To enter or update a contacts log record, complete the following steps from the AWARDS Home screen:

1. Click the Program drop-down arrow in the upper-right corner of the page and select the program associated with the client for whom a contacts log record is to be entered or updated.
2. Click Charts from the left-hand menu, and then click Services - Individual.  The Individual Services fly-out menu is displayed.
3. Click Contacts Log.  The Contacts Log Data Entry page is displayed.

4. Click the Client drop-down arrow and select the client for whom the contacts log record is to be entered or updated.

  TIP: If the contact to be entered or updated is for a former (discharged) client, first click the Roster Archives checkbox.

5. If you have the "Surrogate Data Entry - Contacts Log" permission you will also see a Worker selection list on this page, with yourself selected by default.  If you will be working with contacts log records entered by another user (editing what they have entered or entering a new record on their behalf), select that user from the worker list at this time.
6. Click CONTINUE.  The Individual Contacts Log Editing Index page is displayed. 

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."

7. Click the Selected radio button next to the record to be updated, or next to "Add New" when entering a new contacts log record.

  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.

8. Click CONTINUE.  The Contacts Log Settings page is displayed.

9. Enter or make changes to the following contact information:

  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.

10. To enter or update a progress note for this contact, click the Check Here to Add/Edit Progress Note checkbox.

  NOTE: Progress notes added using this method are saved as "general chart notes."

11. Click CONTINUE.  If the progress note option was NOT selected, the contacts log record is saved, the updated Contacts Log Editing Index page is displayed, and the process of entering or updating a contacts log record is now complete.  The remaining steps do not apply.

If the progress note option WAS selected, the Progress Note Data Entry page is displayed. Continue with step 12.

12. If necessary, click the Service Type drop-down arrow and select a different service type for the progress note.
13. Click the Crisis? drop-down arrow and select "Routine" or "Crisis" to indicate the nature of the contact on which this note is reporting.
14. In the text box provided, make changes or additions to the progress note text as necessary.

WARNING! Deleting the progress note by deleting all text and saving the note also deletes the associated contacts log record.

15. If necessary, click the Sign Off Note checkbox.  When this option is selected, no note overwriting or edits are allowed after the note is saved.

  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.

16. Click SAVE NOTE.  The contacts log record and progress note are saved and the updated Individual Contacts Log Editing Index page is displayed.

The process of entering or updating a contacts log record and progress note is now complete.

  https://demodb.footholdtechnology.com/help/?10396