Process Discharge

Updated December 10, 2024 21:09

The Process Discharge feature is where you will enter or update client discharge records.

Permissions Required

The Process Discharge feature is available to users with the following permissions:

Program Chart Access
Display Any Chart Records Buttons
Display Chart Records Discharge Button
Program Admission/Discharge

Processing a Discharge

Click Census > Discharge > Process Discharge. The Client Discharge Roster Selection page will display.
Confirm that the Current Program Roster radio button is selected, and then click Continue. The Discharge Client Selection page will display.
Select the Client from the Client drop-down menu. Click Continue.
If the client being discharged is the primary client of a household that has other household members admitted in the program from which they are being discharged, a message displays stating "You are discharging the primary client of a household. The listed household members will be discharged along with this client unless selected otherwise." If this message appears, skip to step 9.
If this message does NOT appear, you will be taken to one of the following based on the program's configuration:
1. - The Program Discharge page - Displayed if the program is set to include FormBuilder forms on discharge records, or if it is a residential program. Proceed to step 6.
  - The Discharge Information page - Displayed if the program is NOT set to include FormBuilder forms on discharge records, and it is a non-residential program. Proceed to step 18.
If a FormBuilder form should be included on the discharge form, select the form name from the Include drop-down menu.
If the client is being discharged from a housing program, select the agency program that they are being discharged into from the Program drop-down menu. If the client is NOT moving to another agency program, select "Discharge from Agency Housing."
1. - NOTE: This option is not available if the client is being discharged from a non-residential program, and is optional for residential programs. In addition, you must have the Referrals Data Entry permission in order to have this option available to you. Please note that when this option is available, it will be limited to programs to which you currently have chart access permission.
Click Continue. The Discharge Information page will display.
This Discharge Information page allows you to select whether all household members with admission records in the selected program should be discharged with the primary client, or if they should remain on the program roster. Choose one of the following options:
1. - Discharge household members along with the primary client - If all household members with program admissions are being discharged with the primary client, click this radio button, and then click CONTINUE. Proceed to step 10.
  - Retain the household members, designate ____ as the primary client of this household, from this point forward - If only the primary client is being discharged and the remaining household members are staying in the program, click this radio button. Proceed to step 14.
A table will display listing each household member to be discharged. Household members must be discharged individually before the primary client is discharged.
On this table, click the radio button next to the household member to be discharged, and then click Continue. Continue with step 14.
For non-residential programs not set to include FormBuilder forms on discharge records, the Discharge Information page will display for the selected household member. Skip to step 18.
For residential programs or those set to include FormBuilder forms on discharge records, the Program Discharge page will display. Go back to step 6.
The table will refresh and a drop-down option will display for you to select the name of the new primary client. Once the new name is selected, the New Relation to Primary Client column will refresh and a drop-down will display for household members who are not the new primary client. Select new relations as appropriate, and then click Continue. Continue with step 18.
NOTE: The new primary client does not have to be admitted into the same program as other household members, but he or she must have at least one program admission within the agency.
For non-residential programs not set to include FormBuilder forms on discharge records, the Discharge Information page will display for the selected household member. Skip to step 18.
For residential programs or those set to include FormBuilder forms on discharge records, the Program Discharge page is displayed. Go back to step 6.
Configure the fields and options on this page as necessary.
Click Apply. The client's discharge will process and a read-only report version of the form will display, unless a household member is being discharged and additional discharge forms need to be completed for household members. In that case, an updated table will display. Repeat steps 9 and 14 until all household members have been discharged. The radio button will open for the primary client, allowing that last discharge to be processed.

Updating a Discharge Record

Click Census > Discharge > Process Discharge. The Client Discharge Roster Selection page will display.
Click the Discharges from radio button.
Adjust the date range as needed.
Click Continue. The Program Discharge Client Selection page will display.
Select the client from the Former Client drop-down menu. Click Continue. The record will display on the Discharge Information page.
Make changes as needed.
Click Apply.

Electronically Signing Discharge Records

Click the Reports icon. The Reports Index page will display.
Select the program from the Program drop-down menu.
Select the "All" radio button on the left-side Reports menu.
Search for Individual Discharge Forms and click the title.
The Client Discharge Roster Selection page will display.
Make adjustments to the date range as needed. Click Continue.
Select the former client from the Former Client drop-down menu.
Click Continue.
At the bottom of the discharge record, you will see up to 2 signing links.
- Click to Sign - Available for staff who are eligible to sign the discharge record if they have not already done so. If the electronic signature rules for the program do not allow you to sign the discharge record, or if you have already completed the signing process for the record in question, this link is not displayed.
- Allow Client to Sign - Available when a staff member is assigning eligible clients with the discharge record signing process, as long as the staff member is also eligible to sign that record themselves. If the electronic signature rules for the program do not allow clients to sign discharge records, or if the client has already completed the signing process for this record, this link is not displayed.
Click the appropriate option to proceed with signing.
Once the appropriate signing method has been performed, click Sign Now.
- Keep in mind that if any other staff members or the client previously signed the same record, the new signature is added to those existing signatures.
- The discharge record acts as a "snapshot" that displays the data as it appeared at the date/time of e-signing. Any data changes in other areas of AWARDS that would ordinarily change content of the discharge record will not be reflected on the record after it is e-signed.
- The program history corresponding to the discharge (including bed history, when applicable) is locked from further edits for those users with access to Program History Corrections. Program histories locked in this way are displayed with a lock and key icon next to them on the Program History Corrections data entry page.

Viewing a Discharge Report

Click the Reports icon. The Reports Index page will display.
Select the program from the Program drop-down menu.
Select the "All" radio button on the left-side Reports menu.
Search for Individual Discharge Forms and click the title.
The Client Discharge Roster Selection page will display.
Make adjustments to the date range as needed. Click Continue.
Select the Program Discharge Client Selection page will display.
Select the former client from the Former Client drop-down menu.
Click Continue.
The report will display.

Process Discharge FAQs

Q. After a primary client is discharged, where can I go to view information on household members who do not have program records?

A. Any household members who are not admitted into programs can be viewed on the primary client's face sheet. Upon discharge, that face sheet can be accessed using the Roster Archives option. The Household ReportBuilder also includes household members that do not have any program records at the agency.

Q. Can a client be discharged directly into a non-residential program, or from a non-residential program into a residential program?

A. No. At present it is only possible to discharge a client from a residential program to another residential program within the agency. If you need to transfer a client to or from a non-residential program, you will need to discharge them from the original program, then process a separate new admission for them in the destination program.

Q. Can I change the name of a discharged client?

A. Yes, you can change the name of a discharged clients from within the client's face sheet (accessed using the roster archives option in the Profile module). Once you've opened the face sheet, click Update Demographic Data, make the name change, and then update to save your changes.

Q. Can I discharge everyone in a household at one time, or do I have to discharge each household member individually?

A. Each household member must have his or her own individual discharge form completed if they are to be discharged, but the process has been streamlined to prompt you to address the entire household together.

Q. Can I update the known medical issues portion of the discharge form after the discharge is processed?

A. The Medical module Medications information records from which the known medical issues information is pulled, can only be updated for current clients. In order to make changes to that information for a discharged client, the discharge would need to be undone, the information updated, and then the discharge re-processed.

Q. Can the automatic creation of progress notes from discharge note sections be turned off?

A. The automatic progress notes created from discharge note sections cannot be turned off; however, the discharge note sections of the discharge form are optional, and when left blank no progress note is created. Discharge note sections can be re-labeled to instruct users to leave them blank, or to only complete certain sections of the note, which will result in fewer progress notes being created. If you would like to re-label these discharge record components, please contact the Help Desk.

Q. Does discharging a household member from a program automatically remove them from the household?

A. No. The household member will remain in the household post discharge. If you need the household member to leave the household upon discharge, manually enter a Household End Date for him or her on the Household Composition page. See Editing Household Member Information for more details.

Q. Does processing a discharge for a household member automatically enter an End Date on his or her household record?

A. No, client program records are separate from household records. If a household member is discharged, they are removed from the program roster and a Discharge Date is entered for the client on the "Household Program History" tab of the Household Composition page, but no End Date is entered on the "Household Composition" tab. If your program considers household members to be no longer part of the household upon discharge, an End Date should be manually entered for the household member. This applies to all household members, including primary clients.

Q. How do I backdate a discharge if the discharge date selection list doesn't include the date I need?

A. In order to backdate a discharge, you need the "Startup Period Backdating" permission. With that permission, the Discharge Date drop-down selection list is replaced with a field in which you can type whatever date is needed (using mm/dd/yy format).

Q. How do I change a discharge date?

A. To change a discharge date, open the discharge form in data entry mode using the "Discharges from" option within the Process Discharge feature. (Note that you may need to change the date range next to this option in order to make sure that both the correct and incorrect discharge dates fall within that range.) Once the discharge form is displayed, select the new discharge date and click APPLY to save your change.

NOTE: In order to backdate a discharge, you need the Startup Period Backdating permission. With that permission, the Discharge Date drop-down selection list is replaced with a field in which you can type whatever date is needed (using mm/dd/yy format).

Q. How do I correct the supervisor / service coordinator information at the bottom of the discharge form if it's wrong?

A. The discharge form contains read-only information on the service coordinator assigned to the client at the time of the discharge, as determined by assignments made using the Services - Individual module's Service Coordinators feature. It also contains read-only information on the work supervisor for the service coordinator, as determined by assignments made using the Human Resources module Staff Information feature.

Service coordinator assignments cannot be changed after a client is discharged. As a result, if the service coordinator information is incorrect on the discharge form, you will need to contact the Help Desk for assistance. Please provide them with the program name, client name, discharge date, correct service coordinator, and the date on which the coordinator was assigned to that client so that the corrections can be made for you behind the scenes.

Supervisor assignments can be changed from within the Human Resources module by adjusting the work supervisor assignment within the coordinator's staff information record. (For more information, see Updating a Staff Information Record.) Please keep in mind that the discharge records contain information on the supervisor at the time of discharge, so any changes made after the fact will not be reflected there. In order for the information to be changed on the discharge record itself, you will need to contact the Help Desk and provide them with the program name, client name, discharge date, and the date on which the coordinator was assigned to the supervisor so that the corrections can be made for you behind the scenes.

Q. How do I delete a form that has been included in a discharge record?

A. To delete a form included in a discharge record, you must access the relevant record in data entry mode and click the red "x" icon next to the read-only name of the included form on the settings page displayed after the client has been chosen. Once an included form has been removed, you can then include a different form if needed or re-include the same form if you'd like to start from scratch.

NOTE: The Delete FormBuilder Form permission is not required to complete this process as it is when deleting forms from some other AWARDS locations.

NOTE: Form deletions are captured in the audit trail and can be viewed using the Audit Trail ReportBuilder.

Q. How do I determine which discharge records have been electronically signed?

A. Electronic signatures are displayed with discharge records when viewed in report mode. Viewing a discharge report can help you identify whether a specific discharge record has been signed, and whom it has been signed by.

To get a more general, at-a-glance, picture of which discharge records have been signed, you can use the Demographics ReportBuilder. Using that reporting tool, select "E-Signed (Discharge)" as one of the included variables. When the report is then run, it will display "Yes" in the E-Signed column for any clients that has an e-signed discharge record, and "No" for those that do not.

Q. How do I discharge a client from one residential program to another if there are no vacancies in the receiving program?

A. You cannot discharge a client into another residential program unless there are vacancies in that program.

Q. How do I discharge a "pending" client?

A. Because pending clients were never fully admitted to the program, they are not available for selection within the Discharge module where you would typically close out their program history if they were no longer in a program. Instead, to close out a pending client navigate to his/her referral form in the Intake/Admission module and change the Intake Status to one of the "Withdrawn" or "Rejected" status selections, as appropriate. Update the page to save your change and complete the closure process.

Q. How do I make changes to discharge information after the discharge has been processed?

A. For complete instructions on making changes to existing discharge records, see Updating a Discharge Record.

Q. How do I undo or correct a discharge if I accidentally discharged the wrong client or discharged a client to the wrong place?

A. If it is necessary to undo a basic discharge out of an agency program, first check to see if the "undo discharge" feature has been turned on for the program. If so, it will appear as an Undo Discharge button next to the discharge date on discharge forms in data entry mode. Use that feature to reverse the discharge for the client in question.

TIP: When the Undo Discharge feature has been turned on, it is only applicable to discharges from non-residential programs, and from residential programs when the client was discharged out of agency housing. Undo discharge is not available when the client has been discharged from one agency residential program into another. If the Undo Discharge button is not visible in an applicable program, contact the Help Desk to see if it is appropriate for use there.

If it is necessary to correct a discharge when the "undo discharge" feature is not available - for example, because the client was discharged to the wrong place (such as to another program instead of out of agency housing) - it can be undone using the Program History Corrections feature.

TIP: If you are using Program History Corrections to undo a discharge into the wrong program, first check to make sure no services have yet been entered for the client in that incorrect program. Undoing the discharge will remove those services permanently, so the staff members who entered them may first wish to print them out or otherwise save them outside of AWARDS so that they can be re-created in the correct program.

If you do not have access to Program History Corrections, contact the Help Desk for assistance. Be sure to provide them with the program and client name, discharge date, and where the client should have been discharged to (program name and residence unit, or out of agency housing).

Q. How do I unlock a signed record?

A. At the time a record is electronically signed it is locked and can no longer be edited. However, we understand that in rare instances staff utilizing electronic signatures may not be careful in confirming that they are signing the right document for the right client before proceeding, and that it may occasionally be necessary to correct such errors. As a result, we have made available to agency staff functionality that can be used to remove electronic signatures from specific records at their discretion. This functionality is only available upon request and must be turned on behind-the-scenes by your Senior Project Manager or the Foothold Help Desk. For more information, please refer to the Removing Electronic Signatures - Instruction Sheet.

Q. How is the "total treatment visits" number calculated for OASAS programs? Should it equal the group plus individual visits?

A. The Total Treatment Visits on the discharge form is a calculated count for OASAS. As per the OASAS PAS 45, it is a count of the days on which the client received treatment. It is calculated through face to face contacts log records, face to face progress notes, and program group activities for which the client's attendance is recorded.

The count of individual visits and group visits may add up to the number of total treatment visits; however, that will not always be the case. Group and individual visits counts are for all sessions greater than 30 minutes, regardless of how many there are on a given day. The treatment visits though only count 1 session per day, per the OASAS rule that total treatment visits cannot exceed the amount of days in the program.

Q. What determines which dates are included in the discharge date selection list?

A. If today's date is before the 16th of the month, the date drop-down list goes back to the first of the previous month. If the date is after the 16th of the month, the date drop-down list goes back to the first of the current month. This timeframe is not adjustable; however, users with the "Startup Period Backdating" permission will type a date directly into a Discharge Date field rather than select it from a drop-down list.

Q What does "discharge date is locked by subsequent history" mean? It's preventing me from changing a discharge date.

A. If a client is admitted to a program after his or her discharge date - for example if he or she is discharged directly from one program into another - the discharge date becomes locked and can only be changed using the Program History Corrections feature. (Keep in mind when using Program History Corrections for this purpose that the dates on subsequent program history records may also need to be adjusted at the same time.) If you don't have access to Program History Corrections, please contact the Help Desk for assistance.

Q. What does the error "move in date before move out date" mean when trying to process a discharge?

A. A "Move In Date Before Move Out Date" error will be received if the client is in a residential program and was moved into his or her current residence unit on a date that is after the selected discharge date. To clean up the client's records, please discharge the client using any date after the last "move in" date to a residence unit, and then use Program History Corrections to adjust the discharge date and remove the unneeded residential history. If you don't have access to the Program History Corrections functionality, please contact the Help Desk for assistance.

Q. What does the error "residence history not found" mean when trying to process a discharge?

A. A "Residence History Not Found" error will be received if the client is in a residential program and does not presently have a room assignment. To clean up the client's records so that the discharge can be processed, use the Program History Corrections feature to insert the correct unit history. If you don't have access to Program History Corrections, please contact the Help Desk to assist with the required clean-up, being sure to provide them with the program, client name, and current room assignment for the client.

Q. What happens to an active program status record when a client is discharged?

A. If a client has an active program status record (one without an end date) when he/she is discharged, that record automatically receives an end date that reflects the discharge date.

Q. What happens to future Calendar appointments scheduled for a discharged client?

A. When discharging a client, all future program appointments will be removed from the Calendar (recurring and non-recurring). For recurring appointments, the client's discharge date will be listed as the End Date of the recurring series. If, at a later time, the Undo Discharge feature is used, removed events will not be restored and will have to be manually re-entered, or the End Date of a recurring series edited as needed.

Q. What is the "Anonymous Summary" information on the discharge form used for?

A The "Anonymous Summary" information populates the "Reason for Leaving" section of the NY/NY Monthly TRD Housing Report found in the Fiscal module.

Q. When a client is discharged from one program into another, do his/her records "follow" him/her into the new program?

A. Records that "belong" to the client - such as face sheets - will be available in the new program. Records that "belong" to the program - such as service plans, progress notes, chart events, and so on - will not follow the client and will only be accessible from the originating program.

Q. When a client is discharged from one program into another, how do I make sure the destination program referral I've entered is used and that a duplicate isn't created?

A. If you've created a referral record for the destination program, confirm within the Intake/Admission module that the status of that referral is "Accepted-Admission." Only a referral with that status will be picked up and used for the destination program when a discharge is processed from one program to another. If any other status is on the referral, a new system-generated referral is automatically created for the destination program.

Q. When the "undo discharge" feature is turned on for a program, who has access to it?

A. All users with chart access to the program who can access and update discharge records will see an Undo Discharge button when this feature is turned on.

NOTE: When the Undo Discharge feature has been turned on, it is only applicable to discharges from non-residential programs, and from residential programs when the client was discharged out of agency housing. Undo discharge is not available when the client has been discharged from one agency residential program into another.

Q. Where does the read-only pharmacy info on the discharge form come from, and how can I edit it?

A. The read-only pharmacy information shown on discharge forms is pulled from the client's records in the Medical module Medications feature. Any changes to the information would need to be made there. It is important to note though, that medication records (including pharmacy information) cannot be updated for discharged clients, so any changes required would need to be made prior to completing the discharge process.

Q. Why are there blank signature lines on a discharge record after it's electronically signed?

A. When a progress note's author electronically signs a note, the blank signature line previously available for the writer's signature is removed; however, when working with discharge records this is not the case. Discharge record signature lines are much more configurable than those found when working with progress notes. As a result, a discharge record's electronic signatures may not match up exactly with the blank lines on the record. Those lines will continue to be viewable even after the record is signed electronically.

Q. Why can't I choose to use a date/time stamp when e-signing discharge records?

A. The discharge record signing process automatically places the signing date and time on all electronic signatures. This enables others to see exactly when the discharge record was signed for the purposes of comparing that record's data "snapshot" with existing data. This is important in the case of discharge records as, unlike other places where e-signing may take place, some data that appears in the discharge form may be changed outside of that form even after the discharge record has been electronically signed. The signed discharge form represents the data at the date/time shown with the e-signature only.

Q. Why does it say "cannot undo re-admission" where the Undo Discharge button should be?

A. If a client is admitted and discharged on the same day, the system will prevent the user from undoing the discharge, and the undo discharge button will be replaced with a message stating "cannot undo re-admission." In the event that it is necessary to undo the discharge, use the Program History Corrections feature to do so. If you do not have access to Program History Corrections, please contact the Help Desk for assistance and provide them with the client name, program, and discharge date.

Q. Why is a discharged client still appearing on the program roster?

A. A client will be accessible from the current client roster up to and including the discharge date. After the discharge date, he or she will be moved to the program's roster archives. So if, for example, a client is discharged using today's date, he or she will appear on the current roster until tomorrow.

Q. Why isn't the address at the top of the discharge form the client's current address?

A. The address next to the admission date at the top of the client's discharge form is his or her address as of admission, not as of discharge.