Charting Timetable

Updated May 06, 2025 15:34

The Charting Timetable feature is used to enter, update, and delete charting timetable records for consumer chart events as necessary.

Permission Required

Use of the Charting Timetable feature requires the following permissions:

Program Chart Access
Display Any Chart Records Buttons
Display Chart Records Services - Individual Button
Chart Events Done Dates Data Entry (optional - required in order to add or remove chart event done dates if your agency has this optional feature turned on)

Associated Reports

AWARDS includes associated reports for further analysis. You can find them in the Reports Index. Reports include:

Basic Charting Timetable Report
Charting Events ReportBuilder

Working with Charting Timetable Records

Click Charts > Services - Individual > Charting Timetable. The Charting Timetable Data Entry Selection page will display.
Select the client from the Client drop-down menu.
Select the type of event from the Chart Event drop-down menu.
Adjust the date range as needed.
Click Continue. The Charting Timetable Data Entry page will display.
From here, you can Add a new chart event, Update a chart event, or Delete a chart event.
Click Update. The record will be saved or deleted as directed.

Charting Timetable FAQs

Q. Are chart events automatically re-assigned if a client's service coordinator changes?

A. Yes. When you update the Primary Worker/Service Coordinator for a client via the Services - Invidivual > Service Coordinators feature, the client’s Charting Events and Plans & Reviews events that are not set to “Done” will be reassigned to the new primary worker in that program. After you change the Primary Worker, the following message will display on the screen: Future open Chart Events/Plans & Reviews assigned to the previous Primary Worker in this program have been reassigned to the new Primary Worker.

Q. Are plans and reviews included on charting timetable reports?

A. Data related to plans and reviews is included on the Charting Events ReportBuilder, but NOT on the Charting Timetable Report.

Q. Can chart events be scheduled for discharged clients?

A. Yes, events can be scheduled for discharged clients by checking off the Roster Archives option beneath the Client selection list on the Charting Timetable Data Entry Selection page during the chart event data entry process. Doing so automatically refreshes the Client list to display former clients.

When using this option, keep in mind that when scheduling an event for a discharged client you must either:

Choose any event and enter a due date that is ON or BEFORE the client's discharge date

- OR -

Choose an event that has been configured to be available for discharged clients, in which case the due date can be after the discharge date

Q. Can FormBuilder forms listed as chart events be scheduled automatically?

A. Yes. For instructions on scheduling a FormBuilder form listed as a charting event, click here.

Q. Can I create an ongoing schedule for a charting timetable form if I don't want AWARDS to automatically schedule the initial instance of that form?

A. Yes. The first event would need to be manually scheduled on the Charting Timetable, but subsequent events would schedule automatically based on the criteria you specified during the scheduling process.

Q. Can I have AWARDS automatically schedule a charting event that does not have a FormBuilder form associated with it?

A. Yes. You will still need to create a FormBuilder form with the same name as the charting event you want to schedule, but you do not need to add any fields to the form. For instructions on scheduling the charting event, click here.

Q. Can pending clients be excluded from the Charting Timetable Report?

A. No, the Charting Timetable report always includes both pending clients and those currently on the program roster.

Q. How can I tell which events in the charting timetable have FormBuilder forms associated with them?

A. At present there is no built-in way to distinguish between chart event types associated with forms and those for which no form exists. If this is a concern, your agency may want to consider including "Form" in the names of FormBuilder forms - for example, "Daily Activities Form."

Q. How do I complete a form associated with a scheduled charting event?

A. Forms associating with charting events are available for completion under Services - Individual > Assessment Data. For more information, on entering/updating assessment data, click here.

Q. Is the Charting Timetable events list configurable?

A. Yes, the events list is configurable, with certain exceptions; the following built-in charting timetable events cannot be removed or renamed:

ADL Assessment
Annual Dx Update
Functional Assessment
Health Assessment
MD Authorization
Post Discharge Follow Up
Psychosocial History
Self-Preservation Test
Sex/Physical Abuse Assessment
Utilization Review

If you would like to have an item added to the events list, please contact the Help Desk for assistance.

Q. What determines who appears as the worker/reviewer for service plans on the Service Plan Index page and in the Charting Timetable?

A. The worker at the top of the Service Plan Index page is the assigned service coordinator for the client. If you update the service coordinator assignment, that worker information will change accordingly.

The reviewer for the automatically scheduled admission note and initial plan is the primary service coordinator assigned at admission, unless/until that reviewer is changed in the service plan schedule. As a result of updating the initial plan or a previous service plan review, the reviewer for the next plan review will be the individual who updated the plan.

The worker on the charting timetable populates from the reviewer information on the corresponding plan on the Service Plan Index page. If you use the service plan schedule feature to change a reviewer for a particular plan, the worker in the charting timetable will be changed as well.

Q. When are reminders sent about scheduled chart events?

A. Reminders for authorization events are sent at 6 weeks/42 days prior to the event's due date. Reminders for all other types of events (including authorizations) are sent at 3 weeks/21 days, 2 weeks/14 days, and 1 week/7 days prior to an event's due date. Once the due date of an event has passed, a reminder is sent every third day, excluding weekends. The past due reminders stop once an event is 120 days overdue.

Q. When I change the worker assigned to a scheduled chart event, the next scheduled event is still displaying either the name of the previously assigned worker or unassigned. Why?

A. Charting events that have a schedule are automatically assigned to the client's primary worker, as determined using the information in the Services - Individual module's Service Coordinators feature. If no primary worker is assigned there, the worker for the chart event is listed as "Unassigned." You may need to change the client's primary worker in order for the next scheduled event to reflect the correct individual.

Q. When there are multiple signatures on a record, which date populates "Locked by E-Sign Date" on the ReportBuilder?

A. If multiple electronic signatures have been applied to a record, the ReportBuilder's Locked by E-Sign Date data variable populates with the date on which the first of those signatures was applied. It is that date on which the record was locked from further edits.

Q. Which users are included in the worker selection list in the charting timetable?

A. You will only see yourself in the worker selection list unless:

a) you are a member of the "Executive Officer," "Direct Care Program Director," "Direct Care Admin Support," or "Executive Support Staff" user groups,

b) you are assigned as a supervisor in the Human Resources module Staff Information feature.

If you fall into either of those criteria, you will see other users in the worker selection list; specifically, those who have the "Include in Direct Care Staff" permission who also meet at least one of the following categories:

Program directors and deputy directors as assigned in the System Setup module, Agency Program Information, Configure Administration feature
Anyone already assigned a chart event within the specified date range
Anyone with a caseload in the program today or within the last 60 days
Anyone with chart access to the program
Anyone in the "Direct Care Staff," "Direct Care Admin Support," "Entitlements," and "Housing Reception Desk" user groups, or anyone in the "Executive Officer" or "Executive Support Staff" user groups if a preference has not been set behind-the-scenes to exclude them

NOTE: Users in these user groups do not need the "Include in Direct Care Staff" permission in order to be included in the worker list.

Additionally, in order for you to see other users in the worker selection list, those users must be in the "Full time," "Part Time w/Benefits," or "Part Time w/o Benefits" payroll groups. Individuals in all other payroll groups are excluded from the list.

Q. Why am I not receiving charting timetable reminders for "post discharge follow-up" events I've scheduled for clients?

A. Post-discharge charting timetable reminders are only generated when the client's discharge date is not more than 120 days ago.

Q. Why am I seeing discharged clients on a Charting Timetable Report even though I didn't use the "Roster Archives" option?

A. When running a Charting Timetable Report, if you use the "Date Range for Selected Consumer, Worker, and Status" button and you select "All Consumers," you're essentially asking AWARDS to show you all of the events that have due dates within the date range you entered, regardless of whether the clients are still in the program or not. Even though some of the clients on the list are now discharged, they were active and had scheduled events during the date range you entered. Roster Archives is used to run a Charting Timetable Report for a specific discharged client.

Q. Why am I still receiving reminders for an event that has a done date entered for it?

A. In some instances events will be recorded in two places:

Within the Services - Individual module's Charting Timetable feature. If a done date for an event recorded here is not entered, CHART REVIEW REMINDER notification messages are sent out.
Within the Medical module Medical Appointments feature. If the status of an appointment recorded here is not entered, MEDICAL APPOINTMENT REMINDER notification messages are sent out.

In the event that you receive a reminder for an event you feel you have completed the data entry for, it may be that the reminder is regarding the second of the two data entry points. To see whether that is the case, check the subject line of the message to determine where in the application the reminder is being generated from. Once you have made that determination, go to the corresponding feature in AWARDS and check the record in question to check on whether it is complete and make updates as necessary.

Q. Why am I still receiving reminders for inactive client events?

A. Inactive clients with past due charting timetable events will still trigger alerts because the clients do not have actual discharge dates. To stop the reminders, you can either discharge the client from the program, or go into each inactive client's charting timetable and either delete the overdue event(s) or change the due date(s) to a future date. Keep in mind that you will need to check off the "Roster Archives" option within the Charting Timetable feature in order to access the events for the inactive clients.

Q. Why am I the "assigned to" staff person for the event of a client not on my caseload? Why would I receive reminders for such events?

A. The assigned to information for chart events is something that is set by the user doing the event data entry. It does not default to the service coordinator for the client. As a result, it is possible that you will have events assigned to you for clients not on your caseload and that you may receive reminders for those events. If a change needs to be made to any of those assignments, use the Charting Timetable feature in data entry mode. For more information see Working with Charting Timetable Records.

NOTE: Also note that two charting event types - Annual Medical and Annual Dental - will "follow" a client discharged from one residential program into another, sometimes resulting in the previous coordinator receiving reminders for a client no longer in their program.

Q. Why am I unable to assign a chart event to someone else?

A. You can only add (and edit) chart events for yourself unless you are either:

a) a member of the "Executive Officer," "Direct Care Program Director," "Direct Care Admin Support," or "Executive Support Staff" user groups,

b) are assigned as a supervisor in the Human Resources module Staff Information feature

Q. Why am I unable to change the due date for a chart event?

A. Users with the Restrict Charting Event Due Date Data Entry permission cannot edit existing charting event due dates.

Q. Why am I unable to delete a chart event?

A. The Delete? checkbox is only displayed for chart events without done dates (if a done date is entered, it must first be removed), and for events for which no assessment data entry has been done.

NOTE: Unless you are a supervisor or in a specific user group ("System Administrator," "Executive Officer," "Direct Care Program Director," "Direct Care Admin Support," or "Executive Support Staff"), you can only enter, update, and delete chart event records for those events to which you are assigned, regardless of permission assignments.

NOTE: If your agency has the optional "Chart Events Done Dates Data Entry" permission feature turned on, you must have that permission in order to add or remove chart event done dates.

NOTE: Users with the Restrict Charting Event Deletion data entry/access permission do not see the Delete? checkbox and cannot delete existing charting events regardless of whether a done date has been entered.

Q. Why are there duplicate charting timetable forms scheduled for a client?

A. If you've just merged a client record, any scheduled charting timetable forms from the "Merge" record are copied over to the "Keep" record. You must manually clean up the duplicate charting events that result.

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. 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.

Q. Why does a chart event have a Done Date when I didn't fill it in?

A. Forms placed on the charting timetable can be configured to have the done date be filled when automatically when the form is electronically signed. Forms can also be built with a field for the Done Date placed directly on the form itself, in which that date - if entered - would populate the chart event's done date. For more information on form configuration, click here.

Q. Why does a chart events audit have "not found" for "last due/last done" when the client has more than one record for that event type?

A. When the charting timetable audit report is run for a specific event, for example the "service plan review" event, it finds the most recent record before today and records it under "last due/last done." It also finds the next record after today and records that under "next due/next done." In the example of service plan reviews, if the client has multiple reviews scheduled but none with a due date prior to today, it results in "not found" being shown under last due/last done, and the first review with a date after today's date is listed under next due/next done.

Q. Why does a scheduled charting event have an "Unassigned" worker?

Q. Why don't I see a charting timetable event I scheduled for a client that has since been discharged?

A. When a client is discharged, any charting events that are not marked as completed and that have due or done dates after the discharge date are automatically deleted if they are not for event types specifically configured as post-discharge. If you would like events other than the default "Post Discharge Follow-Up" to be specified as post-discharge so that they will be included in the listed of charting events preserved after a client is discharged, please contact the Help Desk for assistance. Be sure to specify the event(s) you would like to keep and the program type(s) to which this setting should be applied.

Q. Why don't I see a scheduled charting event listed for a client?

A. The date of the charting event to be worked with must fall within the date range in the From and To fields on the Charting Timetable Data Entry Selection page. Make changes to the default date range as necessary (using mm/dd/yyyy format) so that it includes the date of the event you are expecting to see. If doing so does not resolve the problem and the charting event is for a scheduled FormBuilder form, you may need to check that the schedule is set up properly and/or that the client meets the expected criteria. For more information on form scheduling, click here.

Training Films & Demonstrations

FormBuilder - Creating Schedules for Charting Timetable Forms (13 min) - November 2018

For forms set to be "Listed as a Charting Event, available under Services - Individual," agencies can create scheduling criteria that will automatically trigger initial events at the time of intake and admission, ongoing events at the time a previous form is used, and events related to discharges. Join us for a walk through the scheduling process.

TIP: A longer FootholdConnect event recording on this topic is available here. It includes questions from our audience that you may find useful.

FootholdConnect Event Recordings

NOTE: Recordings marked with a red asterisk (*) were made prior to deployment of significant AWARDS enhancements and do not reflect those changes; however, the overall content is still relevant and useful.

Creating Schedules for Charting Timetable Forms (46 min) - November 2018

TIP: An abbreviated training film version of this FootholdConnect event is available here.

Standard Reports in AWARDS (1 hr 25 min) * - August 2017

Sure, the ReportBuilders in AWARDS are fantastic. But how much do you know about the "canned" reports in AWARDS? Join us for a look at many of the standard reports that you may find useful in managing your agency. Covered reports include: Program Profile Reports, Housing Reports (for both residential and non-residential programs), Contact Lapse Audit Report, Charting Timetable Report, Contacts Log Report, Hospitalization Report (including re-hospitalization information), Emergency Room Utilization Report, Discharge Levels Report, Geographical Profile Report, Dashboard Report, Program Configuration Report.