May 2022

The following new features, enhancements, and updates were made available in your AWARDS database beginning on Wednesday, May 18th. 

May 2022 Enhancements Webinar (48 minutes)

BillingBuilder - Calculate Units and Amounts Using Separate Logic

BillingBuilder has been enhanced to allow users to configure separate logic that determines the unit count associated with an invoice and the unit amount associated with the same line item. To support this functionality, a new section has been added to the Procedure Identify Units of Service screen titled “Invoice Units Calculation” and re-labels the existing Service Units of Measure section to “Invoice Amount Multiplier Calculation.” The Invoice Amount Multiplier Calculation allows you to determine the logic used to generate the data that populates the Amount field on your invoices. The Invoice Units Calculation allows you to determine the logic used to generate the data that populates the Units field on your invoices.

The Invoice Unit Calculation section will have all the same fields and functions as the Service Units of Measure section (minus the Calculate Units Using) field; however, the units generated by this section will only be included in the claim file. Additionally, the Invoice Units Calculation section will dynamically change based on the Calculate Units Using value set in the Invoice Amount Multiplier Calculation section.

Lastly, a new field has been added to the BillingBuilder ReportBuilder titled “Claim Amount (Units)” that will only display when the above-listed preference is enabled.

Entitlements Data Entry - Update Authorization Number

A new user-facing permission titled “Entitlements Data Entry - Update Authorization Number” has been enabled within the Entitlements module, Certified Entitlements feature. This permission allows users with the proper permission to update a consumer’s insurance authorization number, rather than having to utilize the Help Desk to do so. Please note that when updating an authorization number, the new value cannot contain spaces.

InSights and DataStudio - Easier FormBuilder Analysis!

Analyzing your FormBuilder data has never been easier! A new dashboard titled “FormBuilder Analysis” is now available to all InSights users. This dashboard allows users to easily analyze specific questions and answers on specific FormBuilder forms. Within DataStudio, this FormBuilder data is included in a table that provides one row per form response, with additional dimension tables.  

InSights and DataStudio - Housing Utilization Data is Now Available!

Two new residential utilization dashboards have been added to InSights. A Housing Utilization by Month dashboard has been published that allows users to view utilization per unit per month, showing anticipated billing per unit and consumer. This also shows how hospitalizations can contribute to a lack of utilization. Additionally, a Residential Loss Report dashboard has been published that shows expected and potential billing for stays, services, and entitlements based on a program’s bed capacity. 

Within DataStudio, three new Housing Utilization fact tables are provided that are linked by an agency dimension table for row-level permissions purposes. These show one row per unit (and consumer) per month and day, and then a unique monthly utilization table by program. 

Additionally, an Active Employee dimension table has been added to DataStudio that tracks when an employee last logged in and whether they are considered active or not, based on a measure of 14 days.

Progress Notes - Prevent Data Entry of Conflicting Progress Notes

An optional workflow enhancement is now available in Progress Notes that will identify overlapping service documentation for clients and/or staff across selected programs. With this enhancement, a conflict notification will appear when a progress note is created that overlaps with a previously saved note for the same client and/or the same worker in another program that has been configured to not allow overlapping notes. If a possible conflict is identified, the user will receive a conflict notification stating “There is a time conflict between this note and a previously saved note. Consider changing time settings.” 

By default, this feature will allow a later progress note record to have the same Start Time as the previous record’s End Time but can be configured to only allow the later progress note to have a Start Time set to the minute after the previous progress note’s End Time. This new configuration can be requested through the AWARDS Help Desk.

ReportBuilder/ExportBuilder - Automatic Scheduling is Now Available!

We are excited to announce that users now have the ability to schedule saved report formats to run automatically. ReportBuilders now have a Schedule Report button that is available when a saved report format or saved export format is selected. Users can adjust the program type and date range and then set the report to run on a recurring schedule. Once scheduled, the report will run according to the settings set, and will be delivered to the user’s Messages inbox. If the schedule is set to repeat, AWARDS will then schedule the next run. The Queue ReportBuilder includes a list of the scheduled reports, so users with access can see which reports are scheduled, along with their settings. At this time, each user must schedule their own reports; one user cannot schedule a report to be delivered to another user. However, since the report will be sent to the user’s Messages inbox, it can be forwarded to any other individuals.

ReportBuilder - Saved System Formats Using UserID Filter

We have created and distributed some useful sample saved formats in various ReportBuilders throughout AWARDS that use the recently released UserID filter. These formats all have names beginning with “Foothold Report - My”, as the report will run and filter on the logged-in user’s records. These saved report formats are available for immediate use within your agency database. Agencies can use these reports as-is, or build their own based on these existing report formats.

Listed below you will find the report names and their associated ReportBuilders, along with any necessary report settings, and the employee ID field used for the =userID filter. We will also be adding helpful information to the Resource Center over time to share guidance and suggestions for how to best tap into the full power of this new feature. We can’t wait to hear how you choose to use it!

• Demographics ReportBuilder:
  • Foothold Report - My Caseload > Primary Worker ID
• Calendar Events ReportBuilder:
  • Foothold Report - My Events by Date > display one row per: Attendee > Employee ID
• Charting Events ReportBuilder:
  • Foothold Report - My Overdue Charting Events > Worker ID
  • Foothold Report - My Charting Events - Not Done, Due Soon > Worker ID
• Plans and Reviews ReportBuilder:
  • Foothold Report - My Notes > display one row per: Note > Note Writer AWARDS Employee ID
  • Foothold Report - My Caseload Notes > display one row per: Note > Primary Worker ID
  • Foothold Report - My Supervisee(s) Notes > display one row per: Note > Note Writer Work Supervisor ID
  • Foothold Report - My Notes Available for Signing > display one row per: Signature Action > Signer ID
• Service Contacts ReportBuilder:
  • Foothold Report - My Service Contacts > Note Writer AWARDS Employee ID