Contacts Log (Employment)

Updated December 17, 2024 18:13

The Employment module Contacts Log feature allows you to quickly and easily record employment-related contact with consumers. At the same time contacts log records are being entered or updated, progress notes can also be written to further document each contact.

Permissions Required

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

Program Chart Access
Display Any Chart Records Buttons
Display Chart Records Employment Button

Entering/Updating a Contacts Log Record

Click Charts > Services - Individual > Contacts Log. The Contacts Log Data Entry page will display.
Select the client from the Client drop-down menu.
Click Continue. The Individual Contacts Log Editing Index page will display.
This page includes a list of all existing contact records for the selected client that have dates within the editing window date range shown at the top of the page. Click the Selected radio button next to the record you want to update or click "Add New" to enter a new contacts log record.
Click Continue. The Contacts Log Settings page will display.
Enter or edit the data on this page.
To enter or update a progress note for this contact, click the Check Here to Add/Edit Progress Note checkbox.
Click Continue. If the Progress Note option was NOT checked, the contacts log record will save and the updating Contacts Log Editing Index page will display. If you ARE including a Progress Note, the Progress Note Data Entry page will display.
If necessary, click the Service Type drop-down menu and select a different service type for the progress note.
Click the Crisis? drop-down menu and select Routine or Crisis to indicate the nature of the contact.
In the text box, make changes or additions to the progress note.
If necessary. click Sign Off Note checkbox to restrict overwriting or edits after the note is saved.
Click Save Note.

Deleting a Contacts Log Record

Click Charts > Services-Individual > Contacts Log. The Contacts Log Data Entry page will display.
Select the client from the Client drop-down menu.
Click Continue. The Individual Contacts Log Editing Index will display.
This page contains a list of all existing contacts log records for the selected consumer that have dates within the editing window date range shown at the top of the page.
Click the Selected radio button next to the record to be deleted.
Click Continue. The Contacts Log Settings page will display.
De-Select the Check Here to Add/Edit Progress Note option and click Delete. The Confirm Delete? page will display. Click Delete.

Viewing a Contacts Log Report

Click the Reports icon. The Reports Index will display.
Select the program from the Program drop-down menu.
Search for the Contacts Log Report and click on the report's name. The Contacts Log Report Selections page will display.
To limit the Contacts Log Report by worker (the person who recorded contact with the client), click the Worker drop-down arrow and select the worker. The default value is "All Workers."
- - The worker selection list is populated with members of the "Direct Care Program Director," "Direct Care Staff," and "Executive Officer" user groups, as well as users who have the "Include Direct Care Staff Lists" permission.
Click the Client drop-down arrow and select the client for whom the Contacts Log Report is to be viewed. The default value is "All Clients."
- - If you are trying to view a report for a former (discharged) client, first click the Roster Archives checkbox beneath the client selection option. "All Workers" must be selected from the Worker selection list when using this option.
Adjust the date range as needed.
Select the service type from the Service Type drop-down menu.
Click the Individual/Group Contacts drop-down menu to make a selection to indicate the type of contacts you want to be included in the report. Options include:
- - Individual Contacts
  - Individual and Group Attendance Contacts
  - Individual and Collateral Contacts
  - All Contacts
  - Group Attendance Contacts
  - Collateral Contacts
  - Group Attendance and Collateral Contacts
Click the Contact Outcome drop-down menu to make a selection to indicate the outcome of those contacts you want to include in the report. Available options are:
- - Actual Contacts
  - Attempted Contacts
  - Actual and Attempted Contacts
Click the Sort Order drop-down menu to make a selection to indicate how the contacts log records are to be displayed in the report. Available options are:
- - Consumer
  - Worker
  - Date
Click the Show Summaries Only checkbox if the report is to only display the summary line from each consumer record.
Click Continue. The Contacts Log Report will display.

Using the Contacts Log ReportBuilder

The Contacts Log ReportBuilder generates customized reports of basic client demographics, along with detailed services data as recorded in contacts log records.

Click the Reports icon. The Reports Index will display.
Select the program from the Program drop-down menu.
Search for the Contacts Log ReportBuilder and click on the report's name. The ReportBuilder Settings page will display.
Click the Roster Date Range drop-down menu and select which clients you want to include in the report, based on their program history. Options include:
- - In Program
  - In Program Including Pending Clients
  - Admitted
  - Admitted or Transferred In
  - Discharged
  - Discharged or Transferred Out
Adjust the date range as needed.
By default the report includes all clients. Select a specific client if needed.
Leave the Provide ExportBuilder Options box unchecked. It is not relevant to report generation.
If you would like the report to be sent to your AWARDS Messages Inbox, click the Send in AWARDS Messages checkbox.
Use the Select a Saved Report Format menu to indicate if you are using a saved report format for this report or if you are starting from scratch.
Click Continue. (If you are using an existing saved report format, the report will now display. If you are starting from scratch, the Options page will display.)
If you are starting from scratch with this report, the Options page will display.
The Contacts Log ReportBuilder report will include all clients who meet the roster status criteria specified in steps above, who were also documented as having a contact recorded for them for a date during the range specified above. 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 and list each client only once in the report results, click the Unduplicated Client Count checkbox.
The Options page contains a list of demographics and contact log record variables, grouped by information type. These variables represent data collected on the intake form, face sheet, and in basic contacts log records. Some variables not necessarily found in these records are also available; for example, "Age" and "Client ID." Select the variables you want to include.
Click Continue. The Report Options - Continued page will display.
Configure the options in "Filter Options" as needed. Set the "Show Individual Detail" and/or Summary Tables options as desired.
To save the settings so you can use this report again in the future, slick Save Report Format. Configure the fields as needed and click Save Report Format again.
Click Display Report. The report will display on the ReportBuilder page.

Contacts Log FAQs

Q. Are group contacts counted as F2F or non-F2F in the contacts log report?

A. Though group notes do not have "F2F" next to them on the contacts log report, they are being counted as face-to-face time by default. That face-to-face time will be included in the "Total F2F Contact Hours" summary data at the bottom of the report.

Q. Can a start time be specified when entering contacts log records?

A. The basic contacts log setup (as opposed to the supportive services checklist) does not include the option for recording start time; it is intended to capture aggregate contact throughout the day. Specifically, the basic contacts log is not meant to record start times because you cannot have more than one contact log entry per day.

Q. Can contacts log records be electronically signed?

A. No, electronic signing is not available for contacts log records; however, progress notes added to contact log records can be signed if needed.

Q. How can I tell which contacts log entries have been billed/not billed?

A. A data variable called Invoice ID (Batch ID) is available in the following Services module ReportBuilders for all agencies that use the BillingBuilder:

- Contacts Log ReportBuilder
- Group Notes ReportBuilder
- Progress Notes ReportBuilder
- Service Contacts ReportBuilder

When the Invoice ID (Batch ID) variable is included in one of these ReportBuilders and populated with data, it indicates that the service has been billed/invoiced (meaning that an invoice has been generated and posted to A/R for that service). If a service is associated with multiple posted invoices, all invoice IDs are reported in the order of the oldest to the newest invoice.

NOTE: This data field is only populated for program services that are linked to configured billing types. AWARDS hard coded billing types/program services are not included.

Q. How do I backdate a contacts log record?

A. The "Backdated Contacts Log / Group Notes Data Entry" permission assigned using the System Setup module Permissions Maintenance feature is required in order to backdate contacts log records.

Q. How do I calculate the total number of contacts in a date range, including those for clients who have since been discharged?

A. The total number of contacts can be calculated using the Contacts Log feature in report mode. Run the report for "All Workers," "All Consumers," and the date range you are collecting data for. It will give you a list of all the contacts within that date range, and will include the contacts in that period for all clients regardless of whether or not they were discharged during or after the end date used.

Q. How do I edit a backdated, locked contacts log entry that contains a progress note?

A. In order to backdate contacts log entries that contain notes users must have both the "Backdated Contacts Log/Group Notes Data Entry" and "Backdated Progress Notes Data Entry" permissions. Unless a user has both of those permissions, the backdated contacts logs will remain locked.

If you have the necessary permissions and the note is still locked, it may need to be manually unlocked before it can be edited. For more information on unlocking, please refer to the "How do I unlock a locked contacts log record?" frequently asked question below.

Q. How do I print the contacts for a terminated employee who is no longer in the contacts log worker selection list?

A. Contacts entered by an employee prior to his or her termination can be printed by running the contacts log report for "All Workers" for a specific date range and the "Worker" sort by option. Within the report contents all of the terminated employee's contacts will be grouped together for you to review and print as needed.

Q. How do I unlock a locked contacts log record?

A. If a contacts log entry has been locked as a result of an associated progress note being locked, both can be unlocked if the user has the "Unlock Contact Log" exception override permission (assigned using System Setup > Permissions Maintenance).

NOTE: Progress notes may be automatically locked based on the program's Service Records Editing Rules under System Setup > Business Rules, or manually locked because the user has clicked the sign off note checkbox at the bottom of the Progress Note Composition page.

To allow users with this permission to complete the unlocking process, an "Unlock" link is listed next to any locked contacts log records in the contacts log index in data entry mode. Click the link to unlock the contact and associated progress note. When prompted, click OK to confirm the unlocking. The index page is then re-displayed, and the contacts log record in question will no longer be displayed as locked.

NOTE: This permission does NOT allow electronically signed progress notes to be unlocked. Only contacts with progress notes that have been locked but not electronically signed can be unlocked at this time.

NOTE: Contact/progress note unlocking is recorded in the audit trail.

Q. Is there a way to see which service contacts have been electronically signed?

A. Yes, all of the Services menu's ReportBuilders have an "E-Signed" variable available which, when included in the report, will display "Yes" for records that have been electronically signed. In addition, the Client History Report will indicate whether an electronic signature has been placed on a client's progress notes, contacts log entries, group notes, service plans, and certain FormBuilder forms.

Q. What do the letters in a "Record ID" mean in services-related ReportBuilders?

A. The Record ID data variable available for inclusion in services-related ReportBuilders includes a unique ID for each record. As part of that ID there is a preceding letter code that also identifies the type of each services record; specifically:

P = Progress Note
C = Contacts Log Record
S = Supportive Services Checklist
G = Group Note
A = Group Attendance Record

NOTE: In the event that there is a combined Contacts Log/Progress Note record included in the report data, the Record ID reflects the Contacts Log ID/Progress Note ID. Similarly, a combined Group Attendance/Group Note record reflects the Group Attendance ID/Group Note ID. When a record ID has both A and G codes, it means that the group was scheduled (using the Group Schedule Setup functionality), the individual was an expected attendee in that group, and he/she was present. (Keep in mind that if a record ID only has a G code, it does not mean that there is no attendance record; it only means that the group was not scheduled using Group Schedule Setup, and therefore there are no expected attendees though this individual did attend.)

Q. When using surrogate data entry, whose permissions are in effect?

A. While the surrogate data entry permission gives a user the ability to access/edit contacts log records as another worker, the user does not take on that worker's permissions. The user will be limited by his/her own permissions, even though working with the record as someone else.

Q. Who is included in the "worker" selection list for the Contacts Log Report?

A. The worker selection list populates with members of the "Direct Care Program Director," "Direct Care Staff," and "Executive Officer" user groups, as well as users with have the "Include In Direct Care Staff Lists" permission.

Q. Why does the Worker setting only contain "All Workers" when running a contacts log report with the roster archives option selected?

A. The roster archives option applies to clients rather than workers; therefore, the Worker drop-down selection list is limited to "All Workers" by design.

Q. Why doesn't the contacts log report reflect group notes written for "no shows?"

In general the system is not set up to report on things that didn't happen, and as such groups for which an attendee was a no show will not be included on the contacts log report. In order to gather no show information, you must review the contents of the group notes report instead.