The AWARDS Medical module Implantable Devices feature is an optional database enhancement that enables users to maintain, and view reports of, implantable device information for clients.
NOTE: Implantable device records are saved at the client level; as a result, they are shared across all programs in which a client is enrolled.
Required Permissions 
Because the Implantable Devices feature is optional, it is not automatically available in all databases. When requested, it is turned on behind-the-scenes in AWARDS for individual program types. (Contact the Help Desk to provide access to specific types of programs in your AWARDS database.)
Staff in programs of the types for which the Implantable Devices 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
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 Implantable Device Records - Learn to enter, update, delete, and view implantable device records.
To enter, update, delete, or view an implantable device 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 Implantable Devices. The Implantable Devices 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 implantable device records are to be worked with.
- Click the Client drop-down arrow and select the client for whom implantable device records are to be worked with.
TIP: If the implantable device 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 implantable device 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 implantable device records (those with implant dates and end dates, if applicable). To instead limit the display to only those records that are active (do not have an end date), click the Active radio button under "Show Records" in the left-hand menu.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 Brand Name, Common Name, Expiration Date, or Unique Device Identifier (UDI). 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.ReporBuilder access - The Implantable Devices 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.
- At this time complete one or more of the following tasks as needed:
Add a new implantable device 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 implantable device 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 implantable device 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 implantable device 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 implantable device 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 implantable device 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 Implantable Devices index - To do so, click the To Index icon from the action bar while working in an implantable device record to return to the index page. You can also return to the index page at any time by clicking Implantable Devices from the breadcrumbs trail below the AWARDS navigation bar.
The process of working with implantable device records is now complete.
Using the Implantable Device ReportBuilder - Learn to generate customized reports of implantable device data along with basic client demographics.
The AWARDS Implantable Devices ReportBuilder, can be used to generate customized reports of appointment information, including doctor/provider detail, along with basic client demographic data. To generate and save a Provider Appointments 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 Implantable Devices 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.
- Click Charts from the left-hand menu, and then click Medical. The Medical fly-out menu is displayed.
- Click Implantable Devices. The Implantable Devices index page is displayed.
- Click Implantable Device ReportBuilder from the reports index. The 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.
- 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:
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.
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.
- 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.
- 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.)
- For the clients included in the report, contents are limited to implantable devices active at some point during the date range specified using the Implantable Device Dates fields on this page. By default that date range is set to report devices over 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.
- 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 Implantable Device 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 11 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.
- 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:
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.
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.
- 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.
- The Options page contains a list of available report variables grouped by type, and includes sections for "Demographics Information" (representing data collected on the face sheet and intake forms), "Implantable Device" and "Implantable Device 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.
- 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 19.
- 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 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.
- 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 Implantable Device ReportBuilder report is now complete.
A Closer Look @ Fields & Options 
Implantable Device Record Fields / Options - Learn about the fields and options available during the implantable device record data entry process.
IMPORTANT! Please keep in mind as you review this information that when using the Unique Device Identifier (UDI) search tool, some fields - including Expiration Date, Manufacturing Date, Brand Name, Common Name, Company Name, Model, Location, Lot Number, Serial Number, HCT/P Code, and MRI Safety Status - will automatically populate with the available data from the registry source. These values will then display in read-only report mode. If the Unique Device Identifier (UDI) number is not known, the Implant Date and Common Name will be required to save the record.
Brand Name
In this field, record the brand name of the implantable device.
Common Name
In this field, record the common name of the implantable device.
Company Name
In this field, record the company name of the implantable device.
Contains Natural Latex Rubber / Dry Natural Rubber
Click this drop-down arrow and select "Yes" or "No" to indicate whether the implantable device contains natural latex rubber or dry natural rubber.
End Date
In this field, record the end date of the implantable device using mm/dd/yyyy format, or select the date using the available date picker drop-down.
TIP: The date entered here cannot be prior to the Implant Date.
Expiration Date
In this field, record the expiration date of the implantable device using mm/dd/yyyy format, or select the date using the available date picker drop-down.
HCT/P Code
In this field, record the HCT/P code of the implantable device.
Implant Date
In this field, record the date on which the device was implanted using mm/dd/yyyy format, or select the date using the available date picker drop-down.
Location
In this field, record the location of the implantable device.
Lot Number
In this field, record the lot number of the implantable device.
Manufacturing Date
In this field, record the manufacturing date of the implantable device using mm/dd/yyyy format, or select the date using the available date picker drop-down.
Model
In this field, record the model of the implantable device.
MRI Safety Status
In this field, record the MRI safety status of the implantable device.
Reason for Inactive
NOTE: This field is only available when an End Date has been entered on this record.
In this field, record the reason the implantable device is inactive.
Serial Number
In this field, record the serial number of the implantable device.
Unique Device Identifier (UDI)
TIP: This field is only available for data entry if the implantable device record has not yet been saved. Once saved, the UDI value becomes read-only and cannot be edited. If the existing UDI number needs to be changed, the record must be deleted and a new record created.
In this field, record the Unique Device Identifier (UDI) number of the implantable device, and then click the Search icon.
If a match is found in the registry source, the Expiration Date, Manufacturing Date, Brand Name, Common Name, Company Name, Model, Location, Lot Number, Serial Number, HCT/P Code, and MRI Safety Status will automatically populate with the available data. These values will then display in read-only report mode.
TIP: If the Unique Device Identifier (UDI) number is not known, the Implant Date and Common Name will be required to save the record.
What does the error "You are attempting to add a duplicate device that is already on record" mean?
If the Unique Device Identifier (UDI) and the Implant Date entered, or the Common Name and Implant Date, are the same as in an existing record for the client, AWARDS does not allow you to save the new record. Instead, you will need to change either the Unique Device Identifier (UDI) or the Implant Date for a record with a UDI, or the Common Name or Implant Date for a record without a UDI.
Why do some fields/options remain blank after entering a Unique Device Identifier (UDI) and clicking search?
Some UDIs may or may not populate all of the data entry fields/options based on the FDA accredited agency that the UDI is from. The fields/options that remain blank are available for manual data entry if the missing information is known.
Enhancement Request Forms 
As noted above, the Implantable Devices functionality is optional. To request that it be turned on in your AWARDS database, download and complete the following request form, and then submit it to requests@footholdtechnology.com.
Medical Module - Implementation Requests Form