Follow the steps below to view a Client History Report.
Step-By-Step Guide
Viewing the Client History Report
- Select Search Client to expand the Search menu.
- Enter search details in the fields. Click Search. Results will display.
- Click the History Report icon to the left of a client's name. The Client History Report will display.
Image: Client History Report Icon in Search Results
Note: The Client History Report icon is available for clients with a processed intake or room reservation, and/or a processed admission, in a program to which you have access. It is not available for unprocessed referrals.
Note: The Client History Report includes only the "events" that take place within the specified date range. By default, the date range begins with the date of the client's first screening at their agency, or their intake date - whichever is earlier. It ends with the date 90 days after the client's last discharge from the agency or 90 days after the current date if the client is currently enrolled in an agency program.
- Make changes to the date range fields as needed and click Continue. The report will display.
Image: Client History Report Date Range Settings
- To view the client chart record associated with a specific event in the report, click the name of the record (Progress Notes, Admission, Screening, etc.) from the Event Type column. The contents of the record will display in read-only report format in a new AWARDS window.
Image: Client History Report Event Type Column
- To return to the Client History Report, click Client History Report at the bottom of that record.
Client History Report Questions
Q. Can I access client records in data entry mode using the Client History Report?
A. No. The Client History Report provides links to records in report mode only. To enter data for any of the events listed on the client history report, you will need to go into the module and feature in which the record is located and enter or update the data there.
Q. Can I access the Client History Report if I don't have access to the Client Search feature?
A. The client history report is only accessible from within the Client Search feature in the navigation bar - it cannot be accessed from elsewhere. If you are not seeing the Client Search feature on your navigation bar, you need the "Display Any Chart Records Buttons" permission assigned using the System Setup module Permissions Maintenance feature.
Q. What are "Cross Chart Access" permissions and how do they impact the Client History Report?
A. By default the Client History Report accessed from within Client Search can be viewed for clients in at least one program to which the user has chart access. The content of the report itself is also limited by chart access; the user will only see records for the programs they have access to, even when a client is in other programs as well. An optional enhancement is available which adds a new cross chart access permission that, when assigned, expands the content of the Client History Report to include the full complement of a client's program records, regardless of chart access permissions. There are "global" and "specific" versions of the new permission, of which ONE can be selected for deployment to your database.
- Global - When using the "global" version of this enhancement, a new "View All Charts of Client if Can View Any" permission is added to the System Setup module Permissions Maintenance feature. When this data entry/access permission is assigned to a user and they run the Client History Report, the report includes the records for each of the selected client's programs, even those to which the user does not have chart access.
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Specific - When using the "specific" version of this enhancement, a new "Cross Chart Access" permission type is added to the System Setup module Permissions Maintenance feature.
- When the Cross Chart Access permission type is selected and the permissions data entry process is continued, you are given the opportunity to select a user and a program they have chart access permission to. Upon continuing you are then given the option of granting cross chart access to that user for specific program clients for the other program(s) of those clients. When the Client History Report is then run for one of those clients, it will include their records for both the programs to which the user has chart access permission, and for those other programs to which the user has cross chart access.
- If you are interesting in having one of the Cross Chart Access permission versions described here deployed for your AWARDS database, please contact the Help Desk for assistance.
Q. Why are some events listed more than once on the Client History Report?
A. An event may be listed on the client history report more than once for any of the following reasons:
- If an event is not exclusively linked to a specific program and is instead "shared" among multiple programs, it is listed in the report once for each program the client was in at the time of the event that you have chart access to. Shared events include: hospital admissions, hospital discharges, medical appointments, job placements, and job terminations.
- If an event has both a due and done date and both of those dates fall within the report date range, the event is listed twice in the report - once for the due date and once for the done date - and the date type is included as part of the event type information. Events for which this may occur include: charting timetable events, admission notes, initial plans, service plans, and service plan reviews.
- Some events may take place more than once per day; for example, reception desk in and out entries. Each in/out for a specific day will be listed individually on the client history report, though all links for the day in question will take you to the same reception desk report.
Q. Why can't I see forms completed on the Outcomes menu when I view the Client History Report?
A. In order to see forms completed on the Outcomes menu when you view the Client History Report, you need the Display Outcomes Button permission. Users without the Outcomes button on the Opening Menu will see this on Services but will get an error message. They need to have Outcomes to use this button, even when placed on the Services menu.
Q. Why does the default Client History Report date range for a discharged client include dates past his or her discharge?
A. If a client is not currently in an agency program the default end date for the report date range is 90 days after the client's discharge date or today's date if earlier. It defaults to a date after the discharge date to capture any post-discharge follow-up events that may have occurred, such as the entry of progress notes.
Q. Why does the default Client History Report date range include the client's first program history inconsistently?
A. The default start and end dates for the Client History Report are both in relation to your chart access permissions. For example, if a client was first admitted to a program to which you do not have chart access, and was later admitted to a program to which you do have chart access, the start date would default to the screening date for the second program (or the intake date if earlier), even though it is the more recent of the two screening dates.
Q. Why don't all clients have a Client History Report icon next to their names in the client search results?
A. The Client History Report icon is only available on the Client Search Results page for clients who have at least one program history record in a program to which you have chart access. Keep in mind that an unprocessed referral is not considered a program history record, so the client history report icon is never available for that type of record, regardless of the program with which it is associated.
Q. Why don't all events on the Client History Report have record links?
A. Record links are not provided in the Client History Report if either of the following is true:
- There is no specific record to link to, as is the case with admission, case worker assignment, and program status change events.
- You do not have permission to the module in which the record is located.
Q. Why was my Client History Report sorting lost when I exported the report to Excel?
A. Microsoft Excel does not recognize any sorting that you may have done with the report in AWARDS. As a result, the Excel file version of the client history report displays the event list in default order (by date). Excel's sorting functionality can be used to re-adjust the content order as needed.