How to Generate Batch Reporting (Reten) in CCMS

Quick Answer

Download the correct Excel template from CCMS Hub, run the batch report twice in SystmOne, then open the Excel file to auto-populate the data.

What Problem Does This Solve?

Clinic staff need to generate monthly clinical reports (known as Reten). These reports pull patient data from SystmOne and populate official Excel templates. This guide covers the full workflow from template download to final report.

Before You Start

Prerequisites

• SystmOne installed and logged in
• The correct Reten code for your report (e.g., PL-216, PL-202)
• Microsoft Excel installed (not Google Sheets or LibreOffice)
• A dedicated folder to store reporting templates (recommended)

Part I: Download the Correct Clinical Reporting Template

1. Identify the reporting type you want to generate.
   • Example: Reten codes such as PL-216 or PL-202.
2. Navigate to: CCMS Hub --> File Repository --> Clinical Reporting Template
3. Search for the correct code — for example PL-216 Last Month.xlsx
4. Download the selected Clinical Reporting Template.
5. Save the Excel file in a convenient location (e.g., Desktop or a dedicated folder).
6. Recommended: Store all clinical reporting templates in a dedicated folder, since they will be reused monthly for generating updated Reten data.

Part I Completed

You now have the correct Excel template saved locally. Do not rename the file — it serves as a reference from which reten we will generate in CCMS in Part II.

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Part II: Generate Clinical Reporting in SystmOne

1. Open SystmOne.
2. Go to: Top Menu --> Reporting --> Batch Reporting
3. A list of available Reten batch reports will appear.
4. Search for the exact batch name, for example: PL-216 Last Month
5. If the report has multiple parts (e.g., Part 1, Part 2, Part 3), select all parts before running.
6. From the top toolbar, click Run Selected Batches.
7. Run the batches TWICE:
   • After the first run, a message will appear listing the generated reports.
   • After the second run, you must see: "The files have been generated" — indicating successful completion.

Critical: Run Twice

Only after the second run is the data generation fully complete. Running once produces incomplete data.

Part II Completed

SystmOne has generated the raw report data. The files are now saved in a temporary folder inside your computer.

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Part III: Link and View the Reporting Data

1. Locate the Excel file you downloaded earlier in Part I.
2. Double-click the file to open it in Excel.
3. When prompted, click Enable Editing.
4. The Excel sheet will automatically fetch and update data from the reports generated in Part II.

Part III Completed

The Excel template now contains the populated report data. Review the figures before submitting to the MOH portal.

Troubleshooting

Reten reports come in multiple parts (Part 1, 2, 3...)

• Ensure you run all parts of the Reten report twice before proceeding to Part III.
• Only after you see "The files have been generated" for every part should you open the Excel report.

Multiple SystmOne sessions open

• Do not open more than one SystmOne session at the same time when generating reports.
• Running two instances may cause the Excel file to fail when fetching data.

Wrong Excel template downloaded

• Always ensure you've downloaded the correct reporting file.
• Double-check the filename for "Last Month" or "This Month" to prevent mismatched reporting data.

Report run only once

• Running the batch once is not sufficient — data will be incomplete.
• The reporting process is considered done only after the second run.