Because the Group Notes (Employment) feature is optional, it is not automatically available in all AWARDS databases. Contact the Help Desk to have it turned on for your database.
Permissions Required
When turned on for your database, the Group Notes Employment feature is available to users with the following permissions:
- Program Chart Access
- Display Any Chart Records Buttons
- Display Chart Records Employment Button
Associated Reports
AWARDS includes a Group Notes Report, a Group Attendance Report, and a Group Notes ReportBuilder for further analysis. You can find all of these in the Reports Index.
Entering/Updating a Group Note
- Click Charts > Services - Group > Group Notes. The Group Notes Editing Index page will display. This page contains a list of existing group notes, if any, for the selected program written by the user.
- By default, you will always be shown as the Note Writer on this page, and can only write group notes for yourself or edit group notes you yourself entered. An exception is made for users with the "Surrogate Data Entry - Group Notes" permission. If you have that permission and will be working with a group note entered by another user, click the Note Writer drop-down arrow and select that user at this time.
- Click the Selected radio button next to the group note to be updated, or next to "Create New Note" to enter a new group note
- If necessary, click the Include drop-down and select the FormBuilder form that is to be included as part of the group note. This selection will only display when forms created in the FormBuilder have been set to display in group notes for the selected program.
- If "Create New Note" was selected, and if there are any pre-configured groups for the selected program, a group selection option is available next to "Create New Note." Click the drop-down arrow and select the group for which the note is to be entered. The default value is "Unscheduled Group."
- Click Continue. The New Group Note Data Entry page will display.
- Enter or make changes to the group information (Note Date, Group Name, Start/End Time, Service Type, Activity Type, etc.)
- In the Enter Group Note text box, type the new group note or make changes to the existing note as necessary.
- If updating an existing group note, in the Individual Note Addendum text box(es), type or make changes to the individual note addendum text, or delete the addendum(s) by deleting all addendum note text.
- Click Save Note.
- To add a group note addendum for a specific consumer, click the Group Attendance radio button for the first attendee for whom an addendum is to be entered.
- Click the corresponding Make Note Addendum for Selected Consumer button. The Group Note Data Edit/Update page is displayed.
- In the Individual Note Addendum text box for the selected consumer, type the group note addendum.
- Click Save Note.
Deleting a Group Note
- Click Charts > Services-Group > Group Notes.
- Click the Selected radio button next to the note you want to delete.
- Click Continue.
- Click Delete.
E-Signing a Group Note
- Click the Reports icon. The Reports Index will display.
- Select the program from the Program drop-down menu.
- Search for the Group Notes Report and click on the report's name. The Report Selections page will display.
- Configure the settings to search for the note you want to sign.
- Click Show Notes.
- Navigate to the signature section.
- If you have not yet signed the note in question and the program's electronic signature rules indicate that you should be allowed to do so, you will see a Click to Sign link. The note can now be electronically signed.
- Click the Click to Sign link.
- Configure the options as needed.
- Click Sign Now.