Analytics
SyncTimes analytics provide users with powerful data, shedding light on, or, as we like to say, "illuminating" clinic operations.
Types of Reports
SyncTimes provides several insightful reports for analysis that can be accessed from the home screen or from the Flowstation view.
Productivity/Patient Flow
Surveys/Patient Flow
Staff Utilization
Resource Utilization
SyncTimes Utilization
Icons Utilization
Workflow Opportunity Analysis
Patient Check-in Times
Analytics Utilization
Benchmarking (Beta)
Patient Survey Responses
Health Equity
Patient History
Clinic Map
Email Reports
Accessing Reports
General Functionality
SyncTimes reports can span custom ranges of time using the date range fields or by clicking and dragging the handles on the timeline. To choose yesterday, click and drag the left handle all the way to the right. Group date ranges by week, month, quarter or year. Reports can be filtered by site, department, provider, service line/speciality and visit type.
Save a View
Saving views can be helpful for users who access reports frequently and use various filters. For example a peds charge nurse may want to see a report for only their team for the past week or day. Rather than access and filter to the peds department and the desired date range, the charge nurse can save that 'view' and easily access without having to filter each time.
Access your desired report.
Filter the report.
Group the report.
Save the View by selecting "Save as New View"
Name the View
Note the new option at the top left corner to Update this View.
Productivity/Patient Flow
The Productivity/Patient Flow reports displays the details of productivity (visits/provider) on the left hand side and patient cycle times including survey response, patient alone time, time spent with staff and time spent with providers in the right column.
The donut chart at the top of the report breaks down the various stages of a patients visit by time spent in the waiting room, with staff, with the provider and alone.
The line charts at the top right display trends over time for Visits/Provider Hour (left), and Patient Flow (right). The goals (green line) for these charts are determined by the organization and updated by their SyncTimes account manager.
Hint: Click on any of the bars in the bar chart to drill down and learn more about that specific week, provider or department. The associated reports will update dynamically.
Visits/provider hour is calculated by dividing the number of patients visited by the cumulative number of hours worked in a day when patients were seen.
For example, on a given day Dr. Sanchez sees patients at the following times:
7:58 am
8:17 am
8:45 am
9:20 am
10:37 am
11:12 am
11:31 am
1:45 pm
2:23 pm
2:54 pm
3:23 pm
3:40 pm
4:05 pm
4:25 pm
Dr. Sanchez saw a total of 14 patients this day which becomes the numerator.
The denominator is calculated by adding 30 minute blocks of time (the first half of an hour or the second half of an hour) together whenever a patient is seen, in this case there are 13, 30-minute blocks of time when a patient was seen so Dr. Sanchez worked for 6.5 hours this day. (Notice that the last two patients of the day were seen in the second half of the hour which counts as .5 provider hours.)
13/6.5 = 2 patients/provider hour.
Detail
The details tab provides granular information about exam room utilization including the times when patients, staff and providers are in each room.
Surveys/Patient Flow
The difference between this report and the Productivity report described above is the patient survey response data found in the left hand column. Use this report to cross correlate patient satisfaction with cycle times, departments and staff interactions.
Staff Utilization
Analyze how many patients are roomed over a period of time and how many minutes, on average, staff spend with patients. The left hand column displays the number of patients rooms over the period with the lower left quadrant breaking down the data by provider, department room etc. The right (green) column provides information about the amount of time staff spend with patients.
Resource Utilization
Optimize exam room utilization using the Resource Utilization report. This report informs users about when (day of week and time of day) exam rooms are most utilized and when there is opportunity to optimize capacity. Lighter green colors indicate higher utilization rates.
Expand each row to drill into additional detail and/or filter by site, department, provider or day. Users may also group results by room (default) or provider.
Drill down into further detail by hovering over a cell to see which visits are included in the data and to better understand how exam room utilization is calculated.
SyncTimes Utilization
The SyncTimes Utilization report helps users understand which Actions are most frequently used, by whom and during which days of the week, and times of day. This information can help inform discussions involving capacity, response times, resource needs and workflow optimization. It can also help leaders determine which Actions are not needed or which might need to be added.
Icons Clicked Per Patient
This chart informs users about the number of Actions required to service a patient and can be filtered by time frames, sites, departments and providers. Ideally the average number of Actions used per patient is greater than 2.5.
% of Patients Visited by Staff
This chart indicates the balance of attention patients receive from providers and staff. Usually this data will closely match each other as most patients will see both a staff and provider. In some cases patients may only see a nurse on their visit which is why the staff numbers are slightly higher than providers. This report can also simply inform leaders whether or not staff are wearing their beacons.
Icons Utilization
Users can see, by default, the volume of Actions requested by department, a count of the number of times Actions are requested and the days when Actions are requested.
Drill down to any data point by clicking the "+" icons. For example, by clicking the Provider Action you can see when that specific Action is being requested (when providers are most busy). This is where SyncTimes users can learn more about response times and frequency of service requests which can spark discussions about goal setting and process improvement.
Workflow Opportunity Analysis
The Opportunity Analysis report displays a scatter plot of the Actions used with the Y axis indicating the frequency that Actions are used and the X axis representing the duration it takes for each Action to be cleared/completed.
This report can help leaders prioritize which workflows to target to improve response and completion time components of the overall patient experience.
Patient Check-In Times
With an EHR integration SyncTimes can report on when patients complete the check-in process. Use this report to create initiatives to encourage patients to arrive on time, make the check-in process more efficient and explore correlations with wait times per provider.
Analytics Utilization
The Analytics Utilization report displays which users are accessing the various reports. Use this report to determine how frequently staff are analyzing the available data.
Benchmarking
Coming soon!
Patient Survey Responses
Patient Survey Responses shows you the different responses that have been input by patients over a period of time. You can filter by date, site/department, staff member, visit type, survey question, user type (either equipment, staff, or provider), and how long the patient was in the room ("Room Minutes Between").
You can also view benchmarking data against other health facilities in your state, or against health facilities that utilize SyncTimes in their clinics across the nation.
Another functionality of the Pt Survey Responses is the ability to view each patient visit individually through the survey questions. To do this, select a response from the list of responses in the middle of the screen, right-click on the desired patient visit, hover over "Drill through", and click "Patient Visit Detail".
Once at the Patient Visit Detail page, you can view different statistics such as how long the staff was in the room, how long the patient was alone, and other data relating to the patient's visit.
Daily Survey Reporting
SyncTimes will send you an email at the end of every day, showing how many survey responses you received and what they were.
Health Equity
The Health Equity report allows you to measure data based on different patient demographics including: race, gender, zip code and language. The purpose of this report is to compare these demographics to ensure equitable care to all patients.
Patient History
View patient history by staff/provider or by a EHR patient ID. This powerful feature allows users to go back in time and analyze patient visit times, when they saw specific staff members and how long it took to fulfill various components of the care plan.
Start by filtering by provider, Action or patient ID.
Then select the desired appointment to view the beginning to end patient experience.
Search by 'EHR patient ID' functionality is only available for organizations that have an integration between SyncTimes and their EHR.
Clinic Map
Email Reports
Saving Report Views
When users access the same reports on a regular basis they can easily save their own personal view and filters so they don't need to sort through the options each time.
Save as many views as needed to help you quickly and easily navigate to the data you review regularly. Access your saved views from the bottom of the list of available reports.
Print Reports
Reports can easily be printed for distribution and meetings. Hold down Ctrl + P to see your print options.
Choose "More Settings" and scale the report to fit on a page. You may want to change the orientation to Landscape.
Make sure the option for Background Graphics is checked.
Then print the report.
Export Data
Interested in exporting raw data from reports? Hovering over the graphics of reports will provide a hover menu and "Drill Down" option then "View Patient Detail". The top of the report will provide an option to "Export Data".
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