Ardens have developed a suite of comprehensive EMIS Web searches and reports to assist practices with the management of contract requirements and good clinical practice.

Searches are used to identify groups of patients that share common features and Reports are used to display information from that search. Searches and reports are found within the Population Reporting module.

Locate Ardens Searches and Reports

To access the Population Reporting module, click on the EMIS ball > Reporting > Population Reporting:

On the left-hand side of the Population Reporting screen, you will see the Navigation pane which displays all of the search folders.  

Click on the Ardens Searches folder to select.   

The Ardens Searches folder contains a series of sub folders, we have broken them down into separate areas to try to make navigating the searches easier.  

To the left of the folders is an arrow, clicking on this will open up further sub folders:

Again, if you see another arrow, this means there are more folders within.

Once you have located the folder you want, selecting the folder will open the contents in the main pane on the right of the screen:

The magnify glass  before the name denotes a search and the paper icon denotes a report.  When a search or report is indented under another search, this denotes that the search/report is based on the results of the top search:

Run a search

To run a individual search, highlight the search and click Run on the ribbon, alternatively right click and select Run.  A box will pop up asking if you want to ‘Run Report?’ Click Yes.

Depending on the set up of the search, you may come across the Run Parameter box:

This is for you to set the time frame you are searching for.  Always read the bottom sentence to check you are searching on the correct time frame. Click OK.

The search will Queue and when it has finished running you will see the resulting numbers in the Population Count column:

To view the patients included in the search results, go to the bottom half of the screen and select Population Included:

Right clicking on a patient will give you the options to access various areas of their records, selecting Check Patient will give you details on why the patient is in the results of that search:

You will also have a Check Patient icon on the ribbon:

This can be used to see whether a particular patient is included in the search results. With the search highlighted, click Check Patient on the ribbon. The Patient Find screen will open, search and select the appropriate patient. The Check Patient box will open and display whether the patient is included or excluded from the search results:

You are able to run all searches within a  folder together. To do this highlight the folder and click Run on the ribbon, alternatively right click and select Run.  

A box will pop up asking if you want to ‘Run all the reports in this folder?’   Click Yes.  All the searches within the folder will Queue and when they have finished running you will see the resulting numbers in the Population Count column.

Run a report

To run a report, highlight the report and click Run on the ribbon, alternatively right click and select Run.  A box will pop up asking if you want to ‘Run Report?’ Click Yes.

If a report has been based on the results of a search, this will automatically run the search before the report:

To see the results of the report, highlight the report and click View Results  on the ribbon.   This will display the report in a screen where you can also Edit, Print or Export the results:

Export a report

If you want to export your report, after selecting View Results select Export.  The Export Report box will open:

We recommend you select CSV for the format and then tick the relevant boxes.  Select an appropriate place on your computer to save the report to.  You will now be able to edit the report within Excel.

Schedule a search

You can schedule a search to run automatically at specified times.  To do this highlight the search and select Properties on the ribbon, alternatively right click and select Properties.  The search properties box will open.  Select the Schedule tab and the scheduling box will appear.  Select one of the Recurrence pattern options, for example if you want the search to run every week select Weekly, Recur every 1 week and select which day you would like it to run:

You then need to select the Range of recurrence (how long do you want the search to run automatically), you can end after a certain number of occurrences or select an end date.

Usually you would leave the Baseline Date to Schedule execution date, this will run the searches on the date defined by the recurrence pattern.  Alternatively you can select a time period before or after the recurrence pattern, or the last choice selecting a Fixed Date.  Click OK.

Within the main search pane, to the right of the search name,  you will see a clock under the Scheduled tab denoting that the search has a schedule attached to it:

When the end date has passed, the clock will no longer be seen.  If you run the search manually this will override any schedules applied to that search and you would need to add a new schedule.

Further Learning - why not access the Ardens Academy and enrol on the Getting Started with Ardens EMIS > Searches and Reports module to fully utilise these resources.

If you require any further assistance on the process above, please contact Ardens support on: support-emis@ardens.org.uk.