The Contact Lapse Audit Report reports on the last date of contact for a client, taking into consideration progress notes, contacts logs entries, and group notes.
Required Permissions
Use of the Contact Lapse Audit Report feature requires the following permissions:
Program Chart Access
Display Any Chart Records Buttons
Display Chart Records Services - Individual Button
NOTE: Permissions are assigned using the Permissions Maintenance feature. If you do not have access to that feature and need a permission listed here, please contact your supervisor or your local Help Desk for assistance.
Click-by-Click Instructions
Viewing a Contact Lapse Audit Report
To view a Contact Lapse Audit Report, complete the following steps from the AWARDS Home screen:
TIP: The following instructions detail accessing the Contact Lapse Audit Report from directly within the Utilization Reports feature. This report is also available in the AWARDS Reports module, where it can be bookmarked for easy access. For more information on using the Reports module, click here.
- Click the Program drop-down arrow in the upper-right corner of the page and select the program for which the report is to be viewed.
- Click Charts from the left-hand menu, and then click Services - Individual. The Individual Services fly-out menu is displayed.
- Click Utilization Reports, and then click Contact Lapse Audit Report. The Contacts Lapse Audit Report Settings page is displayed.
- In the "Include the following items" portion of the page, click the checkbox(es) next to the type(s) of contacts you would like included in the report:
Progress Notes - Checked by default. When checked, a list of all progress note types is also made available for filtering purposes. If necessary, check/uncheck any combination of note types as needed, keeping in mind that when filtering by note type the report only counts selected types when considering a client's last contact.
Contacts Log
Group Notes
- In the "Display Options" portion of the page, click the checkbox(es) next to the items you wish to include in the report results:
Include only F2F contacts - By default, the report counts both face-to-face and non face-to-face contacts. When this box is checked, the report will only count face-to-face contacts when determining the last contact for a client. All group notes are considered face-to-face, and collateral contacts are never counted as face-to-face. Due to this second rule, when this option is checked, the "Include Collateral Contacts" option is disabled.
Include Collateral Contacts - This option is checked by default, and when checked the report will count any collateral contacts when determining the last contact for a client. Uncheck this box if you do not wish to have these types of contacts counted.
Include clients with lapse of _____ days or more - When this option is selected and a number of days is entered in the available days field, the report will only include clients with a lapse period greater than or equal to the number specified. For example, if running the report with this option checked and set to "10" days, the report excludes any client with a lapse period of 9 days or less.
- If the report is to be viewed for former (discharged) clients, click the Roster Archives checkbox.
- Click CONTINUE. The Contact Lapse Audit Report is displayed and contains the following information:
Service Coordinator - Based on the report settings selected, the report will display the latest contact date with the client by the assigned service coordinator. The service coordinator's name appears in this field, if applicable.
Client - The client's name is displayed here.
Last Contact - This lists the last date of contact found in the system, based on the types of contacts selected on the report settings page. All selected contact types are included in the report, regardless of the contact length or whether they were categorized as face to face or not.
Lapse - Based on the report settings selected, if any contact is found for the consumer this column displays the number of days from the last contact till today. If no contact has been found, this will display the number of days since the client's admission.
NY/NY Eligible - When applicable, this column contains an asterisk if the client is NY/NY eligible.
NOTE: This report column is not available for all programs/agencies.
Hospitalized - This column contains an asterisk if the consumer is currently hospitalized.
No Notes - The contents of this column are based on the type(s) of contacts for which the report was run:
- When the report was run for progress notes only - This column contains an asterisk if the listed service coordinator has not written any notes for the client.
- When the report was run for contacts log only - This column contains an asterisk if the listed service coordinator has entered no contacts log entries, or if the last contacts log entry has no note attached.
- When the report was run for both progress notes and contacts log - This column contains an asterisk if the listed service coordinator has not written notes for the client from either location, or the most recent contact was a contacts log entry with no note attached.
- When the report was run for group notes only - This column contains an asterisk if the listed service coordinator has not written any group notes for the client.
- When the report was run for group notes and contacts log - This column contains an asterisk if the "only" contact for the client is a contacts log entry which has no note, or if there are no group notes and no contacts log entries. If a group note was written by any writer, even if the most recent contact was a contacts log entry with no note, there will be no asterisk.
Unit - When applicable, this will list the name of the unit the client is assigned to (i.e. in a clubhouse program).
NOTE: This report column is not available for all programs/agencies.
Other Writer - Based on the report settings selected, if the latest contact for the consumer was written by someone other than the assigned service coordinator, that staff member's name is displayed in this column. In these instances, the latest contact with the consumer's assigned service coordinator will also be listed in a separate row of the report.
Contacts/Notes written within the past 15 days summary table - The report also displays a summary table listing the number of contacts/notes written within the last 15 days for each service coordinator appearing in the report.
Clicking any of the column headers enables you to sort the report in both an ascending and descending manner.
Both the main report and the summary table provide an option to show/hide specific columns on the report. This can be done by clicking the show/hide icon in the upper-left hand corner of the table, and then checking / unchecking the respective column titles.
The process of viewing a Contact Lapse Audit Report is now complete.
Frequently Asked Questions
Contact Lapse Audit Report Frequently Asked Questions
Does a contact have to be a certain duration or set to face-to-face to be counted as a contact on the lapse audit report?
This report does not exclude contacts based on their duration. Every contact meeting the report settings specified on the Contact Lapse Audit Report Settings page is included, regardless of duration. Likewise with face-to-face notes which are always included in the report if they meet the report settings. Contacts that are not face-to-face may or may not be included based on how the "Display Option" settings for the report are configured.
Why does a client have more than one last contact date on the lapse audit report?
The Contact Lapse Audit Report is designed to display additional lines for contacts if the contact writer is different than the assigned service coordinator for the client.
FootholdConnect Event Recordings
NOTE: Recordings marked with a red asterisk (*) were made prior to deployment of significant AWARDS enhancements and do not reflect those changes; however, the overall content is still relevant and useful.
Standard Reports in AWARDS (1 hr 25 min) * - August 2017
Sure, the ReportBuilders in AWARDS are fantastic. But how much do you know about the "canned" reports in AWARDS? Join us for a look at many of the standard reports that you may find useful in managing your agency. Covered reports include: Program Profile Reports, Housing Reports (for both residential and non-residential programs), Contact Lapse Audit Report, Charting Timetable Report, Contacts Log Report, Hospitalization Report (including re-hospitalization information), Emergency Room Utilization Report, Discharge Levels Report, Geographical Profile Report, Dashboard Report, Program Configuration Report.