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PHO register analysis

This spreadsheet is a summary of the financial information, patient numbers, Care Plus numbers and demographic analysis of your PHO.  View a sample report (pdf 444kb)  A description of each sheet follows.

Summary Page

This page is a brief summary of the register and financial information. On the right side of the page, there are clickable links to each sheet except to the graphs (it is not possible to create a clickable link to a graph in Excel).

Financial Monthly

There are three tables on this sheet. Together they give you a monthly analysis of the funding streams for the PHO for the current quarter, over time and across the practices in your PHO. All amounts are GST exclusive.

Monthly payments (excl GST) for current quarter (01 mm yy)

This table shows the monthly financial calculations for the current quarter. It includes First Contact Care (the core payment to practices), Health Promotion, Services to Improve Access (SIA), Management Fee and Care Plus. For eligible practices, the Very Low Cost Access (VLCA), under 6s and under 13s amounts are listed separately. Where appropriate, the table shows the practice breakdown as well as the total.

PHO monthly totals (all quarters, excl GST)

This table gives the PHO monthly totals for First Contact Care, Health Promotion, Services to Improve Access (SIA) and Management Fee for each quarter since Karo started doing register management for the PHO. The data is used as the basis for the financial graph on the next sheet . This table should be used to monitor financial changes over time. These could relate to a change in the register size, increased proportion of patients submitted being funded, change in a funding formula etc.

Monthly totals for practices in previous quarters (excl GST)

This table gives the practice monthly totals for First Contact Care, Health Promotion, Services to Improve Access (SIA) for each quarter since Karo started doing register management for the PHO (or since the practice joined the PHO).

Financial graph

This is a graphical representation of the information on the PHO monthly totals (all quarters) from the previous sheet. Use it to track financial changes over time. Note there are CPI adjustments every year on 1st July so there should be a small increase at this time every year. Otherwise you are looking to see if changes in the register are reflected in the total payments.

BCTI check

This is an important sheet. It is our calculation of what we expect the Ministry of Health's payment to be each month. Your 'Payment Notices' and BCTI should match these figures to within a few cents, with the exception of the VLCA payment which may be out by a few dollars (it is calculated in an unusual way by the MoH which is difficult for us to replicate in our system).

Financial analysis (quarterly)

This sheet is the quarterly version of the first table in the Financial monthly sheet. Generally, monthly amounts will be more useful but quarterly amounts may be required for budgeting or other purposes.

Patient numbers

There are three tables on this sheet. Together they give an analysis of the total number of patients submitted, funded and rejected (including reasons for rejection) for the current quarter and previous quarters. The key at the top of the sheet shows the MoH codes with an explanation of the rejection code.

Numbers for current quarter (01 mm yy)

This table shows the total number of patients submitted and funded. The difference is represented by the total of the next six columns. Use the key above or hold your mouse on the red triangle to find the reason for rejection. This table shows the practice breakdown as well as the total. The tidier your register when it is submitted to Karo, the smaller the gap between the number submitted and funded. There will always be some patients rejected as 'enrolled elsewhere', '3003 duplicate patient found' or sometimes '3004 deceased patient found'. However, by checking the register immediately before submission (in the second month of each quarter), it is possible to eliminate all other reasons for the rejection of patients.

PHO totals (all quarters)

This table shows the PHO's total patients submitted, funded and rejected for each quarter since Karo started doing the PHO's register management. The data is used as the basis for the Patient Numbers graph on the next sheet. This table should be used to monitor changes over time such as the proportion of patients submitted who are then funded. From this, it is possible to see how clean each practice's register is.

Previous quarters (practices)

This table shows the practice's total patients submitted, funded and rejected for each quarter since Karo started doing the PHO's register management (or since the practice joined the PHO).

Patient numbers graph

This graph shows the PHO quarterly totals from the Patient Numbers sheet . Use the graph to track changes in patient numbers over time.

Care Plus summary

This table uses detailed data from the final sheet (see sheet Care Plus Details) to create a summary table. It includes a breakdown by Maori/Pacific and non-Maori/Pacific, and Dep 5 and non-Dep 5. The reason for the breakdown is that, before a PHO is eligible for 100% of the Care Plus total, it must have enrolled at least 70% of eligible patients in the three columns with Maori/Pacific or Dep 5 patients. The total column is a sum of all four columns.

The first row is the number of funded patients in each column.

The second row is the calculated total potential Care Plus patients in each column. The full calculation is shown on the Care Plus details sheet but represents the application of the MOH Care Plus formula.

The third row is the total HUHC patients for this quarter.

The fourth row is the Care Plus residual. This is the Care Plus potential minus the HUHC patients (while a patient can be registered short term on both Care Plus and HUHC, the presence of the HUHC reduces the total number of the PHO's Care Plus patients).

The fifth row is the total funded patients enrolled in Care Plus. Note that for a patient to be counted as enrolled in Care Plus, the 'Care Plus end date' must be after the quarter start date.

The sixth row shows how many patients are left to enrol.

The seventh row shows the percentage enrolled in each category.

The funding summary beneath the table gives the total quarterly and monthly Care Plus amount for the PHO. The amount is GST exclusive.

Low Cost Access Formula (LCAF)

There are three tables on this sheet. Together, they give a full analysis of the various Low Cost Access Formula (LCAF) categories for the PHO and the practices in the PHO.

Patient register by ethnic group and deprivation index

This table shows the breakdown of patients in the PHO by deprivation index (or quintile) and Maori, Pacific and Other categories. Note that the percentages are a percentage of the total register.

LCAF analysis

This table shows the total patients who qualify as 'high need' patients (Maori, Pacific, Dep 5), giving a total high need or LCAF patients for the PHO. If the percentage is over 50%, the PHO is a low cost access formula PHO.

LCAF analysis by practice

This table is a breakdown of each practice's 'high need' population. If the percentage in the first column is greater than 50%, the practice qualifies as a Low Cost Access Formula practice.

LCAF pie graph

This graph shows the proportion of patients by the LCAF formula criteria. It is based on the LCAF analysis table from the previous sheet.

Quintile graph

This graph shows the number of patients in each quintile for your PHO. The proportion of each quintile in the New Zealand population is around 20%: slightly less in quintile 1 (18%) increasing to slightly more in quintile 5 (21%).

Ethnicity by age

There are two tables on this sheet. The first table shows the number of patients broken down by age group and ethnic group. This is the basis of the graph in the next sheet. The second table converts these numbers to percentages, which is useful for comparing the population distribution for different ethnic groups!

Please note that for patients with more than one ethnicity they are assigned one 'priority ethnicity' which is used in all our reports, as well as for the PHO Performance Programme. The priority ranking is:

  1. Maori
  2. Pacific Island
  3. Asian
  4. Other
  5. European
  6. Unknown

Ethnicity by age graph

This is a graphical representation of the information in the table from the previous sheet. It is worth looking closely at the age and ethnicity distribution of your PHO as this will have a significant impact on the service utilisation (i.e., how often people visit).

Age by gender

This table shows the number of patients broken down by age group and gender. It is used as the basis of the graph on the next sheet.

Age by gender graph

This is a graphical representation of the information in the table on the previous sheet. It is worth looking closely at the age and gender distribution of your PHO as this will have a significant impact on the service utilisation. It is also important to notice whether you have nearly equal numbers of men and women enrolled in your PHO, in particular, whether 'middle aged' men are enrolled (note that as a group they are less likely to be enrolled).

Care Plus details

This sheet contains full details of the Care Plus calculation. It is not intended for your use. Please do not change the data as it will affect the numbers on the Care Plus summary sheet. If you want a further explanation of this sheet, please contact Karo.