HFMA Excel Training
Practical Excel for Healthcare Financial Management
PRESENTED BY: Brian Steensma, Financial Consultant OHSU
DATE: February 15, 2016
Introduction
• Presenter background
– Financial Consultant at OHSU
– Small Business Consultant & Financial Planner
– M.Sc. Management of Complex Systems
– B.A. Computational Mathematics
• Participant experience level?
• How do you use Excel?
• Common Issues?
• Why Excel?
2
Course Topics
• Navigation & Shortcuts
• Formulas & Logic
• Design & Formatting
• Pivot Tables
• Charts
• Other Tips
• Applications
3
Best Practices
• Build speed by becoming fluent using main shortcuts and
formulas so you can program at the pace of your ideas
• Practice using relative and absolute reference locking to
create one formula that can be used in many cells
• Master the fundamental technique of combining text strings
and cell references within formulas “Text”&Reference&“Text”
• Always tie-out to official reports, also create tie-out formulas
along columns and rows throughout your report to ensure
formula errors pop out and can be corrected
• Always define print settings
• Think outside of the grid
4
Navigation: Excel Ribbon
• File: Loading, Saving, Recent Files, Options
• Home: Formatting and Basic actions
• Insert: Add Charts, Tables, Images, and Pivot Tables
• Page Layout: Page Setup, Print Settings, Sheet Options
5
Navigation: Excel Ribbon
• Formulas: Functions, Named Ranges, Auditing
• Data: Filters, Connections, Data Tools, Outline, Analysis
• Review: Proofing, Comments, Protection
• View: Layout, Zoom, Freeze Panes
6
Navigation
• Range Reference & Formula Window
• Tab Names and Order
• Zoom & Layout
7
Shortcuts
• Basic Operations
– Ctrl + N, O, S, P : New, Open, Save, Print
– Ctrl + C, V, Z, Y : Copy, Paste, Undo, Redo
• File Navigation
– Ctrl + PgDn / PgUP : Next/Prev Worksheet
– Ctrl + Tab : Next Workbook
– Alt + Tab : Switch Window !!
• Formula Editing
– F2 : Edit Cell
– F4 : Lock Reference
– Ctl + ~ : View Formulas
8
Shortcuts
• Selecting
– Ctrl + Click : Multiple Cell Select
– Shift + Click : Select Range
– Ctrl + Arrow : Move to Edge of Data Region
– Ctrl + Shift + Arrow : Select to Edge of Data Region
– Shift + Space : Select Row, Horizontal Range
– Ctrl + Space : Select Column, Vertical Range
– Ctrl + A : Select Group, Select All
– Ctrl + G : Go To Dialog, Special Select
• Others
– Ctrl + Wheel : Zoom
– Ctrl + 1 : Format Options, also Ctrl + Shift + F
– Ctrl + Alt + V : Paste Special Options
– Ctrl + [ : Open File for Linked Value
9
Formulas: Basic
• SUM : adds numbers
=SUM( number1, number2, … )
• COUNT : counts cells that contain numbers
=COUNT( value1, value2, … )
• AVERAGE : arithmetic mean of numbers
=AVERAGE( number1, number2, … )
• MAX : largest value in set of values
=MAX( number1, number2, … )
• MIN : smallest value in set of values
=MIN( number1, number2, … )
• SUMPRODUCT : sum of products in ranges or arrays
=SUMPRODUCT( array1, array2, … )
10
Formulas: Handling Text
• LEFT : specified number of characters from start
=LEFT( text, num_chars, … )
• RIGHT : specified number of characters from end
=RIGHT ( text, num_chars, … )
• MID : characters using start position and length
=MID( text, start_num, num_chars )
• VALUE : converts text number to number value
=VALUE ( text )
• TEXT : converts value to text in a specified format
=TEXT( value, format_text )
– “0.0%” show percentage to one decimal
– “0,0” use comma separated whole number
– “$0,0,K” add currency symbol and show factor by 1,000
11
Formulas: Logical
• Inequalities
> , < : Greater/Less Than
>= , <= : Greater/Less Than or Equal To
= , <> : Equal, Not Equal
• IF : returns one value if TRUE, another if FALSE
=IF( logical_test, value_if_true, value_if_false )
• AND : checks whether ALL arguments are TRUE
=AND( logical_test1, logical_test2, … )
• OR : checks whether ANY of the arguments are TRUE
=OR( logical_test1, logical_test2, … )
• Nested Logical Statements
– Use multiple IFs, or combine with AND/OR elements
=IF( OR( logical_test1, logical_test2 ), value_if_true, IF( logical_test3,
value_if_true, value_if_false ) )
12
Formulas: Logical
• COUNTIFS : counts cells specified by given conditions
=COUNTIFS( criteria_range, criteria, … )
• SUMIFS : adds cells specified by given conditions !!
=SUMIFS( sum_range, criteria_ range, criteria, … )
– One of the best ways to create tables using only 1 formula
13
Formulas: Reference
• VLOOKUP : looks for value in leftmost column, returns value
in the same row from specified column
=VLOOKUP( lookup_value, table_array, col_index_num, range_lookup )
• HLOOKUP : looks for value in top row, returns value in the
same column from specified row
=HLOOKUP( lookup_value, table array, row_index_num, range_lookup )
• OFFSET : returns reference that is a given number of rows and
columns from a given reference
=OFFSET( reference, rows, cols, height, width )
=SUM( reference : OFFSET( reference, rows, cols ) )
14
Formulas: Reference
• INDEX : returns value or reference of cell at the intersection
of particular row and column
=INDEX( array, row_num, column_num )
• MATCH : returns relative position of item in array that matches
specified value, in specified order
=MATCH( lookup_value, lookup_array, match_type )
• INDEX+MATCH : used like a VLOOKUP, but can go Left
=INDEX( … , MATCH( lookup_value, lookup_array, match_type )
• INDIRECT : returns reference specified by text string
=INDIRECT( ref_text )
– Start with reference inside formula with quotes, =INDIRECT("Data!Q17")
– Replace text with variable references, =INDIRECT(F32&"!"&G32&"17")
15
Formulas: Other Top Formulas
• SUBTOTAL : returns subtotal in a list
=SUBTOTAL( function_num, ref1, … )
• tip: use function_num 9 for SUM, helpful to sum filtered array
• ROUND : rounds number to specified number of digits
=ROUND( number, num_digits )
• tip: use negative num_digits value to round large numbers
• IFERROR : returns specified value or text if error
=IFFERROR( value, value_if_error )
16
Error
#DIV/0!
#N/A!
#NAME?
#NULL!
#NUM!
#REF!
#VALUE!
Meaning
Trying to divide by 0
A formula cannot find the referenced data
Text in the formula is not recognized
A space was used in formulas that reference multiple ranges
A formula has invalid numeric data for the type of operation
A reference is invalid
The wrong type of operand or function argument is used
Formulas: More Features
• Function Autocomplete
• Dragging Formulas and Values
• Refresh Formula F9
• Formula Auditing
– Trace Arrows
– Error Checking
– Circular References
17
Formulas: Complex
• Relative and Absolute references
– Using F4 to control Locking of Row and Column definitions
• Fixed and Variable elements
– Use ampersand & to join or concatenate elements
– Use quotes “ ” to insert fixed elements
=“Text string ”&Formula&“Text string ”&Formula
=“The answer is equal to ”&A1
=“Net Income is ”&TEXT(A1, “$0,0,K”)&“ YTD, which is favorable “&TEXT(B1,“0%”)&“.”
• Named Ranges
– Name variables with a letter or short word in reference window
– Update or change names in the Name Manager
• Nesting Formulas
18
Formatting: Basic
• Format Cells Dialog
– Launch using Ribbon Icon or CTRL + 1
• Number
– Change format type, Currency,
Accounting, Date, Percentage, Text, etc.
• Font
– Change font, size, color, emphasis
• Borders
– Customize border edges, styles, colors
• Fill
– Customize cell colors, RGB values, gradients
• Alignment
– Adjust alignment, indents, wrapping, merging
19
Formatting: Paste Special
• Values
– Eliminate formulas and/or formats
– Ctrl A + Ctrl C + Paste Special Values
• Formulas
– Paste formulas without messing up formats
• Format
– Paste formats only, can be easier than applying settings manually
• Transpose
– Useful for converting row of data into column, or vice versa
• Multiply
– Useful for converting large array of text based numbers into values.
– Using standard ‘covert to number’ can create long delays or crash Excel.
– Put a 1 in any cell, copy, select range, paste special ‘Multiply’
20
Formatting: Page Layout
• Gridlines
– Generally better to turn off, and create your own borders
• Print Preview
– Ctrl + P, enable margin markers
• Margins
– Start with Presets, then customize in Print Preview or Page Setup
– Consider option to Center on Page Horizontally or Vertically
• Print Area
– Highlight area to print and then Set Print Area
• Page Break View
– Drag Print Area borders, useful to avoid orphan/widow content
• Page Setup
– Dialog with settings all in one place, Useful icon to bring up dialog on Page Layout
ribbon, or use Ctlr + P and select “Page Setup” link
21
Formatting: Page Layout
• Scaling
– Use Fit to for printing on one page, or use tall value for multiple pages
– Use Adjust to % to fine tune scaling
• Col/Row Size
– Right Click Headings and select Row Height or Column Width to define size
– Highlight columns, click on edge of column to auto-size each column, then expand
a little bit, then set value to nearest whole value
• Col/Row Repeat
– Sheet Options icon on Page Layout tab, or Sheet tab in Page Setup dialog
– Click in box, then select Rows or Columns to be repeated in print out
– Very useful to keep heading/label row on multiple pages of data printout
22
Formatting: Page Layout
• Freeze Panes
– View ribbon, freeze top, left, or both sections to remain visible when scrolling
through large worksheet. Select row beneath top header, or column to the right of
left labels
• Zoom
– View ribbon, can be useful to fit contents on screen with Zoom to Selection
– Also easy to use Zoom shortcut Ctrl + Wheel
• Outline Groups
– Data ribbon, select rows/columns, select Group for expandable sections
– Use corner icon in Outline section to open Settings, check or uncheck boxes to
control if group icon is on right/left or top/bottom of outline group detail
23
Formatting: Conditional Formatting
• Highlights
– Based on cell value
– Easy way to see duplicate or unique values !!
• Color Scales
– Set minimum and maximum based on value or percentage
– Change midpoint from 50 percentile to 0 number value
• Icon Sets
– Traffic lights and arrows to illustrate variance and change values
Revenue Drivers/Volume
Admissions
Average Length of Stay (ALOS)
Ambulatory Visits
Emergency Department Visits
Surgical Cases
CMI (Excluding Normal Newborn)
Outpatient Share of Activity %
Occupancy% IP/Day/Obs Non-Specialty
CMI/OP Adjusted Admissions
24
Actual
2,460
6.4
78,073
3,841
2,904
2.12
49.5%
98.1%
10,332
Budget
Variance
2,299
161
5.5
(0.9)
75,929
2,144
4,137
(296)
2,694
210
2.06
0.06
50.3%
(0.7%)
85.5%
12.6%
9,520
812
Var %
7.0%
(16.4%)
2.8%
(7.2%)
7.8%
2.9%
(1.5%)
14.8%
8.5%
Formatting: Conditional Formatting
• New Rule
– “Format only cells that contain”
• Tip: use “Cell Value less than 0” to format red font while using Accounting Number
Format
– “Use a formula to determine which cells to format”
• Tip: use relative locking in formula to apply formatting to entire range. For example,
try using =ISODD(ROW($A4)) and change fill color to create banded rows in table of
data
• Manage Rules
– Edit Applies to range
– Delete duplicate rules
• Tip: Use Paste Special values or Paste Special formulas to avoid duplicating
conditional formatting rules.
25
Dates
• Basic Date Formatting
– Many date formats available to change look of given serial value
– Date serial values based on whole number of days from 1/1/1900.
– For example, the underlying value of 2/15/2017 is equal to 42781
– Times are based on decimal values where 1 is equal to 24 hours
– Be careful not to include Date or Time cells in SUM ranges
• Today
– Today() to generate dynamic value equal to today’s date
– Use shortcut CTRL + ; to generate fixed value equal to today’s date
– Also can use CTRL + SHIFT + ; to generate current time
– Full time stamp shortcut CTRL + ; SPACE CTRL + SHIFT + ;
• Customize formats further using TEXT formula
– UPPER(TEXT(TODAY(),"mmm"))&"-"&TEXT(TODAY(),"yy") = FEB-17
26
Dates
• Date VLOOKUP Table
– Create table with various date Formats and values that can be used
dynamically in your report as period changes
2017
1
2
3
4
5
6
7
8
9
10
11
12
8
JUL
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
July
August
September
October
November
December
January
February
March
April
May
June
31,
31,
30,
31,
30,
31,
31,
28,
31,
30,
31,
30,
One
Two
Three
Four
Five
Six
Seven
Eight
Nine
Ten
Eleven
Twelve
July 31, 2016
August 31, 2016
September 30, 2016
October 31, 2016
November 30, 2016
December 31, 2016
January 31, 2017
February 28, 2017
March 31, 2017
April 30, 2017
May 31, 2017
June 30, 2017
201607
201608
201609
201610
201611
201612
201701
201702
201703
201704
201705
201706
– Use Named Ranges such as MO & FY to make formula writing easier
– VLOOKUP(MO,Date_Table,6,false) equals “February 28, 2017”
– “FY”&RIGHT(FY,2)&“ YTD” equals “FY17 YTD”
27
Pivot Tables
• Create a flexible table that can slice and dice a data set using
various fields for rows and columns as well as filters
• Step 1: Go to Insert Ribbon, Select PivotTable
• Step 2: Select a table or range
• Step 3: Drag elements from Field List into sections for Columns,
Rows, Values, and Filters
• Step 4: Adjust Report Layout and Subtotal options
• Step 5: Adjust Formatting and Style options
28
Pivot Tables
•
Select Range, Row & Column Labels, Values, & Filter
– Report Layout: tabular form
– Pivot Table Options: For empty cells show 0
– Pivot Table Options: Check Preserve cell formatting on update
– Value Field Settings: Change from COUNT to SUM
– Value Field Settings: Check ‘Include new items in manual filter’
– Value Field Settings: Check ‘Show items with no data’
– Change Data Source: Leave extra room if table grows over time, filter out (blank)
– Refresh Pivot Table: ALT + F5
•
Value Filters
– Use inequalities, or Top/Bottom
•
More Sort Options
– Choose column, Ascending/Descending
– Manual sorting rows by dragging label handle up or down
•
Calculated Fields
– Fields, Items & Sets > Calculated Field
– Create new field name, and construct formula from existing fields
29
Application 1: Pivot Table Data Analysis
30
Application 1: Pivot Table Data Analysis
31
Application 1: Pivot Table Data Analysis
32
Charts
•
Select Chart Type
– Clustered Column ,Stacked Column, 100% Stacked Column, Line, Line with Markers
•
Select Data
– highlight ‘Chart data Range’, or add individual ‘Series’
•
Add/Position elements
– Chart Title, Legend, Data Labels, Gridlines, Analysis lines/bars
•
Format Data Series
– Adjust Line Chart options for Width, Color, Markers
– Adjust Column Chart options for ‘Gap Width’
– Line Style option, try ‘Smoothed’ line
•
Format Axis
– Set Minimum, Maximum, Major unit, & Minor unit
– Add Display Units for ‘Thousands’ or ‘Millions’
•
Plot more than one type of chart using Secondary Axis
•
More Tips
– Leave formatting dialog open while clicking various elements
– Create dynamic titles or text box content using formula editor
33
Charts
Volume, Net Patient Revenue, & Expense per CMI Adjusted Admission
$17,000
160,000
$16,000
150,000
$15,000
140,000
$14,000
130,000
$13,000
120,000
$12,000
110,000
$11,000
100,000
$10,000
90,000
$9,000
34
FY15
FY16
FY17
FY18
FY19
FY20
FY21
FY22
FY23
FY24
FY25
FY26
FY27
CMI Adjusted Admissions 103,172
Net Patient Revenue
11,534
102,566
109,497
115,624
119,042
121,959
125,592
128,609
132,094
135,801
139,608
143,568
147,688
12,630
13,168.50
13,699
14,018
14,170
14,311
14,585
14,773
14,952
15,156
15,348
15,537
Expenses
11,998
12,318
12,549
12,524
12,562
12,532
12,567
12,727
12,879
13,018
13,172
13,299
11,010
80,000
Charts
Expense per CMI Adjusted Admissions
Salaries & Benefits
Pharmaceuticals
Medical Materials & Supplies
Services & Other
Overhead
12,500
2,527
7.3%
2,712
5.4%
2,859
6.2%
2,881
from FY16
10,000
1,021
7,500
1,594
985
13.4%
0.6%
9.8%
1,158
-9.3%
1,603
-1.5%
1,081
17.8%
1,051
-5.2%
from FY16
1,578
-5.9%
1,098
1,508
from FY16
1,274
-6.0%
1,017
from FY16
5,000
2,500
5,896
-1.4%
5,814
1.7%
5,911
4.2%
6,060
from FY16
FY15-TOT
12,024
35
FY16-TOT
2.9%
12,369
FY17-YTD
2.5%
12,673
FY17-BUD
1.6%
from FY16
12,563
Charts
Expense per CMI Adjusted Admissions
FY17 Total Budget
FY16 Actuals
FY17 Actuals
13,500
13,000
FY17 Total Budget
12,500
12,000
11,500
Goal
11,000
FY16 Actual = 12,578
FY17 Actual = 12,911
FY17 Budget = 12,913
10,500
10,000
JUL
36
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
Charts
Paid FTE by Month
0.5 STD
Flex Budget FTE
Actual FTE
7,600
7,174
7,200
6,957
6,824
6,800
7,111
6,987
6,807
6,933
6,715
6,654
6,807
6,737
6,618
6,400
6,000
Jan-16
37
Feb-16
Mar-16
Apr-16
May-16
Jun-16
Jul-16
Aug-16
Sep-16
Oct-16
Nov-16
Dec-16
Other Tips & Tricks
• Advanced Filters
– Text Filters, Number Filters, Filter by Color
• Remove Duplicates
– Data Ribbon, Easy way to get unique values from data list
• Data Validation / Dropdowns
– Data Ribbon, Select List from Allow dropdown, Select range in Source window
or type in options manually
• Goal Seek
– Data Ribbon, What-if Analysis
– Set cell (reference), To value (value), By changing cell (reference)
• Use data illustrations in Email
– Copy illustration, Paste into Email, Right click Table icon, Select Table
Properties, Uncheck size options on each tab to allow adaptive sizing
38
Application 2: Profit & Loss Financials
• Building P&L from GL data using SUMIFS and VLOOKUPS
FUND
ORG
MISS
OBJ
0111
30124
31
5123
0111
31407
31
5533
0111
32204
31
5119
0111
30120
31
5123
0111
31261
31
5111
0111
30108
31
5125
0111
38997
39
5119
0111
31604
31
4117
0111
33001
31
5505
0111
32207
39
5301
0111
31604
31
5546
0111
31415
31
5371
ORG Description
0111
38914
39
5390
31503 Revenue Cycle Operations
0111
30904
39
5192
316010111
Emergency
Dept
38941
39
5732
316040111
Emergency
- DCH 4137
30701 Dept31
318010111
Short31242
Stay Unit 31
4112
5865
318020111
Sleep32404
Studies 31
0111
31221
31
5129
31803 11B Procedural Care Unit
0111
33024
31
31805 Pre Operative Medicine 5361
Clinic
PROG
PROV
000
0000
000
0000
000
0000
000
0000
985
0000
000
0000
000
0000
000
0000
000
0000
000
0000
000
0000
000
0000
Group
000
0000
Admin Care
000
0000
Emergency
000
0000
Emergency
000
0000
Periop0000
Adult
000
000
0000
Behavioral
000
Periop0000
Adult
000
0000
Periop Adult
31808 CHH Surgery Center
Periop Adult
32004 CP Lab - Core Lab
Lab
32005 Special Immunology And Coagulation
Lab
39
LOCN
000
000
000
OBJ
000
5357
000
5361
000
5362
000
5363
000
000
5364
000
5365
000
5368
000
5371
000
5372
000
5373
269
000
000
000
000
000
M1
M2
M3
M4
1,723
1,675
2,674
1,663
1,915
1,915
1,915
1,915
2,151
2,048
2,114
2,114
Description
1,961
1,706
2,016
1,709
Anesthetic
Materials
2,241
2,046
2,144
2,144
Laboratory
Supplies
1,739
1,331
3,840
2,713
Laboratory
Reagents
2,177
2,053
2,116
2,114
Radioactive
Materials
4,520
5,350
11,111
(703)
575
1,950
2,665
Radiology Films
1,613 & Blood
1,609 Products
2,228
2,181
Blood
2,517
2,117
2,435
Hemophilia Pharmaceuticals2,777
1,966
2,081
3
4,093
Pharmaceuticals
8,304
1,647
3,611
Prostheses
4,817
4,294
5,378
2,556
Organs
For
Transplant
2,132
2,132
2,132
2,132
854
1,723
3,758
1,708
4,449
1,095
1,098
2,081
2,108
2,138
2,137
2,108
4,952
4,520
5,011
2,662
1,687
948
1,702
2,660
M5
M6
1,578
1,800
1,915
1,915
2,054
OBJ 2,189
Group
2,463
2,392
Medical
Materials
2,046
2,240
Medical
1,457 Materials
2,244
Medical
2,062 Materials
2,173
Medical
(1,023) Materials
(2,979)
3,780
3,495
Medical Materials
2,914 Materials
2,112
Medical
1,947
1,771
Pharmaceuticals
1,936
486
Pharmaceuticals
202
20
Medical
Materials
Medical
2,132 Materials
2,132
5,091
2,217
982
2,166
2,108
80
(5,702)
1,906
2,762
4,314
Application 2: Profit & Loss Financials
• Extending P&L with Dept groupings
• Defining variables and using Date Lookup table
Profit and Loss
Total Hospital
FEB
as of February 28, 2017
JUL-16
AUG-16
SEP-16
OCT-16
Monthly
NOV-16
DEC-16
JAN-17
FEB-17
Budget
Inpatient Revenue
Outpatient Revenue
Gross Patient Revenue
Revenue Deductions
Net Patient Revenue
Other Revenue
Total Revenue
142,034
132,911
274,946
(149,863)
125,083
4,983
130,066
141,755
124,209
265,964
(143,030)
122,934
5,070
128,004
145,830
129,639
275,469
(146,682)
128,787
5,658
134,445
150,623
132,931
283,554
(153,090)
130,464
5,529
135,993
136,418
123,531
259,949
(133,314)
126,635
6,088
132,723
138,222
137,924
276,146
(144,328)
131,818
5,445
137,262
132,665
121,084
253,749
(130,918)
122,831
5,251
128,082
150,379
128,092
278,471
(143,302)
135,169
5,437
140,607
130,317
113,870
244,186
(128,615)
115,571
5,172
120,743
20,062
14,223
34,285
(14,687)
19,598
265
19,863
Salaries & Wages
Other Payroll Expenses
Contract Labor
Labor Expenses
Medical Materials & Supplies
Pharmaceuticals
Other Supplies
Services
Other Expenses
Internal Arrangements
Mission Support
OCA
Provider Tax
Insurance
Depreciation
Interest Expense
Non-Labor Expenses
Total Expenses
42,683
13,160
846
56,689
12,222
9,664
1,151
1,963
6,576
5,446
5,725
5,498
7,255
1,301
5,307
1,492
63,599
120,289
39,404
12,478
762
52,644
10,804
10,763
1,588
3,292
6,360
4,853
5,766
5,202
7,130
1,301
4,982
1,488
63,529
116,173
42,495
13,060
984
56,539
11,681
11,881
1,530
2,845
7,286
5,396
5,880
5,596
7,470
1,313
5,167
1,232
67,276
123,815
43,190
12,726
744
56,660
13,964
12,273
1,468
3,407
7,258
5,004
5,710
5,852
7,567
907
5,870
1,490
70,770
127,430
41,803
12,770
884
55,457
12,396
12,582
1,713
2,179
8,879
5,646
5,620
5,733
7,345
1,338
5,439
1,487
70,357
125,814
43,080
12,981
1,051
57,113
14,875
12,428
1,671
4,407
3,299
5,299
5,718
5,788
7,645
1,307
5,383
1,042
68,863
125,976
42,390
13,168
799
56,356
11,669
10,648
1,516
3,513
6,917
5,875
5,792
5,666
7,124
1,316
5,965
1,500
67,501
123,857
41,953
13,021
849
55,823
12,889
14,031
1,742
4,310
3,673
5,246
5,692
5,698
7,840
1,301
5,578
3,171
71,170
126,992
40,580
13,164
172
53,915
11,129
8,262
1,579
2,769
6,965
5,489
5,333
5,242
6,707
1,281
5,231
1,522
61,508
115,423
(1,374)
143
(677)
(1,908)
(1,760)
(5,769)
(163)
(1,541)
3,293
243
(359)
(457)
(1,133)
(20)
(347)
(1,649)
(9,662)
(11,570)
336,998
103,363
6,920
447,281
100,499
94,270
12,378
25,915
50,248
42,766
45,904
45,032
59,376
10,084
43,691
12,903
543,065
990,346
335,309
108,217
2,034
445,560
97,360
74,761
13,929
25,551
56,207
45,090
42,667
43,931
57,919
10,248
41,325
12,172
521,159
966,719
(1,689)
4,854
(4,885)
(1,721)
(3,138)
(19,509)
1,551
(364)
5,959
2,324
(3,237)
(1,102)
(1,457)
163
(2,366)
(730)
(21,906)
(23,627)
9,777
11,831
10,630
8,563
6,909
11,286
4,225
13,614
5,321
8,294
76,835
75,256
1,579
(in thousands)
Operating Income
40
Variance
Actual
1,137,925
1,030,322
2,168,247
(1,144,527)
1,023,720
43,461
1,067,181
YTD
Budget
1,120,926
1,008,492
2,129,418
(1,130,761)
998,657
43,319
1,041,976
Variance
16,999
21,831
38,829
(13,766)
25,064
142
25,206
Application 3: Operating Dashboard
Dashboard Measures
February 2017
Prior Year
Baseline
Actual
Budget
FY17 YTD
Variance
Var %
Actual
Budget
Variance
Var %
Revenue Drivers/Volume
Admissions
Average Length of Stay (ALOS)
Ambulatory Visits
2,486
2,460
2,299
5.9
6.4
5.5
161
7.0%
(0.9)
(16.4%)
19,427
6.0
5.8
647
3.3%
(0.2)
(3.4%)
71,358
78,073
75,929
2.8%
598,316
594,758
Emergency Department Visits
4,098
3,841
4,137
(296)
(7.2%)
31,427
32,006
(579)
(1.8%)
Surgical Cases
2,761
2,904
2,694
210
7.8%
22,570
22,432
138
0.6%
CMI (Excluding Normal Newborn)
2,144
20,074
3,558
0.6%
2.03
2.12
2.06
0.06
2.9%
2.07
2.06
0.01
0.5%
Outpatient Share of Activity %
47.6%
49.5%
50.3%
(0.7%)
(1.5%)
48.9%
48.8%
0.0%
0.0%
Occupancy% IP/Day/Obs Non-Specialty
85.9%
98.1%
85.5%
12.6%
14.8%
87.7%
84.8%
2.9%
3.4%
CMI/OP Adjusted Admissions
9,635
10,332
9,520
812
8.5%
81,251
78,228
3,023
3.9%
Financial Performance ($ in thousands)
Net Operating Income (Site Performance)
$
Operating Margin %
EBIDA
Operating EBIDA Margin %
16,506 $
16,581 $
2,934
21.5% $
(9,289)
(7.4%)
12.0%
11.3%
13,647
10.2%
$
1.0%
10.3%
115,804 $
10.1%
125,092
11.0%
$
(0.8%)
(7.5%)
23,709
24,460
20,823
3,637
17.5%
176,980
183,523
(6,544)
(3.6%)
17.3%
16.6%
15.6%
1.0%
6.6%
15.5%
16.1%
(0.6%)
(3.6%)
(2.9%)
(2.9%)
Key Indicators
Cash Collection as % of 90 days Net Revenue
97.5%
95.1%
(2.9%)
(2.9%)
Net Operating Rev. $ per CMI/OP Adj. Adm.
14,251 $
14,247 $
14,034
98.0%
$
214
1.5% $
14,042 $
95.1%
14,575
98.0%
$
(533)
(3.7%)
Total Operating Exp $ per CMI/OP Adj. Adm.
$
12,538 $
12,642 $
12,600
$
(42)
(0.3%) $
12,617 $
12,976
$
359
2.8%
Salary $ per CMI/OP Adj. Adm.(with contract labor)
$
5,891 $
5,884 $
5,811
$
(72)
(1.2%) $
5,955 $
6,203
$
249
4.0%
41.3%
41.3%
41.4%
0.3%
42.4%
42.6%
0.2%
0.4%
1.2%
Total Labor $ / Net Revenue (with contract labor)
0.1%
Supply $ per CMI/OP Adj. Adm. (includes drugs)
$
2,807 $
2,682 $
2,763
$
81
2.9% $
2,729 $
2,762
$
33
Drug $ per CMI/OP Adj. Adm.
$
1,244 $
1,145 $
1,338
$
192
14.4% $
1,189 $
1,236
$
47
3.8%
(0.2)
(0.5%)
53.7
53.5
(0.2)
(0.5%)
Net Days in AR
53.5
53.7
53.5
Bad Debt/Charity % Gross Patient Revenues
1.5%
1.3%
1.3%
0.0%
0.7%
1.3%
1.3%
0.0%
0.9%
1.9
1.9
2.9
1.0
33.5%
1.9
2.9
1.0
33.5%
Medicare %
31.9%
31.9%
31.4%
(0.5%)
(1.5%)
32.0%
31.6%
(0.4%)
(1.1%)
Medicaid %
26.0%
25.3%
25.8%
0.5%
2.1%
25.6%
26.0%
0.4%
1.6%
Commercial %
40.9%
41.4%
41.7%
(0.2%)
(0.6%)
41.4%
41.3%
0.1%
0.2%
1.2%
1.4%
1.1%
(0.3%)
(26.8%)
1.1%
1.1%
0.0%
2.8%
Capital Spending Ratio
Payor Mix
Self Pay %
41
Course Takeaways
• Formula Takeaways
– Build skill and confidence using most useful formulas, such as IF, SUMIFS,
OFFSET, VLOOKUP, as well as NESTED formulas
– Fully understand how to use “fixed” and “variable” elements within formulas
• Report Building Takeaways
– Think geometrically how to access and build data from multiple tabs (3D)
– Leverage multiple tools and strategies to accomplish your goal
– Create ONE formula for many cells with relative/absolute references (SUMIFS)
– Use “Info” tab to store commonly used data and variables, such as
Named Ranges, as well as dynamic Date Lookup table
– Make a habit/ritual to Always Tie-Out with official reports
– Always define Print Settings
– Use your Imagination, Have fun and Save File Often !!
42
“A virtual cult of the spreadsheet has formed, complete
with gurus and initiates, detailed lore, arcane rituals –
and an unshakable belief that the way the world works
can be embodied in rows and columns of numbers and
formulas.”
— Steven Levy, A Spreadsheet Way of Knowledge, 1984
Questions?
Thank You