How Do I Run Reports?

To Run a Report:

• From the PMR Console, Click Modules then select Reports

• The Reports Module will open with all 8 report groups displayed to the left of the screen

• Select the required Group of reports. Use the down arrow to select the required report and Hit Return to select the report and display the report parameters
• Each report has its own set of parameters to help you refine the level of detail required from the report. Some reports may only be a high level summary, others may be down to an individual patient, within a specified date range, level
• Select the required parameters
• Click on the Preview button to preview the report in a document format
• Click on the Print button to print the report

How Do I Save Reports?

To Save a report:

• From the Print Preview screen
• Click the Save icon at the top of the Print Preview screen

• The Save Report dialogue box will open

• Choose a location to save the report from the Save in drop down list
• Enter a name for the report in the File Name text box
• Select the report Format from the Save as Type drop-down box
• The list of available formats will depend on the programs installed on your system. DO NOT select the default file format of QuickReport file(QRP) as you will not be able to view the resulting file. Excel (.XLS) and Rich Text Format (.RTF) are recommended formats
• Click Save when ready

The file will be created in the location you have selected with the name entered. Hit Alt & C to Close the Print Preview screen.

Print Med 1 Reports

To print a Med 1 Report on TouchStore start by going into any patient's file. Click to modules or press ALT O, go to Reports or press number 4, you will then see Med 1 report so double click on this.

From/on is the date you want to run your report from. You can run a MED 1 report for 5 years. Enter the date you want to run the report to eg. 01.01.2015 to 21.12.2018.

If there are more than one family members you can click on Include All Family Members by clicking on the box, however if it is for just one patient just enter the required patients surname, select your patient and click the box beside all and this will run a report for all schemes dispensed between 2015 and 2018.

On the bottom you will see Preview - here you can preview the report before you print, or you can select Print to print the report.

Print the daily audit report

To print a Daily Audit Report on TouchStore start by going into any patient's file. Click on modules or press ALT O. C lick on Reports or press number 4, you will then see daily prescription report so double click on this.

TouchStore will automatically default the previous day, this is fine if you are printing your daily report the morning before you start dispensing, however if you print the report before you go home in the evenings you will have to change this date.

Once you have your dates filled out, click on the “All” box beside schemes, on the bottom you can press Print or Preview. Once you press print this will print your Daily Audit Report.

Claim Statistics XML Fempi Report

Key Feature

• 3 parameters to define the report output
• Claim Month note this must be a month where a claim has been sent other wise nothing will be returned.
• Year
• Claim Authority

• This allows practice to review their monthly claim statistics broken down by scheme Type.

Practice Performance Report

Key Feature:

• 1 parameter to define the report output – Date Range
• Allows practice owners and managers to review Daily, Weekly or monthly practice performance on a single page!!
• The report has three sections, reporting on Front of Shop, Dispensary and overall Practice Summary. TouchStore Rx is the ONLY Pharmacy Management system in Ireland that provides a single Turnover figure for the practice, or group, as a whole.

Key Benefit:

• Report on performance over any period required
• Review each of the four Front of Shops quadrants:
• Sales –
• Media Receipts – cash, cheques, credit cards etc. What the till says versus what was counted
• Accounts – Credit given and payments received
• Sales KPI's – How many transactions were completed, what was the average value achieved. €12 been a target value to achieve
• Track and monitor Dispensary volumes.
• Review overall Profitability. Very important at all times to keep an eye on costs versus sales but especially now.

Practice Sale Analysis

Key Feature:

• 2 parameters to define the report output – Date range and Staff Member

• Allows practice owners and managers to report on Monthly practice sales over 11 metrics, over 12 months over 3 years.
• This is a very powerful analytical report.

Metrics Reported on:

• Gross Sales Incl of VAT
• Discounts & Refunds Incl of VAT
• Nett Sales Incl of VAT
• Nett Sales Excl of VAT
• Cost of Sales
• Gross Profit Margin
• Number of items sold
• Average sales value
• Number of receipts issued (the number of transactions at the tills)
• Average number of items per receipt (transaction)
• Average Value per Receipt

Key Benefit:

• Track how the business has performed last month compared with the month before, or the same month last year
• Track average sales values to maintain margins
• Track performance of individual staff members
• Ensure that Margins are been maximised each month and respond to dips.
• Forecast dips in performance from previous years and take proactive action

Category Sales Analysis

Key Feature:

• 4 parameters to define the report output
• The report lists the number of items sold, total sales value, the % of overall sales that this represents, Cost of those sales, actual profit and percentage margin for all categories or for a specified category.

• In short, this report lets you see how each product group or category is performing in your practice

Key Benefit:

• At a glance, ensure that margins achieved are in-line with target. Categories that are identified as under performing can have a Product Sales Analysis report run which will highlight the under-performing products within the stock category.
• Products can be moved between categories with easy – Bulk Update module
• Products moved keep their sales history
• Promotions run for a given product group or sub group can be tracked to assess the success of the promotion
• Shelf space and product placement can be defined by reviewing category performance
• This is the next most powerful report after the Practice Sales Analysis report.

Daily Prescription Report

• 4 parameters to define the report output

• Audit of dispensed items as required by the Pharmaceutical Society of Ireland. This report can be run for any date range.

Controlled Drug Report

• 4 parameters to define the report output

• Audit of Controlled Drugs dispensed as required by the Pharmaceutical Society of Ireland. This report can be run for any date range.

Patient Analysis

Key Feature:

• 9 parameters to define the report output

• Allows users to report on which medications are been taking by a specified patient, a specified family or all patients, prescribed by who and in what Dosage.

Key Benefit:

• Very useful report when comparing Patient histories when making a dispensing decision
• View prescribing patterns among Nursing Home patients in general or for a specified patient. The Product analysis report will only report on one item, where as the patient analysis report lists all items dispensed to Nursing Home patients.
• Also useful for checking on Loaned or Owed items for a specified patient.

Product Analysis Report

Key Feature:

• 11 parameters to define the report output

• Allows users to report on which patients are taking a specified medication, prescribed by who and in what Dosage.

Key Benefit:

• Very useful report when comparing Dosage histories for a specified medication when making a dispensing decision or making ordering decisions
• View prescribing patterns among Nursing Home patients in general or for a specified item.

Stock Take Adjustments Report

Key Feature:

• 1 Parameter to define the report output – Stock Take ID
• Lists all products counted during the stock take and notes the Adjustment in Qty on Hand.

Key Benefit:

• This report allows practice owners and managers to review the consistency of order validation within the practice. If orders are not getting validated, there will be many Stock Adjustments on the report which means that the Cost of Sales value on many products may be compromised and therefore profit and margin calculates on other reports will not be accurate.
• The Stock Adjustments report allows practice owners and managers to monitor general stock shrinkage and pilferage
• Having floor staff run a Stock Adjustment report on their respective sections on a regular basis, ensures that Practice SOP’s are been followed and that each section of the shop is been managed.

MDS Cassette Sheet

Key Feature:

• Only required by Practices supplying medication to Nursing Homes where those homes employ a Nomand, or similar, weekly Cassette system
• Once configured, this report is automatically generated for every patient in the home requiring medication for the current cycle

Key Benefit:

• Cheaper consumable costs. TouchStore Rx prints all forms to blank A4 paper, so no need to purchase expensive pre-printed fan-fold reams of paper
• As TouchStore Rx does not require a dot matrix printer when printing reports, the print for Cassette sheets delivered to the Nursing Home is of a much higher quality. This reduces confusing in the nursing home, thus reducing calls to the practice and increasing patient safety

How Do I Calculate my VAT Liability for Revenue

To calculate VAT returns for Revenue from TouchStore Rx:

The following reports are required and totals calculated as follows:

• 'VAT Analysis Report' --> Front of Shop sales VAT (Sales section of the report) + PLUS

• 'Daily Scheme Statics' report --> Drug Refund Scheme (private Rx) VAT figure + PLUS

• Your PCRS Claims listing VAT --> DP, GM, GR, HT, HA, EM, LT & SO VAT figure = EQUALS

Your VAT return for Revenue.

Note: VAT Analysis Report  
Totals for the VAT Analysis report are compiled from the Sales Items table. The Sum of records is completed base of Sales Date.

How Do I Run the Patient Care Fee Report

• Select Patient Care Fee report

• Select the current month up to which the Continuity period will run. E.g. when claiming for November dispenses, select November

• The report has two sections – Dispensed within continuation period (Claimable)

• and Outside continuation period (Not claimable)

• Each of the patients listed in the Dispense within continuation period can now be claimed for
• Re-Print a receipt for the last Hi-Tec dispense received
• Strict out the date and items dispensed
• Write the date and the Health Board text as required

  Note: Once a patient is no longer a Hi-Tec patient, you need to enter a scheme validity date that will make that scheme no longer active / valid.
  

E.g. For a patient no longer Hi-Tec since June 2008, on that patient's file - Patient Maintenance screen - you would need to enter “June 2008” as the validity date to stop that patient appearing on the Patient Care Fee report.

How Do I Cross Reference my Sales & VAT Figures

The following reports are required to cross reference Sales and VAT figures in TouchStore Rx:

• Sales Reconciliation Report

• VAT Analysis Report

• Daily Scheme Statics report

• Category Sales Analysis report

• Daily Z-Read totals
• These reports are also used to calculate VAT liability for Pharmacies who are not using the IPU agreed formula with Revenue. +In this document, I would like to outline what each total on each report means and, more importantly, how those totals relate to each other.

Section 1: Sales Reconciliation Report

The 'Sales Reconciliation Report', provides a summary of selected Till Shifts either on a single day or over a range of days. Most pharmacies would keep a copy of their daily 'Z-Reads'. The information provided on the 'Sales Reconciliation Report', is exactly the same as that provided on the 'Z-Read' with just one omission.

The daily 'Z-Read' provides a VAT breakdown as Pharmacies not using the VAT reporting in TouchStore Rx, require this information for whatever system they do use to calculate VAT liability.

Section 2: Vat Analysis Report

The 'VAT Analysis Report' is designed to provide a VAT breakdown for all Dispensary transactions - INCLUDING all prescription and all Front of Shop transactions - EXCLUDING prescriptions.

The 'VAT Analysis Report' is broken into two sections, Dispenses and Sales. In my example I have only dispensed and sold items at the standard rate of VAT.  I have highlighted the Nett Sales figure in red. Notice how the total Nett Sales from items Dispensed and Sales at front of shop, equals the Nett Sales on the 'Sales Reconciliation Report'.

These figures equal because I have ONLY dispensed DR & DP items. Where items are also dispensed on the GMS schemes, the total Nett Sales figure on the 'VAT Analysis Report' will be higher by the value of the GMS dispenses versus the Nett Sales on the 'Sale Reconciliation Report'.

Note how the total sales for the Dispense section of the 'VAT Analysis Report' equals the Total Value on the 'Daily Scheme Statics' report, as does the VAT figure. This is how the 'VAT Analysis Report' ties in ALL dispensary VAT with Front of Shop VAT and thus, the Nett sales total on the 'VAT Analysis report' will usually NOT equal the Nett Sales total on the 'Sale Reconciliation Report', as that report only includes DR schemes dispensed - and tendered at the till - and DP dispenses, tendered at the till and up to a maximum value of the co-payment threshold (€ 100 at time of writing).

Section 3: Daily Scheme Statics Report

Use this report to find the value of Drug Refund Scheme (DR) VAT when calculating your VAT liability for revenue.

The Total Value and VAT total reported here, will ALWAYS equal those displayed on the 'VAT Analysis Report', Dispense section.

Section 4: Category Sales Analysis Report

The 'Category Sales Analysis' report, ties in Sales & VAT figures in the other reports. I have again highlighted the Nett Sales in red, ex VAT sales in green and VAT amount in blue.

The overall totals will ALWAYS equal the Nett Sales, ex VAT sales and VAT amount reported on the daily 'Z-Read'.

The Nett Sales figure will also ALWAYS equal the Nett Sales figure reported at the top of the 'Sales Reconciliation Report'

Note that the Prescriptions category line, in my example, equals the Dispense section in the 'VAT Analysis Report'. I again state that this is ONLY the case because I have only dispensed under the DR and DP schemes. However, I have done this to demonstrate the link between these two reports. In other words, there is an element of DP and DR sales in the Nett sales & VAT figures that you need to be aware of.

You should also note that the Total ex Prescriptions line at the end of the report will ALWAYS equal the totals for the Sales section of the 'VAT Analysis Report' as both of these totals are reporting details on all sales EXCLUDING all prescriptions.

Section 5: Daily Z-Read

I have taken a snapshot of the two relevant sections from the daily 'Z-Read' to highlight where the figures reported, at the end of each day, tie in with the information provided by the other reports.

Highlighted in red at the top of the report, is the Nett Sales figure which equals the Nett Sales value on each of the other reports. The Nett Sales value is also reported at the bottom of the 'Z-Read' to give context to the ex VAT Sales figure and VAT amount reported. 

Note that the VAT figure on the Prescriptions line equals the VAT reported on the 'Category Sales Analysis' report. These figures will ALWAYS match as they are reporting the DR and DP sales element. For the purpose of this example, these figures also match the Dispense section totals on the 'VAT Analysis Report', but ONLY because I have only dispensed on the DR and DP schemes.

The final section reports on Nett sales (already discussed), the Sales ex VAT figure and the VAT amount, which will ALWAYS equal the corresponding figures on the 'Category Sales Analysis' report as both these reports are dealing with sales activity at the Front of Shop.

Again, ONLY for the purpose of example - these figures equal the Ex Vat, VAT and Total values reported on the 'VAT Analysis Report' to demonstrate how there is an element of DR & DP scheme dispenses INCLUDED in these totals.

Where a pharmacy has completed GMS scheme dispenses during the day, the 'VAT Analysis Report' totals will INCLUDE these in the sales & VAT values, whereas the 'Sales Reconciliation Report', the 'Category Sales Analysis' report and the daily 'Z-Read' will EXCLUDE any dispenses other than DR & DP under the co-payment threshold.