The Contacts feature in the AWARDS Medical module enables users to record contact information for clients, such as emergency contacts and next of kin. It also provides users with the ability to generate customized reports of the data contained in the contact records.
NOTE: Contacts 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 contacts information via the Medical module are reflected within the face sheet, and vice versa.
Required Permissions 
The Contacts feature is available to users with the following permissions:
Program Chart Access
Display Any Chart Records Buttons
Display Chart Records Profile Button (optional - to work with contacts 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 Contact Information
To enter, update, or delete a contact record, complete the following steps from the AWARDS Home screen:
- Click Charts from the left-hand menu, and then click Medical. The Medical fly-out menu is displayed.
- Click Contacts. The Contacts index page is displayed.
- Click the Program drop-down arrow in the upper-right corner of the page and select the program associated with the client for whom contact records are to be worked with.
- Click the Client drop-down arrow and select the client for whom contact records are to be worked with.
TIP: If the contact 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 contact records for the selected client.
TIP: When working on the index page, records are easily accessible using the following tools and navigation features:
"Show Records" display options - By default the index displays all current contact records (those with no end date, or with an end date that is in the future). To expand the display to include all existing contact records for the client instead, click All under "Show Records" in the left-hand menu.Sorting options - By default the index is sorted alphabetically by role, then by whether it is a primary contact, and finally alphabetically by the contact's last name. To adjust the sorting click a column header in the table to sort by that data. Clicking a column heading a second time reverses the sort order.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.ReporBuilder access - The Contacts ReportBuilder link on the left-hand menu bar provides a shortcut to access the ReportBuilder for this feature. For instructions on using that ReportBuilder, click here.
- At this time, complete one or more of the following tasks as needed:
Add a new contact record - To do so, click the Add New icon from the action bar above the records table. A new data entry page is displayed. Configure the fields and options on this page as necessary, and then click Save. The record is saved, and a confirmation page is displayed.
NOTE: Once a contact record is saved, a "Contact Methods" subsection of the record becomes available for data entry. This subsection can be accessed for data entry as needed using the left-hand menu. Keep in mind that the subsection has its own sub-index and Save button for data entry purposes.
TIP: For more information on each field/option available on the data entry page, see Contacts Fields / Options.
Update an existing contact 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 records table. The data entry page is displayed. Make changes to the information on this page as needed, and then click Save. The contact 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 contact 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 records 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 contact 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 records 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.
Return to the Contacts index - To do so, click the To Index icon from the action bar while working in a contact record to return to the index page. You can also return to the index page at any time by clicking Contacts from the breadcrumbs trail below the AWARDS navigation bar.
The process of working with contacts records is now complete.
Using the Contacts ReportBuilder
The AWARDS Contacts ReportBuilder can be used to generate customized reports of contact information, along with basic client demographic data. To generate and save a Contacts 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 Contacts ReportBuilder from directly within the Medical module. This report is also available in the AWARDS Reports module, where it can be bookmarked for easy access.
TIP: A limited amount of contact information is also available for inclusion when using the Demographics ReportBuilder in the Profile module. Specifically, you can choose to report on name, preferred contact method and value, and address; however, the report data is limited to one contact for each contact type. Which contact record is included for each type is determined based on several behind-the-scenes rules. For more comprehensive and detailed contact information, use the Contacts ReportBuilder described below.
- Click Charts from the left-hand menu, and then click Medical. The Medical fly-out menu is displayed.
- Click Contacts. The Contacts index page is displayed.
- Click Contacts ReportBuilder from the left-hand menu. The Contacts ReportBuilder Settings page is displayed.
- 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.
- Because contact records can contain multiple contact methods (for example, phone numbers or email addresses), there is flexibility in how many times a given contact is displayed on the report. Specifically, click one of the Display One Row Per radio buttons to indicate whether there should be a separate row for each contact or contact method.
Contact - When this option is selected each contact is listed only once in the report, regardless of how many contact methods exist for it.
Contact Method - When this option is selected each contact is listed multiple times in the report, with one row for each contact method.
The default value is "Contact."
- 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 17).
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 8 and 10, must be set each time the report is run.
- By default both Roster 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.
- To limit report contents to those records for a single client only, click the Expand List checkbox, and then click the Client drop-down arrow and choose the client for whom the report is to be viewed. (The selection list is limited to those clients matching the roster date range settings selected in previous steps.) To run the report for all clients, skip this step.
- For the clients included in the report, contents are limited to contact records active during the date range specified using the Contact Date Range fields on this page. By default that date range is set to report contacts that are active as of today. If necessary, make changes to that default date range using the available From and To fields/date pickers.
NOTE: In this context, contacts are considered to be active during the date range if their start date is on or before the report "To" date, and their end date (if any) is on or after the report "From" date.
- 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 Contacts ReportBuilder only, not the corresponding ExportBuilder. For more information on using ExportBuilders, click here.
- 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 14 or 21) - 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.
- 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.
- 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 22.
NOTE: If you chose to send the report to yourself via the Messages module (in step 12), 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 22. 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 15.
- The Options page contains a list of available report variables grouped by type, and includes sections for "Demographics," "Contact Information," and "Record Information." These variables represent data collected on the client face sheet, intake forms, and contact records.
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.
- Click CONTINUE. The Report Options - Continued page is displayed.
- 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.
- 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 21.
- 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.
- Click Save Report Format. The report format is saved and the Report Options - Continued page is re-displayed.
- 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 12), 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 22. If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.
- 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 Contacts ReportBuilder report is now complete.
A Closer Look @ Fields & Options 
Contacts Fields / Options
Below is an alphabetical list of the fields and options located on the Contacts - 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 available in all AWARDS databases), or that some aspect of it (for example drop-down selections) is configurable. For more information on the ways in which this data entry page can be configured, see the "Contacts" portions of the Face Sheet - Implementation Request Form. To request changes detailed there, complete the form and submit it to requests@footholdtechnology.com.
Address | Address 2 | City | State | Zip
In the Address, Address 2, City, and Zip fields, type or make changes to the contact's address. Also click the State drop-down arrow and select the state in which the contact is located.
Care Team Member
Click this checkbox to designate this contact as a care team member.
Comments
In this text box type or make changes to any comments for this contact individual.
Consent Type | Date Signed / Not Signed | Consent Expiration
NOTE: These fields and options are only available if the optional contact consents feature has been turned on in your AWARDS database. If you don't see these options and would like to, please download and complete the "Contacts" portion of the Face Sheet - Implementation Request Form, and then submit it to requests@footholdtechnology.com.
To record or make changes to the consent information for this contact, configure the following fields and options:
Consent Type - Click this drop-down arrow and select the type of consent relevant to this contact.
Date Signed / Not Signed - In this field, type or make changes to the date on which consent was given or denied (using mm/dd/yyyy format), or select the date using the date picker drop-down arrow.
Consent Expiration - In this field, type or make changes to the date on which consent expires (using mm/dd/yyyy format), or select the date using the date picker drop-down arrow.
TIP: A value must be entered for Date Signed / Not Signed in order to enter an expiration date here.
Contact Methods
When a new contact record is created, each available contact method is represented by a field on the data entry page as shown here:
In those fields type the specific value for each relevant method.
After a contact record is saved for the first time, later updates and additions are made the Contact Methods index as shown here:
Any previously recorded contact methods are displayed in this table, as are options to add a new method, or to view, edit, or delete existing methods. Complete any of these processes by doing the following:
Add a new contact method - To do so, click the Add New icon from the action bar above the records table. A new data entry page is displayed. Configure the fields and options on this page as necessary, and then click Save. The record is saved, and a confirmation page is displayed.
Update an existing contact method - To do so, click the record to be updated, or click the radio button to the left of that record and then click the Edit icon from the action bar above the records table. The data entry page is displayed. Make changes to the information on this page as needed, and then click Save. The contact method record is saved, and a confirmation page is displayed.
View or print an existing contact method - To do so, click the radio button to the left the record to be viewed/printed, and then click the View icon from the action bar above the records 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 contact method - To do so, click the radio button to the left of the record to be deleted, and then click the Delete icon from the action bar above the records table. A confirmation message is displayed. Click OK to proceed with the deletion. The contact method is deleted and the updated index is displayed.
End Date
In this field, record the date on which this contact information became, or is to become, inactive (if applicable). Type the date using mm/dd/yyyy format, or select the date using the available date picker drop-down.
NOTE: When an end date is in the past the contact record will no longer be displayed as part of the "Current" records shown by default on the Contacts index page. Instead, it will only be accessible when All is selected under "Show Records" in the left-hand menu on that page.
Existing Contact
NOTE: This option is only available when adding a new contact record.
This option is designed to be used in those instances where you are recording a contact that has already been entered into AWARDS for this client under another contact type; for example, when the same individual should be recorded as both the client's emergency contact and next of kin.
To use this option, click the drop-down arrow and select the correct existing contact. Once a selection is made, the contact's information will pre-populate many of the data entry fields and options on this page, saving you time and effort that would otherwise be spent re-entering the contact details.
NOTE: Keep in mind that not all contact information is dropped in from the existing record. For example, details such as start date, consent information (when applicable), and preferred contact method must be manually configured for each contact record.
First Name | Last Name
In these fields type or make changes to the contact's first and last names.
Include in Collateral List?
Checking off this option results in the contact being made available in the Collaterals list available during collateral contact progress notes data entry for this client and program.
TIP: The contact will not be available for collateral notes if an expired consent exists for it.
Preferred Contact Method
Click this drop-down arrow and select this individual's preferred contact method. Methods available for selection are the same as those configured for use in the Contact Methods portion of contact records.
Primary Contact
Click this checkbox to designate this contact as a primary contact. This selection is for informational purposes only; for example, it can be used to filter on when using the Contacts ReportBuilder. There is no limit on the number of primary contacts that can be specified for a given client or within a specific contact type.
Relation
From this list check off one or more options to indicate the contact's relationship to the client.
Start Date
In this field, type the date on which this contact information became effective (using mm/dd/yyyy format), or select the date using the available date picker drop-down.
NOTE: The Start Date field was added for data entry in AWARDS on February 10, 2015. For contacts entered into AWARDS prior to that date, the Start Date automatically reflects either the date the contact was initially created, or the date on which the contact was last updated (if the contact record was modified at some point after it was entered).
Title
Click this drop-down arrow and select the contact's title; for example, "Mr." or "Ms."
Type
NOTE: This option is only available when adding a new contact record. For existing records the value is read-only and cannot be changed. If it's necessary to change the type for an existing contact record, that record must be deleted and re-entered using the correct type.
Click this drop-down arrow and select the type of contact being recorded. The type is available for reporting purposes as are the other contact variables
Frequently Asked Questions 
Contacts Frequently Asked Questions
The following frequently asked questions provide details on the most commonly asked about pieces of the Contacts feature.
Can contact information be included in the Demographics ReportBuilder?
For comprehensive and detailed contact information, we recommend using the Contacts ReportBuilder in the Medical module rather than the Profile module's Demographics ReportBuilder; however, a limited amount of contact information is available for inclusion in the Demographics ReportBuilder when needed. Specifically, you can choose to report on the name, preferred contact method and value, and address; however, the report data is limited to one contact for each type. Which contact record is included for each type is determined by the following rules:
If there are multiple contact records of a given type, and only one of those contacts is specified as the "primary contact," that primary contact is included in the report.
If there are multiple contact records of a given type, and more than one of them is specified as a "primary contact," the primary contact that was updated most recently is included in the report.
If there are multiple contact records of a given type, and none of those contacts is specified as a "primary contact," the contact that was updated most recently is included in the report.
If there is only one contact of a given type, it is included in the report regardless of whether or not it has been specified as a primary contact.
For questions on which record(s) were updated most recently, the "Record Information" variables available in the Contacts ReportBuilder will enable you to see the specifics of who updated each contact record and when.
What happens with contact information if a client is in more than one program? Is it shared?
Yes, contact information "belongs" to the client rather than to a program. As a result, if a client is in more than one program, staff of each program will be accessing and updating the same contact records. Changes made by one program's staff will be reflected in the contact records when accessed by staff from the other program, and vice versa.
Where is the contact Start Date pulled from?
A Start Date field was added to the contacts data entry page in AWARDS as of February 10th, 2015. For contacts entered into AWARDS prior to that date, the Start Date automatically reflects either the date on which the contact was initially created, or the date on which the contact was last update (if the contact record was modified at some point after it was entered). For contacts entered on or after February 10th, 2015, the Start Date is always the value specified by the user in the Start Date field during contact data entry.
Why are some Contacts ReportBuilder variables missing data?
Some data was not collected as a part of contact records until the Contacts functionality was revamped in 2015 (for example, "Record Information," "Title," and "Preferred Contact Method." As a result, any contact records entered prior to February 10, 2015 that have not been updated will not display this data on the Contacts ReportBuilder.
Enhancement Request Forms 
Several aspects of the Contacts functionality are configurable, including the list of available contact types, methods, and relationships. To request that this functionality be adjusted to meet your agency's needs, download the following request form, complete the Contacts portions, and then submit the form to requests@footholdtechnology.com.