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In this issue:
FootholdConnect Events
Highlights from the Project Pipeline
What's New in AWARDS
This Month in HMIS
Tip of the Month - Make It Personal - Create Your Own Customized Online Help Library Right in Your Browser!
For more information on upcoming FootholdConnect events, please go to FootholdConnect on the AWARDS Home screen's navigation bar, or visit the Upcoming Events page of the Foothold Technology web site. And don't forget... If you've missed any recent FootholdConnect events, you can access the recordings for those in Online Help here!
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Highlights from the Project Pipeline
AWARDS eMAR
We are excited to announce our new partnership with CaraSolva - a leading provider of Electronic Medication Administration Record (eMAR) software. We are currently working with the CaraSolva team on an integration project that will give Foothold customers the ability to utilize their MedSupport eMAR tool from within AWARDS. We anticipate being able to offer this add-on feature during the first quarter of 2019. Stay tuned to FootNotes for more details and updates!
HMIS Bed/Unit Inventory
A new feature will be added to System Setup later this year to allow you to track housing inventory changes. This will allow projects that do not use the Residence Units feature to still report information in the inventory.csv file used by the Housing Inventory Chart and Longitudinal Survey Analysis (LSA) Report. We expect this module to be available later this year.
Household Changes
Later this year we will be deploying a project that will make it possible to create separate households for individual program stays and denote different people as the head of household for each program episode.
Medications Update
As we continue to enhance the look and feel of AWARDS, work on moving the Medications module to the new index style is currently underway. Existing medication data will be carried over to the new index for all agencies. More information on this update will be communicated in the first quarter of 2019.
New York State OPWDD CCO Update
Earlier this year we announced that we had begun working with Medisked - the vendor charged with managing the data warehouse for the OPWDD Care Coordination efforts - to ensure that a data exchange between AWARDS and Medisked will be available. We are happy to report that we have established connectivity and are now testing their various interfaces. The first phase of connection with Medisked will focus on the bi-directional exchange of enrollments, to be followed by the Life Plan data and then daily services documentation. We anticipate being able to roll out initial connection functionality to our customers during the first quarter of 2019.
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As we have done in previous months, we are continuing to make available a new set of useful features and functions to users of AWARDS. As always, this round of upgrades is provided free of charge to all AWARDS users and is described below. If you have any questions, please feel free to reach out to the Help Desk. We hope these enhancements improve the way you use AWARDS and provide services!
Deployment Date: 11/7/18
BillingBuilder - New Billing Procedure Data Override Options
Three new procedure override options have been added to allow for more flexibility in reporting claim data:
Locator Code - Used to report a default locator code in the 837I claim file for a configured procedure.
Service Facility NPI - Used to report a default service facility NPI in the 837 claim file as well as the HCFA-1500 for a configured procedure.
Default Place of Service Code/Uniform Bill Type Code - Used to report a default POS Code (837P) / uniform bill type code (837I) for a configured procedure.
BillingBuilder - Test File checkbox Change
When the Test File checkbox is clicked on the BillingBuilder's Create Insurance Claims page, the Batch Number drop-down no longer shows unposted batches (though it will still insert a test indicator in the 837 file that is created (ISA15)). To create a test 837 file, the batch must first be posted to A/R under Post Billings to A/R. Once the "test" 837 file is created, the batch can be unposted under Create Insurance Claims by selecting the batch from the Batch Number drop-down and clicking the UNPOST BATCH button.
Client Search Results - Clickable / Sortable Column Headers
The Client Search results table now has clickable column headers. Click a header to sort the results using that column.
FormBuilder - Charting Event Auto-Schedule Feature
Agencies now have the option to set up automatic schedules for FormBuilder forms located on the Charting Timetable! This new feature allows users to create initial and ongoing schedules for assessments based on intake or admission date, discharge date, the chart event's due date or done date, and when the first electronic signature is signed on the form. Setting up automatic schedules is done using the FormBuilder feature. Users must have FormBuilder access in order to create schedules.
This new feature is also flexible enough to create different schedule intervals for the same assessment based on specific criteria. This can be done using filters created for saved report formats in the Demographics ReportBuilder. For example, if clients under the age of 18 require an assessment be completed every 6 months, and clients over the age of 18 require the same assessment be completed every 12 months, the assessment will automatically be scheduled for the correct interval based on the client's age, which is specified using filters in a Demographics ReportBuilder saved report format.
For instructions on setting up automatic schedules for FormBuilder forms, click here.
FormBuilder - Computation Fields Rounding Option Expanded
Computation fields in FormBuilder have the ability to determine if they should be rounded to the nearest whole number or should remain a decimal. The Round to whole number option was originally available only when using the Quotient option, but has been expanded to include Difference, Product, and Sum. When working with a computed field type, if Difference, Product, Quotient, or Sum is selected you will now see a Round to whole number checkbox on the Computed Fields Setup page. If this selection is not checked, the number will round to two places after the decimal point.
Group Notes and the Supportive Services Checklist - Option to Prevent Future Start Times Expanded
Agencies now have the option to prevent users from selecting a start time that is in the future when creating or updating group notes and supportive services checklists, located in the Services - Group and Services - Individual modules, respectively. This option - which is available upon request - results in the user receiving a "Future Start Time is not allowed" message if they try to save a note after selecting a start time that is in the future. The user will then be redirected to enter a valid time.
This is an optional feature that is turned on by request, and is not automatically available in all databases. Contact the Help Desk to make this feature available in your AWARDS database.
Help Desk Messages - External Notifications for Help Desk Messages
A new external email notification option has been added for Help Desk Message Notifications. Users who are members of their Local Help Desk and have both the Receive External Notifications exception override permission and the new Help Desk Message Notification internal audit permission will be able to receive external email notifications when a message is sent to their local Help desk, when another user responds to their local Help Desk message, and when the Foothold Help Desk replies to their message. This option must also be configured under User Settings > Notifications. As with other external notification messages, the user will have to log in to AWARDS after clicking the message link to view its full content.
HMIS - CSV 6.12
The CSV format used in HMIS Exports and Imports has been changed to version 6.12. This new version is very similar to version 6.11 but has been expanded to cover the updated list of Funding Sources. Most users will not notice any difference between 6.11 and 6.12 and imports will be supported in either version.
HMIS - Longitudinal Survey Analysis Report (LSA)
The Annual Homeless Assessment Report (AHAR) has been replaced with a new report called the Longitudinal Systems Analysis (LSA) Report. This new report comes in the format of a single zipped Export file that is uploaded into HUD's new HUD Exchange 2.0 website, https://hudhdx2.info. It can be run for an entire CoC or a subset of projects within a CoC. The export file that is generated can be uploaded into hudhdx2.info and then a report will be generated.
Permissions - New Granular Entitlements Data Entry Permissions
Agencies now have the option to specify which entitlement types users should be able to add or edit data for with the creation of two new data entry/access permissions.
IMPORTANT! The two new entitlements permissions replace the single Entitlements Data Entry data entry/access permission that existed previously. Users who previously had this permission set automatically inherited both of the new permissions on November 7th 2018.
Entitlements Data Entry - Income-Generating / Miscellaneous / Bank Accounts / Income Adjustments - Users with this permission can use the Entitlements module Certified Entitlements feature to perform client entitlements data entry for the entitlements: "Income-Generating," "Miscellaneous Entitlements / Eligibilities / Subsidies," "Bank Account Information," and "Income Adjustments."
Entitlements Data Entry - Insurance Eligibility / Authorizations - Users with this permission can use the Entitlements module Certified Entitlements feature to perform client entitlements data entry for the entitlements: "Insurance / Subsidized Payments Information," "Non BillingBuilder Insurance Authorizations," and "BillingBuilder Insurance Authorizations."
Permissions - New Optional Permission to Restrict Charting Event Due Date Data Entry
A new Restrict Charting Event Due Date Data Entry data entry/access permission allows agencies to specify which users can enter due dates for charting events. When this permission is set, due dates for existing charting events will appear in read-only and will not be editable. Users can still enter new charting events with due dates; however, once they update the page and return to data entry, the due date for that record will be read-only.
This is an optional permission that is turned on by request, and is not automatically available in all databases. Contact the Help Desk to make this permission available in your AWARDS database.
PlanBuilder - Mapping (BETA)
New enhancements to the PlanBuilder feature allow agencies to map Plans and Reviews data to the C-CDA (Consolidated Clinical Document Architecture). This is important for all agencies connected to a RHIO or HIE via the AWARDS Interoperability Center. Most RHIOs and HIEs are now expecting participating partners to share care plan data as part of the data exchange. This new enhancement allows agencies to go above and beyond the requirement, customizing which fields from the Plans and Reviews are mapped to the required care plan fields in the C-CDA. This feature is currently only being offered as a beta test, and it requires use of the PlanBuilder feature. If you are interested in learning more about this option, please reach out to your Foothold Customer Success representative.
Tasks - New Feature!
We are excited to announce that a new Tasks feature is now available in the Medical module. This feature can be used for documenting tasks that a client is expected to complete; for example, applying lotion to dry skin, brushing teeth, etc. The fields contained on these records are:
Task Name
Start and End Date
Instruction
Reason
Frequency (i.e., 1 x per day)
Scheduled Time (multiple times can be entered)
This new feature also comes with a related Tasks ReportBuilder, Face Sheet section, FormBuilder dynamic section and PlanBuilder dynamic section.
The Tasks feature can be turned on for agencies at the program type level. If you'd like to begin tracking client tasks, please contact the Help Desk. When submitting your request, please include which program types it should be available for, and if the corresponding Face Sheet section should be turned on as well.
Online Help - Updated Recordings for Program History Corrections and FormBuilder
Whether you are a new user or want a refresher, these updated recordings in AWARDS Online Help are designed to help you get the most out of these powerful features in AWARDS:
Click here for Program History Corrections
Click here for FormBuilder
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The Longitudinal Systems Analysis (LSA) Report has now been released and CoCs can start looking at their data in HUDHDX 2.0. Before you attempt running the LSA report we strongly encourage you to make sure your projects are set up correctly and that all settings under System Setup > Agency Program Information and Residence Units have been verified. The bed/unit inventory information will be particularly important because it is used in the LSA report to calculate the HMIS Participation Rate and the Housing Utilization Rate. HMIS system administrators were instructed by HUD to make sure that ALL projects in their CoCs are accurately represented in HMIS. Projects that are not participating in HMIS should have their beds and units marked with Participates in HMIS = "No" in the Residence Units feature.
We are working on a new Bed/Unit Inventory module that will make it easier to capture inventory information, and make it possible for uploaded/imported projects to capture inventory information. This new module will not be available in time for your draft submission, but we are working to get it released before your final submission needs to be confirmed. HUD has acknowledged that this first submission of the LSA report will undoubtedly have problems, and they are still working out some bugs with the HDX 2.0 website, but they still want communities to at least submit something so that we will know what needs to be cleaned up moving forward.
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You can bookmark frequently used AWARDS Online Help pages in your browser for easy access, even when you're not logged into AWARDS. This is a helpful shortcut for staff who regularly work within the same AWARDS modules and features, such as intake and admission, discharge, billing, and operations, to name a few. By using your browser's bookmark feature, you can create a library of Online Help pages most relevant to your work. And since you don't have to be logged into AWARDS to access these pages, getting to them is even faster.
To create a bookmark that will take you directly to a specific page of Online Help that you refer to frequently, start by navigating to that portion of Online Help. Next, scroll down to the bottom of the page and copy the URL found there; for example:
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Paste that URL into your browser, press <ENTER>, and then create your bookmark. (Note that the default name for the bookmark in these cases will be "AWARDS Online Help," so we recommend changing the label to something that will help you remember what it's pointing to.) To keep all of your Online Help pages organized in one place, you may even want to create a bookmarks folder, like this one:
Bonus Tip! The URL at the bottom of each Online Help page is also a handy way to direct colleagues to a specific section of Help if you'd like to share the information found there. It can be copied and pasted into an AWARDS Message or email or linked to a document.
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https://demodb.footholdtechnology.com/help/?12235
