Page Description

Use the Orders page to view or print a report of all regular orders placed in the specified range of dates. To view a list of standing orders, use the Standing Orders page. See the Admin: Standing Orders topic.

The report criteria allow you to show or restrict displayed results according to when the order was placed, the lab that performed the testing, the ordering location, the ordering provider, or the patient.

Depending on the level of rights assigned to your role, Copia will limit the report to orders for your signed in location, for the locations associated with your practice, or for all locations for all practices within the system.

For more help, click one of the following links:

• Accessing this Page
• Setting the Report Criteria
• Reviewing and Printing the Orders Report
• Exporting the Report

Accessing this Page

• Click the Reports button in the Lab Tasks section, and then click the Orders submenu link.
• Click the Administration menu button, click the Reports button, and then click the Orders submenu link. You must have the necessary security permissions to access the Administration menu button. In addition, you must have the necessary rights at the practice level to access this report.

When you click the Administration menu button, Copia opens the main Administration menu, which contains administrative menu buttons, including the Reports menu. To return to the main menu for Copia, click the Lab Tasks menu button.

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Setting the Report Criteria

1. Enter the desired report criteria for the Orders Report.
• Order Date/Collection Date/Delivery Date: Enter a Start or End date. Select dates from the calendar view by clicking the calendar icons located next to the Start and End date fields. Copia will only search for orders placed within this date range. By default, the date range is set to include only the current date. Click the Now button to enter the current date/time, or click the Clear button to clear the fields.
• Lab: Select the Lab that performed the testing from the drop-down list. Copia will only search for orders where the testing was performed at the selected lab. Select "All" to include orders from all lab testing locations.
• Ordering Practice: Select the practice associated with the ordering location from the drop-down list. Copia will only search for standing orders that were placed at ordering locations associated with the selected practice. Select "All" to include orders from all practices. Click Search to select the Ordering Practice in the Practice Search page. See the Practice Search topic.
• Ordering Location State: Enter the name of the state of the ordering location to filter by ordering location.
• Ordering Location: Select the location where the order was placed from the drop-down list. Copia will only search for orders that were placed at the selected location. Select "All" to include orders from all ordering locations. Click Search to select the Ordering Location in the Location Search page. See the Location Search topic.
• Collection Location: Select the collection location where the order will be collected from the drop-down list. Copia will only search for orders that were collected at the selected location. Select "All" to include orders from all collection locations. Click Search to select the Collection Location on the Collection Location page.
• Ordering Provider: Enter one or more letters and click Search to select the Ordering Provider in the User Search page. See the User Search topic. Click Clear to clear the field.
• Patient: Enter one or more letters and click Search to select the Patient in the Patient Search page. See the Patient Search topic. Click Clear to clear the field.
2. Select the Only show pending order choices waiting for results option to only show order choices that have been collected but they are not resulted, the order choices are not cancelled, the orders are not cancelled, and the samples are not rejected. You may only select this option if you do not select the "Only show cancelled orders" option (see below).
• Select the Include order choices with preliminary results checkbox to have Copia pull orders that have pending results when they have preliminary results on the orders report.
3. Select the Only show cancelled orders checkbox to only display cancelled orders. This, in effect, changes the report to a cancelled orders report, and the contents of the report change. See "Reviewing and Printing the Orders Report" below. You may only select this option if you do not select the "Only show pending order choices waiting for results" option (see above).
4. Select the Show Patient MRN numbers checkbox to have Copia display a new column on the report to the right of the Patient ID column.
5. Select the Show all order choice details checkbox to view all the order choice details.
6. Note that it is important to select the appropriate criteria to retrieve your desired orders. Use of multiple criteria could limit the number of possible matches, where use of a single criterion could result in multiple matches and draw an Out of Memory error. If either of these events occurs, reset your filters and click the Refresh button.
7. Click inside the Order Choices search field to search for specific order choices. Click the order choice name to add the order choice to the table. The table displays the name of the order and the active status.
8. Enter a value in the Max Results Limit field to set the maximum number of rows of information Copia displays for the report. If it reaches the maximum, then it displays a message that it cannot display the report; although, you may still perform an export. By default, Copia displays up to 30,000 results. Select an option from the Report Type drop-down list to choose whether the report type is "HTML" or "PDF."
9. Once you have the desired settings for the report criteria, click the Refresh button.
10. Copia updates the Report section of the page, and you may then review, print, and/or export the report. See "Reviewing and Printing the Orders Report" and "Exporting the Report" below.

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Reviewing and Printing the Orders Report

1. Once you have set the criteria and clicked the Refresh button, Copia updates the list in the Report section of the page. See "Setting the Report Criteria" above.
2. Use the scroll bar on the right side of the page to view the details for all of the orders in the report. Note that Copia displays "Cancelled" for cancelled order choices and "Cancelled Order" for cancelled orders.
3. To modify the report, adjust the report criteria and click Refresh. See "Setting the Report Criteria" above.
4. If you have selected the option to show only cancelled orders, then the status and priority columns are replaced by cancellation details. The details include who cancelled the order and the reason it was cancelled.
5. Once you have created a report, you may click the Export button to export the current report based on the delimiter chosen and save it to a file where you can open it with an external program (e.g., Notepad or Excel). See "Exporting the Report" below.
6. Click Print to open the standard print dialogs. Change the print settings as desired, and then click Print. Copia will print the report according to the settings you established in the print dialogs (number of copies, printer destination, etc.).

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Exporting the Report

Note that in order to export data, you must select a delimiter (the default is blank), you must have already created a report (by clicking the Refresh button), and you must not have changed the filter since the last time the report was created. Copia will prompt you to correct any of these problems, if necessary, when you export the report.

1. Once you have created a report (see "Reviewing and Printing the Orders Report" above), you may choose to export the data based on the selected delimiter and save it to a file where you can open it with an external program (e.g., Notepad or Excel).
2. Select an option from the drop-down list of delimiters, located next to the Export button. You may select "Double quotes and comma," "Comma," "Tab," "Vertical bar," or "Semicolon." Copia uses the selected characters or spacing to separate each field of data when exporting the report.
3. Select the One row per order option to have each row in the export file be an order instead of each row being an order choice. This option only applies to exported reports. Copia lists the order choices separated by commas, so it removes any commas in the order choices' names before adding them to the list. Also, if you select a comma-separated export (see above), then Copia replaces the commas with semicolons.
4. Click the Export button to export the current report.
5. After you click Export, Copia displays a dialog that allows you to save the file or cancel the export. By default, Copia names the files "Orders_Report_," 2 digit year, 2 digit month, 2 digit day, 2 digit hour, 2 digit minute, 2 digit second, followed by the extension ".csv" for "Double quotes and comma" and "Comma" delimiters and ".txt" for "Tab," "Vertical bar," or "Semicolon" delimiters.
6. Note the following when using the export feature:
   • Some of the delimiter types aren't handled automatically by Excel, so, once loaded, select the first column and choose Data > Text to Columns to properly format the data.
   • When exporting to the delimiter type "Comma," Copia removes the commas from the following fields so the data shows up in the proper columns: patient name, ordering provider, order choice, ICD-9, and CPT codes.
   • If you don't change the filename extension ".orchard-csv" to ".csv" when using the "Double quotes and comma" delimiter, it will not open appropriately in Excel, so the column headers will not align properly with the data (in some cases it puts everything off by one column).

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