Schedule Report and Exam Data

[Cluny]

When running a schedule report and exporting to Word, a question is asked:
"Are you including medical records in your document? (Including medical records will be slower.)"

I am running a report to query technician/doctor times during exams.  We have fields in our records to time in and time out for techs and docs, so I have the data. 

The problem I am running in to is when the data is sent to Word, the report is exporting the same data multiple times:
ie - patient had three visits within the time frame, true data is
01/01/2017  NCE  10:00 AM   10:30 AM
01/15/2017  HCK  11:00 AM   11:30 AM
01/30/2017  OCT  12:00 PM   12:30 PM

the report outputs:
01/30/2017  OCT 12:00 PM   12:30 PM
01/30/2017  OCT 12:00 PM   12:30 PM
01/30/2017  OCT 12:00 PM   12:30 PM

for the three visits.  My word file looks like:
«Last_Visit_Date»  «MC_336»  «MC_3285»  «MC_3286»
(where «MC_336»=exam type from record,  «MC_3285»=time in from record,  «MC_3286»=time out from record)

Any ideas on how to make this report work properly?  Am I doing something wrong here?

[friscoeyeassociates]

I don't think you are doing anything wrong, it is just that there are limits to Crystal's current Merge Field set up. The schedule report basically gives you a list of patients, and when you export to MS Word, Crystal sends each patient name on that list over to MS Word to be transcribed using your template. Crystal has it set up que up the most recent encounter for each patient and use that encounter to transcribe your data onto the MS word template. Im sure there are a few reasons for this, but the first is likely just for speed. Rather than have to dig into each patient and find a specific encounter date the system can just universally say que the most recent. Second would be because this report is designed more for daily use rather than date range use. For instance we use this report daily to print out the entire days welcome sheets which include date of last visit, and demographic info. We also use it for reordering trial contacts, which kind of mimics your needs. If I waited and did the trial reorder report monthly we would miss a ton of trials because pts come back for follow ups within the month and a new encounter is created so now if I run the schedule report I will only get the latest encounters trials, not the encounter before. This is why we run our Trial Re Order report daily.

If you ran your report daily you would likely have no issues, or even weekly you could probably still get very accurate numbers. How many people come back for a second encounter within the same week? A small percentage I would presume. If the purpose of tracking all of this is to get an average chair time for different appointment types then I think running it daily and re-ordering the report by appointment type before exporting to word would be helpful. Best of luck!