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In this issue:
FootholdConnect Events
Highlights from the Project Pipeline
HIPAA / Security Notes - Optimizing AWARDS Security for Shared Devices
What's New in AWARDS
This Month in HMIS
Tip of the Month - Wait... Where Did it Go?
Foothold News & Blog
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
External Notifications
Soon we will be adding two new Internal Audit messages to the list of those that can be configured to send corresponding notifications to an external email system. With our November enhancements, users will now be able to set up external email notifications for AWARDS Help Desk Messages as well as MedAllies Direct Messages. External notifications will display the type of internal audit message along with a link to the message in AWARDS. For more details about External Email Functionality, click here.
FormBuilder Forms Auto-Schedule in Charting Timetable
We are excited to announce that by the end of the year, users will be able to automatically schedule charting events for FormBuilder forms placed on the Charting Timetable! This new feature will allow users to create initial and ongoing schedules for assessments and will be flexible enough to create different schedule intervals for the same assessment based on specific criteria. This will be done by using filters in the Demographics ReportBuilder. For example, if you have clients in a program with different funding sources (which will need to be documented under Certified Entitlements) and an assessment must be completed, you will be able to create different assessment schedules based on each funding source criteria. Stay tuned to future FootNotes for more information.
Progress Notes Electronic Signatures
Several months ago we announced our current efforts to enhance the Electronic Signatures feature in the Progress Notes module. We have been hard at work these past few months building out this tool and are excited to announce that we plan to release it before the end of the year. The newly enhanced Electronic Signatures in Progress Notes will be very similar to Electronic Signatures in the PlanBuilder tool, and will include the following features:
Options to configure default signature settings at both the database-wide level, or within note type selection options
Ability to configure unique signature settings for the different progress note types used in the database
Ability to configure different signature settings within progress note types, based on program types in the database
Full flexibility in determining the number of signatures available for notes, with options for staff, clients, or external signers
Configurable labels for signatures
Options for documenting signature refusals, or when staff are unavailable for signature
Ability to provide a note text box for signatures
Alert messages when notes are ready for signing
New reporting allowing for true quality assurance of note signing status
Ability to set up signing order workflow requirements
With the release of enhanced Progress Notes Electronic Signatures, users will have the ability to immediately begin configuring their new signature settings. While configuration work is ongoing, the old Progress Notes signature rules will remain in effect. Once users have completed new configuration setup and are ready to switch to the new Progress Notes Electronic Signatures, they will need to work with their Customer Success Division representative to make the switch. More details on the implementation process will be released when the feature is deployed. Stay tuned to future FootNotes for more information.
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Optimizing AWARDS Security for Shared Devices
The staff at many of our customer agencies use shared computers or other devices on a day-to-day basis. Sharing in this way, while often necessary and practical, can present some additional security challenges for staff who must be especially careful with regard to their AWARDS usage so as not to leave their database session open for others to access. If you're an administrator at an agency utilizing shared devices, we encourage you to optimize your AWARDS security and guide your staff in the following ways:
Have a reasonable timeout value in place - The AWARDS timeout value is what is used when determining whether a user should be automatically logged out of AWARDS based on inactivity. For instance, if the timeout value is set at 15 minutes, AWARDS will log a user out after he/she has been inactive in the system for that length of time (with inactivity in this context being the period of time in which the user is not actively typing or clicking buttons in the system). Your timeout value should be set at a level that meets the workflow requirements of your staff while still keeping the system safe should a user walk away from a shared computer without remembering to log out. To review and/or adjust your timeout value, go to Administration > System Setup > Business Rules > Set the Timeout Value. You can find instructions on the process in Online Help, here.
Get users in the habit of clicking log out - To allow for multi-tab usage of AWARDS, the system does not automatically log out users who "x" out of a browser tab to close it. Instead, AWARDS relies on the timeout value and/or a user actively logging out in order to end a session. As a result, users should be directed to log out of AWARDS each and every time they are done with their work and/or need to step away from their device/computer. To do so, they'll click their name from the right side of the AWARDS navigation bar, and then click Log Out. In addition to making this process part of user training, it's a great idea to send out periodic reminders to all of your users to help them get in the log out habit.
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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: 10/3/18
Administration Modules - New Menu Fly-Outs
As part of our ongoing series of improvements to the look and feel of AWARDS, we've been replacing standard module menu pages in AWARDS with menu fly-outs. The Administration modules now have new fly-out menus, completing the transition of the AWARDS Home screen. For more information on features contained in these modules and any relocation of items, please see the updated Where Do I Find... guide.
BillingBuilder - ACT Authorizations
Billing Authorizations are now available for the hard coded ACT billing type. The option to require authorizations for ACT billing is configured on the ACT billing type page for each payer. In the Prior Authorization Required field, check the procedures for which authorizations are required, and users will then be able to enter BillingBuilder Insurance Authorization records for those procedures.
BillingBuilder - New Authorization Option
There is a new option in Authorization data entry. In addition to counting authorizations by units or procedures, you will now have the option to enter an authorization that counts down one unit per invoice. This new setting applies to single and multi-line invoices. Specifically, a multi-line invoice will count down one authorization unit regardless of the number of procedures that are included in that invoice.
Electronic Signatures - Reset PIN
All users will now have the ability to reset their own Electronic Signature PIN. The RESET PIN button will display at the bottom of the Electronic Signatures page next to the UPDATE button. Users will not need a permission to reset their own PIN number. (As usual, to reset the PIN for another user, supervisors will still require a permission assigned by Foothold Technology.)
Face Sheet - Return to Previous Section
When working with sections of a client's face sheet, not all features returned the user to the previous section when returning to the face sheet. Specifically, features that have been updated to the new index style returned the user to the top of the face sheet, instead of the corresponding section. With this update, all sections on the face sheet will now return users to the corresponding section where they had been working.
FootholdConnect - Agency Created Announcements
In addition to the existing Agency Announcements area of FootholdConnect, users with the "Announcements Upload/Edit" permission can now create announcements that appear as a link on the left-hand menu on the Home screen, and as a pop-up message which displays upon logging in. To post announcements, click the Add/Edit Announcement link in FootholdConnect, located in the Home screen's left-hand menu bar, and then click Add New Announcement. The location of the announcement can be set using the new Type option, along with the new Display Type option (available if "Home Screen" is selected as the type). We ask that these announcements be reserved for important notices and try to limit the amount of time that the message is active to a week. You can reach out to the Help Desk for more information.
HMIS - HUD CoC Annual Performance Report (APR) Updates
In accordance with HUD guidelines, a few small changes have been made to the HUD CoC Annual Performance Report (APR). Q22c, Length of Time between Project Start Date and Residential Move-in Date, will now display for projects with HMIS Project Type of PH - Permanent Supportive Housing (and it no longer makes reference to RRH). The universe of clients included in this question will now include all active clients where the head of household had a move-in date in the report date range. Leavers who exited in the date range and never had a move-in date will also be included in the universe and counted in a new row. And, this table will now show 4 rows at the bottom:
Total (persons moved into housing) - the sum of the first 8 rows
Average length of time to housing - of clients who have moved into housing, this reports the average length of time between [project start date] and [housing move-in date]
Persons who were exited without move-in - the distinct counts of clients who exited without moving into housing (replaces the column for Data Not Collected)
Total persons
Additionally, Q25d and Q27a will have cells greyed out that are N/A.
Going along with these changes, the Legacy DQR Audit Message, a button previously available by permission on the HUD CoC Annual Performance Report (APR) settings page, has been rendered obsolete and is no longer available. The corresponding permission, "HMIS Data Quality Audit Message for Executive Users," has also been removed.
Progress Notes and the Daily Checklist - New Option to Prevent Future Start Times
Agencies will now have an option to prevent users from selecting a start time that is in the future when creating or updating a Progress Note or the Daily Checklist. This option - which is available upon request - results in the user receiving a "Future Start Time is not allowed" message if he/she tries to save a note after selecting a start time that is in the future. The user will then be redirected back to enter a valid time.
This new optional feature is set by program and must be turned on by Foothold Technology. If you are interested in having it turned on, please contact the Help Desk.
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Longitudinal Systems Analysis (LSA) Delays
HUD has delayed the release of the new LSA report in order to make some last-minute changes to the report. We've been told that they are expecting an early November release for this report.
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Tip of the Month - Wait... Where Did it Go?
You might see some buttons, links or messages previously in AWARDS that are no longer there. For almost the last year, we've been making improvements to the standard modules in AWARDS. Our Fly-Out Menus project was created with our users in mind; to provide cleaner and sleeker menus that are much easier to navigate. We released our first phase of fly-out menus for the Charts modules in December 2017, and our Census modules were released in April 2018.
This month, we've completed the final phase...the Administration modules! Now, you may have some questions like "What is this exciting new 'Builders & Tools' menu item?" or "Why don't I see those annoying messages telling me I need access?" or "Wait a sec, wasn't there a Credentialing button under Human Resources?"
We did move some features around, created a couple of new ones, and tried to clear the clutter, but the functionality remains the same. If you're wondering where a button went or why you don't see a report where you used to, don't worry. It's still there.
All of the changes are documented in the "Where Do I Find..." guide, which can be accessed here. And if you ever have any questions or concerns, feel free to reach out to the Help Desk.
We hope you'll like this new look and feel!
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Check out the latest in Foothold news and recent entries from the Foothold blog!
AWARDS Certification: Turing Super-Users into Experts for 10 Years
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