The ComboKey column at the end has a code that tells which Table Shell each record is being counted in.  The number tells whether the record is associated with Emergency Shelter ("1"), Transitional Housing ("2"), or Permanent Housing ("3").  The latter tells whether the record is associated with an Individual ("a"), or a Family ("b").  This code also shows up in the Referral column.

"Disability Types" is a question on the Permanent Supportive Housing AHAR Table Shell.  For all other program types this column displays "missing" as the information is not applicable to the report.

In Person Payments can only be used to make the first payment (using either the Entering Co-pay Amounts process or Entering Self-Pay Amounts process).  All subsequent payments must be reconciled through A/R as detailed under Adding a Payment or Making a Payment Toward an Outstanding Balance.

Once a 997 response file is uploaded, you will need to review the file to identify any errors that need attention.  First find the original claim file whose submission resulted in receipt of the response file, and then parse that claim file so that you can identify the lines in it which have errors.

To parse a claim file, complete the following steps:

1. Locate the claim file in the location to which you previously saved it - on your computer or in an external data location such as an external hard drive, CD, or DVD.
2. Open the file as a Word Document.
3. Press <Ctrl-F> to open the Find and Replace dialog box.
4. Click the Replace tab.
5. In the Find what field, enter a tilde (~).
6. In the Replace with field, enter a tilde (~) followed by a manual line break symbol.  (Manual line breaks are entered by clicking More on this dialog box, followed by Special, and then selecting "Manual Line Break.")  The resulting entry appears as ~^|.
7. Click Replace All.  The claim file is parsed.
8. Insert line numbers into the document.  When using Word 2007, this can be done by clicking the Page Layout tab, and then clicking Line Numbers and selecting "Continuous."  Otherwise, you can cut and paste the entire document into a Microsoft Excel file so that the lines can be counted there.
9. Remove the first three lines (which contain header information), and then go to the lines specified in the 997 file to view the data elements in question.
10. After identifying the lines with errors, make corrections to the billing setup or clinical documentation as necessary, and then create a new claim file using the original invoice batch.

The process of parsing and troubleshooting a claim file is now complete.

Batches continue to appear under open batches in the remittance worksheet area if there are any pending payments or partial payments outstanding in the posted remittance worksheet.  If you no longer want the batch to display, change the status of the pending invoices and partial payments, for example to paid, void, or re-bill.

If a billing rate has changed and a new one needs to be entered, follow the steps outlined in "Step 6; Configure Billing Rates" on page 14 of this document.  Choose the procedure that requires the rate update and enter a new effective date, then enter the new rate and save the page.  The old billing rate is then archived.  AWARDS will assign the new rate to any services with a service date on or after the effective date of the new rate, and will use the old rate for service dates before the effective date of the new rate.

A procedure can only be deleted when there are no invoices created for that procedure.

If a service is not being billed for by the BillingBuilder for a particular program then you must investigate the program-specific setup options in the Billing Menu.  Pay specific attention to the configuration of Program Billing Info and Billing Rates.

If only one service is being billed for by the BillingBuilder per day, investigate the Billing Type configuration.  If the Billing Unit Type for a particular Billing Type is Per Diem, then it will prevent Fee For Service billing types from being billed for that program for that day (so long as they are less in value).

The numbers found in the Individual Detail correspond with the values found in HUD's HMIS Data Standards document found here.  Sections 3 and 4 list all of the Universal and Program-Specific Data Elements, and each section contains a table listing the values that correspond with each number.  In all categories the number 8 represents "Don't Know," and the number 9 represents "Refused."

The number served is the total unduplicated number of clients on the roster during the report month.

Which consumers are included in the report contents is based on the program history type chosen on the initial report settings page using the Roster Date Range selection option.  Specifically, when "In Program" is chosen, the report will only include clients with program history records indicating they were enrolled in the program at some point during the specified date range.  When "Admitted" is chosen the report will only include clients with program history records indicating they were admitted to the program at some point during the specified date range.  And when "Discharged" is chosen the report will only include clients with program history records indicating they were discharged from the program at some point during the specified date range.  Current program episodes will not be included.  "Admitted or Transferred In" and "Discharged or Transferred Out" are additional options available in databases set up to use the Transfers module.

No.  At the present time such limitations are not possible.

The month retention is the number of full months in the program from admission date to discharge date, or to the current date if the client has not yet been discharged.

A client who has been transferred from one program to another using the OASAS Client Transfers feature, and who is then discharged from the transferring-in program has three records in the OASAS Data File:

→ A PAS 44 for admission to the initial (transferring-out) program

The PAS 44 for a transferred client is not available under the transferring-in program, only under the transferring-out program.  The client's entry to the transferring-in program is recorded in the PAS 47.

→ A PAS 47 for transfer to the next (transferring-in) program

→ A PAS 45 for discharge from the agency

The PAS 45 for a transferred client is not available under the initial transferring-out program, only under the transferring-in program.  The client's exit from the transferring-out program is recorded in the PAS 47.

For more information on OASAS Client Transfers, see the OASAS Client Transfers Instruction Sheet.

In a single-agency AWARDS database, members of the "System Administrator" and "Executive Officer" user groups have the ability to save report formats to be used by other agency users.  In a multi-agency/HMIS AWARDS database, the option to save reports for other users is available to the "System Administrator," "CoC Executive Officer," "CoC Executive Support Staff," and "Agency Executive Officer" user groups.  People who are not members of the specified user groups can only save report formats for themselves.

In the summary tables portion of the second page of report settings (the page viewed after the report variables have been selected), the check boxes list is comprised of the client characteristics selected on the previous Report Options page; however, several characteristic data fields are not available for selection as part of a summary table, regardless of whether they were selected on the previous page.  For example, name (first, last, middle, and alias), date of birth, social security number and client ID.  These characteristics are excluded because they have values that are unique to each client, and as such are unlikely to generate any meaningful summary data.

Those cells in the Excel version of the ReportBuilder reports for which functions will not work are noted as such with a green triangle in the top right corner.  If you click on a cell that has one of these green triangles in it, an exclamation point is displayed.  Click the exclamation point for an explanation of why the function is not available.  In the case of the summary portion of the ReportBuilder report the functions such as "count" do not work in many cases because the number values are stored as text rather than numbers.

The summary information included in the ReportBuilder report is provided so that the types of manual calculations that can be completed using Excel functions are unnecessary.  In the event that a manual calculation is still required, you will need to convert the text values to numbers.  To do so, click the exclamation point mentioned above and select the corresponding option.

When filtering on a date be sure that the date is entered using mm/dd/yyyy format.  If a different format is used the report filter will not work properly.

If the add additional filters link is not displayed, it is an indication that you have reached the maximum number of filters for a given report - eight.  No additional filters can be added in such cases, and so the link is hidden.

When reports in AWARDS are not immediately displaying information updated in the same database login session, it can be indicative of a memory cache issue.  To get around this, press <CTRL+R> while viewing the report page, or click your browser's refresh icon.

Changing the sort order of an individual detail or summary table on the report page overrides any sorting for those tables specified in the report settings or in a saved report format.  However, the functionality is designed so that such changes do not impact the contents of the Excel file version of report data, nor are they saved when a report format is saved.  If it is necessary to sort the data in the Excel file, Excel has extensive sorting functionality for that purpose.

Yes.  The filters will work the same way no matter what is being shown in the report - values, codes, or a combination of the two.