1. AWARDS
  2. User Guide
  3. Census & Charts Modules
  4. Census Module
  5. Intake/Admission Menu

Referral Reports & ReportBuilders

Updated

The referral reports found in the Intake/Admission module are included below along with some basic guidance for how to generate them. 

 

 

Permissions Required

Referral reports are available to users with the following permissions:

  • Program Chart Access
  • Display Any Chart Records Buttons
  • Display Chart Records Intake/Admission Button
  • Referrals Data Entry

 

Intake/Admission ReportBuilder

  • From the left-side global navigation menu, click Census > Intake/Admission. The Intake Records page will display.
  • Select the Program from the Program drop-down menu. 
  • Select "Reports" from the Database drop-down menu. The page will refresh to display report settings.
  • Click the Intake/Admission ReportBuilder button. The Intake/Admission ReportBuilder Settings page will display.
  • Report contents are limited to intake/admission records for clients with screening or last status dates that fall within a set date range. "Screening Dates" is selected by default. To have the report contents determined by the "Last Status Date" instead, click the Intake Date Range drop-down menu and select that option.
  • By default, the report only looks for clients with intake/admission records where the screening or last status date is within the last year. Make changes to the date range settings as needed. Keep in mind that a two-year period is the maximum length of time for a report. 
  • Leave the Provide ExportBuilder Options checkbox unchecked as it is not relevant to report generation.
  • To send the report to your AWARDS Messages inbox, click the Send in AWARDS Messages checkbox. 
  • Use the Select a saved report format drop-down menu to specify if you will be generating the report from scratch or using a previously saved format. 
  • Click Continue.
  • If you are using an existing report format without modifying the settings of the format, you will be taken to the report page. In other instances, you will be taken to the Options page. 
  • On the Options page, you will see a list of demographic and intake/admission related variables. They are grouped by information type including Demographics, Intake/Referral Information, Interview Information, Disposition Note Information, and Referral Source Information. Click the checkbox next to any variable you want to include in the report. 
  • Click Continue. The Intake/Admission ReportBuilder Options - Continued page will display.
  • Configure the options in the Filter Options portion of the page. Set the "Show Individual Detail" and/or "Summary Tables" options as you want them.
  • Click Save Report Format if you'd like to save this format for future use. The Report Options - Continued page will display again. 
  • Click Display Report. The report will generate and display on the Intake/Admission ReportBuilder page. 

 

 

HMIS Intake ReportBuilder

  • From the left-side global navigation menu, click Census > Intake/Admission. The Intake Records page will display.
  • Select the Program from the Program drop-down menu. 
  • Select "Reports" from the Database drop-down menu. The page will refresh to display report settings.
  • Click the HMIS Intake ReportBuilder button. The HMIS Intake ReportBuilder Settings page will display.
  • Report contents are limited to intake/admission records for clients with screening or last status dates that fall within a set date range. "Screening Dates" is selected by default. To have the report contents determined by the "Last Status Date" instead, click the Intake Date Range drop-down menu and select that option.
  • By default, the report only looks for clients with intake/admission records where the screening or last status date is within the last year. Make changes to the date range settings as needed. Keep in mind that a two-year period is the maximum length of time for a report. 
  • Leave the Provide ExportBuilder Options checkbox unchecked as it is not relevant to report generation.
  • To send the report to your AWARDS Messages inbox, click the Send in AWARDS Messages checkbox. 
  • Use the Select a saved report format drop-down menu to specify if you will be generating the report from scratch or using a previously saved format. 
  • Click Continue.
  • If you are using an existing report format without modifying the settings of the format, you will be taken to the report page. In other instances, you will be taken to the Options page. 
  •  The Options page contains a list of available report variables grouped by type. These variables represent data collected on the client face sheet, intake forms, and within HMIS Info. Click the checkbox next to any variable you want to include in the report. 
  • Click Continue. The Intake/Admission ReportBuilder Options - Continued page will display.
  • Configure the options in the Filter Options portion of the page. Set the "Show Individual Detail" and/or "Summary Tables" options as you want them.
  • Click Save Report Format if you'd like to save this format for future use. The Report Options - Continued page will display again. 
  • Click Display Report. The report will generate and display on the HMIS Intake/Admission ReportBuilder page. 

 

Outreach ReportBuilder

  • From the left-side global navigation menu, click Census > Intake/Admission. The Intake Records page will display.
  • Select the Program from the Program drop-down menu. 
  • Select "Reports" from the Database drop-down menu. The page will refresh to display report settings.
  • Click the Outreach ReportBuilder button. The Outreach ReportBuilder Settings page will display.
  • By default, the report only looks for encounters that took place during the date range specified. By default, the date range set for the last month. Make changes as needed. Keep in mind that a two-year period is the maximum length of time for a report. 
  • Leave the Provide ExportBuilder Options checkbox unchecked as it is not relevant to report generation.
  • To send the report to your AWARDS Messages inbox, click the Send in AWARDS Messages checkbox. 
  • Use the Select a saved report format drop-down menu to specify if you will be generating the report from scratch or using a previously saved format. 
  • Click Continue.
  • If you are using an existing report format without modifying the settings of the format, you will be taken to the report page. In other instances, you will be taken to the Options page.
  • On the Options page, you will see a list of demographic and outreach-related variables. They are grouped by information type. These variables represent data collected in the contact, encounter, and placement (when applicable) components of outreach records within the Intake/Admission module.
  • Click Continue. The Intake/Admission ReportBuilder Options - Continued page will display.
  • Configure the options in the Filter Options portion of the page. Set the "Show Individual Detail" and/or "Summary Tables" options as you want them.
  • Click Save Report Format if you'd like to save this format for future use. The Report Options - Continued page will display again. 
  • Click Display Report. The report will generate and display. 

 

Referral Information Report

  • From the left-side global navigation menu, click Census > Intake/Admission. The Intake Records page will display.
  • Select the Program from the Program drop-down menu. 
  • Select "Reports" from the Database drop-down menu. The page will refresh to display report settings.
  • Indicate what information you want to include in the report and how that information should display by configuring the following variables:
      • First Name, Last Name, Alias
      • Date Range
      • Referral Source
      • Select Disposition Status (All Undecided Dispositions/Individual Dispositions, All Resolved Outcomes/Individual Outcomes, Waiting List)
      • Referral Information Summary Report Only?
      • Omit Referral Source Contact Person
  • Click Continue. The Referral Search Results page will display.
  • Here you can review read-only referral source summary information for the referrals meeting your search criteria. Click the heading of any report column to sort by that variable. 
  • Click Continue. The Intake/Admission Search Results page will display.
  • Here you can review a list of those referrals meeting the report settings entered on the previous page, as well as summary information for those referrals, including referral sources and the total number of referrals.
  • You can Print or Extract the information to Microsoft Excel. 
  • To view the record for a specific individual, click their name. Their report will display on the Referral Information Form page. 

 

Referral Activity Summary Report

  • From the left-side global navigation menu, click Census > Intake/Admission. The Intake Records page will display.
  • Select the Program from the Program drop-down menu. 
  • Select "Reports" from the Database drop-down menu. The page will refresh to display report settings.
  • Click Referral Activity Report. The report will display on the Referral Activity Summary page. 
  • This report contains two tables: 1) the number of new referrals screened during the last two weeks, listed by program and eligibility, and 2) the number of interviews scheduled during the next two weeks, listed by program and eligibility. 

 

Frequently Asked Questions

 

Q: When narrowing report content by date range, what types of dates is the system looking at?

A: The intake records search looks at the screening date entered within each client's intake/referral record.

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