Custom report

Report Generator Programs

Note that this section deals with the report writer that was developed in our old dos-compiled version and was brought to this windows-compiled version to maintain compatibility. The database is completely different so not all functions are 100% compatible. If you have trouble, please ask the support group and we can probably help you.

To reach the report generator programs select
6 Report Programs
from the ACCOUNTS RECEIVABLE (MAIN) DIRECTORY.
From the Report Programs Directory select
3 Rpt Gen:  Collection, Recall, etc.
4 Report Generator: One at a time

5 Reports: Appointment Scheduler

6 reserved

7 Reports: Patient: Alpha, Numeric, Aging, Codes

8 Reports: Transaction/Production: 680/681/682/683, etc

9 New 'Windows' report creator/generator

10 Special programs (may not be supported in the future)

You will see the following reports in the Report Generator Programs Directory:
1 Create ALL PATIENT listing 631
2 Create CREDIT BALANCE listing 632
3 Create 90 DAYS PAST DUE listing 633
4 Create 60 DAYS PAST DUE listing 634
5 Create RECALL listing 635
6 Create ZERO BALANCE listing 636
7 Create ACTIVE ACCOUNT listing 637
8 Create NO TRANSACTION listing 638

You will see the following reports in the Report Generator: One At A Time directory:
1 APPOINTMENTS
2 APPOINTMENT LISTING  (by date)
3 APPOINTMENT LISTING (by provider)

How to run the report generator

Select
6 Report Programs
then select
3 Rpt Gen:  Collection, Recall, etc.
then select
3 Report generator 633 (90 days past due)

The report will start running. After the report is completed, you have the option of either printing or viewing the report. The report will look like this:
 
90 DAY PAST DUE ACCOUNTS      Stratford Demo Account        PAGE 1
633/633 DATE 6/11/92              520 South El Camino Real #524

                                                            San Mateo, CA 94402
Account  Last              Last                               90 Day
Number  Name            Transaction  Work Phone   Balance     Balance
10002  Another Patient   06/09/92 (650) 123-4567  1244.67     2245.67
10003  Another Patient   02/25/92 (650) 123-4567   200.00      200.00
10004  Another Patient   03/15/92 (650) 123-4567   400.00      400.00
10001  Sample A Patient  06/09/92 (650) 123-4567 12000.00    10000.00

Customizing Your Reports

In SHS®, you are allowed to customize the contents of the 631-638 reports. This includes recalls, the 635 report, which are discussed in the report section. Customized reports require the creation of 2 files; one controls the header of the report and the other controls the body.
Header                    Body
M6R631.DAT               M6S631.DAT
M6R632.DAT               M6S632.DAT
M6R633.DAT               M6S633.DAT
 
Through                  Through
M6R638.DAT               M6S638.DAT

For example, the above 633 report lists all patients with a 90 day past due account. It includes the account number, name, last transaction date, work phone, balance and 90 day balance. If you wish, you could add the patients home phone number by making the following changes. First, copy the M6S633.DAT and M6R633.DAT file into each of your data directories. The original files are found in the \130\1 directory. Then use your favorite text editor to add the appropriate field number pulled from the accompanying request code list, in this case [*08*], to the M6S633.DAT file. Finally, if you wished, you could add a matching header to the M6R633.DAT file. Be sure to save the files as ASCII or DOS text, otherwise   SHS® will not be able to read their contents. Never use tabs [TAB] in these files.

Note All customized reports must have their control files located in the data directory (for most users this is \130\200). If this is not done, the changes in the reports will be lost when the program is updated. If you ever wish to return to the original report format, erase the customized reports from your data directory. If you have several accounts, then you will want to keep your customized reports in \130\4.

To change the M6R633.DAT file, type EDIT M6R633.DAT. The file would look like this:
010630501124124
90 DAY PAST DUE ACCOUNTS
 
Account        Last                                                    90 Day
Number        Name       Transaction      Work Phone     Balance             Balance
 
 
(*** End of File ***)

Now add "Home Phone" to the end of the header line. Save your work and exit.

To change the M6S633.DAT file, type EDIT M6S633.DAT. The file would look like this:
[*13*]     [*23*]        [*34*]     [*09*]      [*25*]    [*29*]
(*** End of File ***)

Add, [*08*] to the end of the line in this file. Save your work and exit.

Next time you run the 633 it will now contain the home phone as well.

Enhanced reporting capability will be available in upcoming SHS® releases.

Note The maximum number of characters on any line is 131. Use the Request Code List to check the width of each field. In this example, adding the home phone will increase the report width from 109 characters to 125. Never use tabs in your templates; always use spaces.

Request Codes

When working with the Report Generator, you will be able to request information from patient accounts by using a request code. The Request Code will tell the computer which information you want to include in your report. The Field Length tells you how many spaces this information will take up when the report is printed. The Description tells you what information you can expect to print when you use this Request code.

Requested Data: Trimming spaces

According to this manual, the Last name takes up a fixed number of character spaces in the finished document. If the last name is Smith and you only want to use 5 characters enter your request codes with a “T” (for “trim”):
[*02*], [*03*] a fine person     =
SMITH         , JOHN       a fine person.
 
[*02T*], [*03T*] a fine person   =
SMITH, JOHN a fine person.

The first (non-trimmed) method is good for making single line reports like an alphabetical listing. The second is good for the body of a letter.

If you want to make a fancy letter such as a “mail merge” reminder, create your template using Microsoft Word. Use the fancy fonts, etc. When your final document is printed, the request codes will be replaced with your data and it will be beautiful. Those of you who are computer literate can use a Wizard in Microsoft Word to directly access the Stratford data files. You do not even need the Stratford report generator.

The codes, their description and field length are as follows:
 
Request            Field                     Field
Code     Information Description            Length
[*01*]   Name of Financial class              11
[*02*]   Last name                            14
[*03*]   First name                           10
[*04*]   Middle initial                        1
[*05*]   Sex                                   1
[*06*]   Date of Birth                         8
[*07*]   Social Security Number               11
[*08*]   Home phone number                    14
[*09*]   Work phone number                    14
[*10*]   Billing name                         25
[*11*]   Billing street address               25
[*12*]   Billing city state zip               25
[*13*]   Account number                        6
[*14*]   Last Doctor Seen                      2
[*15*]   Statement cycle status                4
[*16*]   Employer name                        25
[*17*]   Date of Injury                        8
[*18*]   1st Information Line                 25
[*19*]   2nd Information Line                 25
[*20*]   3rd Information Line                 25
[*21*]   Main Diagnosis                        6
[*22*]   Age                                   7
[*23*]   First name MI Last name              27
[*24*]   Number of Insurance Coverages         1
[*25*]   Account balance                      11
[*26*]   Current balance                      11
[*27*]   >30 day balance                      11
[*28*]   >60 day balance                      11
[*29*]   >90 day balance                      11
[*30*]   Account recall date                  12
[*31*]   Date of last statement                8
[*32*]   Date of last insurance                8
[*33*]   Date of first transaction             8
[*34*]   Date of last transaction              8
[*35*]   Date of last charge                   8
[*36*]   Date of last payment                  8
[*37*]   Report Date                           8
[*38*]   Account Aging                         3
[*39*]   Financial class: numerical            4
[*40*]   Computer's date ex: 07/14/93          8
[*41*]   Computer's full date, ex: 19990714    8
[*42*]   Computer's time 12 hour, ex: 03:41    5
[*43*]   Computer's time 24 hour, ex: 15:41    5
[*44*]   Computer's date, ex: July 14, 1994    11-18
[*45*]   Reserved.
[*46*]   Reserved.
[*47*]   Month of Date of Birth                2
[*48*]   Patient Marital Status                8
[*49*]   Patient zip code                      9
[*50*]   Primary insurance Name                25
[*51*]   Primary insurance Add 1               25
[*52*]   Primary ins. City State Zip           25
[*53*]   Subscriber Name                       25
[*54*]   Subscriber Add 1                      25
[*55*]   Sub. City State Zip                   25
[*56*]   Patient Add 1                         25
[*57*]   Pat. City State Zip                   25
[*58*]   Patient Relationship                   6
[*59*]   Patient Signature on File             11
[*60*]   Accept Assignment Yes or No            3
[*61*]   Subscriber ID                         20
[*62*]   Subscriber Group No                   15
[*63*]   Bill as a Crossover Yes or No          3
[*64*]   Private Form Type, if none N/A         3
[*65*]   Reserved.
[*66*]   Reserved.
[*67*]   Reserved.
[*68*]   Referring Person & Address            36
[*69*]   Referring Person ID                    9
[*70*]   Facility Name & Address               36
[*71*]   Facility ID                            9
[*72*]   Laboratory Name                       36
[*73*]   Laboratory ID                          9
[*74*]   Outside Lab Yes or No or Spaces        3
[*75*]   Work Related Yes or No or Spaces       3
[*76*]   Auto Accident Yes or No or Spaces      3
[*77*]   Similar Symptoms Yes or No or Spaces   3
[*78*]   Family Planning                        8
[*79*]   Prior Authorization                   11
[*80*]   Laboratory Charges                     9
[*81*]   Date of Illness                        8
[*82*]   Date of Consult                        8
[*83*]   Date Returned to Work                  8
[*84*]   Date Total Disability From             8
[*85*]   Date Total Disability To               8
[*86*]   Partial Disability From                8
[*87*]   Partial Disability To                  8
[*88*]   Hospitalized From                      8
[*89*]   Hospitalized To                        8
[*90*]   Secondary Insurance Name              25
[*91*]   Secondary Insurance ID                20
[*92*]   Secondary Insurance Group             15
[*93*]   Tertiary Insurance Name               25
[*94*]   Tertiary Insurance ID                 20
[*95*]   Tertiary Insurance Group              15

[*96*]   refer to LN108                        25

[*97*]   Referring Address 1

[*98*]   Referring City State Zip

[*99*]   Secondary Insurance Company Address 1

[*100*]  Secondary Insurance Company City State Zip

[*101*]  Tertiary Insurance Company Address 1

[*102*]  Tertiary Insurance Company City State Zip

[*103*]  Group Provider NPI

[*104*]  Provider NPI

[*105*]  Patient Date of Death                 8
[*106*]  Guarantor Name
[*107*]  Guarantor Address 1
[*108*]  Guarantor Address 2
[*109*]  Guarantor City State Zip
[*110*]  Reserved
[*111*]  Reserved
[*112*]  Reserved
[*113*]  Reserved
[*114*]  Reserved
[*115*]  Reserved
[*116*]  Reserved
[*117*]  Reserved
[*118*]  Reserved
[*119*]  Reserved
[*120*]  Reserved
 

You will indicate with a code where you want this information in your report. The computer will replace the code with the information that you requested.

Additional fields will be made available on future software updates.

Patient Account Selection For Your Custom Reports

You may customize your reports by adding your selection criteria. You may add the selection criteria to any of the request codes (fields) listed above. These selection criteria are the following:
>=    greater than or equal to
<=    less than or equal to
=     equal to
>     greater than
<     less than
!=    not equal to
$     contained in
!$    not contained in

These "expressions" are used in control files that are set up exactly like those described in the section: Optional/Special Purpose Functions.

For example, we want a custom report with the following criteria.
       We want patients with a balance that is at least 90 days past due.
       We do not want any Medicaid patients.
       We only want patients whose last names begin with K through T.
       We only want male patients.
       We do not want anyone who has Aetna as their primary insurance.
To do this is easy. The "633" program will select ALL the patients with a balance at least 90 days past due so that is the one we will use. The problem is the other criteria. To handle those additional criteria we will set up a control file named: M6R633.CTL. Inside the file we will put the following lines:
 
[*39*]!=03      (This will eliminate the Medicaid patients)
[*02*]>=K      (This eliminates names that begin with A through J)
[*02*]<=T      (This eliminates names that begin with U through Z)
[*05*]=M       (This selects male patients)
[*50*]!$AETNA  (This eliminates the patients with Aetna primary insurance

Note The format for date usage in selection criteria is: YYYYMMDD. Example: To specify January 9,1951 you would use 19510109.

Now for a short test to see if you understand this "complicated stuff". What if you did not want to use the "633" program?  How would you use the "631" program?

Answer:  The "631" program will select ALL patients so the control file you must setup will be the same as above with an additional criteria: patients with a balance that is at least 90 days past due. Begin by creating M6R631.CTL as shown in the example above for the "633" program. Add the following criteria:

[*29*]>0       (The program will put 0.00 if the balance is zero)

This is an extremely powerful feature and unfortunately, the price to pay is that it is not as easy to use as you might like. It may take some experimenting, but once you have your report set up, it can be run from the menu with no operator intervention.