The following frequently asked questions provide details on the most commonly asked about pieces of the Program History Corrections feature. Click a question from the topic lists here to navigate directly to the corresponding answer, or scroll through the full list of questions and answers below.
Yes, if one of the programs is a Permanent Housing program and the program is using the Housing Move In Date field(s). The question, Has the Client Been Placed into Permanent Housing? must be set to "No" (on the admission form or in the HMIS Info Update portion of the client's face sheet), and the Housing Move In Date must be blank. In residential projects where the Housing Move in Date field is present, clients will not be assigned to a bed/apartment until the leading question, Has the client been placed into Permanent Housing, is set to "Yes." Once a client has been assigned a residence unit then this section will become read only and corrections can only be made using Program History Corrections. This allows Permanent Housing projects to admit clients as soon as they are accepted by a program, even if an apartment or unit is not yet available. "
No, the Program History Corrections tool only allows users to edit or undo discharges that have already been processed within the Discharge module. If a client is currently enrolled in a program, the Discharge date field for that program stay is shown in read-only mode on the Program History Corrections page. All discharges must be processed through the Discharge module. If there is a situation that does not allow for a user to be discharged via the Discharge module, please contact the Foothold Help Desk for assistance.
If there is a series of incorrect residence history records that impact multiple clients (for example, A was recorded as being in B's bed, B was recorded as being in C's bed, and C was recorded as being in A's bed), it might be necessary to create one or more temporary units (using the process detailed here) to move a client into to free up a bed. Then, through a series of corrections that move the clients into the available open beds, each program history correction can be completed. (For instance, using the example above you could start by moving A into the temporary bed, correct B's record, correct C's record, and then correct A's record.) As a final step, the temporary bed would then need to be given a Last Available Date that is equal to its First Available Date in order to delete it.
TIP: It may be helpful to think of this type of clean-up as a series of dominoes or a game of musical chairs - moving the clients into the one available bed until everyone is corrected.
When deleting a client by removing all of their program histories in Program History Corrections, a pop-up confirmation message displays before changes are saved. This pop-up contains a Retain deleted client as a household member checkbox. Check this box before clicking Delete to remove the program histories for the client while retaining him/her as a global household member if he/she is assigned to a global household within the agency/database.
Discharged clients can be deleted from AWARDS in the same manner as active clients - by removing all program histories on the client's record using the Program History Corrections tool. Click here for more information.
When a client is deleted from the system, that activity is recorded in the audit trail, which can later be used to determine who deleted the client and when.
Once a client's records have been deleted using the Program History Corrections tool, they CANNOT be restored. For this reason, it is recommended that access to the tool be limited to two users per agency, and that it be used with extreme caution.
These requests should be sent to the Foothold Help Desk with explicit instructions to leave the intake or "pending" record in place. Note that notes or plans entered after the admission date may be lost when the admission is reversed.
The Agency Housing History table that displays at the bottom of the Program History Corrections page represents move in and move out dates of a client's overall residential history within the agency. Typically, the dates in this table correspond to any admission and discharge dates that a client has within a residential program; however, there are exceptions. For example, if a client is discharged from one residential program to another residential program via the Discharge module, there would only be one Agency Housing History item containing the move in date of the first program's admission date, since there was no break in residential service for the client. Some Agency Housing History dates may not exactly correspond to program admission dates for other reasons, but as long as the move in date is on or before the program admission date no corrections are needed. The Agency Housing History table does not apply to non-residential programs and will have no correlation to those types of program records.
When members of the same household program enrollment have program histories that do not overlap, AWARDS will split the household program enrollment into two separate enrollments with two different Household Program Enrollment IDs. The household member with the earlier program enrollment admission date will retain the existing Household Program Enrollment ID, and the client with the later admission date will be assigned a new Household Program Enrollment ID.
No. Charting timetable events, including service plans, are not automatically rescheduled when a discharge is undone; they must be manually scheduled.
No. Undoing a discharge for the primary client does not automatically remove household member discharge dates on the household program enrollment form (or any other discharge information). That information must be manually removed.
If a client has been transferred using the Client Transfer feature and edits need to be made to the program history, the Transfers feature should be utilized to make that change, not Program History Corrections. In the example shown, the client was transferred from Outpatient SA Clinic One to the Outpatient SA Clinic Two program. While Program History Corrections can be used to update the admission date into Outpatient SA Clinic One, it cannot be used to update dates that correspond to the transfer.
Any program histories displayed with a lock and key icon next to them are locked (and displayed in read-only mode) because the corresponding discharge record has been electronically signed. In such cases changes cannot be made to the program history information (including corresponding bed history, when applicable) unless the electronic signatures are removed from that record. For more information see the Removing Electronic Signatures - Instruction Sheet.
If a client is discharged from one residential program directly into another residential program via the Discharge module, the admission record into the new program will not have an intake date displayed. This will not prevent you from saving changes on the Program History Corrections page, since the Intake date is not a required field.
If a program history appears in report mode on the Program History Corrections page, any changes to that particular history must be made by the Foothold Help Desk. In these cases there is a coding change behind the scenes that must be made along with any program history edits.
Though you see a client's complete program history on the Client Search Results page, the Program History Corrections page only displays those programs to which you have chart access permission.