You can create reports within Access Care Planning, which enables you to view your data in different formats, such as graphs and forms.
Reports are divided into four main sections: Report Configuration, Field Configuration, Conditional Formatting, and Filter Configuration. Each section determines where information is pulled from, which information is visible, and any conditions that must be met for information to be included in the report.
You can create two types of reports: a form report, which pulls information from a form, or a case report, which pulls information from the case files. The other reports section that you'll see is custom-made reports that can't be edited.
📌Note: The report won't pick up a field within a form if it has met the criteria to be hidden. Additionally, sometimes fields may look squashed using a smaller screen. You can use the zoom option to adjust this.
Creating a report
To create a report, follow these steps:
Click the three-line menu.
Click Reports.
Click New report.
Report Configuration
Report configuration allows you to name your report and choose what information you want to show.
Fill out the information in the table and click Next.
Field | Description |
Name | Name of report. |
Report type | The type of report you want to create, case report or form report. |
Chart type | The view of the report. |
Service | The service you want the information from, client records or employee records. |
Allow data from archived cases | Include archived records within the report. |
Form | Select the form you wish to create a report for. You'll only see this if you have selected a form for the report type. |
Include only last submitted form for each case | This pulls information from the last submitted form. |
Period | This shows information that was submitted during the following period. |
Field Configuration
This section is used to choose what you want to show on the report.
Click the plus button and complete the fields below, then click next.
Action | Description |
Field | This is the part of the form or case file you want to show on the report. |
Label | This is what you want the field to be called on the report. If you want it to be the same as the field, click the clipboard icon. |
Group by | This can be used to group your forms to see how many have been submitted per service user, rather than showing them individually. It'll give you a count of how many have been submitted. This can also be used if you want certain fields to show in a graph. |
Aggregation type | This is only used if you select group by. You can choose an aggregation type of fields that have not been grouped. |
Sort by | This allows you to sort the report by the filters selected. |
Display | If switched off, this field no longer shows on your report. |
Conditional Formatting
Here, you can add colour coding to your report. The filter is blank by default in this section. If you don't need a filter, simply delete it, or you can click the plus button to add additional filters.
Click the plus button.
Select format cell or row from the dropdown.
Select the operator from the dropdown.
Enter the value you want from the operator, for example, first name, to equal Jo.
Click the empty white box and choose a colour. This highlights whether the first name is Jo.
Click Choose.
Click Next in the top right.
Filter Configuration
Here, you can filter your report if you only want certain parts to be shown, for example, on an incident report. If you only want to see falls, you can filter this here.
Click the plus button.
Select which part of the form you want to filter from the dropdown.
Select an action from the dropdown.
Enter your value into the empty box.
Click Complete in the top right.