The following frequently asked questions regarding the Supportive Services Checklist feature can be a useful reference when you have your own questions about the functionality.
Can standard unit rates be entered for specific services?
Yes. Using the Fiscal module Cost of Services feature users with the proper authority can, on an individual program basis, enter unit rate amounts for specific services. When such an amount is entered for a particular service, it drop into the services delivery report if no other cost value has been entered on the checklist record for that service.
Can supportive service checklist records be electronically signed?
No, electronic signing is not available for the supportive services checklist; however, progress notes added to supportive services checklist records can be signed if needed.
Can the list of services available for selection be modified?
By default the services list includes the following:
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Case/care management |
Material goods |
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Clothing |
Meal |
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Consumer assistance and protection |
Mental health care/counseling |
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Criminal justice/legal services |
Mortgage assistance |
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Day care |
Other |
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Day shelter |
Outreach |
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Education |
Personal enrichment |
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Employment |
Phone call |
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Food |
Referrals out |
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Food bag |
Rent assistance |
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Health care |
Security deposit assistance |
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HIV/AIDS-related services |
Shower |
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Housing placement |
Substance abuse services |
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Laundry |
Temporary housing or other financial aid |
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Locker/storage |
Transportation |
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Utility assistance |
However, this list can be modified as needed by contacting the Help Desk. Please keep in mind when requesting changes that all modifications are made by program type and cannot be implemented for individual programs.
Can unit values be entered with decimals?
No, unit values must be whole numbers and cannot contain decimals.
How are the "Total # Served" and "Total # Unduplicated Served" calculated on the Supportive Services Delivery Report?
The "Total # Served" and "Total # Unduplicated Served" show the number of Primary Clients receiving services as well as the total number of Persons in all of the households being counted. If a Primary Client received more than one service then each service will be counted separately in the "Total # Served," but they would only be counted once in the "Total # Unduplicated Served." The number in parentheses represents the total number of Individuals plus the total number of household members. This number counts each household member regardless of whether they received that particular service or were designated as "Living in Household" at the time. The household member will be counted as long as they had an active household record at the time of service. Each household member is counted only one time in the "Total # Unduplicated Served" calculation; however, the number of household members is multiplied by the number of services that the Primary Client received in order to calculate the "Total # Served."
How can I update the content of a checklist completed for a prior program stay, when the client has a subsequent admission into the program?
If a client has more than one history within a program that is set to use the Supportive Services Checklist in the Contacts Log feature, users will have the ability to edit checklists entered for a previous stay. As long as the date of the checklist falls within the editing index window of the user, the content of the previous stay's checklist can be updated without affecting the client's current stay. When accessing checklists from a previous stay, the date of the contact will remain in read-only mode, but the remaining content will be editable.
How do I edit a backdated, locked checklist entry that contains a progress note?
In order to backdate checklist entries that contain notes users must have both the "Backdated Contacts Log/Group Notes Data Entry" and "Backdated Progress Notes Data Entry" permissions. Unless a user has both of those permissions, the backdated checklist entries will remain locked.
If you have the necessary permissions and the checklist record/note is still locked, it may need to be manually unlocked before it can be edited. For more information on unlocking, please refer to the "How do I unlock a locked supportive services checklist record?" frequently asked question below.
How do I unlock a locked supportive services checklist record?
If a supportive services checklist record has been locked as the result of an associated progress note being locked, both can be unlocked if the user has the "Unlock Contact Log" exception override permission (assigned using System Setup > Permissions Maintenance).
NOTE: Progress notes may be automatically locked based on the program's Service Records Editing Rules under System Setup > Business Rules, or manually locked because the user has clicked the sign off note checkbox at the bottom of the Progress Note Composition page.
To allow users with this permission to complete the unlocking process, an "Unlock" link is listed next to any locked supportive services checklist records in the contacts log index in data entry mode. Click the link to unlock the supportive services checklist entry and associated progress note. When prompted, click OK to confirm the unlocking. The index page is then re-displayed, and the contacts log/supportive services checklist record in question will no longer be displayed as locked.
NOTE: This permission does NOT allow electronically signed progress notes to be unlocked. Only checklist entries with progress notes that have been unlocked but not electronically signed can be unlocked at this time.
NOTE: Record unlocking is recorded in the audit trail.
How is the Family Type column calculated on the Supportive Services Delivery Report?
The "Family Type" values on the Supportive Services Delivery Report are based on the actual household program enrollment for each family on the date of service. A family type value is only displayed for heads of household, and will be blank for all household members. If no household members have been added (on the date of service), an "I" displays to represent "Individual." If there is at least one additional household member in the household program enrollment (on the date of service), then "F" displays to represent "Family". Next to the "F" is a number in parentheses denoting how many household members received that particular service.
Is there a way to see which service contacts have been electronically signed?
Yes, all of the Services menu's ReportBuilders have an "E-Signed" variable available which, when included in the report, will display "Yes" for records that have been electronically signed. In addition, the Client History Report will indicate whether an electronic signature has been placed on a client's progress notes, contacts log entries, group notes, service plans, and certain FormBuilder forms.
What do the letters in a "Record ID" mean in services-related ReportBuilders?
The Record ID data variable available for inclusion in services-related ReportBuilders includes a unique ID for each record. As part of that ID there is a preceding letter code that also identifies the type of each services record; specifically:
P = Progress Note
C = Contacts Log Record
S = Supportive Services Checklist
G = Group Note
A = Group Attendance Record
NOTE: In the event that there is a combined Contacts Log/Progress Note record included in the report data, the Record ID reflects the Contacts Log ID/Progress Note ID. Similarly, a combined Group Attendance/Group Note record reflects the Group Attendance ID/Group Note ID. When a record ID has both A and G codes, it means that the group was scheduled (using the Group Schedule Setup functionality), the individual was an expected attendee in that group, and he/she was present. (Keep in mind that if a record ID only has a G code, it does not mean that there is no attendance record; it only means that the group was not scheduled using Group Schedule Setup, and therefore there are no expected attendees though this individual did attend.)
When using surrogate data entry, whose permissions are in effect?
While the surrogate data entry permission gives a user the ability to access/edit supportive services checklist records as another worker, the user does not take on that worker's permissions. The user will be limited by his/her own permissions, even though working with the record as someone else.
Why does the date appear in read-only mode when I attempt to edit a checklist?
If a client has more than one history within a program that is set to use the Supportive Services Checklist in the Contacts Log feature, users will have the ability to edit checklists entered for a previous stay. When accessing checklists from a previous stay, the date of the contact will remain in read-only mode, but the remaining content will be editable. If the date needs to be edited, please send this request to the Help Desk.