The following frequently asked questions provide details on the most commonly asked about pieces of the Nightly Absences feature. 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.
Yes. Using the Audit Trail ReportBuilder users can see a record of when data entry and report viewing was done and by whom. The audit content for nightly absences data entry will reflect the worker, consumer, program, and month for which data entry was done, along with the date and time of that data entry. (Note that all data entry activity is captured, regardless of whether any actual data changes were made prior to the Nightly Absences update button being clicked.) Similar content is also recorded for report viewing.
NOTE: Only data entry and report viewing done on or after October 1st, 2015 is captured in the audit trail. Nightly absences activity from prior to that time is not reflected there.
Yes, the default list of codes can be adjusted for all programs or by program type.
To make adjustments to the default codes list, complete the following steps from the AWARDS Home screen:
IMPORTANT! Existing values should NOT be deleted from this list; doing so can have unexpected results in existing Nightly Absences records, as well as within the BillingBuilder.
The complete list of statuses by program type.
A list of which statuses should be considered "Present," and of those which should be the default for nightly absences data entry.
A list of those statuses that should be considered "Hospital," and of those which should be the default for nightly absences data entry when there is a hospitalization record present.
The requested configuration will be put into place, and you will be notified when changes are complete.
If your agency uses the BillingBuilder, nightly absences records become locked once an invoice has been generated for them; as a result, no edits can be made to those records. If it's necessary to unlock a specific record so that corrections can be made, all related batches must be deleted, keeping in mind that the invoice could potentially be attached to more than one.
If a multi-day hospitalization episode has been entered for a consumer for the month and year selected during nightly absences data entry, the dates on which the consumer was in the hospital overnight automatically populate with "A/H" on the absences calendar If that information is incorrect, you cannot change the code on the nightly absences record; instead, you will need to make the change to the consumer's hospitalization record itself. The nightly absences record will then be automatically updated to reflect that change.
If a multi-day hospitalization episode has been entered for a consumer for the month and year selected during nightly absences data entry, the dates on which the consumer was in the hospital overnight automatically populate with "A/H" on the absences calendar (A "merged with hospitalization episodes data" message is displayed on the bottom of the page in these instances to help you identify the reason for the "A/H" values.)
For example, if a consumer was admitted to the hospital on 4/1/16 and discharged on 4/3/16 and that hospitalization was recorded in AWARDS, both 4/1 and 4/2 would be populated with "A/H" on the nightly absences calendar for that consumer, while 4/3 would default to "P." If the consumer was admitted to and discharged from the hospital on the same day, that date would also default to "P" because there was not an overnight hospital stay.
The Nightly Absences feature is an optional database enhancement, and is not turned on by default. If you do not see the Nightly Absences feature in the Housing menu fly-out and would like it to be turned on in your AWARDS database, please contact the Help Desk for assistance.