The Status Changes tab helps users track client movement and key events.  Each data set, explained in detail here, is graphed for both the last 30 days, as well as for the year to date.

Program Census

The Program Census data set's graphs, explained in detail below, are generated using data from the Intake/Admission and Discharge modules. 

  Admissions - The number of program episodes with admission dates in the last 30 days, or since the first of this year.

  Intakes - The number of program episodes for whom intake was processed (making the client *pending) within the last 30 days, or since the first of this year.

  NOTE: Process Intake is an optional feature available to programs using Multi-Step Intake.  Intake graphs only appear in AWARDS databases where at least one program is set up to use Process Intake.  In the event that the intake graph is included but the selected program does not use Process Intake, "N/A" will be displayed on the graph.

  Discharges - The number of program episodes with discharge dates in the last 30 days, or since the first of this year.

  NOTE: Withdrawn and rejected referrals are not included in the discharges counts.

  Withdrawals - The number of referrals created in the last 30 days, or since the first of this year, that have an Intake Status of "Withdrawn" at the time the graph is generated.

  NOTE: This graph applies only to those programs using Multi-Step Intake.

  Rejections - The number of referrals created in the last 30 days, or since the first of this year, that have an Intake Status of "Rejected" at the time the graph is generated.

  NOTE: This graph applies only to those programs using Multi-Step Intake.  In Single-Step Intake programs applicants who are not accepted into a program are not counted as rejections in this context.

Referral Activity

The Referral Activity data set's graphs, explained in detail below, are generated using data from the Intake/Admission module.

  NOTE: "Open" referrals - those to a program group rather than to a specific program - are only counted once in this data set.  They are included only in the corresponding program group, not under individual programs of that group.

  New Referrals In - The number of referral records for the selected program(s) where the screening date is in the last 30 days, or since the first of this year.

  NOTE:  If a referral was made to a group of programs, that referral will be counted once in each program within that group. 

  Referral Status Updates - The number of referrals for the selected program(s) where the status date is in the last 30 days or since the first of this year, and where the screening and status dates are different.

Incidents

The Incidents data set's graphs are generated using data from the Incidents module.  They count the number of incidents in the selected program(s) where the incident date is within the last 30 days, or since the first of this year.

Keyword Alerts

The Keyword Alerts data set's graphs are generated using behind-the-scenes data that tracks keyword alert internal audit messages resulting from nightly progress note scans.  The graphs count the number of keyword alerts generated for the selected program(s) within the last 30 days, or since the first of this year.

Hospitalizations

The Hospitalizations data set's graphs, explained in detail below, are generated using data from the Hospital module Episodes feature.

  Hospital Admissions - The number of program episodes in the selected program(s) during which the client was admitted to the hospital, where the hospitalization admission date is not only within the program episode date range, but is also in the last 30 days, or since the first of this year.

  Hospital Discharges - The number of program episodes in the selected program(s) during which the client was discharged from the hospital, where the hospitalization discharge date is not only within the program episode date range, but is also in the last 30 days, or since the first of this year.

  NOTE:  A single hospitalization may be counted more than once in the event that a client who was admitted to, or discharged from, the hospital is in more than one program.  In such cases the admission or discharge will be counted once in each applicable program.

Job History

The Job History data set's graphs, explained in detail below, are generated using data from the Employment module, Jobs menu, Job Placements feature.

  Job Placements - The number of program episodes in the selected program(s) where the client has a job placement within the episode date range, and within the last 30 days, or since the first of this year.

  Job Terminations - The number of program episodes in the selected program(s) where the client has a job termination end date within the episode date range, and within the last 30 days, or since the first of this year.

  NOTE:  A single job placement or job termination may be counted more than once in the event that a client with a job placement or termination is in more than one program.  In such cases the placement/termination will be counted once in each applicable program.

Service Referrals

The Service Referrals data set's graphs are generated using data from the Services - Individual module's Service Referrals feature.  They count service referrals entered for clients in the selected program(s) that have referral dates in the last 30 days, or since the first of this year.

  NOTE:  A single service referral may be counted more than once in the event that the client for whom that referral was made is in more than one program.  In such cases the referral will be counted once in each applicable program.

The Population tab helps users track program census and caseload information.  Each of this tab's data sets is explained in detail below.

Residential

The Residential data set is, as the name suggests, applicable to residential programs only.  Its graphs are generated using data from the Housing and System Setup modules.

  Residential Census - The number of program episodes in the selected program(s) that have admission dates but no discharge dates.

  Vacancy Count - The difference between the selected program's capacity (as entered using the System Setup module, Agency Program Information, Residence Units feature) and the number of bed history records for that program which have no move out date.

  NOTE: In programs utilizing the AWARDS Room Reservations functionality, reserved and under maintenance rooms are not included in the vacancy count.

  Vacancy Percent - The percent of vacant units in the selected program(s), calculated by dividing the number of vacancies by the number of residence units, and multiplying by 100.

Non-Residential

The Non-Residential data set is, as the name suggests, applicable to non-residential programs only.  It includes a "Non-Residential Program Census" graph of the program episodes in the selected program(s) that have admission dates but no discharge dates.

Caseloads

The Caseloads data set is applicable to both residential and non-residential programs.  Its graphs are generated using data from the Services - Individual module's Service Coordinators feature.

  Average Caseload - The number of current clients in the selected program(s) who are assigned to service coordinators, divided by the number of service coordinators in that program.

  Unassigned Clients - The number of current clients in the selected program(s) who have not been assigned a primary service coordinator.

The Calendar tab helps users track overdue and upcoming client and program events.  Each data set, explained in detail here, has graphs for both the last 90 days (for overdue events), as well as the next 14 days (for upcoming events).

  NOTE: Different programs use different service plan setups.  Though the graph explanations that follow use generic terminology such as "admission note," "initial plan," and "plan review," the graphs will work the same regardless of  whether the selected program uses a different plan type.

Service Plans

The Service Plans data set's graphs are generated using data from the Services - Individual module's Service Plans feature.  They look at overdue and upcoming admission notes, initial plans, amendments, annual plans, and plan review charting timetable events scheduled for clients in the selected program(s).  To be counted as "Overdue" the plan event must have a due date in the last 90 days, but no done date.  "Upcoming" plan events are those where the due date is within the next 14 days.

The Documentation tab helps users track the number documented services, reception desk visits, and work order requests in a selected program(s).  Each data set, explained in detail here, is graphed for both the last 30 days, as well as for the year to date.

Progress Notes

The Progress Notes data set counts the number of progress notes written in the selected program(s) that have note dates within the last 30 days, or since the first of this year.

Group Notes

The Group Notes data set counts the number of group notes (not group attendees) written in the selected program(s) that have note dates within the last 30 days, or since the first of this year.

Group Note Addendums

The Group Note Addendums data set counts the number of group note addendums written in the selected program(s) that have note dates within the last 30 days, or since the first of this year.

Plans Completed

The Plans Completed data set counts the number of service plan-related charting timetable records (admission notes, initial plans, or plan reviews) entered in the selected program(s) where there is a done date within the last 30 days, or since the first of this year.

Service Plan Linked Notes Only

The Service Plan Linked Notes data set counts the number of progress notes written in the selected program(s) that are linked to an objective/service and that have a note date within the last 30 days, or since the first of this year.

Reception Visits

The Reception Visits data set's graphs are generated using data from the Reception Desk module Program Attendance feature.  They count the number of reception desk visits in the selected program(s) within the last 30 days, or since the first of this year. 

  NOTE:  This data set is only applicable to non-residential programs that record reception desk data.

Maintenance Requests Submitted

The Maintenance Requests Submitted data set's graphs are generating using data from the Operations module Property Maintenance feature.  They count the number of maintenance work orders for residence units in the selected program(s) where the request date is in the last 30 days, or since the first of this year.

  NOTE:  This data set is only applicable to residential programs.

Maintenance Requests Completed

The Maintenance Requests Completed data set's graphs are generated using data from the Operations module Property Maintenance feature.  They count the number of maintenance work orders for residence units in the selected program(s) where the done date is in the last 30 days, or since the first of this year.

  NOTE:  This data set is only applicable to residential programs.

The Trends and Daily tabs both help users track a program's status changes, population, and documentation over the course of the last year, or over the course of the last two weeks, respectively.  Both tabs include the same data set selections.  Each of those data sets, explained in detail here, contain a line graph where every point represents the total for the corresponding month (when working in the Trends tab) or for the corresponding day (when working in the Daily tab).

IMPORTANT! When working with data sets in both the Trends and Daily tabs, items are counted for a given month or day if their dates fall on or before that graph point's date range end, and on or after the date range start.  In the case of months, the date range start is the first day of the month and the date range end is the last day of the month.  For days, the date range start and end are both the individual day in question.

Program Census

The Program Census data set counts the number of clients in the selected program(s) in the last year (broken down by month when using the Trends tab), or in the last two weeks (broken down by day when using the Daily tab).  In order to be included in the census for a specific month, a client's admission date must be on or before the last day of that month, and his or her discharge date (if applicable) must be on or after the first day of the month.  Similarly, the census for a specific date includes clients with an admission date on or prior to that date, and clients with a discharge date on or after that date.

Hospital Admissions

The Hospital Admissions data set's graphs are generated using data from the Hospital module Episodes feature.  They count the number of program episodes in the selected program(s) with admission dates in the last year (broken down by month when using the Trends tab), or in the last two weeks (broken down by day when using the Daily tab).  In order to be included in the census for a specific month, the hospital admission date must fall within the program episode's date range, as well as within the month in question.  Likewise when looking at admissions for a given day.  In that case the hospital admission date must fall within the program episode's date range, and it must have been for the day in question.

Incidents

The Incidents data set's graphs are generated using data from the Incidents module.  They count the number of incidents reported in the selected program(s) that have incident dates in the last year (broken down by month when using the Trends tab), or in the last two weeks (broken down by day when using the Daily tab).

Keyword Alerts

The Keyword Alerts data set's graphs are generated using behind-the-scenes data that tracks they keyword alert internal audit messages resulting from nightly progress note scans.  The graphs count the number of keyword alerts generated for the selected program(s) in the last year (broken down by month when using the Trends tab), or in the last two weeks (broken down by day when using the Daily tab).

Progress Notes

The Progress Notes data set counts the number of progress notes written in the selected program(s) that have note dates in the last year (broken down by month when using the Trends tab), or in last two weeks (broken down by day when using the Daily tab).

Group Notes

The Group Notes data set counts the number of group notes written in the selected program(s) that have note dates in the last year (broken down by month when using the Trends tab), or in last two weeks (broken down by day when using the Daily tab).

Plans Completed

The Plans Completed data set counts the number of service plans in the selected program(s) that have done dates in the last year (broken down by month when using the Trends tab), or in the last two weeks (broken down by day when using the Daily tab).

Service Plan Linked Notes Only

The Service Plan Linked Notes Only data set counts the number of progress notes written in the selected program(s) that are linked to a service plan objective/service and that have note dates in the last year (broken down by month when using the Trends tab), or in last two weeks (broken down by day when using the Daily tab).

Reception Visits

The Reception Visits data set's graphs are generated using data from the Reception Desk module Program Attendance feature.  They count the number of reception desk visits in the selected program(s) in the last year (broken down by month when using the Trends tab), or in the last two weeks (broken down by day when using the Daily tab). 

  NOTE:  This data set is only applicable to non-residential programs that record reception desk data.

Maintenance Requests Submitted

The Maintenance Requests Submitted data set's graphs are generating using data from the Operations module Property Maintenance feature.  They count the number of maintenance work orders for residence units in the selected program(s) where the request date is in the last year (broken down by month when using the Trends tab), or in the last two weeks (broken down by day when using the Daily tab).

  NOTE:  This data set is only applicable to residential programs.

Maintenance Requests Completed

The Maintenance Requests Completed data set's graphs are generated using data from the Operations module Property Maintenance feature.  They count the number of maintenance work orders for residence units in the selected program(s) where the done date is in the last year (broken down by month when using the Trends tab), or in the last two weeks (broken down by day when using the Daily tab).

  NOTE:  This data set is only applicable to residential programs.