BUPA Physiotherapy Tender PPS Reports

BUPA Physiotherapy Tender
f you are submitting a tender to BUPA as part of their review of physiotherapy providers, then your
  application needs to be submitted by midnight on Friday 24 April 2009.
he tender application includes various figures and statistics that you may well be able to use PPS to
  produce for you.
n response to the BUPA Physiotherapy Tender announcement, we have made several changes to PPS to
  allow more reporting options to be available to assist with this process. These changes are available in
  version4.0.54 of PPS. This version is available to all support contract holders.
  exactly how much information (and how accurate the information is) that you prepare using any PPS
  report will depend on the accuracy and volume of information that you have entered in the first place!
his help guide looks at various reports that can be run in PPS to assist you with completing the BUPA
  physiotherapy Tender Application. The help guide is divided into two main sections. You should follow the
  advice in each section based upon how you currently use PPS. This is because one of the main areas of
PS that can be used to create the reports is related to “Treatment Episodes”, and if you do not use this
  feature of PPS either accurately or at all, then these reports will not provide accurate information. If this is
our case then refer to the section on “Accounts and other Reports”.
  information required by BUPA
he key information required by BUPA in the tender application (that PPS may be able to assist you with)
s in the following sections of the application form:
  section 2. 8) – Physiotherapy Volumes (and similar subsequent sections of extra clinic facilities – up to 10
facilities). Total Volumes of Physiotherapy sessions are required.
  section 3. 64) to 69) – Physiotherapy services provided in various specialist areas. Figures are required
or Total volumes of BUPA sessions, average no of sessions per treatment episode, % of referrals from GP
and Consultant.
  section 5. 76) Usual Waiting Time from referral to first appointment.  
he advice offered in this help guide should assist you in the compilation of this information. Again, it is
  important to note that PPS can only report on the information that has been entered. If you do not
  capture enough specific details about your patients and their treatments, then you will have to apply your
own assumptions to any information presented in PPS reports.
Section A) Treatment Episode Reports
f you are using the clinical features of PPS and record your consultations correctly via Treatment
episodes , then these reports are most ideally suited to the BUPA Tender Application. If you do not use
  thesefeatures in PPS, then please refer to Section B) of this help guide.
BUPA Tender Application - Section 2. Total Physiotherapy Sessions

The “Treatment Episode Statistics” report will provide the total number of consultations within a date
range. To access this report (and all other reports) from the PPS Menu: Reports – PPS Reports and Mail
Merge. The Treatment Episode Statistics report is within the “Clinical” reports tab.
 
As an alternative report, and especially if your clinic is multi-disciplinary, you can also run an appointments list report.
See Section B) of this help guide for more details.
% of additional volumes you can accommodate
The figure you submit here will be up to you. However, the PPS Diary Statistics reports will give you an
idea of how close to capacity you are currently working.
 
There are two diary statistics reports, one simple and one detailed. Try running either of these reports for
the same date range (last 12 months); This will show you your % occupancy for the period and will assist
you in deciding how much more BUPA work (if any!) you can accommodate.
BUPA Tender Application - Section 3. Physiotherapy services provided
The tender application requires that you submit these statistics for various services. In order to report on
these separately in PPS, you will need to have specified these services in PPS so that you can break down
your results accordingly. You may have done this by specifying on your treatment episode details what
type of Physio Service the treatment episode is for, or you may have indicated on the main client details
screen what type of service the client falls into (Musculoskeletal, Vestibular, etc.). These criteria will need
to be applied to your reports in order to target these specific treatment services.
 
The report we will run for this is the Treatment Episode Statistics report:
 
1.  From the PPS Menu: Reports – PPS Reports and Mail Merge – Clinical Tab
2.  Treatment Episode Statistics Report –  Open 
3.  Step 1. Select leave all settings
4.  Step 2. Date Range Enter your date range for the last 12 months. Apply to Treatment Start Date
5.  Step 3. Include leave all settings
6.  Step 4. Breakdown Select to breakdown by “Invoicee Type (client/3rd
 party)”
7.  Then select to breakdown by Referral (treatment Episode)
8.  Step 5. Criteria in “Field”, Select Invoicee (treatment episode)
9.  in “Condition”, select “contains the text”
10.  in “Value” enter BUPA
11. on the second criteria row, select “OR”
12.  in “Field”, Select Invoicee type (client/3rd
 party)
13.  in “Condition”, select “is equal to”
14.  in “Value” select Client
15. click  Finish 
 
This will create a report for all your BUPA treatment episodes. If you need to be specific about the type of
Physio service (as mentioned above) then you may need to add further criteria to reflect this.
 
This report includes your BUPA treatment episodes and your client (self funded) treatment episodes. The
report is broken down by referral source (so that you can identify GP and Consultant as specific referral
sources) and includes both financial and statistical information relating to the treatment episodes. Once
you have previewed the report, you may choose to preview the report in “Summary” mode. This will show
you one line per breakdown option, along with financial totals, consultation totals, averages, percentages
etc.
 
As an alternative to the above, you can run several reports and change the breakdown and / or criteria
options each time. This will give you access to even more detailed information that you can review and
consolidate yourself.
BUPA Tender Application - Section 5. Usual Waiting Times
The Treatment Episode screen includes a “referral date”. This can be compared to the “Treatment Start
Date” to give you the elapsed time between the two. This field has only just been introduced to PPS, and
has been pre-populated with the date that the first appointment for this treatment episode was added to
PPS (not the actual appointment date).
 
The Treatment Episode Statistics report includes this elapsed time, including the average time in the
Report Totals section.
 
1.  From the PPS Menu: Reports – PPS Reports and Mail Merge – Clinical Tab
2.  Treatment Episode Statistics Report –  Open 
3.  Step 1. Select leave all settings
4.  Step 2. Date Range Enter your date range for the last 12 months. Apply to Treatment Start
Date
5.  Step 3. Breakdown Select to breakdown by “Invoicee Type (client/3rd
 party)”
6.  Then select to breakdown by Referral (treatment Episode)
7.  Step 4. Criteria in “Field”, select Referral Date
8.  in “Condition”, select “Not Blank”
9.  on the second criteria row, select “AND”
10.  in “Field”, Select Invoicee (treatment episode)
11.  in “Condition”, select “contains the text”
12.  in “Value” enter BUPA
13. Click  Finish 
 
This report will show the elapsed number of days against each Treatment Episode, and in the Report
Totals section will show this figure as an Average.
Section B) Accounts and other Reports
If you do not use the clinical features of PPS or you do not record your consultations correctly via
Treatment Episodes, then you will need to run one or more alternative reports to provide the information
you are looking for. The reports in this section, however, do not reflect any information regarding
“treatment episodes” and therefore may not be complete or accurate in the information they provide.
BUPA Tender Application - Section 2. Total Physiotherapy Sessions
The ideal report to run for this is the “appointments diary list” style report. This will give you access to
specify “appointment type” as part of your criteria. If you use specific appointment types for
Physiotherapy, then you can include just your Physio appointments in the report. Here’s an example:
 
1.  From the PPS Menu: Reports – PPS Reports and Mail Merge – Appointments Tab
2.  Appointments Diary List Report –  Open 
3.  Step 1. Select leave all settings
4.  Step 2. Date Range Enter your date range for the last 12 months
5.  Step 3. Include leave all settings
6.  Step 4. Breakdown leave all settings
7.  Step 5. Criteria in “Field”, Select Appointment Type
8.  in “Condition”, select “is equal to”

9.  in “Value”, select your required appointment type from the list – this will be the one that
represents your “Physio” type of appointments
10.  if you have more than one type of Physio appointment, the enter further similar criteria on the
second row. Make sure that your select the “OR” button at the start of the second and any
subsequent lines if you are selecting more lines of the same criteria.
11. Your criteria in this case may read: Appointment type is equal to Initial Physio Appointment, OR
Appointment Type is equal to Follow Up Physio Appointment.
12. click  Finish 
 
Note: If you have more than four appointment types for Physiotherapy, then you will need to run the same report
more than once (allowing for the various appointment types in the criteria) and add your results together.
 
If you do not use the Appointments Diary in PPS, then you can run an Accounts report to show you similar
information. Here is an example of an accounts report you can run:
 
1.  From the PPS Menu: Reports – PPS Reports and Mail Merge – Accounts Tab
2.  Accounts Report –  Open 
3.  Step 1. Select leave all settings
4.  Step 2. Date Range Enter your date range for the last 12 months
5.  Step 3. Breakdown You can select your own choice of two breakdown options. In the third
breakdown line, “Report to show one line per” – select “Appointment (Date then Client)”
6.  Step 5. Criteria in “Field”, Select Invoicee
7.  in “Condition”, select “Contains the Text”
8.  in “Value”, enter BUPA
9.  You can add further criteria if you only want to include specific charge types, or descriptions
etc.
10. click  Finish 
 
This report will be based upon accounts information, but because it shows “one line per appointment” the
report totals will indicate the total number of appointments.
% of additional volumes you can accommodate
Please refer to section A of this help guide where we have discussed the use of the “appointments
statistics” style reports.
BUPA Tender Application - Section 3. Physiotherapy services provided
The tender application requires that you submit these statistics for various services. In order to report on
these separately in PPS, you will need to have specified these services in PPS so that you can break down
your results accordingly. You may have done this by specifying via your appointment types, charge types
(or descriptions) or you may have indicated on the main client details screen what type of service the
client falls into (Musculoskeletal, Vestibular, etc.). These criteria will need to be applied to your reports in
order to target these specific treatment services.
BUPA Tender Application - Section 5. Usual Waiting Times
If you are not using Treatment Episodes in PPS, then you will not be storing directly the “date of referral”
(unless you have elected to use one of the “date” custom fields on the main client details screen for this
purpose).
 
The report in PPS that will give you the best idea of waiting times is the Appointments Diary List report.
This report has the option to include the time between Booking date and Appointment date. You will also
need to target your “first appointments” only. Whilst this may not provide the exact, or all of the data you

require, it will give you an indication based upon when you actually booked the appointment compared to
the date of the appointment. If you couple this with including only those appointments where the main
Source of Introduction is GP (for example) then this should give you a good idea of “waiting” times. Here’s
an example of the report:
 
1.  From the PPS Menu: Reports – PPS Reports and Mail Merge – Appointments Tab
2.  Appointments Diary List Report –  Open 
3.  Step 1. Select un-tick “blocked out time”, “Diary Events” & “Walk In Appointments”
4.  Step 2. Date Range Enter your date range for the last 12 months
5.  Step 3. Include Make sure that “Days: Booking to Appt.” is selected
6.  Step 4. Breakdown leave all settings
7.  Step 5. Criteria in “Field”, Select “Source of Introduction”
8.  in “Condition”, select “is equal to”
9.  in “Value”, Enter or Select GP
10.  in the second line, in “Field” select “Appointment with New Client”
11.  in “condition” select “is Yes”. 
12. click  Finish 
 
Note: The report will only include First Appointments with New clients. Whilst this does not allow for subsequent
episodes of care for existing clients, it will give you an idea of your average waiting times.
 
This report will show the elapsed number of days against each appointment, and in the Report Totals
section will show this figure as an Average.
In Conclusion
We recommend that you experiment with each of the reports above, and either preview, print or export
the reports to Excel. It is important to view carefully the content of all reports, to make sure that the
results included are appropriate and complete. You should run several versions of the recommended
reports by changing the criteria slightly each time. This will give you a better overall feel for the data that
is being presented and will help eliminate one-off inconsistencies in your results. 
 
In addition, where averages are included in the report totals, make sure that inappropriate data included
in the report does not affect the averages.
 
Once you have produced your reports, you will need to carefully consider how you are to transcribe this
information onto the Tender Application. You may elect to use the information included in the reports to
give you a “snapshot” or indication of the results where you can then decide on the most accurate
information to include in the tender application yourself.
 
Finally, if you submit a successful tender to BUPA, please do bear in mind the on-going reporting
requirements that BUPA will put in place (these are covered partly by the tender application and partly by
other information in this section of the BUPA website). This may mean that you need to consider changing
or improving the way that you use PPS in order to make future reporting easier. This may include starting
to use Treatment Episodes, changing or improving your use of Standard Charges, Appointment Types,
etc.
 
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