Electronic Prescribing and Financial Information for Practices (ePFIP)

Using the Search facility to Export PDPI data to Excel.

These instructions explain how to use the Search facility within the PDPI reports to search and download the data into Excel. This is a powerful facility that will export all of the selected data in a ‘raw’ format that allows you to perform whatever analysis you require within Excel.

Whereas the ’Download’ facility will only download a maximum of 50 pages into Excel, using the ‘Search’ facility and then exporting the results allows you to download all of your report into Excel.

After you log into ePFIP select PDPI under ‘Documents You Can View’.

This will then bring up the screen ‘PDPI Data Selector’ where you should select the options you require and then click on ‘Submit’ to produce your report. NOTE: For further information on creating PDPI reports, click on the ‘Practice Detailed Prescribing Information’ link within the Application Help.

Once the report is displayed select ‘Search’ from the pale blue toolbar which will open a Search panel on the left hand side of the screen.

To search on a data item or to include it in the export, click on it in the report view on the right and it will appear in a list in the search panel on the left.

Once all the required data items have been selected, you can enter Search Criteria against one or more data items to restrict the results or you can leave them all blank to return every incidence in the report. For example, to search only for drugs with a total Net Ingredient Cost greater than £100, enter ‘>100’ in the NIC search field.

Then, click on the ‘Search Now’ button and a list of all items in the report that match the search criteria will be produced in the Search Panel. If no search criteria have been entered, then all items in the report will be returned. Clicking on an entry in the search list will jump the report view to the page containing that data item.

To export the returned data into Excel, select 'MS Excel file' from the 'Download search results as' list at the bottom of the screen and click the 'Go' button. Excel will be launched with the selected data nicely arranged in columns.

NOTE: When specifying search criteria, the following operators are available:

Operator Description Example
= Equals. By default, the = operator is implied =100
> Greater than >100
< Less than <100
>= Greater than or equal to >=100
<= Less than or equal to <=100
- Range. Hyphen separates limits of the range 10 - 20
, Or. Comma separates two values 10,20
! Not equal !100

An Example

To export into Excel details of all the Products prescribed by your practice in the latest month:

  1. From the ‘PDPI Data Selector’, set the following criteria and click ‘Submit’:
    • Period: Select month (defaults to the latest)
    • Prescriber: Select your Practice Code
    • Chapter: Select ‘All Chapters’
    • Level: Select ‘Product’
    • Prescribing Type: Select ‘Total’
    • Prescribing or Dispensing: Select ‘Catalogue of Prescribing’
    • Type of Catalogue: Select ‘Full Detailed’
    • Order by: Select ‘Prescriber’

  2. From the report view, click on ‘Search’ in the pale blue toolbar at the top of the report. This will open the search panel on the left of the screen.
  3. Click on each data item you want to be exported. For example, Prescriber, Drug, Items and NIC. As each field is clicked it will appear in the search panel on the left of the screen:

    Report View

  4. Click the ‘Search Now’ button.
  5. The search panel will now show a list of all the selected data items – in this case, every row in the report:

    Report View

  6. From the list box entitled ‘Download search results as’ at the bottom of the search panel, select ‘MS Excel file’ and click the ‘Go’ button.
  7. If asked whether you want to open or save the file, select ‘Open’ and Excel will be launched with the data successfully exported from PDPI with the correct column headings:

    Prescribing Drug Report