The Assessment Data feature is an optional feature used to enter and update assessment data for charting timetable events when they come due.
Permissions Required
Because the Assessment Data 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, and 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 Assessment Data Report for further analysis. You can find it in the Reports Index.
Entering / Updating Assessment Data
- Click Charts > Services - Individual > Assessment Data. The Assessment Selection page will display. Can also be accessed from Charts > Outcomes > Assessment Data.
- Select the client from the Client drop-down menu.
- Select the assessment type from the Assessment Type menu. The default is "All Types".
- Verify that the Database option is set to Data Entry.
- Adjust the date range as needed.
- Click Continue. The Assessment Timetable Data Entry page will display.
- This page includes a list of all charting timetable events meeting the search criteria.
- Click the Open? radio button next to the data to be entered/updated.
- Click Open. The assessment form corresponding to the selection will display on the Assessment Form page.
- Make changes as needed.
- Click Update.
Viewing an Assessment Data Report
To view a read-only assessment data report, complete the following steps:
- Click the Program drop-down arrow in the upper-right corner of the page and the program associated with the client for whom the report is to be viewed.
- Click Charts from the left-hand menu, and then click Services - Individual. The Individual Services fly-out menu is displayed.
- Click Assessment Data. The Assessment Selection page is displayed.
- Click the Client drop-down arrow and select the client for whom the report is to be viewed.
TIP: If the report to be viewed is for a former (discharged) client, first click Roster Archives beneath the client selection option.
- Click the Assessment Type drop-down arrow and select the type of event for which the report is to be viewed. The default value is "All Types."
- Click the Database drop-down arrow and select "Reports."
- Only those charting timetable events with due dates within the date range in the From and To fields on this page will be included in the report. Make changes to the default date range as necessary (using mm/dd/yyyy format).
- Click CONTINUE. The Assessment Timetable Report page is displayed.
This page contains a list of those charting timetable events meeting the criteria selected on the previous page.
- To view the detail for a specific event, click the corresponding Open? radio button.
- Click OPEN. The assessment data detail report is displayed on the Assessment Report page.
The process of viewing an assessment data report is now complete.
Assessment Data (Services) FAQs
Q. How do I review data for an assessment administered several times over the course of a year?
A. Use the FormBuilder ReportBuilder feature and select a date range for the report that covers the full year. When running the report, you'll see the progression of the administered assessments over the time period specified. You won't be limited to just seeing the latest values for the assessment as you would were you to use other report functionality such as the Demographics ReportBuilder.
Q. What determines which medications are included on the psychosocial history form?
A. The psychosocial history form only tracks psychotropic medications, not all medications. In order for the assessment to know whether or not a medication is psychotropic, that medication needs to be specified as such in the client's medication records within the Medical module. Note that not all programs are set up to include the "Psychotropic?" checkbox on medication records. If you do not currently see that checkbox and would like to, please contact the Help Desk to determine if that feature is right for your program type.
Q. What does the error "no assessment instrument found" mean?
A. The "no assessment instrument found" error indicates that there may be no FormBuilder form associated with the event listed on the Charting Timetable, or that the FormBuilder form associated with the event has not been correctly configured to display for the selected program. For troubleshooting purposes, use the FormBuilder to confirm that:
- there is a form with the same name as the chart event in question
- the location for the form is set to "Listed as a Charting Event"
- you have selected the correct program(s) on the Programs tab for the form
If the form is configured correctly based on these specifications, double-check that you have contacted the Help Desk to add the form to the list of events available in the charting timetable
Once these configurations and steps have been completed, the form will be available within the Outcomes module Assessment Data feature and/or the Services - Individual module's Assessment Data feature for that program, depending on how your database is configured.
Q. Why did my assessment data disappear after I changed the due date using the charting timetable?
A. The due date for an assessment should only be changed before data is entered in that assessment. If the due date is changed after data entry has been done, whatever data was entered will no longer be displayed in the Outcomes module Assessment Data feature and/or the Services - Individual module's Assessment Data feature for that program, depending on how your database is configured. In order for the data to be restored in this situation, the due date must be returned to the originally used date using the Services - Individual module's Charting Timetable feature.