Verification of Disability

The Medical module Verification of Disability feature is an optional database enhancement used by Emergency Shelter programs to maintain verification of disability records, as well as to view customized reports of related data.

 IMPORTANT! The Verification of Disability feature is only available to programs for which the program type has been set to "Emergency Shelter" under System Setup > Agency Program Information > Add/Edit Entire Program.

Required Permissions 

Because the Verification of Disability feature is optional, it is not automatically available in all databases.  When requested (by contacting the Help Desk) it is turned on behind-the-scenes in AWARDS by Foothold Technology, and is available to users with the following permissions:

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 Verification of Disability Records - Learn to enter, update, and delete verification of disability records.

To enter, update, or delete a verification of disability 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 Verification of Disability.  The Verification of Disability 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 verification information is to be worked with.

  NOTE: Keep in mind that the Verification of Disability feature is only available to programs for which the program type has been set to "Emergency Shelter" under System Setup > Agency Program Information > Add/Edit Entire Program.

4. Click the Client drop-down arrow and select the client form whom verification information is to be worked with.

  TIP: If the verification information to be worked with is 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 verification records 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.  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.

Related features access - The Verification of Disability 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 verification of disability 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 verification of disability 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 verification of disability 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 verification of disability 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 verification of disability 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 verification of disability 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 Verification of Disability index - To do so, click the To Index icon from the action bar while working in a verification record to return to the index page.  You can also return to the index page at any time by clicking Verification of Disability from the breadcrumbs trail below the AWARDS navigation bar.

The process of working with verification of disability information is now complete.

Using the Verification of Disability ReportBuilder - Learn to generate customized reports of verification of disability data along with basic client demographics.

The Verification of Disability ReportBuilder is used to generate customized reports of information from client verification of disability records, along with basic client demographics recorded elsewhere in AWARDS.  To generate and save a Verification of Disability 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 Vital Signs ReportBuilder from directly within the Vital Signs 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.

1. Click Charts from the left-hand menu, and then click Medical.  The Medical fly-out menu is displayed.
2. Click Verification of Disability.  The Verification of Disability index page is displayed.
3. Click Verification of Disability ReportBuilder from the left-hand menu bar. The Verification of Disability 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 16).

  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 the report looks for clients with program histories (of the type specified in the previous step) within the last year.  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 verification of disability records effective during the date range specified using the Verification of Disability Dates fields on this page.  By default, that date range is set to report verifications in effect during the past year.  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 in this document detail use of the Verification of Disability ReportBuilder only, not the corresponding ExportBuilder.  For more information on using ExportBuilders, please 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 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 21.

  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 21.   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 verification of disability report includes all clients who were enrolled in, admitted to, or discharged from the selected program(s) during the specified date range, based on the selection made in steps 5 and 6.  In some cases, that may result in duplicate report records in instances where a client has multiple histories in a single program, or a history in multiple programs.  To filter out those duplicates to list each client only once in the report results, click the Unduplicated Client Count checkbox.

  NOTE: When the Unduplicated Count option is selected, only information for the client's most recent program history and verification of disability record is included in the report contents.

14. The Options page contains a list of available report variables grouped by type, and includes sections for "Demographics" and "Verification of Disability."  These variables represent data collected on the client face sheet, intake forms, and verification of disability 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.

15. Click CONTINUE.  The Report Options - Continued page is displayed.
16. 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.  For more information on using the various report options, please click here.

17. 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 20. 

18. 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. 

19. Click Save Report Format.  The report format is saved and the Report Options - Continued page is re-displayed.
20. 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 21. If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.   

21. 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 Verification of Disability ReportBuilder report is now complete.

A Closer Look @ Fields & Options 

Disability

In this field, type or make changes to the disability description.

Documents on File

Click this drop-down arrow and select "Yes" or "No" to indicate whether documentation for this disability is on file. 

Verification Method

In this field, type or make changes to the description of how the disability was verified.

Verification Date

In this field, type or make changes to the date on which the disability was verified (using mm/dd/yyyy format), or use the available date picker drop-down arrow to select the correct date.