Reports

There are several different report types in Beehive that allow admin and analyst users to download data in .csv format. Some general characteristics apply to each report:

•       Reports may not be downloaded by provider-level users. If you are a provider-level user who needs access to reports, please speak to an admin user at your clinic and ask for them to upgrade your permission level.

•       With one exception, all reports are stripped of client name and include only GUID. The exception to this rule is the “Client Name vs. GUID report” which only Group Admin level users may download.

•        All longitudinal reports are in long format. This means that in reports where a person may show up more than once (e.g. a survey report), each row represents a person at a particular point in time. 

•        Details about the data in each report (variable name, data type, etc.) can be found in the EPI-CAL data dictionary.

Below is a list of the reports in Beehive and a description of what information they contain.

1.        Survey Bundle Reports: Allow user to download the responses from any survey administered in Beehive.

When downloading a survey bundle report, user must also specify:

•      Survey type: Client Survey, Primary support person survey, or Clinician survey

•      Survey Bundle: The name of the bundle that contains the survey you want to download (e.g, “EPI-CAL experiences bundle”). Remember that you can find the name of the bundles and which survey they contain in the survey table of contents

•      Survey File: The name of the survey you want to download (e.g., “Modified Colorado Symptom Index (MCSI))  

•      Date range: For the range you select, surveys which were completed in that range will be included in the .csv

2.        Alerts Report: Allows user to download the data regarding urgent clinical issues (e.g., date of trigger, what triggered the issue, and issues about its resolution in Beehive)

When downloading an Alerts report, user must also specify:

•      Alert type: Housing or Survey (For more information about types of alerts, and how they are triggered click here.)

•      Date range: For the range you select, urgent clinical issues which were triggered in that range will be included

3.        Client Demographics Report: Allows the user to download current client registration information (e.g., race, sex, ethnicity, gender). 

When downloading the client demographics report, user must also specify:

•      Date range: The report will include clients whose survey baseline date is in the date range you select

• Note: this report will also always include clients who do not have an intake date entered

4.        Updates to Client Demographics Report: Allows the user to download a change log of client demographics.

When downloading the updates to client demographics report, user must also specify:

•      Date range: The report will include clients whose registration information was entered or updated in Beehive during the date range you select

For example, if a client changes their pronouns, this report would include both what was entered at the initial registration, as well as what was changed. This report exists because clients may update their registration information at any time, and we want to make sure those changes are captured for those who wish to use that information. If your program does not need that level of detail, you will likely find that the Client Demographics Report (item 3) meets your needs.

5.        Support Person Demographics Report: Allows user to download the support person registration information (e.g., race, sex, relationship to client) 

When downloading the support person demographics report, user must also specify:

•     Date range: The report will include clients who were registered in Beehive during the date range you select

6.   Clinic Staff Demographics Report: Allows user to download the registration information of staff (e.g., race, gender, sex, licensure date, languages in which they are fluent enough to provide services)

When downloading the support person demographics report, user must also specify:

•     Date range: The report will include clients who were registered in Beehive during the date range you select

Note- when clinic- and group-admin users pull this report, they can see the names of the staff. However names are not available when group-analysts, application-admin, or application-owners pull this report.

7.      Check-in Report: Allows user to download data from the check-in feature on the iOS version of Beehive.

When downloading the support person demographics report, user must also specify:

•      Date range: The report will include clients who checked-in on Beehive iOS app during the date range you select

 8.      Beehive Summary: Allows user to download other client information from Beehive registration that is not client demographics.

When downloading the client demographics report, user must also specify:

•      Date range: The report will include clients who were registered in Beehive during the date range you select

 9.      Clinic & Group ID vs. Name: Allows user to download a key of the Group IDs and Clinic IDs which are assigned to Clinics in Beehive reports.

When downloading the client demographics report, user must also specify:

•     Date range: The report will include clinics which were created in Beehive during the date range you select (note: use 1/1/2021 as start date if you are not seeing your clinic pop up in this report)

10.  Monthly Clinic Report: Allows user to download the responses given to the monthly clinic survey.

When downloading the client demographics report, user must also specify:

•    Month: The report will include the survey responses for the month selected

• Note: We intend to update the way this report is generated to allow for users to pull more than once month at a time. When this happens, we will share that information as part of the Beehive release notes for that build.

11.  Data-Use Report: Allows user to download data from the “data-use popup” questions in Beehive.

When downloading the client demographics report, user must also specify:

•    Date range: the report will include data-use pop-ups that were triggered in the date range specified

12.  Survey Exit Reports: Allows user to download the data from the survey exit workflow in Beehive for clients and support persons.

When downloading the client demographics report, user must also specify:

•   Date range: the report will include data that was entered in the date range specified

13.  Group Therapy Report: Allows user to download the data from the group therapy module on iOS version of Beehive.

When downloading the client demographics report, user must also specify:

•   Date range: the report will include data that was entered in the date range specified

14.  Participant name vs. ID Report: Allows Group Admin users to download a key of client and PSP names and their Beehive GUIDs.

When downloading the support person demographics report, user must also specify:

•   Date range: The report will include clients and primary support persons who were registered in Beehive during the date range you select

Note-this report is only available for users with a permission level of Group Admin.

To download reports:

*Please note, provider-level users cannot download reports*

1.        Navigate to the "Reports" page from the left hand navigation window.

2.        In the top left hand corner, select the clinic you wish to generate a report for. If you do not select an individual clinic, the report will include data for all of the clinics that you have access to.

3.        From the drop-down menu titled "Select Report Type" under the "Generate Reports" header, pick the type of report you wish to generate. (See section above for more details)

4.        Fill out the additional fields that appear (See section above for more details about any given report)

5.        Press the "Generate Report" button.

6.        At the bottom of the page, in the "Reports" section, some brief details about the report you just requested will appear.

7.        Press the "Download" button on the right-most column.

8.        The report will download as a .CSV (Comma Separated Values) file. You can open this as you would open any other .csv file (e.g. Microsoft Excel, notepad). The file name that is generated by Beehive will follow this format: 

• [Report type]_[Start date for data pull]_[End date for data pull]_[All Clinics OR Clinic Name]

• For "survey bundle reports", the file name will also include the name of the survey: Survey bundle report_[Start date for data pull]_[End date for data pull]__[Survey Name]_[All Clinics OR Clinic Name]

• Reference the data dictionary for your report so that you know what data is in the report and the format of the data in it.

  • • Note that data that is missing (but should/could have been collected) is represented by the text string, “Missing”

    • Note that data that is validly skipped (i.e. was not presented to the client due to application or survey logic) is represented by the text string, “Skipped”

• If you open the .csv file in Microsoft Excel, please be aware that Excel may make decisions about how to format and present data which are not consistent with how the data is captured in the .csv file. If you notice inconsistencies in the data, please view the data in another application.