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Pre NES Practice register analysis

This spreadsheet is a summary of the financial information, patient numbers, care plus numbers and demographic analysis of your practice. View a sample report (pdf 405kb) 

A description of each sheet follows.

 

Contents

This page sets out all the sheets in this spreadsheet. From here, there are clickable links to each sheet except the graphs (it is not possible to create a clickable link to a graph in Excel).

Financial details

There are two tables on this sheet. Together they give you a monthly analysis of the funding streams for the practice for the current quarter and over time. All amounts are GST exclusive.

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

This shows the monthly financial calculations for this quarter. It includes First Contact Care (your core payment) and, where applicable, the VLCA or U6 or U13 amounts.

Monthly totals (all quarters)

This table gives the practice monthly totals for First Contact Care for each quarter since Karo started doing the register management for the PHO or since you joined the PHO. The data here is used as the basis for the 'Financial graph'. This table should be used to monitor changes over time.

1(a). Provider breakdown (optional sheet)

This sheet is an optional spreadsheet for practices that have requested it. There are two tables. The first table is a breakdown of the funded patients by provider, and the second table is a breakdown of the First Contact Care (FCC) payment by provider. Please note that if you use the percentage of funded patients as the basis for payment, it makes sense to use the same percentage on the FFS deduction to calculate the actual payment. Conversely, if you use the actual FCC amounts, it makes sense to calculate the FFS deductions according to provider.

Financial graph

This is a graph of the monthly funding of your practice based on the data from the 'Financial details' sheet. Use it to track financial changes over time. Note there are CPI (Consumer Price Index) adjustments every year on 1st July so there should be a small increase at this time each year. Otherwise you are looking to see how any changes in the register or funding structure are reflected in the total payments your practice received.

Financial analysis (quarterly)

There are two separate tables on this sheet. Together they give you a quarterly analysis of the funding streams for the practice for the current quarter and over time. All amounts are GST exclusive. This sheet is identical to the first sheet except that the amounts are quarterly, rather than monthly. Generally monthly will be more useful but for budgeting or other purposes quarterly may be required. This sheet gives you the totals to spare you the trouble of calculating them.

Patient numbers

There are two separate tables on this sheet. Together they give you an analysis of the total numbers of patients submitted, funded and rejected (including the reasons for rejection) for the current quarter and previous quarters. The key at the top of the sheet lists the MoH codes with the 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. The tidier your register when it is submitted to Karo, the smaller the gap will be between the number submitted and number funded. There will always be some patients rejected as 'enrolled elsewhere' or '3003 duplicate patient found' or sometimes '3004 deceased patient found'. However, by checking the register immediately before submission (which is in the second month of each quarter), it is possible to eliminate all other reasons for rejection.

Totals (all quarters)

This table gives the practice's total number of patients submitted, funded and rejected for each quarter since Karo started doing register management for the PHO or since the practice joined the PHO. The data here is used as the basis for the graph on sheet 5. This table should be used to monitor changes over time.

Patient numbers graph

This is a graph of the PHO quarterly totals from the previous sheet. It illustrates changes in the patient numbers at your practice over time. For example, the data may indicate it is a good time to make decisions about accepting new patients.

Care Plus summary

There are two tables on this sheet. The sheet uses detailed data from the 'Care Plus Details' sheet  to create a summary table.

The table 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 this row 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. This is what determines the funding level for the quarter. 

The funding summary beneath the table shows your contribution to the PHO Care Plus amount.

LCAF (Low Cost Access Formula)

There are two tables on this sheet. Together they give you a full analysis of the various Low Cost Access Formula (LCAF) categories for the practice.

Patient register by ethnic group and deprivation index

This table shows the breakdown of patients in the practice by Deprivation Index (or quintile) and Maori, Pacific Island and Other categories. The percentage is the percentage of the total register in each cell.

LCAF analysis

This table shows the total patients that qualify as 'high need' patients (Maori, Pacific Island, Dep 5), giving the total high need or LCAF patients for the PHO. If the percentage is over 50%, the practice is a Low Cost Access Formula practice, which makes it eligible also for the Very Low Cost Access (VLCA) funding.

LCAF pie graph

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

Quintile graph

This graph shows the number of patients in your practice in each quintile. 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 (based on the priority ethnicity ranking of the three ethnicities in the patient register). This table is used as the basis of the graph in the next sheet. The second table converts these numbers to percentages. This is useful for comparing the different population distributions for different ethnic groups!

Ethnicity by age graph

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

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 in the next sheet.

Age by gender graph

This is a graphical representation of the information fom the previous sheet. It is worth looking closely at the age and gender distribution of your practice as this will have a significant impact on the service utilisation (i.e., how often people visit your practice). It is also important to notice whether you have nearly equal numbers of men and women enrolled in your practice. in particular whether 'middle aged men' are enrolled in your practice.

Care Plus details

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