OASAS Reports (NY Only)

 IMPORTANT! This portion of Online Help describes functionality specifically configured to meet requirements for programs in New York state.

The OASAS Reports feature in the Fiscal module is a powerful tool that can be used to generate the following user-customized and standard OASAS data reports:

 IMPORTANT! In order for any of the above OASAS reports to be generated for a program, that program must have a PRU Number specified for it in the System Setup module, Agency Program Information, Add/Edit Entire Program feature. 

  TIP: OASAS Reports (PAS reports and the ReportBuilder) are also accessible from within the Reports module.  This portion of Online Help focuses solely on accessing OASAS Reports from the Fiscal module. 

Required Permissions 

The OASAS Reports feature is available to users with the following permissions:

Program Chart Access
Display Executive Administration Buttons - OR - Display Fiscal Buttons (only required if you are not a member of the "Fiscal Staff" or "Executive Officer" user groups)

  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 

Generating the OASAS Data File - Learn how to generate a complete Data File from all OASAS programs for upload to the OASAS Client Data System (CDS).

Using the OASAS Data File component of the OASAS Reports feature, users can generate a complete file of data from all OASAS programs for upload to the OASAS Client Data System (CDS).  This data includes information from the PAS 45 and 45, as well as from the 47 and 125 when applicable.

 IMPORTANT! In order for an OASAS program to be included in the Data File, that program must have a PRU Number specified for it in the System Setup module, Agency Program Information, Add/Edit Entire Program feature. 

To generate an OASAS Data File, complete the following steps:

1. From the AWARDS Home screen, click Administration from the left-hand menu, and then click Fiscal.  The Fiscal fly-out menu is displayed.
2. Click OASAS Menu.  The OASAS Reports Settings page is displayed. 

3. Click the Report drop-down arrow and select "OASAS Data File."

  TIP: When this selection is made the page is refreshed and the Program selection option is grayed out.  This is because the Data File can only be generated for all OASAS programs set to be included in it, not an individual program.  The option that controls whether a program is included in the Data File is found under System Setup > Agency Program Information > Add/Edit Entire Program > Optional Settings tab.

4. The Date Range for the selected report defaults to the last week.  Make changes to that date range as necessary by overwriting the values in the from and to fields.  Keep in mind that a client's data will only be included in the data file if his/her status changed during the date range specified here (for example, he/she was admitted, discharged, transferred in, transferred out, or had an element transition change).
5. Click CONTINUE.  The Data File for Upload to OASAS page is displayed.  This page lists:  

  The programs for which data has been included in the Data File

  The number of admissions, discharges, and transfers (when applicable) during the report period

  The number of admission, discharge, and transfer records containing errors that should be fixed

  The number of admissions, discharges, and transfers included in the data file

The page also includes a link for opening and downloading the Data File, downloading instructions, and a link for viewing the file data in Microsoft Excel.

6. At this time download the Data File using the Open and Download Data File Now link, or view the data in Excel using the View Data in an Excel File link as needed.  (If it is first necessary to correct data errors, click Home and then access the module in which the corrections need to be made.)  To see details of the errors encountered, use the View the Error Log link on the Data File for Upload to OASAS page.

  NOTE: Upon clicking any of the available links, a PHI Download Alert is displayed, reminding you of your obligation to properly handle any confidential data and/or protected health information (PHI) within the download in accordance with related government regulations and agency policies.  After reading the alert, click OK to acknowledge it and proceed with the download, or Cancel to return to the previous page. 

The process of generating an OASAS Data File is now complete.

Viewing a PAS Report - Learn how to view PAS 44 and PAS 45 reports, as well as PAS 47 and PAS 125 reports (when applicable), for individual clients.

Using the PAS Reports components of the OASAS Reports feature, users can generate and view the following PAS reports for individual clients:

  Admissions - PAS 44

  Discharges - PAS 45

  Transfers In - PAS 47

  Transfers Out - PAS 47

  Element Transition - PAS 125

  TIP: The PAS 47 reports are applicable only to those programs set up to use the optional OASAS Client Transfers feature in AWARDS.  For more information on that feature, please refer to the OASAS Client Transfers - Instruction Sheet.

  TIP: The PAS 125 report displays transitions made between elements of care within an 820 program stay using the optional Services - Individual module's Program Status feature.  If this feature is not currently turned on in your AWARDS database and you would like it to be, please contact the Foothold Help Desk.

To view any of the PAS reports, complete the following steps:

  TIP: The following instructions detail accessing OASAS Reports from directly within the OASAS Menu feature in the Fiscal module.  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. From the AWARDS Home screen, click Administration from the left-hand menu, and then click Fiscal.  The Fiscal fly-out menu is displayed.
2. Click OASAS Menu.  The OASAS Reports Settings page is displayed. 

3. Click the Program drop-down arrow and select the individual program associated with the client for which the report is to be run, or select a group of programs using one of the available "All" or "Custom Grouping" selections.

 IMPORTANT! In order for an OASAS program to be included in the Data File, that program must have a PRU Number specified for it in the System Setup module, Agency Program Information, Add/Edit Entire Program feature. 

4. Click the Report drop-down arrow and select the PAS report to be viewed.
5. The Date Range for the selected report defaults to the last week.  Make changes to that date range as necessary by overwriting the values in the from and to fields.  Keep in mind that a client's report will only be available for viewing if he/she had a status change of the selected report type during the date range specified here.  For example, when working with the PAS 44 only those clients admitted during the specified date range will be available for report viewing.
6. Click CONTINUE.  The OASAS Report Settings page is displayed for the selected report.   For example, when working with the PAS 44 the page appears as shown here. 
7. Click the Consumer drop-down arrow and select the client for which the report is to be viewed.  The default value is "All Consumers."
8. Click CONTINUE.  A page is displayed that includes a button for the selected report.
9. Click the report button to open and view the report.  Note that if "All Consumers" was selected in step 7, a link to an Excel file version of the report data is displayed when the button is clicked rather than the report itself.  Click that link to open the report data in Microsoft Excel.

  NOTE: Upon clicking any of the available links, a PHI Download Alert is displayed, reminding you of your obligation to properly handle any confidential data and/or protected health information (PHI) within the download in accordance with related government regulations and agency policies.  After reading the alert, click OK to acknowledge it and proceed with the download, or Cancel to return to the previous page. 

The process of viewing a PAS report is now complete.

Using the OASAS ReportBuilder - Learn how to create and save unique OASAS data reports.

The OASAS ReportBuilder is used to generate customized reports of basic consumer demographics along with PAS 44 and 45 data for OASAS programs in New York.  In addition to being found within the OASAS Reports feature in the Fiscal module (and in some cases the Discharge module), it can also be accessed within the Reports module. 

To generate and save an OASAS ReportBuilder report that can be re-run in the future, to generate a single-use report, or to use an existing report format to generate a report, complete the following steps:

  TIP: The following instructions detail accessing the OASAS ReportBuilder from directly within the OASAS Menu feature in the Fiscal module.  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. From the AWARDS Home screen, click Administration from the left-hand menu, and then click Fiscal.  The Fiscal fly-out menu is displayed.
2. Click OASAS Menu.  The OASAS Reports Settings page is displayed.

3. Click the Program drop-down arrow and select the individual program for which the report is to be run or updated, or select a group of programs using one of the available "All" or "Custom Grouping" selections.
4. Click the Report drop-down arrow and select "OASAS ReportBuilder."
5. The Date Range on this page can be left at its default value for the time being; it is available for adjustment as part of the ReportBuilder settings in subsequent steps.
6. Click CONTINUE.  The OASAS ReportBuilder Settings page is displayed.

7. Click the Roster Date Range drop-down arrow and choose which consumers are to be included in the report based on their program history.  Available selections are:

  In Program - When this option is selected the report will only include consumers with program history records indicating they were enrolled in the program at some point during the specified date range.  This selection is recommended if you will be narrowing the report contents using multiple date range filters (set in step 18) below.

  NOTE: In this context, consumers who were enrolled in the program include those who entered the program on or before the report "To" date, those who were discharged from the program on or after the report "From" date, and those who were enrolled in the program for the entirety of the report period. 

  In Program Including Pending Consumers - When this option is selected the report will include admitted and pending clients - those with an admission date OR intake date, respectively, prior to the report end date, and no discharge date (or no discharge date within the date range).

  NOTE: Pending clients are clients in a multi-step intake program who have had an intake processed, but who are not yet fully admitted - or clients for whom a room reservation has been made.  Programs using Drop In functionality also create clients designated as pending.

  Admitted - When this option is selected 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.

  Admitted or Transferred In - This option is available in databases that are set up to use the Transfers module.  When selected, the report will include clients with program history records indicating they were either admitted to the program (via the Intake/Admission module) or transferred into the program (via the Transfers module) at some point during the specified date range.

  Discharged - When this option is selected 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.

  Discharged or Transferred Out - This option is available in databases that are set up to use the Transfers module.  When selected, the report will include clients with program history records indicating they were either discharged from the program (via the Discharge module) or Transferred out of the program (via the Transfers module) at some point during the specified date range.

  NOTE: In the event that you are creating a new report format that will be saved, please be aware that the selection you make here is not saved with the report.  It, along with the date range specified in step 8, must be set each time the report is run. 

8. By default the report only looks for clients with program histories (of the type specified in the previous step) during the past week.  In the From and To fields, make changes to that default date range as necessary (using mm/dd/yyyy format or the available date pickers).  When doing so please keep in mind that a two year period of your choosing is the maximum length of time for which the report can be run.

  NOTE: When accessing this ReportBuilder via the Reports module, the default date range is the past year, rather than the past week.

9. By default the report contents include all clients with records matching the report settings.  To limit report contents to those records for a single client only, click the Select Client radio button.  Click the corresponding drop-down arrow (automatically displayed when "Select Client" is clicked) to choose the client for whom the report is to be generated.  (The selection list is limited to those clients matching the roster date range settings selected in previous steps.)  To run the report for all clients, skip this step.
10. In the "Display Results As:" portion of the settings page, click a radio button to indicate whether the report's contents should include actual data values as entered/selected in AWARDS (Values), OASAS codes for those values (Codes), or both (Codes and Values).
11. 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 in 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 here detail use of the OASAS ReportBuilder only, not the corresponding ExportBuilder.  For more information on using ExportBuilders, please click here.

12. 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 - 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.

13. 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 as its default value.

14. 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 report page.  Continue with step 23.

  NOTE: If you chose to send the report to yourself via the Messages module (in step 12), a notice will first be 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 23.

In all other instances, the Options page is displayed.  Continue with step 15.

15. Each consumer will be listed only once (per AWARDS ID) in the report results, regardless of whether the Unduplicated Consumer Count checkbox is selected on this page.  The earliest program episode that meets the report criteria will be displayed.
16. The Options page contains a list of available report variables grouped by type, and includes sections for "General," "PAS-44," and "PAS-45."

  TIP: Some selections on this page are applicable only to specific program types.  When a report is run for a group of programs, selection of such variables results in data only for consumers in the applicable programs.  For example, the PAS 45 "Total Treatment Visits," "Group Counseling Sessions," and "Individual Counseling Sessions" variables are only applicable to Outpatient programs.

  NOTE: A section for "Date Parts" - common to all ReportBuilders that have date variables available for selection - is also included on this page.  It is intended to allow for greater flexibility of reporting around dates; for example, giving you the option to report out on a month as either a number (1) or a written month (January).

  NOTE: Consumer characteristic selections with an asterisk (*) next to them are those for which a consumer may have multiple values.  Multiple value fields include those that have checkboxes for data entry where multiple boxes may be checked for each consumer, as well as instances where multiple records may have been entered for a consumer.

Click the checkbox next to each variable to be included in the report, and/or use the Check All options as needed.

17. Click CONTINUE.  The Report Options - Continued page is displayed.
18. 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.  For more information on using the various report options, click here.

19. To save the report settings made on this and the previous pages so that the report can easily be re-generated 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 only want to generate the report itself, skip to step 22. 

20. 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.

21. Click Save Report Format.  The report format is saved and the Report Options - Continued page is re-displayed.
22. Click DISPLAY REPORT.  The report is generated and displayed on the OASAS ReportBuilder page.

  NOTE: If you chose to send the report to yourself via the Messages module (in step 12), a notice is first displayed on the page to let you know that the 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 23.  If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.

23. 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, 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 tis 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 an OASAS ReportBuilder report is now complete.

Frequently Asked Questions 

How are "Individual Counseling Sessions" and "Group Counseling Sessions" calculated on the PAS-45?

The number of individual counseling sessions on the PAS-45 is determined by the count of progress notes and contacts log entries of at least 25 minutes, between the admission date and OASAS last treated/discharge date, and written by a counselor with a caseload in the program.

The number of group counseling sessions on the PAS-45 is determined by the count of group notes written by a counselor with a caseload in the program of at least 60 minutes in duration.

 

How do I enter the LOCADTR in AWARDS?

OASAS created an app and required use of it, so we made it easy--when you click on the OASAS LOCADTR 3.0 under intake/admission, you are brought to the login page for the app, and you can complete it as required.

We then included the 3 fields below so they could capture those basic LOCADTR data points in AWARDS as well, as the place of comprehensive record, bcs LOC is particularly important. They are not required.

What is the difference between "Length of Complete Stay" and "Length of Program Stay? in the OASAS ReportBuilder?

"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.

What records will a transferred client have in the OASAS Data File?

A client who has been transferred from one program to another using the OASAS Client Transfers feature, and who is then discharged from the transferring-in program has three records in the OASAS Data File:

  A PAS 44 for admission to the initial (transferring-out) program

  NOTE: The PAS 44 for a transferred client is not available under the transferring-in program, only under the transferring-out program.  The client's entry to the transferring-in program is recorded in the PAS 47. 

  A PAS 47 for transfer to the next (transferring-in) program

  A PAS 45 for discharge from the agency 

  NOTE: The PAS 45 for a transferred client is not available under the initial transferring-out program, only under the transferring-in program.  The client's exit from the transferring-out program is recorded in the PAS 47.  

For more information on OASAS Client Transfers, see the OASAS Client Transfers - Instruction Sheet.

Why do I see fewer results for a program when I run the ReportBuilder for multiple programs over multiple months versus the individual program by itself?

The OASAS ReportBuilder is designed to show only one row per client.  As the main source of data, it uses the client's earliest program history that matches the date range and participation criteria (if multiple program histories are found for that time frame).  When running the report for one program, the data is limited to the selected program.  When running the report for multiple programs, the client's earliest program episode is included and all other program episodes are disregarded.  As a result, the numbers for any given program may vary when viewed together with other programs as opposed to when running the report for a single program on its own.

Why do the PAS 45 and Contacts Log Reports differ in the number of services provided?

Total treatment visits on the PAS 45 counts the number of dates on which there were contacts log records and/or progress notes between the admission date and OASAS last treated/discharge date.  Individual counseling sessions on the PAS 45 counts the number of contacts log records and progress notes with a duration of 25 minutes or more between the admission date and the OASAS last treated/discharge date.  The Contacts Log Report includes all contacts that occurred for the client based on dates, options, and filters set for the report.  If the Contacts Log Report is not set to count services in the same way the PAS 45 does, the service count will not match. 

Why is the number of admissions different in the Demographics and OASAS ReportBuilders for the same date range?

Admission numbers between these two ReportBuilders will be the same if the "Unduplicated Client Count" option IS CHECKED; however, the behind-the-scenes logic for determining admission count when that option is NOT selected are different, so the admission numbers may be different for each as a result.  Specifically:

  In the Demographics ReportBuilder - Each individual program episode is counted.  If the client was in the program twice during the report date range there will be a separate report row for each episode.

  In the OASAS ReportBuilder - Each row of the report represents one client and his/her earliest program episode.  If there is more than one program episode for the same client, only one is displayed. 

Why isn't the data from all programs showing up in the OASAS Data File?

The OASAS Data File only includes programs set up to use the Include in Data File option under System Setup > Agency Program Information > Add/Edit Entire Program > Optional Settings tab.  If you are expecting an OASAS program to be included in the Data File and it is not, please check to make sure that the Include in Data File option is checked.