The following frequently asked questions provide details on the most commonly asked about pieces of the OASAS Reports 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.
The number of individual counseling sessions on the PAS-45 is determined by the count of progress notes and contacts log entries of at least 25 minutes, between the admission date and OASAS last treated/discharge date, and written by a counselor with a caseload in the program.
The number of group counseling sessions on the PAS-45 is determined by the count of group notes written by a counselor with a caseload in the program of at least 60 minutes in duration.
"Length of Complete Stay" displays for agencies set to use the optional Transfer functionality, and refers to the total length of stay for the client throughout all of the transfer records that are part of the program history in the row. This is a count of days from the (original) admission date to the (final) discharge date of the series. If there is no discharge date, the current date is used. "Length of Program Stay" calculates the days spent in each specific program that is part of the transfer record.
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
NOTE: 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
NOTE: 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.
The OASAS ReportBuilder is designed to show only one row per client. As the main source of data, it uses the client's earliest program history that matches the date range and participation criteria (if multiple program histories are found for that time frame). When running the report for one program, the data is limited to the selected program. When running the report for multiple programs, the client's earliest program episode is included and all other program episodes are disregarded. As a result, the numbers for any given program may vary when viewed together with other programs as opposed to when running the report for a single program on its own.
Total treatment visits on the PAS 45 counts the number of dates on which there were contacts log records and/or progress notes between the admission date and OASAS last treated/discharge date. Individual counseling sessions on the PAS 45 counts the number of contacts log records and progress notes with a duration of 25 minutes or more between the admission date and the OASAS last treated/discharge date. The Contacts Log Report includes all contacts that occurred for the client based on dates, options, and filters set for the report. If the Contacts Log Report is not set to count services in the same way the PAS 45 does, the service count will not match.
Admission numbers between these two ReportBuilders will be the same if the "Unduplicated Client Count" option IS CHECKED; however, the behind-the-scenes logic for determining admission count when that option is NOT selected are different, so the admission numbers may be different for each as a result. Specifically:
In the Demographics ReportBuilder - Each individual program episode is counted. If the client was in the program twice during the report date range there will be a separate report row for each episode.
In the OASAS ReportBuilder - Each row of the report represents one client and his/her earliest program episode. If there is more than one program episode for the same client, only one is displayed.
The OASAS Data File only includes programs set up to use the Include in Data File option under System Setup > Agency Program Information > Add/Edit Entire Program > Optional Settings tab. If you are expecting an OASAS program to be included in the Data File and it is not, please check to make sure that the Include in Data File option is checked.