The Demographics ReportBuilder generates customized reports of detailed client demographics information as recorded at intake/admission, at discharge, and on the face sheet.
Using the Demographics ReportBuilder
- Click the Reports icon. The Reports Index will display.
- Select the program from the Program drop-down menu.
- Search for the Demographics 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:
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- In Program
- In Program Including Pending Clients
- Admitted
- Admitted or Transferred In
- Discharged
- Discharged or Transferred Out
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- 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.
- This report includes all clients who were enrolled in, admitted to, or discharged from the selected program(s) during the specified date range, based on the selections made 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 to list each client only once in the report results, click the Unduplicated Client Count checkbox.
- The Options page contains a list of client characteristic checkboxes representing data collected in several AWARDS locations - including the intake form, face sheet, discharge form, and FormBuilder forms - grouped by the data's originating location. Several other characteristics which are not necessarily found on these forms are also available; for example, "Age," "Age at Intake," and "Client ID." Options are also available for including information on the workers who admitted and/or discharged a client.
- Click 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.
Demographic ReportBuilder FAQs
Q. Are the Demographics Report contents limited to information for active consumers?
A. Which consumers are included in the report contents is based on the program history type chosen on the initial report settings page using the Roster Date Range selection option. Specifically, when "In Program" is chosen, the report will only include clients with program history records indicating they were enrolled in the program at some point during the specified date range. When "Admitted" is chosen the report will only include clients with program history records indicating they were admitted to the program at some point during the specified date range. And when "Discharged" is chosen the report will only include clients with program history records indicating they were discharged from the program at some point during the specified date range. Current program episodes will not be included. "Admitted or Transferred In" and "Discharged or Transferred Out" are additional options available in databases set up to use the Transfers module.
Q. Can I limit access to the Demographics Report so that it can only be run once a month?
A. No, such limitations are not possible.
Q. Can I run the demographics report for "All Agency Programs" even if I don't have chart access to them all?
A. All users have an "All Agency Programs" option in their program selection list, including in the Profile module where the demographics report is located. That option can be used when running the demographics report; however, it is important to note that "All Agency Programs" only includes all of those agency programs to which the user has chart access. There is no way to run the report for programs to which you do not have chart access permission.
Q. How is the "intake/admission data entry date" determined when included as a report variable?
A. The intake/admission data entry date report variable generally reports the date on which an admission was processed (which can differ from the actual admission date). In programs using the Process Intake component of multi-step intake/admission however, this variable instead reports the date on which intake was processed, and that date is not overwritten when the admission is later processed.
NOTE: If intake/admission is re-processed, the original intake/admission data entry date is not overwritten.
Q. What contact information is included in the Demographics ReportBuilder? A client has more than one record for a contact type, but only one is showing up.
A. A limited amount of contact information is available for inclusion when using the Demographics ReportBuilder in the Profile module. Specifically, you can choose to report on the name, preferred contact method and value, and address; however, the report data is limited to one contact for each contact type. Which contact record is included for each type is determined by the following rules:
If there are multiple contact records of a given type, and only one of those contacts is specified as the "primary contact," that primary contact is included in the report.
If there are multiple contact records of a given type, and more than one of them is specified as a "primary contact," the primary contact that was updated most recently is included in the report.
If there are multiple contact records of a given type, and none of those contacts is specified as a "primary contact," the contact that was updated most recently is included in the report.
If there is only one contact of a given type, it is included in the report regardless of whether or not it has been specified as a primary contact.
TIP: For questions on which record(s) were updated most recently, the "Record Information" variables available in the Contacts ReportBuilder will enable you to see the specifics of who updated each contact record and when.
For more comprehensive and detailed contact information, use the Contacts ReportBuilder in the Medical module rather than the Demographics ReportBuilder.
Q. What is the difference between "Age" and "Age On"?
A. The "Age" field in the Demographics ReportBuilder should be the client's age today, regardless of the date range you've run the ReportBuilder for.
The "Age On" fields auto-populate with the "From" and "To" dates you've entered for the report, so if you run the Demographics ReportBuilder from 1/1/2020-1/1/2022, the two options will be "Age On 1/1/2010" and "Age On 1/1/2020". So if you ran a Demographics ReportBuilder with that date range, but wanted the client's age today (instead of 1/1/2010 or 1/1/2020) then you would use the Age field.
Q. What is the difference between "Entitlements" and "Benefits?"
A. When included in the Demographics ReportBuilder, the "Entitlements" data variable provides a list of all current entitlements entered for the individual within the Entitlements module Certified Entitlements feature. The "Benefits" data variable provides a list of all active entitlements entered for the individual under "Insurance/Subsidized Payments Information" in Certified Entitlements records, along with any Eligibilities and Non-Cash Benefits recorded on his/her Referral Information form.
Q. What is the difference between "Length of Complete Stay" and "Length of Program Stay?"
A. "Length of Complete Stay" displays for agencies set to use the optional Transfer functionality, and refers to the total length of stay for the client throughout all of the transfer records that are part of the program history in the row. This is a count of days from the (original) admission date to the (final) discharge date of the series. If there is no discharge date, the current date is used. "Length of Program Stay" calculates the days spent in each specific program that is part of the transfer record.
Q. When there are multiple signatures on a record, which date populates "Locked by E-Sign Date" on the ReportBuilder?
A. If multiple electronic signatures have been applied to a record, the ReportBuilder's Locked by E-Sign Date data variable populates with the date on which the first of those signatures was applied. It is that date on which the record was locked from further edits.
Q. Where does "Last Contact Date" information come from on the Demographics ReportBuilder and other AWARDS ReportBuilders?
A. The "Last Contact Date" is the last date for which a contacts log record, supportive services checklist record, progress note (both F2F and non F2F), or group note (both scheduled and unscheduled) was recorded.
Q. Where does "Last Visit" information come from on the Demographics ReportBuilder and other AWARDS ReportBuilders?
A. The "Last Visit" is the last date for which attendance data was recorded for the client with the Reception Desk module Program Attendance feature OR for a scheduled activity with the Services - Group module's Activities feature for both expected and unexpected members. A "Last Visit" value of "Never" indicates that the client does not have any program attendance recorded.
NOTE: Unscheduled group attendance does not create "Last Visit" data.
Q. Where is Employment Status data pulled from?
A. Employment Status and data for related follow-up questions comes from the "Miscellaneous" section of the face sheet.
Q. Which vital signs data is shown in the report when there is more than one vital signs record for a client?
A. When vital signs data variables are included in the Demographics ReportBuilder, they report out on the most recent value for each selected item separately, rather than reporting the values contained in the most recent vital sign record as a whole. For example, if height and weight were saved in a vital signs record on June 15th and then on July 15th a new record was created containing only blood pressure, the Demographics ReportBuilder will display the height and weight data collected in June and the blood pressure data collected in July. (If there is more than one row of data for a client on the report, it is an indication that he/she was enrolled in the program more than once during the report date range.)
Q. Why aren't all special needs categories represented in summary tables when that is a report variable?
A. If there is no data for a particular special needs category in the specified report date range, that category does not appear in the summary table.
Q. Why aren't Provider roles that are entered as "Other" included in the Demographics ReportBuilder?
A. Because an individual can have multiple "Other" assignments, that information is not available for inclusion on the Demographics ReportBuilder. To see those assignments detailed on an aggregate report, use the Providers ReportBuilder under Medical > Providers.
Q. Why do the "children detail" variables not correctly identify how many children a consumer has?
A. The "Children Detail" information (ages and gender) is pulled from the client's intake record, not his or her household information form. As a result, if two children were recorded for the client at intake, only those two children are included in the demographics report, regardless of how many were entered on the household information form. If the child detail information entered at intake is incorrect, it can be corrected by opening the client's intake form within the Intake module and making the changes there.
Q. Why don't I get the correct results when I try to use the Demographics ReportBuilder to do a "point-in-time" count?
A. While the Demographics ReportBuilder allows you to select a particular date range for the census, the information displayed on the report is the most up-to-date information for any particular consumer record. To run a "point-in-time" count for a program, you should either use the Demographics ReportBuilder with a date range limited to the day of the count, or use the Residence History option on the Housing Report.
Q. Why don't I see the same variables when running the report for different programs / groups of programs?
A. The client characteristics/report variables available for selection when running a demographics report are those that the agency collects for the program you are running the report for. If you chose to run the report for a group of programs instead, the available characteristics are those collected for any program in the agency. Differences in which variables are available for selection are the result of different program setups.
Q. Why is a change I made to a consumer's record not immediately reflected in the report?
A. There are two possible causes when demographics reports are not immediately displaying information updated in the same database login session. First, it may be indicative of a memory cache issue. To get around this, press <CTRL+R> while viewing the report page, or click your browser's refresh icon.
Second, if a report's results include fewer than 5,000 records, the data comes from the live database and should reflect what's currently in client and household member records. If the report's results include more than 5,000 records, the data comes from the previous night's database backup, and is exported to a data file rather than displayed on the screen. As a result, any changes made to records between the time of the backup and when the report was run will not be reflected in the report data.
Q. Why is Medicaid # information sometimes blank on the report?
A. This data variable is designed to show the CURRENT Medicaid #
The Demographics ReportBuilder "Medicaid #" data variable is designed to show the number associated with the CURRENT "Medicaid" or "MEDICAID" record. In order for data to be pulled into the report for this variable:
- The eligibility entered in the Entitlements module Certified Entitlements feature must be named exactly "Medicaid" or "MEDICAID." Any variation in the naming of the entitlement record (for example, "Healthfirst Medicaid" or "Medicaid Managed Care") will result in the report value being blank.
Q. Why is there a discrepancy between the demographics report and another report in AWARDS?
A. The demographics report may not collect its information from the same location as other AWARDS reports. For example, the Program Profile and Demographics reports look at different information when calculating the number of families served in a program. Specifically, the Program Profile report households count pulls its information from the face sheet household information form. The Demographics report looks at the individual/family type selection on the intake form. Differences in the data entry in these two locations would account for discrepancies in the totals between the two reports. Additionally, in this example if there is one household with multiple intakes, each of those will be counted separately in the Demographics report which will also affect the totals.