The Contacts Log Report, available from within the AWARDS Reports module, enables you to view a read-only report of contacts log information, selected based on a variety of criteria.
To view a Contacts Log Report, complete the following steps:
- From the navigation bar, click Reports. The Reports index page is displayed.
- Click the Program drop-down menu and select the program for which the report is to be run, or select a group of programs using one of the available "All" or "Custom Grouping" selections.
- If you previously bookmarked the Contacts Log Report, it is displayed on the reports index by default. Otherwise, from the left-hand menu bar, click All under "Show Reports."
- Use the navigation features in the bottom-right corner of the reports index to locate the Contacts Log Report, or enter "Contacts Log" in the Search field in the upper-right corner.
- Click Contacts Log Report from the reports index. The Contacts Log Report Selections page is displayed.
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To limit the Contacts Log Report by worker (the person who recorded contact with the client), click the Worker drop-down arrow and select the worker. The default value is "All Workers."
The worker selection list is populated with members of the "Direct Care Program Director," "Direct Care Staff," and "Executive Officer" user groups, as well as users who have the "Include Direct Care Staff Lists" permission.
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Click the Client drop-down arrow and select the client for whom the Contacts Log Report is to be viewed. The default value is "All Clients."
If you are trying to view a report for a former (discharged) client, first click the Roster Archives checkbox beneath the client selection option. "All Workers" must be selected from the Worker selection list (referenced in step 6) when using this option.
- To limit the report's contents by date so that only contacts that occurred during a specific time period are shown, type a date range in the Date Range From and To fields (using mm/dd/7777 format), or click the date picker icon next to each field and select the dates.
- Click the Service Type drop-down arrow and select the service(s) to be viewed in the report. Available selections may include:
- All Services Types
- Empowerment and Self Help
- Problem Solving
- Work Opportunities
- Wellness Self-Management and Relapse Prevention
- Family Life and Social Relationships
- Integrated Treatment for Substance Abuse
- Engagement
- Housing
- School and Training Opportunities
- Daily Activities
- Health
- Money Management and Entitlements
- Medication Support
- Service Planning and Coordination
- Other Service Type
The Service Type drop-down list is optional and does not appear for all agencies and programs. If you do not currently see this option and would like to have it turned on, please contact the Help Desk.
- Click the Individual/Group Contacts drop-down menu to make a selection to indicate the type of contacts you want to be included in the report. Available options are:
- Individual Contacts
- Individual and Group Attendance Contacts
- Individual and Collateral Contacts
- All Contacts
- Group Attendance Contacts
- Collateral Contacts
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Group Attendance and Collateral Contacts
Group attendance information that is reflected in the report is pulled from both group contacts recorded using the Group Notes feature in the Services - Group module and Activities records (which are not associated with a service type or writer.)
- Click the Contact Outcome drop-down menu to make a selection to indicate the outcome of those contacts you want to include in the report. Available options are:
- Actual Contacts
- Attempted Contacts
- Actual and Attempted Contacts
- Click the Sort Order drop-down menu to make a selection to indicate how the contacts log records are to be displayed in the report. Available options are:
- Consumer - When this option is selected, Contacts Log Report information is sorted alphabetically by consumer name.
- Worker - When this option is selected, Contacts Log Report information is sorted alphabetically by Worker and consumer based on each worker's caseload.
- Date - When this option is selected, Contacts Log Report information is sorted by date of contact, with the most recent contacts listed last.
- Click the Show Summaries Only checkbox if the report is to only display the summary line from each consumer record.
- Click Continue. The Contacts Log Report is displayed on the Contacts Log Report page.
The contents of this read-only report are based on the selections made on the previous pages; however, all Contacts Log Reports contain the following information: consumer name, contact date, length (minutes), service type, and worker name.
Time Conflicts: The report flags time overlaps for contacts when sorted by either client or worker. Times that overlap with another contact appear in bold red font with an exclamation point (!) next to the Time of Contact for both face-to-face and non-face-to-face contacts. When the report is sorted by client, the report flags any contacts with overlapping times, assuming clients should not be receiving more than one contact at a given time. Likewise, when the report is sorted by the worker, the report flags any contacts with overlapping times, assuming workers should not be making more than one contact at a given time. In order to see all overlaps, whether they relate to clients or workers, the report should be run twice using those two sort options,” because in addition to CC (Conflicts with Consumer) and CW (Conflicts with Worker) alerts, we have added CB for Conflicts with Both.
Contacts Log Reports also contain statistics on the total number of contact hours, contacts, and notes for each consumer, worker, or date, as well as the overall total number of contact hours, contacts, and progress notes.
When the report is sorted by Consumer, the summary line also includes the total number of workers who provided the contacts, the total number of onsite fact-to-face contacts located at "This Program Site" and the total number of offsite face-to-face contacts provided at any other site. Group notes and group activities attendance will be reported in the "onsite" category. Any contacts for which there is no location selection, or for which the location is N/A, are recorded at the bottom of the report in the "Location Overall" totals and location "None."
A "Yes" in the Note Attached column of the Contacts Log Report indicates that there is a corresponding progress note for that contact.
The process of viewing a Contacts Log Report is now complete.