How do I track system usage? How do I know who's using the system and who's not?

Getting our systems working effectively relies on staff using them effectively. In our experience, it isn't enough to train staff; you need to make sure staff are putting into practice what they've learnt.

Each module has a folder called "KPIs" - Key Performance Indicators. These are in two sections:

1. Practice Position - Where are you as a practice? For example, how many patients are AR Red? How many patients are overdue their DOAC monitoring? How many patients need a Diabetes diagnosis coding? How many medication reviews have been done in the last month?
2. System Utilisation—This looks at how you've used our systems in the last four weeks. Some of this reflects patient engagement, e.g., how many questionnaires of various types have been completed. But also, are templates being used? Are prompts being ignored or helping staff?

System Utilisation shows you what you're using as a practice, but it can also be used to check that functionality is being used consistently. For example, all reception staff should use AR booking guidance. You can breakdown each individual report on "Event done by":

When you look at the list of names and numbers, it's worth asking...

• Are there staff I'd expect to be on this list who aren't?
• Is there a big variance between staff members that you wouldn't expect? e.g. two staff members who work in the same role and similar hours, but one has used the prompt or template on far more patients than another

Finally, it's worth looking at these KPIs to check that invites are being sent out to match what people are using in the system. For example, are people using the follow-up template but not sending out invites? If so, it's important to make sure the invites are also being sent out.