Red2Green Tracker and Dashboard
In order to track and monitor the areas and patients that are utilising the Red2Green methodology, we first needed to
capture the data. A simple two-tab worksheet was designed for an analyst to populate with ward and patient
information, and make available for staff on the included areas to update with a patients Red or Green status, along
with a reason.
A blank template (Appendix A) was designed on the first tab, as below:
NHS Number
Patient Name
Age at
Bed
Day
Current Ward Current LoS
Admit Number
Colour
For clarity, the fields are:
 NHS Number
 Patient Name
 Age at Admit
 Bed Number
 Current Ward
 Current LoS
 Day Colour
 Delay Reason
 Gender
 Admit Date
 MFFD? Y/N
 MFFD Date
 Patient Area (CCG)
 Further Comments
Delay Reason
Gender
Admit Date
MFFD? Y/N
MFFD Date
Patient Area (CCG)
Further Comments
(to identify patients across platforms, if needed)
(to identify patients on the ward)
(patients age at point of admission)
(to differentiate between patients of the same name, also to sort by walking order)
(to facilitate staff in quickly identifying their own patient list)
(to monitor length of the patient’s whole spell to date in hospital)
(all default to Red on report creation)
(a pre-determined list of ~35 items to cover all delay categories)
(additional patient information)
(to allow the calculation of current length of stay)
(to demonstrate which patients are Medically Fit for Discharge each day)
(for those that are medically fit, what date were they declared MFFD, or “Not MFFD”)
(to identify patients from our local CCG against “Out of Area” patients)
(to clarify if a delay reason is too broad in a specific situation)
An SQL script (Appendix B) extracts data for the above items (except for Delay Reason and Further Comments). The
script is run each morning between 8am and 8:30am each morning, and the script queries the database as at midnight
the previous night to see which patients were still admitted overnight. This patient list, and the accompanying data
items listed above, form the basis of the Red2Green report for that day.
Towards the end of the day, the completed data is finalised to correct any data gaps or errors. A completed dataset
(with patient identifiable data removed) looks like the below:
NHS Number
AAA AAA AAAA
BBB BBB BBBB
CCC CCC CCCC
DDD DDD DDDD
EEE EEE EEEE
FFF FFF FFFF
GGG GGG GGGG
HHH HHH HHHH
III III IIII
JJJ JJJ JJJJ
Patient
Name
Patient A
Patient B
Patient C
Patient D
Patient E
Patient F
Patient G
Patient H
Patient I
Patient J
Age at
Bed
Admit Number
69 Bed 1
50 Bed 2
74 Bed 3
66 Bed 4
67 Bed 5
21 Bed 6
73 Bed 7
80 Bed 8
73 SR1
82 SR2
Gender
Male
Male
Female
Female
Female
Male
Male
Female
Male
Male
Admit Date
MFFD? Y/N
01/02/2017 13:42 Yes
11/03/2017 05:13 No
08/03/2017 13:05 No
11/02/2017 23:31 Yes
28/02/2017 22:13 No
12/03/2017 23:56 No
22/12/2016 17:52 Yes
14/03/2017 13:58 No
11/03/2017 12:20 No
28/02/2017 16:18 No
Patient Area
MFFD Date
(CCG)
01/03/2017 14:00 Dudley
Not MFFD
Dudley
Not MFFD
Sandwell
21/02/2017 09:26 Dudley
Not MFFD
Dudley
Not MFFD
Sandwell
13/03/2017 22:00 Sandwell
Not MFFD
Seisdon&Staffs
Not MFFD
Dudley
Not MFFD
Sandwell
Current
Ward
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
Current Day
LoS
Colour
42 Red
4 Red
7 Green
32 Red
15 Red
3 Red
83 Red
1 Red
4 Green
15 Red
Delay Reason
R23 - Waiting for Care In Own Home
R10 - Waiting For Blood Results - Required Whilst Inpatient
Not Delayed Day
R5 - Discharge Planned for Tomorrow
R3 - No Clear Plan of Clinical Care and/or What is Needed for Discharge
R6 - TTO's Not Written Up
R29 - Waiting for Equipment/Adaptations
R32 - Waiting for Clinical Procedure
Not Delayed Day
R31 - Waiting for Endoscopy
Further Comments
On the second tab, a dashboard has been developed (Appendix C). This dashboard is comprised of three indicators that
can be filtered down to a ward level:



Pie Chart showing percentage split of Red, Green, and where data has been unavailable for inclusion, Black
Column Chart showing the total number of Red days per ward
Table and Column Chart showing the total number of each of the pre-determined Delay Reasons
Current Ward (All)
Current Ward
(All)
Day Colour
Green
Red
Black
Grand Total
Delay Reason
Data Not Collected
R3 - No Clear Plan of Clinical Care and/or What is Needed for Discharge
R21 - Waiting for Care Package - Residential Home
R14 - Waiting for Review by Other Speciality
R6 - TTO's Not Written Up
R4 - Waiting for Occupational Therapy/Physiotherapy input, ADL to be completed or needs Therapy Approval for Discharge
R20 - Waiting for Patient/Family Choice
Grand Total
Reason Count
66
17
10
9
5
4
4
115
Day Count
79
126
66
271
Day Colour
Black
24%
Green
29%
Delay Reasons
70
60
66
50
Red
47%
40
30
20
10
9
5
4
4
R14 - Waiting for Review by Other Speciality
R6 - TTO's Not Written Up
R4 - Waiting for Occupational
Therapy/Physiotherapy input, ADL to be
completed or needs Therapy Approval for
Discharge
R20 - Waiting for Patient/Family Choice
17
10
Red
R21 - Waiting for Care Package - Residential Home
Day Colour
Red Days
14
12
14
18
40
28
126
45
40
40
35
30
25
28
R3 - No Clear Plan of Clinical Care and/or What is
Needed for Discharge
Ward
C7
C8
A3
B6
C1
C3
Grand Total
Data Not Collected
0
20
15
10
18
14
5
12
14
0
C7
C8
A3
B6
C1
C3
The dashboards are a set of pivot tables and pivot charts based on the data collected earlier by the ward staff. Pivot
tables and charts will not automatically update when new data is added, and people not familiar with pivoting data may
not be comfortable with the process of updating tables manually, so a button was coded and added to the top of the
data collection worksheet. Once the data is collected and inputted, a user only needs to click this button, and a coded
macro module (Appendix D) will automatically run the process for updating all tables and charts.
Once a week, all of the daily sheets are combined into one master version, and from this, we produce a 14-Day Pathway
‘at a glance’ for all patients, highlighting their status each day (Appendix E). This is done by coding a reference key field
against each record in the master sheet, and running a VLOOKUP formula to pull each patients Red, Green or Black
status for each day. These daily status’ are colour coded for ease of viewing, and a status is also added against each
patient to say whether they are currently still admitted, or have been discharged.
Please Note: This Pathway At A Glance is currently in the process of being automated, so that end users will be able to
perform all the above actions for themselves. This development is expected to take approximately two weeks.
Appendix A
NHS Number
*Please only enter the information in the columns with BLUE headers (Day Colour, Delay Reason).
**All Patients begin the day as Red - please update to Green where necessary.
***For Green Patients, Select 'Not Delayed Day'; For Red Patients, Select Appropriate Delay Reason from List of 30 Options
Age at Bed Current Current Day
Patient Name
Delay Reason
Admit Number Ward
LoS Colour
Click Here to Update Your
Gender Admit Date
MFFD?
MFFD Date
Y/N
Patient Area (CCG)
Further Comments
Appendix B
Use
Select Distinct
From
Join
Join
Join
Join
Join
Join
Join
Where
And
And
Or
Or
Or
Or
Or
Or
Or
Or
Or
Or
Or
Or
Order By
Oasis_Import
PI.ID_Number as 'NHS Number',
PM.Pat_Name_1 + ' ' + PM.Pat_Name_Family as 'Patient Name',
DateDiff(YY, PM.Date_Of_Birth, PA.Admit_Date) as 'Age at Admit',
'Bed' + ' ' + BD.Bed_Location as 'Bed Number',
Case When WED.Description like '%A3%' Then 'A3'
When WED.Description like '%B6%' Then 'B6'
When WED.Description like '%C1%' Then 'C1'
When WED.Description like '%C3%' Then 'C3'
When WED.Description like '%C4%' Then 'C4'
When WED.Description like '%C5%' Then 'C5'
When WED.Description like '%C7%' Then 'C7'
When WED.Description like '%C8%' Then 'C8'
When WED.Description like '%B2%' Then 'B2'
When WED.Description like '%C6%' Then 'C6'
When WED.Description like '%B3%' Then 'B3'
When WED.Description like '%A2%' Then 'A2'
When WED.Description like '%P%CCU%' Then 'Post CCU' Else '' End as 'Current Ward',
DateDiff(DD, PA.Admit_Date, GetDate()) as 'Current LoS',
'Red' as 'Day Colour',
'' as 'Delay Reason',
Case When PM.Sex = 'M' Then 'Male' Else 'Female' End as 'Gender',
PA.Admit_Date as 'Admit Date',
Case When PA.Clinical_Discharge_Date Is Null Then 'No' Else 'Yes' End as 'MFFD? Y/N',
Case When PA.Clinical_Discharge_Date Is Null Then '' Else PA.Clinical_Discharge_Date End as 'MFFD Date',
Case When C.Description like '%Dudley%' Then 'Dudley'
When C.Description like '%Wolverhampton%' Then 'Wolves'
When C.Description like '%Walsall%' Then 'Walsall'
When C.Description like '%Sandwell%West Birm%' Then 'Sandwell'
When C.Description like '%Cross%' Then 'Birm CC'
When C.Description like '%Bromsgrove%' Then 'Redd&Broms'
When C.Description like '%Wyre Forest%' Then 'Wyre Forest'
When C.Description like '%Seisdon%' Then 'Seisdon&Staffs'
When C.Description like '%Birmingham South%' Then 'Birm S&C'
When C.Description like '%Shropshire%' Then 'Shropshire' Else 'Other CCG' End as 'Patient Area (CCG)',
'' as 'Further Comments'
Patient_Ad PA
Patient_IDs PI on PA.Patient_ID = PI.Patient_ID and PI.ID_Type_Code = 56970
Patient_Master PM on PA.Patient_ID = PM.Patient_ID
Bed_Details BD on PA.Admission_No = BD.Admission_No and BD.Current_Record = 'Y'
Patient_Care_Episodes PCE on BD.Care_Episode_ID = PCE.Care_Episode_ID
Work_Entity_Data WED on BD.Work_Entity = WED.Work_Entity
GP_Practice_Master GP on PM.Practice_ID = GP.Practice_ID
Codes C on GP.PCG_Code = C.Code
PA.Physical_Discharge_Date Is Null
PA.Admit_Type = 'I'
(WED.Description like '%A3%'
WED.Description like '%B6%'
WED.Description like '%C1%'
WED.Description like '%C3%'
WED.Description like '%C4%'
WED.Description like '%C5%'
WED.Description like '%C7%'
WED.Description like '%C8%'
WED.Description like '%B2%'
WED.Description like '%C6%'
WED.Description like '%B3%'
WED.Description like '%A2%'
WED.Description like '%P%CCU%')
Case When WED.Description like '%A3%' Then 'A3'
When WED.Description like '%B6%' Then 'B6'
When WED.Description like '%C1%' Then 'C1'
When WED.Description like '%C3%' Then 'C3'
When WED.Description like '%C4%' Then 'C4'
When WED.Description like '%C5%' Then 'C5'
When WED.Description like '%C7%' Then 'C7'
When WED.Description like '%C8%' Then 'C8'
When WED.Description like '%B2%' Then 'B2'
When WED.Description like '%C6%' Then 'C6'
When WED.Description like '%B3%' Then 'B3'
When WED.Description like '%A2%' Then 'A2'
When WED.Description like '%P%CCU%' Then 'Post CCU' Else '' End,
PM.Pat_Name_1 + ' ' + PM.Pat_Name_Family Asc
Appendix C
Appendix D
Appendix E
Sun
Mon
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Green
Red
Red
Black
Black
Black
Black
Black
Black
Black
Black
Black
Black
Black
Black
Black
Black
Black
Black
Black
Green Red
Black
Green Green Black
Green Green Black
Red
Red
Red
Red
Black
Red
Green Black
Green Red
Black
Green Green Black
Green Green Black
Red
Red
Black
Red
Red
Black
Green Black
27/03/2017
Sat
Red
Green
Green
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Green
Red
Red
26/03/2017
Fri
Black
Black
25/03/2017
Thu
Black
Black
24/03/2017
Wed
Tue
Red
Wed
Thu
Fri
Sat
Sun
Mon
Red
Green
Red
Red
Green
Red
Green
Red
Red
Green
Red
Red
Red
Red
Black
Black
Black
Black
Black
Black
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Black
Black
Black
Black
Red
Red
Red
Red
Red
Red
Green
Red
Red
Red
Red
Red
Red
Red
Black
Black
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Green Black
Red
Black
Black
Black
Red
Red
Red
Red
Red
Red
Red
Red
Red
Black
Black
Black
Black
Black
Black
Green Green Green
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Black
Black
Black
Black
Black
Black
Black
Black
Red
Red
Red
Green Green Green
Red
Red
Red
Green Black
Red
Black
Green Black
Black
Black
Black
Red
Red
Red
Red
Red
Red
Red
Red
Red
Red
Black
Black
Green Green Green
Red
Red
Red
Black
Black
Black
Black
Black
Red
Red
Red
Red
Black
Black
Red
Red
Red
Red
Green
Green
Red
Green
Red
Green
Red
Green
Red
Red
Red
Green
Red
Red
Red
Red
Red
Red
Green
Red
Green
Red
Red
Red
Black
Black
Green
Green
Red
21/03/2017
Tue
Black
Black
23/03/2017
Filter
20/03/2017
Filter
5 Discharged
4 Discharged
4 Discharged
3 Discharged
91 Discharged
71 Discharged
61 Still Admitted
55 Still Admitted
51 Still Admitted
44 Still Admitted
35 Still Admitted
32 Discharged
32 Discharged
29 Discharged
28 Still Admitted
27 Still Admitted
26 Discharged
24 Discharged
24 Still Admitted
24 Still Admitted
23 Discharged
23 Still Admitted
22 Still Admitted
20 Discharged
19 Still Admitted
19 Discharged
17 Still Admitted
17 Still Admitted
17 Still Admitted
17 Discharged
17 Still Admitted
16 Discharged
16 Still Admitted
16 Discharged
15 Discharged
15 Discharged
14 Still Admitted
19/03/2017
Filter
22/03/2017
B6
B6
B6
B6
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
C1
18/03/2017
Filter
1111111111 A Bloggs
1111111112 B Bloggs
1111111113 C Bloggs
1111111114 D Bloggs
1111111115 E Bloggs
1111111116 F Bloggs
1111111117 G Bloggs
1111111118 H Bloggs
1111111119 I Bloggs
1111111120 J Bloggs
1111111121 K Bloggs
1111111122 L Bloggs
1111111123 M Bloggs
1111111124 N Bloggs
1111111125 O Bloggs
1111111126 P Bloggs
1111111127 Q Bloggs
1111111128 R Bloggs
1111111129 S Bloggs
1111111130 T Bloggs
1111111131 U Bloggs
1111111132 V Bloggs
1111111133 W Bloggs
1111111134 X Bloggs
1111111135 Y Bloggs
1111111136 Z Bloggs
1111111137 A Doe
1111111138 B Doe
1111111139 C Doe
1111111140 D Doe
1111111141 E Doe
1111111142 F Doe
1111111143 G Doe
1111111144 H Doe
1111111145 I Doe
1111111146 J Doe
1111111147 K Doe
17/03/2017
Current Ward Current LoS Patient Status 7 Day Review Comments
16/03/2017
Patient Name
15/03/2017
NHS Number
14/03/2017
14 Day Pathway At A Glance
Red
Green Red
Red
Red
Red
Green Green Green Green Green
Red
Green Green Green Green
Green
Green Red
Red
Red
Red
Green Red
Red
Red
Red
Red
Red
Red
Red
Red
Green Red
Red
Red
Red
Red
Green Red
Red
Red
Red