1. AWARDS
  2. User Guide
  3. Census & Charts Modules
  4. Charts Module
  5. Services - Individual

Amendments

Updated

The Amendments feature is an optional database enhancement that allows you to record client requests for amendments to their health records. 

 

Permissions Required

Because the Amendments feature is optional, it is not automatically available in all databases. When requested (by contacting the Help Desk) it is turned on behind-the-scenes by Foothold Technology for all programs. Once this feature has been turned on, it is available to users with the following permissions:

  • Program Chart Access
  • Display Any Chart Records Buttons
  • Display Chart Records Services - Individual Button

 

Associated Reports

AWARDS includes an Amendments ReportBuilder for further analysis. You can find it in the Reports Index. 

 

Working with Amendment Records

  • Click Charts > Services - Individual > Amendments. The Amendments Index page will display.
  • Select the program from the Program drop-down menu. 
  • Select the client from the Client drop-down menu. 
  • The index page will automatically refresh to display any existing amendment records for the selected individual.
  • From here, you can Add a new amendment record, Update an amendment record, View/Print an amendment record, Delete an amendment record, or return to the Amendments Index page. 

 

Using the Amendments ReportBuilder

 

The AWARDS Amendments ReportBuilder is used to generate customized reports of amendment record information, along with basic client demographic data.  To generate and save  an Amendments ReportBuilder report that can be re-run in the future, to generate a single-use report, or to use and/or update an existing report format to generate a report, complete the following steps from the AWARDS Home screen:

  TIP: The following instructions detail accessing the Amendments ReportBuilder from directly within the Amendments feature.  This report is also available in the AWARDS Reports module, where it can be bookmarked for easy access.  For more information on using the Reports module, click here.

  1. Click Charts from the left-hand menu, and then click Services - Individual.  The individual services fly-out menu is displayed.
  2. Click Amendments.  The Amendments index page is displayed.

  1. Click Amendments ReportBuilder from the left-hand menu bar.  The Amendments ReportBuilder Settings page is displayed.
  2. Click the Program drop-down arrow and select the individual program for which the report is to be run, or a select a group of programs using one of the available "All" selections or a "Custom Grouping."
  3. Click the Roster Date Range drop-down arrow and choose which clients are to be included in the report based on their program history.  Available selections are:

  In Program - When this option is selected the report will only include clients with program history records indicating they were enrolled in the program at some point during the specified date range.  This selection is recommended if you will be narrowing the report contents using multiple date range filters (set in step 15).

  NOTE: In this context, clients who were enrolled in the program include those who entered the program on or before the report "To" date, those who were discharged from the program on or after the report "From" date, and those who were enrolled in the program for the entirety of the report period.

  In Program Including Pending Clients - When this option is selected the report will include admitted and pending clients - those with an admission date OR intake date, respectively, prior to the report end date, and no discharge date (or no discharge date within the date range).

  NOTE: Pending clients are clients in a multi-step intake program who have had an intake processed but who are not yet fully admitted - or clients for whom a room reservation has been made.  Programs using Drop In functionality also create clients designated as pending. 

  Admitted - When this option is selected the report will only include clients with program history records indicating they were admitted to the program at some point during the specified date range.

  Admitted or Transferred In - This option is available in databases that are set up to use the Transfers module.  When this option is selected the report includes clients with program history records indicating they were either admitted to the program (via the Intake/Admission module) or transferred into the program (via the Transfers module) at some point during the specified date range.

  Discharged - When this option is selected the report will only include clients with program history records indicating they were discharged from the program at some point during the specified date range.  Current program episodes will not be included.

  Discharged or Transferred Out - This option is available in databases that are set up to use the Transfers module.  When selected the report includes clients with program history records indicating they were either discharged from the program (via the Discharge module) or transferred out of the program (via the Transfers module) at some point during the specified date range.

  NOTE: In the event that you are creating a new report format that will be saved, please be aware that the selection you make here is not saved with the report.  It, along with the date ranges specified in steps 6 and 8, must be set each time the report is run.

  1. By default both Date Range fields contain today's date to include in the report only those clients on the current roster.  If necessary, make changes to that default date range using the available From and To fields/date pickers.  When doing so please keep in mind that a two year period of your choosing is the maximum length of time for which the report can be run.
  2. By default the report contents include all clients with records matching the report settings; any client without records matching those settings is excluded.  If necessary, click one of the other Client radio buttons to make an adjustment to the included clients.  Available selections are:

  Clients with Records - The default.  As noted above, includes in the report all clients with records matching the report settings, and excludes those that do not match.

  All Clients - Includes in the report all clients on the program roster, whether or not they have records that match the report settings.  Those without matches will display "--" for data variables in the report where there is not a matching record.

  Select Client - Limits report contents to those records for a single client only, if records are found for that client that match the report settings.  When selected, use the corresponding drop-down (automatically displayed when "Select Client" is clicked) to choose the client for whom the report is to be generated. (The selection list is limited to those clients matching the roster date range settings selected in previous steps.)

  1. For the clients included in the report, contents are limited to amendment records dated during the date range specified using the Amendment Dates fields on this page.  By default that range is set to the last month.  If necessary, make changes to the default date range using the available From and To fields/date pickers.  When doing so please keep in mind that a two year period of your choosing is the maximum length of time for which the report can be run.
  2. Leave the Provide ExportBuilder Options checkbox unchecked.  It is NOT relevant to report generation.

  NOTE: This option is used to provide access to an ExportBuilder corresponding to the ReportBuilder with which you are working.  AWARDS ExportBuilders - which are designed for use by individuals who are familiar with export files and formats, their design, and setup - harness the power of ReportBuilder functionality and take it a step further to meet a variety of outside reporting needs.  With ExportBuilders, users can create customized data reports as they would with the ReportBuilder itself, and from those reports generate export files of a number of different types - CSV, TXT, XLS, or XML.  Exported files can be saved to your computer, then uploaded into other data collection systems and/or worked with in other applications as needed.  Additionally, as can be done with ReportBuilders, ExportBuilder formats can be saved and shared for future use.

The instructions provided here detail use of the Amendments ReportBuilder only, not the corresponding ExportBuilder.  For more information on using ExportBuilders, click here.

  1. If you would like the report (both its content and an Excel file version) to be sent to your AWARDS Messages module upon its completion, click the Send in AWARDS Message checkbox.  When this option is selected, you need not wait for the report to generate, and can navigate away from the ReportBuilder after finishing the configuration process (in step 12 or 19) - this can be a time-saver, especially when working with reports containing large amounts of data that might otherwise take a while to display in AWARDS.

  NOTE: When using this option the report will remain in your messages for one month, after which time it will be deleted.  (The exact date of deletion will be displayed in red at the top of the report message for your reference.)  If you know you will need the report content after that time, be sure to download the Excel file (Excel File.zip) or HTML content (Report Content.html) attached to the report message.  If you don't download one of these attachments before the message is deleted, you will need to manually re-generate the report if you need access to it in the future.

  1. Use the Select a saved report format drop-down options at the bottom of the page to specify whether you will be generating the report from scratch or using a previously saved report format.  Available choices are to:

  Use a previously saved report format - To generate the report using a previously created and saved format, select that format from this drop-down.  When using this method, you can immediately generate the report without changing any settings.  Alternately, you can first review and modify the settings of the format by checking off the available Provide option to modify settings of saved report format checkbox.

  Start from scratch, without using a previously saved report format - To create your own report format for single-time use or for saving and later re-use, leave the saved report format drop-down blank.

  NOTE: If you (or another user) have previously saved a default report format for this ReportBuilder and program, that format is pre-selected here.  Make changes to the selection as needed, or leave it at its default value.

  1. Click CONTINUE.

If you are using an existing report format and have NOT chosen to view/modify the settings of that format, you are now taken directly to the report page.  Continue with step 20.

  NOTE: If you chose to send the report to yourself via the Messages module (in step 10), a notice is first displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion.  You can then navigate away from the page, or wait for the report to complete and then proceed with step 20.   If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.   

In all other instances, the Options page is displayed.  Continue with step 13.

  1. The Options page contains a list of available report variables grouped by type, and includes sections for "Demographics," "Amendments," and "Record Information." 

  NOTE: A section for "Date Parts" - common to all ReportBuilders that have date variables available for selection - is also included on this page.  It is intended to allow for greater flexibility of reporting around dates; for example, giving you the option to report out on a month as either a number (1) or a written month (January).

Click the checkbox next to each variable to be included in the report, and/or use the available Check All options as needed.

  1. Click CONTINUE.  The Report Options - Continued page is displayed.
  2. Configure the options in the "Filter Options" portion of the page as necessary to adjust the scope of the report contents.  Set the "Show Individual Detail" and/or "Summary Tables" options to adjust the way in which the contents are displayed.

  TIP: Individual detail report options and/or summary table selections must be set before the report can be generated.

  1. To save the report settings so that this report can easily be re-run in the future, click SAVE REPORT FORMAT.  The Save Report Format dialog box is displayed.

  TIP: If it is not necessary to save the report format and you wish only to view the report contents, please skip to step 19. 

  1. Configure the fields and options on this dialog box to indicate the specifics of how the format should be saved.

  TIP: For more information on using the save report format options, please click here. 

  1. Click Save Report Format.  The report format is saved and the Report Options - Continued page is re-displayed.
  2. Click DISPLAY REPORT.  The report is generated and displayed on the ReportBuilder page.

  NOTE: If you chose to send the report to yourself via the Messages module (in step 10), a notice is displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion.  You can then navigate away from the page, or wait for the report to complete, and then proceed with step 20. If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages. 

  1. At this time individual detail and/or summary table content can be hidden or sorted as needed.  The report can also be printed or exported to Microsoft Excel.  For more information on working with ReportBuilder report contents, please click here. 

  NOTE: When working with report data, please keep in mind that when a report is long enough to require you to scroll down the page to view all of its content, the header row of the data table (individual detail and/or summary) "freezes" at the top of the page.  Similarly, when printing a report that covers more than one page, the header row of any tables split between pages is shown at the top of each page. 

The process of generating an Amendments ReportBuilder report is now complete.

 

Amendment Record Fields / Options

 

Below is an alphabetical list of the fields and options located on the Amendments data entry page.  To jump directly to the information for a specific field or option, press <Ctrl+F> to access your browser's search field, and then enter the name of the field/option in question.

Description

In this field, type or make changes to a description of the requested amendment.

File Date

In this field, type or make changes to the date on which the amendment was filed (using mm/dd/yyyy format), or use the available date picker drop-down arrow to select the correct date.

File Time

In this field, type or make changes to the time at which the amendment was filed (using HH:MM AM/PM format).

Linkage Date

  NOTE: This field is only available for data entry when a Location Linkage value has been entered.

In this field, type or make changes to the date on which the amendment was linked (using mm/dd/yyyy format), or use the available date picker drop-down arrow to select the correct date.  Dates on or after the File Date are accepted; however, the Linkage Date cannot be a date in the future.

Linkage Time

  NOTE: This field is only available for data entry when a Location Linkage value has been entered.

In this field, type or make changes to the time on which the amendment was linked (using HH:MM AM/PM format).

Location Linkage

In this field, type or make changes to the internal or external location of the amendment, such as a supporting URL.

Reviewer

  NOTE: This field is only available for data entry if a Status of "Accepted" or "Denied" has been selected.

In this search field type the first few letters of the name of the amendment request reviewer.  As you type, partial matches are displayed in the results drop-down list below the field.  Click the name of the appropriate reviewer when it is displayed.

  NOTE: Reviewers available for selection are those recorded within the Providers Directory.  If the necessary reviewer is not in the Providers Directory, entering his/her name in this field will NOT add them there.  If you need to add the reviewer, or if it's later necessary to update reviewer contact information recorded in this way, use the Providers Directory feature.

Source

In this field, type or make changes to a brief description of the source of the amendment record.

Status

Click this drop-down arrow and select "Accepted," "Denied," or "Pending" to indicate the status of the amendment record.  The default value is "Pending."

Status Date

  NOTE: This field is only available for data entry if a Status of "Accepted" or "Denied" has been selected.

In this field, type or make changes to the date on which the amendment was accepted or denied (using mm/dd/yyyy format), or use the available date picker drop-down arrow to select the correct date.

Status Time

  NOTE: This field is only available for data entry if a Status of "Accepted" or "Denied" has been selected.

In this field, type or make changes to the time at which the amendment was accepted or denied (using HH:MM AM/PM format).

Was this article helpful?
0 out of 0 found this helpful