woodward associates (uk) ltd - easyaudit+ help …woodwardassoc.co.uk/publicfiles/easyaudit2016...

Woodward Associates (UK) Ltd - EasyAudit+ Help Document 1

& EasyAudit V 10.0

HELP DOCUMENT

EasyAudit+ V 10.0


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


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


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


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.


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.


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.


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




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




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


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


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


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.


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.


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


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


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.


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).


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


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



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


http://www.datadictionary.nhs.uk/web_site_content/supporting_information/clinical_coding/accident_and_emergency_investigation_table.asp?shownav=1

http://www.datadictionary.nhs.uk/web_site_content/supporting_information/clinical_coding/accident_and_emergency_investigation_table.asp?shownav=1

http://www.datadictionary.nhs.uk/web_site_content/supporting_information/clinical_coding/accident_and_emergency_treatment_tables.asp?shownav=1


EasyAudit APC Format

The values in those columns must conform to Data Dictionary definitions. Reference can be made to:


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



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.


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

mailto:[email protected]


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).


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


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]

mailto:[email protected]

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