What do I do if the standard Reports in Cloud 9 don't meet my needs? What if I want more specific information than is provided on those reports? Data Miner is a part of Cloud 9 that allows you to build some customizable reports.
As an example, the Patients By Patient Status report in the standard reports section will provide you with a list of all patients in your software that are currently in an identified status. But what if you want that report, and also the patient's birthdate. Or that same report with their Responsible Party Contact information? Data Miner can do that.
Data Miner Basics
How do I get to the Data Miner? It is located in the dropdown menu underneath the Reports option.
When you arrive at the Data Miner, your screen should look similar to this:
Let's start with an explanation of the buttons across the top of the screen, and their functions:
1. The White Plus in the Blue Field: This is where you can add a new Data Miner.
2. The Black Manila Folder Icon, when selected, shows you all of the Data Miners currently in your system. To select one, scroll down to its title, highlight, and select the open button at the bottom of the screen.
3. The green save button. Your options are Save and Save As. Save will save the Data Miner with the same name as you have already selected. Use this option if you added information (such as a new view or filter) but want to keep the name of the report the same. Select "Save As" if you want to save the changes to the Data Miner you previously had open under a different name.
4. The White X in the Red Field is used to Delete a Data Miner. This action is a soft delete, which means that the Data Miner title will be removed from your visible list; however, the Data Miner will continue to be stored in the background and can be restored at a later time.
5. The button immediately to the right of the aforementioned delete button is the Restore Button. When you select this button, you will see a list of all Data Miners that have previously been deleted. Find the name of the one you wish to restore. Highlight it and select the Restore button at the bottom of the screen. This action will reinstate the "deleted" Data Miner to the active Data Miner list, allowing you to select and utilize it once again.
6. The next button is the Run button with Circling Arrows on it. This button is used to actually generate the report. After you have selected the necessary views and filters, selecting this button starts the process of mining through those parameters you have selected in order to return the data that you have requested.
7. To the right of the Run button is the Printer Icon. Using the dropdown list attached to this button you can select to either Print List, or Print Labels. In most cases, Print List will be the option that you select. Please note that this button is grayed out and unavailable for your use until you have selected the Run button, and the report has generated information.
8. The Cloud button with the downward pointing arrow is next, and is the button you will select if you want to download the information that you have generated into an excel spreadsheet. Your available options are CSV and JSON. CSV is the one you will always select.
9. The final Icon looks like an envelope, and can be used, when the correct information is selected in the Data Miner, to merge the recipient list that you have created in the Data Miner with a previously created Document from the Document Editor into the Letter Queue. To learn how this is done, please review this article: How Do I use the Queue Letters Feature of the Data Miner?
Data Miner Views
There is a dropdown menu under the heading of View under which you need to select which view you want to use for your Data Miner. Think of each view as a bucket of information. No two buckets contain the same exact information, and you can only pick one view to show per Data Miner Report. The information listed will be limited to the data included in the View you pick. If you want your results to use an email address or a phone number, you must select a view that has Contact Information (such as Patient Contact Info, Patient Responsible Party Contact Info, or Person Contact Info).
Depending on which view you select, the choices available in the view will populate in the View Columns section immediately below the selected view. You can see this depicted below:
Each item listed in the View Columns section can be selected as a potential filter in the filters section on the right side of the screen later. Please scroll down the View Columns section and select each item you wish to display as a column in the data miner report. These items may include Last Appointment Date and Time, Last Appointment Location, among others. However, please note that when picking the View Columns to display they will not appear as filters; rather, they will appear as results. Once you have checked all the items you wish to include in the results, please identify which ones should be used as filters and move to the next step.
Data Miner Filters
Filters are the criteria that you use to sort the Data. If you are looking for all appointments in a specific Date Range, you can select Last Appointment Date Time in two consecutive Filters, and select greater than and less than, and enter your date range in the third field, as in the example below.
Remember that this filter is specifically asking for the Last Appointment. If you do not see a patient on the list that you expect to see, check their appointment history. They may have come in for an emergency repair appointment since then. That emergency appointment would be their last appointment, which would exclude them from the criteria you are using in this specific report.
The results that are returned using this criteria can be seen at the bottom of the screen. Utilize the Number of Records (shown below) as a basis number of results.
Data Miner also allows you to utilize and/or for Filters. Do you want this information AND that Information, or do you want either this information OR that information. See the screenshot below to show how this should be identified. When the field is selected, it becomes shaded.
Additionally, the Data Miner will allow you to add different groups of information in order to filter. This gets very deep into the workings of a Data Miner, and you are always welcome to contact support for assistance if necessary. Below is a screenshot utilizing Filters within multiple Groups. Pay special attention to AND and OR when utilizing Groups. If no information is returned, and there are no headings for information, you have most likely asked for conflicting information. If the Headers at the bottom of the screen are visible, but contain no information, then it is likely there are no responses to your set of filters.
In the example above, the filters have been set to look for all patients in the Patient Status of Active Comprehensive, Active Tx, OR Retention, whose LAST Appointment happened between 11/1/2024 AND 12/1/2024.
Conclusion
The Data Miner is a tool within Cloud 9 that mines for the Data which you have entered into the system. If you have not entered the appropriate information into the system, it will not find it. Again, if there is any assistance that you need in creating a Data miner, please contact Support for additional assistance.
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.