Hospitals

The Hospital module Hospitals feature is used to maintain and view a hospitals list.  The hospitals and facilities included in this list are those from which a facility selection will be made during the process of entering, updating, and/or viewing hospitalization information.

Required Permissions 

Use of the Hospitals feature requires the following permissions:

Display Any Chart Records Buttons

Display Chart Records Hospital Button

Hospitals Data Entry - This permission will limit which workers have the ability to add new or edit hospitals in the list under the Hospitals module and whether they have the Add New option in the Hospital/Facility dropdown on a Hospital Episode record.

  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 the Hospitals List

To enter, update, or delete records on the hospitals list, complete the following steps from the AWARDS Home screen:

  NOTE: The hospitals list is shared across all programs in AWARDS.

1. Click Charts in the left-hand menu, and then click Hospital.  The Hospital fly-out menu is displayed. 
2. Click Hospitals.  The Hospitals index page is displayed.

  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 includes all hospital locations; however, the default display can be limited by clicking one of the following Show Records options in the left-hand menu:

- Available for Deletion - Limits the display to only those records that can be deleted.  Hospital locations can only be deleted if they are not linked to a hospitalization episode within the Episodes feature.

- Active - Limits the display to only those records with at status of "Active," indicating that they are available for selection during Episodes data entry.

- Inactive - Limits the display to only those records with a status of "Inactive," indicating that they are not available for selection during  Episodes data entry but that they will still display in reports if previously saved in client Episode records.

Sorting options - By default records in the index are sorted alphabetically by hospital name.  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.  (Please note that the Search only looks at the content directly visible on the index.  As a result, if any text is cut off in the display the search will only find results that match the portion you can currently see.)

Related features access - The Hospitals ReportBuilder link on the left-hand menu bar provides a shortcut to access the ReportBuilder for this feature.

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

   Add a hospital record - To do so, click the add new icon from the action bar above the hospitals table.  A new data entry page is displayed.  Configure the fields and options on this page as necessary, and then click Save.  The hospital 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 hospital 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 hospitals table.  The data entry page is displayed.  Make changes to the information on this page as needed, and then click Save.  The hospital 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 hospital 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 hospitals 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 hospital 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 hospitals 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.

  TIP: Prior to selecting records to be deleted, click the Available for Deletion radio button from the left-hand menu. The index is automatically refreshed to show only those records that can be deleted (those that not linked to a hospitalization episode within the Episodes feature).

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

The process of working with hospital records is now complete.

Using the Hospitals ReportBuilder 

The Hospitals ReportBuilder is used to generate customized reports of hospital information.  To generate and save a Hospitals 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 Hosptials ReportBuilder from directly within the Hospitals 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 Hospital.  The Hospital fly-out menu is displayed. 
2. Click Hospitals.  The Hospitals index page is displayed.
3. Click Hospitals ReportBuilder from the left-hand menu bar.
4. 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 Hospitals ReportBuilder only, not the corresponding ExportBuilder.  For more information on using ExportBuilders, please click here.

5. 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 7 or 14) - 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. 

6. 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.

7. 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 15.

  NOTE: If you chose to send the report to yourself via the Messages module (in step 5), 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 15. 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 8.

8. The Options page contains a list of hospital-related variables.  Click the checkbox next to each variable to be included in the report, and/or use the available Check All options as needed.
9. Click CONTINUE.  The Report Options - Continued page is displayed.
10. 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.

11. 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 14. 

12. 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. 

13. Click Save Report Format.  The report format is saved and the Report Options - Continued page is re-displayed.
14. 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 5), 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 15. If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.   

15. 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 Hospitals ReportBuilder report is now complete.

A Closer Look @ Fields & Options 

Address / Address 2 / City / State / Zip

In these fields type or make changes to the hospital’s address, including street address, city, state abbreviation, and zip code. 

Email

In this field, type or make changes to the email address at which the hospital can be reached.

Fax

In this field, type or make changes to the hospital's 10-digit fax number.

Hospital Name

In this field, type or make changes to the name of the hospital / medical facility. This is a required field. 

Phone

In this field, type or make changes to the hospital's 10-digit phone number, followed by an extension if applicable. 

Status

Click this drop-down arrow and select the hospital's status:

  Active - The default value.  When selected the hospital is available for selection within the Episodes feature.

  Inactive - When selected the hospital is hidden during Episodes  data entry; however, any client episode records for which this hospital was previously selected will continue to display it in reports.