In addition to on-screen statistics, HosPortal can generate statistical and analytical reports for Call and Allocations in Excel format over any date range .

The reports need to be extracted separately: there is currently no report that consolidates Call and Allocations data. This is coming soon.

To generate a report, go to the Reports page at Admin > Reports, and then select Allocations or Call.

Allocations reports

On the Allocations report page, select the date range for the data to be analysed (A), the roles of people to be included (B), and the type of analysis to include (C), then select Export (D).

The date range can cover both historical and future dates if you wish.

Allocation report contents

Depending on the features you are using and the configuration of your Allocations pages and session data, the exported spreadsheet will include tabs that report statistics as follows:

  • overall summary

  • summary by person

  • summary by roletype

  • for each user, a detailed report of all their activity by date, with one user per tab.

The data could include the following headings:

  • Total Sessions - the number of sessions actually worked in the date range

  • Total Minutes - the number of minutes actually worked in the date range, reflecting any adjustments to standard session times.

  • Template Sessions - the number of sessions that users worked where the published session is the same as the template. This ignores whether that person is the templated person to work that session, and only looks at whether the session is on the template.

  • Unplanned Sessions - the number of sessions that users worked where the published session was not on the template.

  • #Multiple Staff and %Multiple Staff - the sessions where there is more than one user listed as working in the session, and the proportion of that user's total sessions.

  • #Regular Staff and %Regular Staff - the sessions where that person is the defined person on the template, and the proportion of a user's total sessions.

  • #Most Senior and %Most Senior - the sessions where the listed person was the most senior role staffed on that session. This includes where the user was the only person on that session, regardless of seniority. This can be used, for example, to see when a trainee was unsupervised.

Other headings will depend on the categories defined by any Allocations Tags. These tags can be used to reports on categories of activity, for instance to report on all the surgical sessions by surgery type, or all the non-clinical sessions.

Call reports

On the Call report page, select the date range for the data to be analysed (E), the roles of people to be included (F), and individual calltypes to be included (G) and the type of analysis to include (H), then select Export (K).

The date range can cover both historical and future dates if you wish.

Overtime reporting

By default, the Call report will include all hours worked. If instead you only want to report overtime, then select the overtime option (J). This will calculate and report only the hours worked that are different from the defined calltype hours.

For example, if a call shift is defined from 18.00 to 06.00, a standard report will show this as 12 hours. If however the overtime option is selected:

  • someone who is listed on HosPortal as working 18.00 to 08.00 will be calculated as +2 hours

  • someone who works 16.00 to 06.00 will be calculated as +2 hours

  • someone who works 19.30 to 06.00 hours will be calculated as -1.5 hours

  • someone who works 19.00 to 07.00 will be shown as nil hours: the late start of -1 hour is offset by the late finish of +1 hour.

Call report contents

The exported spreadsheet will report hours worked in total and broken down into weekday, weekend and public holidays.

Depending on the data you choose to report on, the spreadsheet will include:

  • a tab showing the total for each calltype

  • a tab showing the total for each user

  • a tab for each calltype, listing each user

  • a tab for each user, with a detailed report of all their activity by date.

If you have defined any Call Tags, then column headings will also report on the hours for each tag. These tags can be used to report on categories of activity, for instance to report on reasons for overtime.

Did this answer your question?