Using the Progress Notes ReportBuilder

The Progress Notes ReportBuilder will generate basic client demographics as well as Services data recorded using progress notes.

1. From the left-side global navigation menu, select Reports. 

2. The Reports Index will display. Select the correct program in the Program drop-down menu, and locate the Progress Notes ReportBuilder. Click the Report.

3. The Progress Notes ReportBuilder Settings page will display.

4. If your database uses the Progress Notes E-Signature Configurations feature, there is flexibility in how many times a given record will display on the report. Click one of the following Display One Row Per radio buttons to indicate if there should be a separate row for each note or each signature action:
   1. Note - When this option is selected, each progress note is listed on a separate row of the report. 
   2. Signature Action - When this option is selected, each signature action (configured signature, applied signature, refused/unavailable) is listed on a separate row of the report. Structuring the report data in this way allows you to see which progress notes have been signed and the details of those signatures. It also allows you to easily see which notes still need signing. 
   3. Note: these options are not available in all databases. Disregard if it does not apply to you.
      
      
5. Click the Roster Date Range drop-down menu and make a selection on who you'd like to include in the report based on their program history.

• In Program - This will only include clients with program history records indicating they were enrolled in the program at some point during the specified date range. This selection is recommended if you will be narrowing the report contents using multiple date range filters.
• In Program Including Pending Clients - This will include admitted and pending clients - those with an admission date OR intake date prior to the report end date and no discharge date. 
• Admitted - This will include clients with program history records indicating they were admitted to the program at some point within the specified date range. 
• Admitted or Transferred In - This option is available in databases that are set up to use the Transfers module. When this option is selected, the report will include clients with program history records indicating they were either admitted to the program (via the Intake/Admission module) or transferred into the program (via the Transfers module) at some point during the specified date range. 
•  Discharged - This will only include clients with program history indicating they were discharged from the program at some point during the specified date range. Current program episodes will not be included. 
• Discharged or Transferred Out - This option is only available in databases that are set up to use the Transfers module. When selected. the report will include clients with program history records indicating they were either discharged from the program (via the Discharge module) or transferred out of the program (via the Transfers module) at some point during the specified date range. 

Note: If you are creating a NEW report format that you want to save and run again in the future, whatever you select for the Roster Date Range is not saved in the report. That, along with the Date Range must be set each time the report is run. 

6. Date Range - By default, the Date Range fields contain today's date to include clients in the current roster. Make changes to the date range as needed. Keep in mind that you are limited to a two-year period. 
7. Clients to Include - By default, the Client selection is set to Clients with Records - which means clients with records that match the report settings and excludes those that do not match. If needed, select a different option in the Client section:

• Clients with Records - Includes clients with records that match the report settings and excludes clients with records that do not match.
• All Clients - Includes all clients on the program roster, whether or not they have records that match the report settings. Those without matches will display "--" for data variables in the report where there is not a matching record. 
• Select Client - Limits the report to the records for a single client, ONLY if records are found that match the report settings. When this is selected, use the corresponding drop-down (automatically displayed when this option is selected) to select the client. The selection list is limited to clients that match the roster date range settings selected in previous steps. 
  
  

8. For clients included in the report, contents are limited to progress notes for services provided in the selected programs at some point during the date range specified in the Progress Note Dates section. By default, this range is set for the last month. Make changes as needed. 

ExportBuilder

9. Leave the Provide ExportBuilder Options checkbox unchecked. It is not relevant to report generation.
   1. Note: This option is used to provide access to an ExportBuilder corresponding to the ReportBuilder with which you are working. AWARDS ExportBuilders - which are designed for use by individuals who are familiar with export files and formats, their design, and setup - harness the power of ReportBuilder functionality and take it a step further to meet a variety of outside reporting needs. With ExportBuilders, users can create customized data reports as they would with the ReportBuilder itself, and from those reports generate export files of a number of different types - CSV, TXT, XLS, or XML. Exported files can be saved to your computer, then uploaded into other data collection systems and/or worked with in other applications as needed. Additionally, as can be done with ReportBuilders, ExportBuilder formats can be saved and shared for future use. The instructions provided here detail use of the Progress Notes ReportBuilder only, not the corresponding ExportBuilder. For more information on using ExportBuilders, click here.

Send Report to Messages Inbox

10. If you would like the report (both its content and an Excel file version) to be sent to your AWARDS Messages module, click the Send in AWARDS Message checkbox. When selected, you can navigate away from the ReportBuilder once you run the report.
    1. When using this option the report will remain in your messages for one month and then it will be deleted. (The exact date of deletion will be displayed in red at the top of the report message for your reference.) If you know you will need the report content after that time, be sure to download the Excel file (Excel File.zip) or HTML content (Report Content.html) attached to the report message. If you don't download one of these attachments before the message is deleted, you will need to manually re-generate the report if you need access to it in the future.
       
11. The Select Saved Report Format drop-down option at the bottom of the page allows you to select a previously created/saved format to use for this report. If you choose a saved report format, you can immediately generate the report without changing any of the settings. Or you can check the Provide Option to Modify Settings of Saved Report Format option. 
    1. Note: In addition to your agency's saved report formats, you'll also see several "Foothold Technology" saved formats. These are available for your use and can aid you in completing specific reporting tasks. 

12. When finished, click CONTINUE.
13. If you selected the Provide Option to Modify Settings of Saved Report Form option, you'll see a Settings Options page displayed (something like the image below). 

 

14. The Options page contains a list of demographics and progress note-documented service variables, grouped by information type. These variables represent data collected on the intake form, face sheet, and in progress notes. Some variables not necessarily found in these records are also available; for example, "Age" and "Client ID." 
15. Select all variables using the Check All option, or individually select specific variables. When finished, click CONTINUE. The Options - Continued page will display. 

16. Configure your report settings as needed. 
17. If you would like to save this report format so you can run it in the future, be sure to click SAVE REPORT FORMAT. 

18. If you choose to save the format, you'll see a Save Report Format box that will allow you to further configure the saved report settings. 

19. When you've finished setting up your report, click DISPLAY REPORT. The report will be generated and will display on the ReportBuilder page. 
20. Your report's individual detail and/or summary tables can be hidden or sorted as needed. You can also print or export the report to Excel.