The following frequently asked questions regarding the Contacts Log feature can be a useful reference when you have your own questions about the functionality. Click a question from the list here to navigate directly to the corresponding answer, or scroll through the full list of questions and answers below.
Though group notes do not have "F2F" next to them on the contacts log report, they are being counted as face-to-face time by default. That face-to-face time will be included in the "Total F2F Contact Hours" summary data at the bottom of the report.
The basic contacts log setup (as opposed to the supportive services checklist) does not include the option for recording start time; it is intended to capture aggregate contact throughout the day. Specifically, the basic contacts log is not meant to record start times because you cannot have more than one contact log entry per day.
No, electronic signing is not available for contacts log records; however, progress notes added to contact log records can be signed if needed.
A data variable called Invoice ID (Batch ID) is available in the following Services module ReportBuilders for all agencies that use the BillingBuilder:
- Contacts Log ReportBuilder
- Group Notes ReportBuilder
- Progress Notes ReportBuilder
- Service Contacts ReportBuilder
When the Invoice ID (Batch ID) variable is included in one of these ReportBuilders and populated with data, it indicates that the service has been billed/invoiced (meaning that an invoice has been generated and posted to A/R for that service). If a service is associated with multiple posted invoices, all invoice IDs are reported in the order of the oldest to the newest invoice.
NOTE: This data field is only populated for program services that are linked to configured billing types. AWARDS hard coded billing types/program services are not included.
The "Backdated Contacts Log / Group Notes Data Entry" permission assigned using the System Setup module Permissions Maintenance feature is required in order to backdate contacts log records.
The total number of contacts can be calculated using the Contacts Log feature in report mode. Run the report for "All Workers," "All Consumers," and the date range you are collecting data for. It will give you a list of all the contacts within that date range, and will include the contacts in that period for all clients regardless of whether or not they were discharged during or after the end date used.
In order to backdate contacts log 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 contacts logs will remain locked.
If you have the necessary permissions and the 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 contacts log record?" frequently asked question below.
Contacts entered by an employee prior to his or her termination can be printed by running the contacts log report for "All Workers" for a specific date range and the "Worker" sort by option. Within the report contents all of the terminated employee's contacts will be grouped together for you to review and print as needed.
If a contacts log entry has been locked as a 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 contacts log records in the contacts log index in data entry mode. Click the link to unlock the contact and associated progress note. When prompted, click OK to confirm the unlocking. The index page is then re-displayed, and the contacts log record in question will no longer be displayed as locked.
NOTE: This permission does NOT allow electronically signed progress notes to be unlocked. Only contacts with progress notes that have been locked but not electronically signed can be unlocked at this time.
NOTE: Contact/progress note unlocking is recorded in the audit trail.
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.
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.)
While the surrogate data entry permission gives a user the ability to access/edit contacts log 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.
The worker selection list populates with members of the "Direct Care Program Director," "Direct Care Staff," and "Executive Officer" user groups, as well as users with have the "Include In Direct Care Staff Lists" permission.
The roster archives option applies to clients rather than workers; therefore, the Worker drop-down selection list is limited to "All Workers" by design.
In general the system is not set up to report on things that didn't happen, and as such groups for which an attendee was a no show will not be included on the contacts log report. In order to gather no show information, you must review the contents of the group notes report instead.