To enter or update a contacts log record, complete the following steps from the AWARDS Home screen:
TIP: If the contact to be entered or updated is for a former (discharged) client, first click the Roster Archives checkbox.
This page contains a list of all existing contacts log records for the selected client that have dates within the editing window date range shown at the top of the page.
NOTE: The Note Attached column on this page displays "Yes" for contacts log records in the index that have corresponding progress notes. Otherwise, this column displays "No."
NOTE: A solid bullet next to a record indicates one or more of the following:
That you are not the individual who recorded the contact. Only the user who entered the record or another user with the "Surrogate Data Entry - Contacts Log" permission can edit it.
That the record falls outside of the editing window and the backdating data entry permission may be required to edit it.
That the record has been locked and cannot be opened for updating. If necessary, this type of record can be unlocked by users with the "Unlock Contact Log" permission, at which point it can be selected for editing as needed. (For more information, please refer to the Contacts Log Frequently Asked Questions.)
NOTE: A lock and key icon next to a record indicates that the progress note associated with that contact has been electronically signed, preventing further edits. Such records cannot be unlocked and cannot be selected for updating.
NOTE: There are two contacts log record formats - simple and detailed. The format your agency has chosen to use affects which of the contacts log fields and options are available to you on the Contacts Log Settings page. Please disregard instructions for those fields and options listed here that are not included in your contacts log format.
Date - Click the drop-down arrow and select the date on which contact with the consumer occurred. The default value is today's date.
Duration - Click the drop-down arrows and select the length of the contact. The default value is 15 minutes for day programs, and 30 minutes for housing programs.
Contact Time - Click the drop-down arrows and select the length of in person contact time, if applicable. The default value is 15 minutes for day programs, and 30 minutes for housing programs.
Face to Face - Click a radio button to indicate whether contact with the consumer was face to face (in person). Available options are "Yes" and "No."
Service Type - Click the drop-down arrow and select the type of service that was provided during the contact.
Indirect Time - Click the drop-down arrows and select the length of indirect contact time, if applicable. The default value is no time.
Contact Location - Click the drop-down arrow and select the location of the contact. The default value is "This program site."
NOTE: This is an optional setting, not automatically available in all AWARDS databases. If configured, this list is shared with contacts log records, group notes, and progress notes, and is configurable by the agency. For more information, please see the Service Contacts - Implementation Request Form.
Contact Method - Click the drop-down arrow and select the method of the contact. The default value is "In Person."
Attempted/Actual Contact - If "In Person" or "Phone Call" is selected as the contact method, click the "Actual Contact" or "Attempted Contact" radio button to indicate whether the contact was actual or attempted.
NOTE: Progress notes added using this method are saved as "general chart notes."
If the progress note option WAS selected, the Progress Note Data Entry page is displayed. Continue with step 12.
WARNING! Deleting the progress note by deleting all text and saving the note also deletes the associated contacts log record.
NOTE: This option is only available when the "No Automatic Sign Off" option is selected in the System Setup module, Business Rules, Service Records Editing Rules feature.
The process of entering or updating a contacts log record and progress note is now complete.