Allergies

The Medical module Allergies feature is used to enter, update, and delete client allergy records.  Corresponding reports generated from data entered in this feature are accessible from the Reports module.

  NOTE: The Allergies feature also provides access to the AWARDS E-Prescribing functionality for those agencies that subscribe to this optional service.

  NOTE: Allergies information can also be accessed from within individual client face sheets if the face sheet has been configured to allow users to do so.  Please keep in mind that any changes made to allergies information via the Medical module are reflected within the face sheet, and vice versa.

Required Permissions 

The Allergies feature is available to users with the following permissions:

Program Chart Access
Display Any Chart Records Buttons
Display Chart Records Medical Button
Display Chart Records Profile Button (optional - to work with allergies info from within client face sheets if the face sheet has been configured to allow it)

  NOTE: Permissions are assigned using the Permissions Maintenance feature.  If you do not have access to that feature and need a permission listed here, please contact your supervisor or your local Help Desk for assistance.

Click-by-Click Instructions 

Working with Allergy Information

To enter, update, or delete an allergy record, complete the following steps from the AWARDS Home screen:

1. Click Charts from the left-hand menu, and then click Medical.  The Medical fly-out menu is displayed.
2. Click Allergies.  The Allergies index page is displayed.

3. Click the Program drop-down arrow in the upper-right corner of the page and select the program associated with the client for whom the allergy records are to be worked with.
4. Click the Client drop-down arrow and select the client for whom the allergy records are to be worked with.

  TIP: If the allergy records to be worked with are for a former (discharged) client, first click the Archives toggle to the right of the client selection option.

The index page is automatically refreshed to display any existing allergy records for the selected client.

  TIP: When working on the index page, allergy records are easily accessible using the following tools and navigation features:

"Show Records" display options - By default the index includes only current allergy records (those with no inactive date).  To expand the display to all allergy records instead, click All under "Show Records" in the left-hand menu. An Available for Deletion display option is also available.

Sorting options - By default records in the index are sorted alphabetically by substance.  Click a column header in the data table to sort the index by a different type of data.  Click the heading again to reverse the sort. 

Navigation options - 10 records are displayed on the page by default.  To access records on subsequent pages of the index (when applicable), click the arrows in the bottom-right corner of the table.  To display 25 or 50 records at a time, click the Show drop-down to the left of the record count, also in the bottom-right corner, and make a selection.

Once you select records on the index, a count of how many total records are selected is displayed in the action bar. Selections are maintained while moving from one page of the index to the next; meaning, you can select records on the first page (showing records 1-10 by default) and move to the next page (displaying records 11-20) without losing the selections made on the first page. Links for Show all selected records and Uncheck All are available beneath the index table for easy navigation.

Search and filtering options - A Search field is available on the action bar along with a corresponding Filter by drop-down list.  To search the contents of the index (including those records not currently displayed on the page), enter a value in the Search field.  The index is automatically updated as you type.  To further narrow your search, use the Filter by selection to indicate whether the search should look at data in "All Columns" (the default) or a specific column.  (Please note that the Search only looks at the content directly visible on the index.  As a result, if any text is cut off in the display the search will only find results that match the portion you can currently see.)

 Allergies ReportBuilder - A shortcut to the ReportBuilder for this feature.

5. At this time, complete one or more of the following tasks as needed:

   Add an allergy record - To do so, click the add new icon from the action bar above the allergies table.  A new data entry page is displayed.  Configure the fields and options on this page as necessary, and then click Save.  The allergy record is saved, and a confirmation page is displayed.

  TIP: For more information on each field/option available on the data entry page, see below.

  NOTE: For agencies using AWARDS E-Prescribing, allergies with the Type of "Drug allergy," "Drug intolerance," or "Propensity to adverse reactions to drug" that also have a valid NDC Code (within RxNav) will sync with the E-Prescribing system, and will display in read-only in that system. Synced allergies in AWARDS E-Prescribing are used when checking for drug-allergy interactions during the prescription process. Allergies not synced are NOT used when checking for interactions.

   Update an existing allergy record - To do so, click the record to be updated, or click the checkbox to the left of that record and then click the edit icon from the action bar above the allergies table.  The data entry page is displayed.  Make changes to the information on this page as needed, and then click Save.  The allergy record is saved, and a confirmation page is displayed.

  TIP: For more information on each field/option available on the data entry page, see below.

   View or print an existing allergy record - To do so, click the checkbox to the left the record to be viewed/printed, and then click the view icon from the action bar above the allergies table.  A read-only version of the record is displayed and can be printed as needed using your browser's print option.

   Delete an existing allergy record - To do so, click the checkbox(es) to the left of the record(s) to be deleted, and then click the delete icon from the action bar above the allergies table.  A confirmation message is displayed.  Click OK to proceed with the deletion.  The selected record(s) are deleted and the updated index is displayed.

  TIP: To close out an allergy record rather than delete it, update the record so that the Status is set to "Inactive" and specify a corresponding Inactive Date.  Doing so indicates that the allergy is no longer present, while preserving the individual's allergy history.

  TIP: Prior to selecting records to be deleted, click Available for Deletion from the left-hand menu.  The index is automatically refreshed to show only those records that can be deleted.

   Return to the Allergies index - To do so, click the To Index icon from the action bar while working in an allergy record to return to the index page.  You can also return to the index page at any time by clicking Allergies from the breadcrumbs trail below the AWARDS navigation bar.

The process of working with allergy records is now complete.

Using the Allergies ReportBuilder 

The AWARDS Allergies ReportBuilder is a powerful tool that can be used to generate customized reports of client allergies information, along with basic client demographics entered elsewhere in AWARDS.  To generate and save an Allergies 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 Allergies ReportBuilder from directly within the Medical 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.

  TIP: Allergies information is also available for inclusion when using the Demographics ReportBuilder. 

1. Click Charts from the left-hand menu, and then click Medical.  The Medical fly-out menu is displayed.
2. Click Allergies.  The Allergies index page is displayed.

3. Click Allergies ReportBuilder from the left-hand menu.  The Allergies ReportBuilder Report Settings page is displayed.
4. Click the Program drop-down arrow and select the individual program for which the report is to be run, or select a group of programs using one of the available "All" or "Custom Grouping" selections.
5. 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.

6. 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.
7. 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.)

8. For the clients included in the report, contents are limited to allergies that are active at some point during the date range specified using the Allergy Dates fields on this page.  By default, both Allergy Dates date fields contain today's date to include in the report only currently active allergies.  If necessary, make changes to that default 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.
9. 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 Allergies ReportBuilder only, not the corresponding ExportBuilder.  For more information on using ExportBuilders, click here.

10. 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.

11. 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.

12. 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.

13. The Options page contains a list of variables grouped by type, and includes selections for "Demographics" and "Allergy." 

  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.

14. Click CONTINUE.  The Report Options - Continued page is displayed.
15. 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.

16. 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. 

17. 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. 

18. Click Save Report Format.  The report format is saved and the Report Options - Continued page is re-displayed.
19. 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.   

20. 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 a new Allergies ReportBuilder report is now complete.

A Closer Look @ Fields & Options 

 

Allergy Record Fields / Options 

Below is an alphabetical list of the fields and options located on the Allergies - 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 enter the name of the field/option in question.

  NOTE: A gear icon  next to a field or option in this list indicates that it is either optional (and therefore not automatically in all AWARDS databases), or that some aspect of it (for example drop-down selections or its status as required/not required) is configurable.  For information on the ways in which this data entry page can be configured, see the Medical Module - Implementation Requests Form (Allergies sections). To request some or all of the configuration options detailed there, complete the form and submit to [e-mail].

Group

Only available when Type is set to "Drug Allergy," "Drug Intolerance," or "Propensity to Adverse Reactions to Drug." If applicable, click this toggle to indicate that the client is allergic to an entire group of drugs (for example, Penicillins).

Inactive Date

Only available when Status is set to "Inactive."  In the Inactive Date field, type the date on which the allergy became inactive (using mm/dd/yyyy format) or select the date using the available date picker.  The date entered must be on or before today's date, and after the Onset Date.

No Known

If a client's allergies index contains no records and the Add New icon is clicked, data entry includes a No Known toggle at the top of the page.  If the toggle is clicked to set it to "Yes,"and the page is saved, a "No Known" record is then displayed in the allergies index for the client.  This can be used to help more easily distinguish which clients do not have allergies as opposed to those for whom no allergies data entry has been done.  If an allergy record is later entered for the client, the "No Known" record is automatically removed and this toggle is no longer available on new allergy records for him/her, even if that allergy later has an end date recorded for it..

Onset Date

In the Onset Date field, type the relative onset date of the allergic reaction (using mm/dd/yyyy format) or select the date using the available date picker.

Reaction

In the Reaction field, type or make changes to the description of the allergic reaction that occurs when the consumer ingests or comes in contact with the listed substance.

Reaction SNOMED

Use the optional Reaction SNOMED field to record a SNOMED code associated with a reaction that happens (e.g. hives).

RxNorm 

The RxNorm field is available when the allergy Type is set to "Drug Allergy," "Drug Intolerance," or "Propensity to Adverse Reactions to Drug."  It automatically searches the RxNav database for an RxNorm code, and selects the best matched based on the value entered for Substance.

A link to the RxNav medication search tool is available next to the field name, which opens the national RxNav database to allow you to search for a more specific RxNorm code if desired, or if no match was found by the system.

  NOTE: While the RxNorm code pre-populates, it remains in data entry mode for editing if it is necessary to make any changes.

Severity

Click the Severity drop-down arrow and select the severity of the reaction described in the "Reaction" field.  Available options are:  "Mild," "Mild to Moderate," "Moderate," "Moderate to Severe," "Severe," and "Fatal."

SNOMED

Use the optional SNOMED field to record a SNOMED code associated with a substance to which one is allergic.

Status

Click the Status drop-down arrow and make a selection to indicate whether the allergy is "Active" or "Inactive."  The default value is "Active."

Substance

In the Substance field, type or make changes to the substance to which the consumer is allergic.  This can include, but is not limited to, any medications, foods, or environmental elements.

  NOTE: When working with an allergy record whose Type is related to a medication ("drug allergy," "drug intolerance," or "propensity to adverse reactions to drug"), the Substance field contains a search feature that automatically suggests medication matches after five characters have been entered. The search results contain the name (both branded and generic) and the strength/unit information.  Once a match is selected from the list, the medication is displayed in the Substance field, and the associated Rx Norm information is automatically populated and cannot be edited.

If the medication being entered is not listed in the search results, free text can be entered in the Substance field without a selection from the searchable library, instead saving what was manually entered.

Type

Click the Type drop-down arrow and select the allergy type.  This list contains a standardized set of allergy types so that data can be translated into the SNOMED code set and easily transmitted across different systems.

Frequently Asked Questions 

Allergies Frequently Asked Questions

The following frequently asked questions provide details on the most commonly asked about pieces of the Allergies feature.

What is the NDC Code on the Allergies ReportBuilder?

The NDC, or National Drug Code, is a unique 10-digit or 11-digit number, and a universal product identifier of medications.  The codes can be used to help identify the labeler (manufacturer, repackager, or distributor) of the medication, the specific strength, dosage form (i.e. capsule, tablet, liquid) and formulation of a drug, the package sizes and type of package.

NDC information is relevant to allergies for which the "Substance" a client is allergic to is a medication; however, not all medications have an NDC Code. Medications are assigned NDC codes based on the RxNorm identifier. Some RxNorm identifiers are not specific enough to have an NDC code which reflect particular packaging that a medication comes in, not just a compound, strength, and unit. To select a specific RxNorm code associated with NDC codes, after an RxNorm code is assigned during the data entry process, click the RxNav pop-out and select a record from "Branded Drug or Pack," and then copy the "RxCUI" into the RxNorm field.