Filtering Report Data

 

For most reports, when you click on the report button, a form that allows you to filter what records are selected for the report will appear. This is called the Select Expert Tool  Almost all of the filter screens will have two date picker controls on the top. These dates are used to bracket some event when selecting data. There will always be a label above the date pickers that explains what activity date you are filtering.

 

Some of these filter screens have an All/Active/Discharged/Selected… option. If you choose All, the report will include all patients (or staff, depending on the nature of the report) regardless of status. If you choose Active or Discharged, the report will only include records with the chosen status. If you wish to show only certain patients, you can choose Selected… and then choose the specific patients (using control and shift to select multiple names) you want to report on.

 

Once the report is run and displayed on-screen, you can use the built-in filtering tools of Crystal Reports to further limit the data displayed. As an example of how to limit the Missed Appointment report displayed above to only show appointments with a status of 'Patient Cancellation', do the following:

 

  1. Once you run the report, click the Select Expert tool which is the icon on the top that shows a hand picking up a red ball.

  2. Click the New button to add new filter criteria.

  3. Of the various fields displayed, select “status” (the field you want to filter on) and press OK. 

  4. Change the dropdown box from "is any value" to "is equal to". 

  5. In the new box that shows to the right, type "Patient Cancellation". You can type whatever status you want here, just ensure you type it exactly as it's displayed on the report, including the correct case.

  6. Press OK

  7. The report should filter accordingly. If the report shows with no data, it is likely that you typed the filter criteria incorrectly. Look for misspellings, incorrect capitalization, etc.

  8. Depending on what you are searching for, you can change what you enter in step #4 and #5 above to include records, exclude records, select multiple entries, etc.
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