The Program History Corrections feature allows you to edit intake/admission and discharge dates, remove program admission records, delete client records, undo discharges, or change residence history records. All changes made to program history records will appear in the Audit Trail ReportBuilder.
Required Permissions
Access to the Program History Corrections feature is available with the permissions listed below. We highly recommend that user's with access to this feature are also part of your agency's internal Help Desk team with access to all agency programs.
- Program Chart Access
- Display Any Chart Records Buttons
- Program History Corrections
Logic Checks for Accuracy
The Program History Corrections feature includes the following logic checks to help enforce the entry of accurate information:
- No gaps in bed history should be allowed for a single stay
- No bed overlaps should be allowed
- Clients should not be in more than one residential program at a time
- Discharge dates should be on or after admission dates
- The final move-out date for a residential stay should match the stay's discharge date
Changing Intake, Admission, and Discharge Dates
- Search for client using the Search Client functionality.
- On the client's record, click the Program History Corrections icon next to the program history status.
Image: Program History Corrections icon
Note: The Program History Corrections icon is available for clients with at least one program history record in a program that you have access to. It is not available for unprocessed referrals.
Note: If a program history record is displayed with a lock and key icon, that means the record is locked. The record has been e-signed. In order to make a change to the record, the e-signature will need to be removed.
- Once you click the Program History Corrections icon, you will see the Corrections page where you can update the Intake date, Admission date, Discharge date, or delete a record.
Image: Program History Corrections Edit Page
- If the program is residential, click the plus sign (+) corresponding to the program record to open its residence/bed history where you can make edits.
Image: Program History Corrections Plus Sign/Expand Bed History Option
Image: Program History Corrections Bed History Shown Expanded
- When finished making edits, click the Update button at the bottom of the page.
Important Note: When making edits to programs that use the Household Composition functionality, a household member's admission or discharge date cannot be outside of the other members' program enrollment dates. If they are changed so they no longer overlap, the household program enrollment will split into two separate household program enrollments with district enrollment IDs.
Changing a Withdrawn or Rejected Intake Status
When you set the intake status to "Withdrawn" or "Rejected," the status is locked and a discharge date is assigned to the client's program record. To make changes to a status, the Program History Corrections feature must be used to remove the automatically assigned discharge date.
Non-Residential Programs
- Search for the client using the Search Client functionality.
- On the client's record, click the Program History Corrections icon next to the program history status.
Image: Program History Corrections icon
- Once you click the Program History Corrections icon, you will see the Corrections page.
Image: Program History Corrections Edit Page
- Remove the Discharge date associated with the record you are editing.
- Click Update.
- Using the left-side AWARDS navigation, click the Census menu, then Intake/Admission.
Image: Census > Intake Admission Menu
- Select the Program.
- Search for the client using the first/last name fields.
- On the Search Results page, select the correct referral record by clicking the client's name.
- You will be taken to the Referral Information Form page.
- Click Update Application Evaluation.
Image: Referral Disposition > Update Application Evaluation Option
- Make updates to the Intake Status date.
- Click Update.
Residential Programs
To open a withdrawn or rejected referral record's intake status for a residential program, refer to the following guidelines:
- If the referral record is not the only program history that the client has within the agency (meaning the client has other program records displayed within Program History Corrections), follow the procedure outlined under Removing Program Records (Undoing Admissions). Specifically, check the "Delete" checkbox that corresponds to the program record being opened, and then save the page. This will leave the open referral record for the client in the Intake/Admission module, though any services that were entered for the client after intake was processed may be lost. It is a best practice to check for any such notes first, and to print them out so that they can easily be re-entered after the procedure.
- If the referral record is the only program history that the client has within the agency, Program History Corrections cannot be used to re-open the field. Instead, send this request to the Help Desk for a resolution.
Removing Program Records (Undoing Admissions) and Deleting Clients
The Program History Corrections feature can be used to remove a program history record so that it's as if they were never admitted into a program - essentially, undoing an admission. This is used when client's are accidentally admitted to the wrong program or were admitted prematurely.
Note: This feature cannot be used to switch a client from an incorrect program to a correct program. The incorrect record must be deleted, and then you need to admit the client to the correct program.
- Search for the client using the Search Client functionality.
- On the client's record, click the Program History Corrections icon next to the program history status.
Image: Program History Corrections icon
- Once you click the Program History Corrections icon, you will see the Corrections page.
Image: Program History Corrections Edit Page
- Click the Delete checkbox for the record you need to delete.
- If the record being deleted is from a Multi-Step Admission program, a Delete Referral drop-down will show next to the program record. Select "yes" from the menu if the referral record used to process the client's admission should also be deleted, or "no" if the referral record should be maintained.
Image: Delete Referral Menu
- Select what needs to be deleted, then click Update.
- A confirmation pop-up will display.
Image: Program History Deletion Confirmation Pop-Up
- If a client is a member of a global household, a "Retain deleted client as a household member" checkbox will appear. If needed, check the box to have the client remain in the household as an unadmitted household member.
- When ready, click Yes to delete the program history record.
Maintaining Residence History Records
Residence or Bed History records typically need to be edited if a client was placed into the wrong program or an incorrect move in/move out date was entered.
- Search for client using the Search Client functionality.
- On the client's record, click the Program History Corrections icon next to the program history status.
Image: Program History Corrections icon
- Once you click the Program History Corrections icon, you will see the Corrections page.
Image: Program History Corrections Edit Page
- Click the plus sign (+) corresponding to the program record to open its residence/bed history where you can make edits.
Image: Program History Corrections Plus Sign/Expand Bed History Option
Image: Program History Corrections Bed History Shown Expanded
- Make edits as needed.
- Click Update.
Undoing a Discharge
If a client was discharged in error, you can use the Program History Corrections feature to undo the discharge. However, this feature should ONLY be used to undo a discharge for a client who was discharged from one agency program into another. For other discharges, such as discharges from non-residential programs or discharges from agency housing, the Undo Discharge option in the Discharge module should be used.
Note: If a discharge was correctly processed but now edits need to be made to the record, that discharge should NOT be undone. Instead, use the Roster Archives functionality to access the record and make updates.
- Search for client using the Search Client functionality.
- On the client's record, click the Program History Corrections icon next to the program history status.
Image: Program History Corrections icon
- Once you click the Program History Corrections icon, you will see the Corrections page.
Image: Program History Corrections Edit Page
- Remove the Discharge date.
- If the program is a residential program, remove the Move Out date in the Bed History section.
- Click Update.
Program History Corrections FAQs
Q. Are edits made using the Program History Corrections tool captured in the audit trail?
A. Yes, the edits and details of those edits are captured in audit trail and can be viewed using the Audit Trail ReportBuilder.
Q. Can an HMIS client have overlapping admissions to two residential programs?
A. Yes, if one of the programs is a Permanent Housing program and the program is using the Housing Move In Date field(s). The question, Has the Client Been Placed into Permanent Housing? must be set to "No" (on the admission form or in the HMIS Info Update portion of the client's face sheet), and the Housing Move In Date must be blank. In residential projects where the Housing Move in Date field is present, clients will not be assigned to a bed/apartment until the leading question, Has the client been placed into Permanent Housing, is set to "Yes." Once a client has been assigned a residence unit then this section will become read only and corrections can only be made using Program History Corrections. This allows Permanent Housing projects to admit clients as soon as they are accepted by a program, even if an apartment or unit is not yet available.
Q. Can I process a discharge using the Program History Corrections tool?
A. No, the Program History Corrections tool only allows users to edit or undo discharges that have already been processed within the Discharge module. If a client is currently enrolled in a program, the Discharge date field for that program stay is shown in read-only mode on the Program History Corrections page. All discharges must be processed through the Discharge module. If there is a situation that does not allow for a user to be discharged via the Discharge module, please contact the Foothold Help Desk for assistance.
Q. How do I clean up the residence history for a set of clients who were incorrectly recorded as being in each other's beds?
A. If there is a series of incorrect residence history records that impact multiple clients (for example, A was recorded as being in B's bed, B was recorded as being in C's bed, and C was recorded as being in A's bed), it might be necessary to create one or more temporary units (using the process detailed here) to move a client into to free up a bed. Then, through a series of corrections that move the clients into the available open beds, each program history correction can be completed. (For instance, using the example above you could start by moving A into the temporary bed, correct B's record, correct C's record, and then correct A's record.) As a final step, the temporary bed would then need to be given a Last Available Date that is equal to its First Available Date in order to delete it.
TIP: It may be helpful to think of this type of clean-up as a series of dominoes or a game of musical chairs - moving the clients into the one available bed until everyone is corrected.
Q. How do I delete a client but keep him/her as a member of another client's global household?
A. When deleting a client by removing all of their program histories in Program History Corrections, a pop-up confirmation message displays before changes are saved. This pop-up contains a Retain deleted client as a household member checkbox. Check this box before clicking Delete to remove the program histories for the client while retaining him/her as a global household member if he/she is assigned to a global household within the agency/database.
Q. How do I delete clients - both discharged and active - from the system?
A. Discharged clients can be deleted from AWARDS in the same manner as active clients - by removing all program histories on the client's record using the Program History Corrections tool.
Q. How do I determine who deleted a client from the system?
A. When a client is deleted from the system, that activity is recorded in the audit trail, which can later be used to determine who deleted the client and when.
Q. How do I restore the records for a client accidentally deleted from the system?
A. Once a client's records have been deleted using the Program History Corrections tool, they CANNOT be restored. For this reason, it is recommended that access to the tool be limited to two users per agency, and that it be used with extreme caution.
Q. How do I undo an admission without undoing an intake?
A. These requests should be sent to the Foothold Help Desk with explicit instructions to leave the intake or "pending" record in place. Note that notes or plans entered after the admission date may be lost when the admission is reversed.
Q. What does the Agency Housing History table represent?
A. The Agency Housing History table that displays at the bottom of the Program History Corrections page represents move in and move out dates of a client's overall residential history within the agency. Typically, the dates in this table correspond to any admission and discharge dates that a client has within a residential program; however, there are exceptions. For example, if a client is discharged from one residential program to another residential program via the Discharge module, there would only be one Agency Housing History item containing the move in date of the first program's admission date, since there was no break in residential service for the client. Some Agency Housing History dates may not exactly correspond to program admission dates for other reasons, but as long as the move in date is on or before the program admission date no corrections are needed. The Agency Housing History table does not apply to non-residential programs and will have no correlation to those types of program records.
Q. What happens if you change a household member's program admission and discharge dates so that they no longer overlap with other household members' dates in the same program?
A. When members of the same household program enrollment have program histories that do not overlap, AWARDS will split the household program enrollment into two separate enrollments with two different Household Program Enrollment IDs. The household member with the earlier program enrollment admission date will retain the existing Household Program Enrollment ID, and the client with the later admission date will be assigned a new Household Program Enrollment ID.
Q. When a discharge is undone will chart events, service plans, or plans and reviews that had been scheduled for dates after the discharge date be rescheduled automatically?
A. No. Charting timetable events, including service plans, are not automatically rescheduled when a discharge is undone; they must be manually scheduled.
Q. When undoing a discharge for a primary client, does the discharge information on the household program enrollment form also get removed for household members?
A. No. Undoing a discharge for the primary client does not automatically remove household member discharge dates on the household program enrollment form (or any other discharge information). That information must be manually removed.
Q. Why are some program dates in read-only mode and in green?
A. If a client has been transferred using the Client Transfer feature and edits need to be made to the program history, the Transfers feature should be utilized to make that change, not Program History Corrections. In the example shown, the client was transferred from Outpatient SA Clinic One to the Outpatient SA Clinic Two program. While Program History Corrections can be used to update the admission date into Outpatient SA Clinic One, it cannot be used to update dates that correspond to the transfer.
Q. Why do some program histories have a lock/key icon next to them?
A. Any program histories displayed with a lock and key icon next to them are locked (and displayed in read-only mode) because the corresponding discharge record has been electronically signed. In such cases changes cannot be made to the program history information (including corresponding bed history, when applicable) unless the electronic signatures are removed from that record.
Q. Why is there a program admission with no intake date listed?
A. If a client is discharged from one residential program directly into another residential program via the Discharge module, the admission record into the new program will not have an intake date displayed. This will not prevent you from saving changes on the Program History Corrections page, since the Intake date is not a required field.
Q. Why is there a program history record that is displayed in report mode?
A. If a program history appears in report mode on the Program History Corrections page, any changes to that particular history must be made by the Foothold Help Desk. In these cases there is a coding change behind the scenes that must be made along with any program history edits.
Q. Why doesn't a client's entire program history display on the Program History Corrections page?
A. Though you see a client's complete program history on the Client Search Results page, the Program History Corrections page only displays those programs to which you have chart access permission.
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