sum of the values for the selected column divided by the number of days in the report range. For example, if you ran the report for seven days and the sum for the percentage of patients with full required assignments (% Patients w/full required assigned) is 671.4, the Unit Average would be 95.9%: 671.4 divided by 7.
Facility Average: The average of all profile averages for the profiles in the selected facility.
Organizational Average: The average of all the profiles included in the report run, independent of facility.

Notice that the Organizational Average is not an average of all facility averages included in the report. Instead, the report averages all profile averages within the report in order to provide a more accurate average for an organization. For example, if the report included 3 profiles in one facility and 60 profiles in another facility, using each Facility Average as half of the equation would not give you a true Organization Average.

Factors that Affect the Patient Assignment Compliance Report

The time when you run this report affects the data the report includes. The best practice is to create patient assignments prior to the shift start time. If your organization has set policies for when you should finalize initial assignments, the best practice may be to generate this report for the current day shortly after that deadline.

There are two reasons why patient assignments may appear to be incomplete when you run the report:

Patients may have been fully assigned by the charge nurse, but schedule changes (made manually or through a third-party interface) may have removed or added caregivers after the shift has taken place.
The timing of patient events, such as an admission or transfer in, could make it appear that there are patients who were not assigned caregivers if you run the report shortly after those events.

Consider these factors when reviewing the report to determine compliance with your organizational best practices for patient assignments.

How the Report Calculates Values

The goal of this report is to clearly identify when patients have not been fully assigned to appropriate caregivers to satisfy their required skill and role assignments and full demand hours. The calculations are straightforward, therefore, because no credit is given for partial assignments.

For example, assume Luis Turner is a patient on a profile where RN is a required role and patients have demand hours for caregivers with RN skill. Luis specifically has a demand of 6.04 hours of RN care that needs to be delivered over the 12-hour Day Shift. The table below displays how the report would count Luis based on different assignments.

Assignment Times in bold indicate a deviation from the full shift time.	Full Required Assignment	Fully Assigned Care Hours
One RN from 0700 to 1900 consuming 0 care hours	1	0
One RN from 0700 to 1900 consuming 6.04 care hours	1	1
One RN from 0700 to 1900 consuming 5 care hours	1	0 All care hours must be met in order to count as fully assigned.
One RN from 0700 to 1840 consuming 6.04 care hours	0 Required caregiver must be assigned for the entire shift in order to count as fully required.	1

Note: The report does not include units with 0 census when calculating percent compliance. That is, if a unit has no patients, it is not included in the calculation. A unit that is closed during your selected period, for example, would have 0 census. Since no one would have made any patient assignments, the unit would also have 0% compliance. Including this unit would skew your organizational average, giving a false view of compliance. For this reason, the report does not include units with 0 census in its calculations.

Sample Report

Note that you may need to enlarge the columns in your CSV editor in order to see complete column headings and data.