Encounters

The AWARDS Encounters feature is an optional database enhancement that enables users to record and maintain client encounter records. 

  NOTE: Encounters 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 encounter records via the Medical module are reflected within the face sheet, and vice versa.  

  NOTE: Once recorded, encounters data is shared between programs rather than "belonging" to a client's records in an individual program. As a result, encounters are also visible on the C-CDA even for programs that do not have access to the Encounters module.

Required Permissions 

Because the Encounters feature is optional, it is not automatically available in all databases.  When requested, it is turned on behind-the-scenes in AWARDS by Foothold Technology for individual program types.  (Contact the Help Desk to provide access to specific program types in your AWARDS database.)  Staff in programs of the types for which the Encounters feature has been turned on must have the following permissions in order to use it:

Program Chart Access
Display Any Chart Records Buttons
Display Chart Records Medical Button
Display Chart Records Profile Button (optional - to work with encounters 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 Encounter Records

To add a new encounter record or to work with or view an existing 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 Encounters.  The Encounters 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 encounters are to be worked with.
4. Click the Client drop-down arrow and select the client for whom encounters information is to be worked with. 

  TIP: If the encounter 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 encounters for the selected client.

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

Sorting options - By default records in the index are sorted chronologically by date, from newest to oldest; however, the index can also be sorted by Start Time, End Time, Provider, or Encounter Type.  To do so, click the corresponding column header in the table.  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.

ReportBuilder access - The Encounters ReportBuilder link on the left-hand menu bar provides a shortcut to access the ReportBuilder for this feature.  For instructions on using that ReportBuilder, see below.

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

   Add a new encounter record - To do so, click the add new icon from the action bar above the encounters 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.

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

   Update an existing encounter 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 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.

  TIP: During the update process one or more options may be available to you in the left-hand menu to access other portions of the client's records.  Click an option to navigate to the corresponding record.

   View or print an existing encounter 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 encounter 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.

   Generate a clinical summary for the client - To do so, click the checkbox to the left of the record for which the summary is to be generated, and then click the generate clinical summary icon from the action bar above the records table.  A content selection page is displayed; by default, all content is included in the summary.  Limit the content as needed by unchecking any of the options listed here.  When the content is set, click CONTINUE to proceed to the Generate Clinical Summary page;  use the links found there to view, download, or transmit as needed.

   Generate a progress note for the encounter - To do so, click the checkbox to the left of the record for which the progress note is to be generated, and then click the generate progress note icon from the action bar above the records table.  The Progress Note Data Entry page is displayed, with the date, start time, end time, and duration populated with information from the encounter record.  Complete the progress note as needed.  (For more information on the data entry process, click here.)

  TIP: This action bar item provides a shortcut to the progress notes functionality.  All progress notes, including any composed in this way, are also accessible from within the Progress Notes feature in the Services - Individual module.

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

The process of working with encounter records is now complete.

Using the Encounters ReportBuilder

The AWARDS Encounters ReportBuilder can be used to generate customized reports of client encounters information, along with basic client demographics.  To generate and save an Encounters 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 Encounters 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.  For more information on using the Reports module, click here.

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

3. Click Encounters ReportBuilder from the left-hand menu.  The Encounters ReportBuilder 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 those clients included in the report, contents are limited to encounters that took place at some point during the date range specified using the Encounter Dates fields on this page.  By default that date range is set to report encounters that took place in the last month.  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.
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 Encounters 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 20) - 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," "Encounters Information," "Diagnosis Information," "Provider  Information," 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.

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 an Encounters ReportBuilder report is now complete.

A Closer Look @ Fields & Options 

  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.  To request adjustments to these configurable items, please contact the Help Desk.

Agency Location

The following fields/options apply to the agency associated with the provider with which the encounter occurred:

  Address, Address 2, City, State, Zip - Read-only values reflecting the address of the selected Practice/Agency.  This information is automatically pulled from the practice/agency record under Referral/Provider Agencies if an address has been recorded there.

  Contact Information - Read-only information reflecting contact information for the selected Practice/Agency.  Click the expand/collapse icon to the right of the label to display the contact details (if any).  This information is automatically pulled from the practice/agency record under Referral/Provider Agencies if contact details have been recorded there. 

  Use This Location for Encounters - Click this radio button if this provider address should be used for the encounter, as opposed to the Provider Location.  When selected the provider address is pulled in and displayed as read-only.

  TIP: If this option is not selected, the equivalent option must be chosen under Provider Location.

Assessment

In this text box type or make changes to the assessment details for this encounter.

Diagnosis | No Diagnosis?

Click the Diagnosis drop-down arrow and select the diagnosis (as pulled from the client's Diagnoses records) related to this encounter; otherwise, click the No Diagnosis? checkbox.

Encounter Date

In this field, type or make changes to the date on which the encounter occurred (using mm/dd/yyyy format), or select the date using the available date picker.

Encounter Source

Click this drop-down arrow and select the encounter source.  Available options are "New," "Transitioned," and "Referred."

Encounter Type 

Click this drop-down arrow and select the encounter type.  

- OR - 

If your AWARDS database has been configured to use the optional fee-based IMO service, as indicated by an IT icon to the right of the field, search for the type by typing the first few letters of the type description, and then clicking the IT icon.  A search results box is displayed from which the correct encounter type can then be selected. 

End Time

In this field type the time at which the encounter ended (using HH:MM AM/PM format).

Goals

In this text box, type or make changes to information regarding any goals resulting from the encounter.

Health Concerns

In this text box, type or make changes to any health concerns noted during the encounter.

Next Appointment Date        

In this field, type or make changes to the client's next appointment date (using mm/dd/yyyy format), or select the date using the available date picker.

Plan of Treatment

In this text box, type or make changes to the client's plan of treatment.

Practice / Agency

In this searchable field, type the first few letters of the name of the practice/agency with which the encounter occurred.  As you type, partial matches are displayed in the results drop-down below the field.  Click the name of the appropriate practice/agency from the list.

If a Provider has already been selected for this record, the Practice/Agency option will instead display as a drop-down, listing the agencies to which the selected provider is assigned.  In that case, click the drop-down arrow and select the name of the appropriate practice/agency.  If the selected provider is assigned to just a single agency, that agency name is displayed in this field automatically.

  NOTE: Practices/agencies available for selection are those recorded within the Referral/Provider Agencies feature (with the provider agency option selected).

Provider

In this searchable field, type the first few letters of the name of the provider with which the encounter occurred.  As you type, partial matches are displayed in the results drop-down below the field.  Click the name of the appropriate provider from the list.

  NOTE: Providers available for selection are those recorded within the Providers Directory, or within the Referral/Provider Agencies feature (with the provider agency option selected for the practice/agency and the provider option selected for the contact).

If a Practice/Agency has already been selected for this record, the Provider option will instead display as a drop-down, listing the providers assigned to the selected practice/agency.  In that case, click the drop-down arrow and select the name of the appropriate provider, or select "Add New" from the bottom of the list to record a new provider contact. 

  NOTE: If "Add New" is selected, a secondary data entry window is displayed on top of the page.  Enter the provider contact information, and then click Save.  If it's later necessary to update provider contact information recorded in this way, use the Providers Directory feature.  That feature can also be used to "approve" the new provider record for inclusion on the master agency-wide providers list used throughout AWARDS.  The approval process is necessary if the individual who added the new provider using "Add New" did not have the "Referral/Provider Agencies Data Entry" permission; otherwise, it will be added to the global list automatically.  

Provider Location

The following fields/options apply to the provider being added to the client's record:

  Address, Address 2, City, State, Zip - Read-only values reflecting the address of the selected Provider.  This information is automatically pulled from the provider record under Providers Directory if an address has been recorded there.

  Contact Information - Read-only information reflecting contact information for the selected Provider.  Click the expand/collapse icon to the right of the label to display the contact details (if any).  This information is automatically pulled from the provider record under Providers Directory if contact details have been recorded there. 

  Use This Location for Encounters - Click this radio button if this provider address should be used for the encounter, as opposed to the Agency Location.  When selected the provider address is pulled in and displayed as read-only.

  TIP: If this option is not selected, the equivalent option must be chosen under Agency Location.

Reason for Referral

In this text box, type or make changes to any information regarding the reason the client was referred for this encounter.

Reason for Visit

In this text box, type or make changes to a description of the reason for the client's visit.

Referral Provider

In this searchable field, type the first few letters of the name of the referring provider.  As you type, partial matches are displayed in the results drop-down below the field.  Click the name of the appropriate provider from the list.

  NOTE: Providers available for selection are those recorded within the Providers Directory, or within the Referral/Provider Agencies feature (with the provider agency option selected for the practice/agency and the provider option selected for the contact).

Start Time

In this field type the time at which the encounter started (using HH:MM AM/PM format).

Summary of Care

Click this drop-down arrow and select "Available" or "Unavailable."

Frequently Asked Questions 

How do I complete an IMO search for an encounter type?

The IMO (Intelligent Medical Objects) search tool enables users to search for an encounter type and automatically pull the full encounter name into AWARDS.

This search is optional functionality that is only available by subscription as a licensed integrated service within AWARDS.  If it is currently turned on in your AWARDS database, you will see an "IT" icon to the right of the Encounter Type field during encounters data entry.

  NOTE: If you do not see this icon and are interested in learning more about having the IMO search tool added to your AWARDS database, please click here.

The process of using the IMO search tool varies based on whether you are starting a search from scratch, or replacing a previously selected value.  Instructions for both are provided here.

Completing a New Search

To complete an IMO search and pull encounter information into AWARDS, complete the following steps from the Encounters data entry page:

1. Click  your mouse cursor in the Encounter Type field and type the name of the encounter being recorded for the client.

  TIP: A full encounter name does not need to be entered; however, the IMO search requires at least the first three letters of an encounter type to find matches.  Keep in mind though that only 20 search matches are displayed in the search results, so the more of the encounter description you enter, the more likely you are to find what you're looking for in those 20 matches.

2. Click the IT icon. 

The search is initiated and the IMO Search dialog box is displayed.

This dialog box displays up to 40 matches for the search criteria you entered, with 10 results displayed on each page.  To navigate between the search match pages, if applicable, use the navigation arrows in the bottom right corner of the dialog box.

3. Click the radio button to the left of the correct encounter descriptor and associated codes.

  TIP: If the necessary encounter type is not listed, click the Search Term field in the upper-left corner of the dialog box, enter an adjusted search phrase, and then click Search to try again.

4. Click SELECT.  The IMO Search's encounter "descriptor" is pulled in the AWARDS Encounter Type field.  This value will be read-only, but can be adjusted as necessary using the instructions below for redoing a search.

The process of completing a new IMO search is now complete.

Redoing a Search

To make a change to an existing encounter type from the Encounters data entry page, complete the following steps:

1. Click the X to the right of the Encounter Type value to remove the existing encounter name.

2. Repeat the IMO search by following all of the steps under "Completing a New Search" in this same frequently asked question.

The process of redoing a search is now complete.

Is it possible to automatically generate CCDAs for encounters when progress notes are written?

Yes.  AWARDS databases set up to use the Interoperability Center can configure rules for automatic CCDA generation from notes using the Notes as Encounters on CCDA feature.

FootholdConnect Event Recordings 

Certified Edition / Interoperability (59 min) - August 2018

Join us to learn about the AWARDS Certified Edition and Interoperability features.  This event digs deep into the various options and features that comprise AWARDS Certified Edition.  We also review the Interoperability Center in AWARDS, as well as highlight our current RHIO and HIE connections and how they work.  If you have data sharing needs, this recording is for you!

Service Agreements 

IMO - Information & Service Agreement

Intelligent Medical Objects (IMO) - a smart search and code mapping for diagnoses, procedures, encounters, and more - can be integrated into AWARDS on a subscription basis.  If you are interested in learning more about the IMO service and/or you would like to proceed with signing up for it, please download and complete this agreement, and then submit it to your Foothold Customer Success & Advocacy team representative.