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In this issue:
FootholdConnect Events
What's New in AWARDS
This Month in HMIS
Tip of the Month - Using the Agency Programs ReportBuilder > Programs By Program Type
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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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: 9/5/18
Agency Status Report - Enhancements
In order to streamline the Agency Status Report (found in multi-agency databases), the format of this report is changing to remove the pagination that previously existed that required users to tab through to view the report of different programs and different agencies. Now, all of the information will display on one page with Excel links at the top for agency information, user information, and program information. In addition, a new Send to Messages button will be available allowing the user to send a copy of the report to messages instead of waiting while the report completes.
Audit Trail - Additions and Enhancements
The following information and actions have been added to the audit trail records available using the Audit Trail ReportBuilder:
FormBuilder Forms Set to Display on Fly-out Menus - When a FormBuilder form set to display on a fly-out menu is created or edited for a client, the Audit Trail ReportBuilder will display the client information, program name, form name, and indicate if the form was created or edited.
Admission Date Changes - When editing an Admission Date via the Intake/Admission module, the results will now display in the Audit Trail ReportBuilder. This includes the client and program name as well as the old and new date values.
User Group Updates for the Local CoC - When updating user groups for the Local CoC administration properties, the following changes will be recorded in the Audit Trail ReportBuilder: module name, data entry, user making the changes, the worker's profile being updated, and the old and new values.
Staff Trainings Information - New staff trainings that are scheduled now display with the new label “Staff Training Session” in the Audit Trail ReportBuilder.
Household Changes - The following changes made to a Household will now be recorded in the Audit Trail ReportBuilder: adding new members to a household, editing existing household members' new and old values, and deleting members from the household.
BillingBuilder Actions - The following BillingBuilder actions have been added to the audit trail:
- Program Billing Groups - Adding, updating, and deleting billing groups
- Program Billing Info - Adding, updating, and deleting records
- Billing Rates - Adding, updating, and deleting rates
- Post Billings to A/R - Posting of a new batch, unposting an existing batch
- Create Insurance Claims - Creation of a claim file from a posted batch.
- Remittances/Responses - Creating, updating, and deleting remittance worksheets.
BillingBuilder - New Progress Note Data Field Procedure Option
To allow for more flexibility in setting up a payers billing procedure requirements, the newly released progress notes Ratio option (announced in August 2018 New Features) has been added to the second screen of procedure configuration. Because this new option is a drop-down that has a configurable label and contents, it can be used in many different ways based on the agency's needs.
Please note, this new option must be turned on and set up by the Foothold Help Desk. Also, it can only be used for procedures that have a Billable Documentation Type of "Services - Progress Notes/Contacts Logs/Group Notes" selected.
Contacts - New Format
The Medical > Contacts feature now has a new look as we continue to develop the new navigation and usability of AWARDS. Changes to the feature include:
Program and Client drop-downs - New Program and Client drop-downs have been added to the index page, allowing users to make these selections right on the index. Once a client is selected, the index will refresh and display records for that individual. These drop-downs will be in read-only mode while data entry is occurring within a record (either editing or creating a new record). Users now have the ability to select Archives on the index page to display a list of discharged clients.
Action icons moved - The Edit, View, Delete, and Add New icons have been moved to an action bar that appears above the index. Radio buttons appear next to each contact record to allow users to select which record they would like to take action on. Clicking on an individual record from the index will also open the record in data entry/edit mode.
Search field added - A new Search field also appears on the action bar, which allows users to quickly search the contents of the index. A Filter By drop-down list compliments the Search field, allowing users to search the contents of "All Columns" (the default) or a specific column.
"Show Records" display options - By default the index displays all current contacts for the selected client (meaning an end date is not entered or it is in the future). To expand or limit the display, use the selection options under "Show Records" in the left-hand menu. Available options are: All and Current.
Link to ReportBuilder added - A link to the Contacts ReportBuilder has been added to the left-hand menu bar.
Other updates to the design include improved navigation tools, such as clickable breadcrumbs at the top of the page, an action bar on data entry pages, and improved index pagination.
ExportBuilders - One Field Multiple Times Enhancement
Previously ExportBuilders only allowed placeholder fields to be added to an export file. Now a new selection list has been added when Add New Field is clicked. From that list users will be able to choose to add either an AWARDS Data Field or a Placeholder Field. When Data Field is selected a drop-down list of available AWARDS fields is made available for the user to choose from.
HMIS - Agency Program Information Changes
The System Setup > Agency Program Information > Add/Edit Entire Program feature now includes an HMIS Site Information tab for HMIS projects. Projects located in multiple CoCs are now required to fill out Site Information for each CoC. This information is particularly important for the LSA report. This section includes the site's main address, GeoCode, and Geography Type for each Continuum of Care that a project is located in.
Geography Type is a field (previously found on the HMIS Info tab) that auto-calculates as "Rural," "Suburban," "Urban," or "Undetermined" based on the Project Zip Code that is entered for each site. Please double-check that the Project Zip Code is correct for every project, and that the Site Information has been updated for projects located in multiple CoCs.
In addition to these changes, the Agency Programs ReportBuilder has also been updated to provide a new option to Display One Row Per CoC which allows you to report out on the information for each site separately. When the report is run by the previously existing one row per Program or Funding Source options, the site information fields will become comma-delimited fields that show all of the site information together.
HMIS - Data Quality Report CoC Filter
A new Continuum of Care (CoC) filter has been added to the HMIS Data Quality Report. This filter will be particularly important in HMIS databases located in more than one CoC when they are trying to evaluate a single CoC. This is a required step when submitting the System Performance Measures report. Programs that are located in more than one CoC can use the CoC filter to have the report run for only those clients who have a Client Location at admission equal to the CoC that has been selected.
HMIS - Longitudinal Systems Analysis (LSA) Report - Coming Soon!
The Annual Homeless Assessment Report (AHAR) is going to be replaced with a new report called the Longitudinal Systems Analysis (LSA) report. This new report will come in the format of a single zipped Export file that is uploaded into HUD's new HUD Exchange 2.0 website, https://hudhdx2.info/. This report 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. Please note that HUD has informed us that additional changes need to be made to the report, so it will be released in a few weeks after we learn what changes needed to be made. Continuums of Care will be responsible for running this report and submitting data annually starting this October.
HMIS - PATH ARS Updates
To help facilitate accurate data submission to PDX, SAMHSA has required the PATH ARS be available in a single zip file containing five CSV files. When running the 2018 PATH ARS, you will see a new hyperlink displayed at the bottom of the report. This link - CSV Export File - will produce the zip file containing the report contents for uploads to PDX, effective for reports submitted after 10/1/18 and ongoing.
Intake/Admission - New Entering Entitlements Feature
After completing the intake or admission process, users will now have the option to display a page that allows them to assign entitlements to the client's records without having to navigate to the Entitlements module Certified Entitlements feature or Face Sheet. This option must be opted into by agencies, and is turned on at the program type level. Agencies can also select which specific entitlements can be assigned during this process.
For example, if you want to allow users to enter in Medicaid and Medicare numbers at the point of intake/admission, you can opt to have these display during the intake or admission process. All additional entitlements can be entered through the Entitlements module Certified Entitlements feature or Face Sheet.
Note, when this option is turned on any user who has the ability to process an intake, room reservation, or admission will be able to enter entitlements information, regardless if they have one or both of the "Entitlements Data Entry" data entry/access permissions required for full Certified Entitlements data entry.
Th new Entitlements Assignment at Intake/Admission feature can be turned on for programs using both a single-step and multi-step intake/admission process. If you are using the Process Intake or Room Reservation feature, the intake/admission entitlements page will display both at intake and again at admission. For more information about this option, click here. The request forms found at the bottom of the page can be used to have this feature turned on for your agency and to configure it to meet your needs.
Procedures - Updated Checklist
The default Medical > Procedures checklist in AWARDS was implemented to assist users with data entry for the 2014 Edition in AWARDS. To make sure users are not missing out on the new procedures needed by the 2015 Edition, and to remove unnecessary ones, we're updating the Procedures checklist in every AWARDS database. We verified that every agency was using a version of the default list so we don't think this change will negatively impact your current workflow. The new procedures list includes the following procedures:
Psychiatric interview and evaluation
Mental health care assessment
Documentation of current medications
Encourage patient to exercise
Education about prescribed diet
Education about smoking cessation
Counseling for depression
Substance use prevention
If you would like to customize this list in any way, please submit a request to the Foothold Help Desk and be sure to include the name of the procedure and the associated SNOMED-CT code.
ReportBuilders - Enhancements
As part of our ongoing efforts to make the ReportBuilders across AWARDS more comprehensive and user-friendly, we've made the following enhancements:
Charting Events ReportBuilder - Plans and Reviews now included! - Plans and Reviews have been added to this ReportBuilder along with a Done Date data variable.
E-Signable Records ReportBuilder - New! - The E-Signable Records ReportBuilder has been added to the Reports module. This ReportBuilder is used to generate customized reports of records and forms that are available for electronic signatures and those records that have already been e-signed. This report allows you to pull in all of the records that have the ability to be e-signed all in one report! You will be able to audit your documents and compare the number of available signatures on each record to the number actually signed. The report can be run by record or by signature line.
Permissions - Additions / Changes
Two new permissions have been added to System Setup > Permissions Maintenance to allow for finer control over user access to the Fiscal module. The new Display BillingBuilder Button and Display Services Funding Sources Button data entry/access permissions will now be available in the Permissions Maintenance feature for agencies that are currently using BillingBuilder or Funding Sources functionality. Staff that currently have access to BillingBuilder and Services Funding Sources along with members of the Fiscal Staff and/or Executive Officer user groups will automatically have these permissions enabled.
Additionally, default user group access to the Agency Program Information feature has been removed, and only users who have been granted the Agency Program Information exception override permission will have access to this feature. Staff that currently have access to the System Setup Menu will automatically have this permission enabled.
We recommend that agencies review these permissions after the update in case any additional changes to grant or restrict access to any of the listed permissions are needed.
Reports Module - New Default Search Filter
When searching for terms within the Reports module, the default Filter By setting will now be "Name" instead of "All Columns" as it was previously. This update, made based on user feedback, will help narrow search results more efficiently when searching for a report whose name is known.
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This October there are no data standards changes coming, but that doesn't mean nothing is changing. The biggest change is how your data is being used. The Annual Homeless Assessment Report (AHAR) is being replaced with a new report called the Longitudinal Systems Analysis (LSA) which will look at HMIS data in brand new ways. A beta version of this report will be released later this month for testing purposes, and CoCs will be required to submit this new report annually starting in October. The new LSA report is so big that HUD decided it would be impossible to display the report on screen within an HMIS system and instead has asked vendors to produce a series of CSV files that will be uploaded to a new website called HDX 2.0 (www.hudhdx2.info). You will need to register on the HDX 2.0 website in order to upload the CSV filesets and view the resulting report.
In addition to the new LSA report, there are some minor changes coming to the PATH ARS, HUD APR, and the HMIS Data Quality Report. The PATH ARS now features a new CSV fileset that can be imported into SAMHSA's PDX website starting in October. The APR has a few minor changes that will be announced next month. The changes to the HMIS Data Quality Report, which you can read about above, were implemented to make it easier to submit your System Performance Measures data quality section, and to give greater flexibility to Local CoC Admin users.
We will be making additional enhancements to the system over the coming months, including releasing a new "Client Level System Use Report." One major change will be in the way AWARDS tracks household information. A project is in development now to make it possible for different program episodes to have completely different household compositions when necessary. This last change will make it possible for us to continue work on our Delta Refresh project slated for the fall. Be sure to read future editions of FootNotes for more information.
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Tip of the Month - Using the Agency Programs ReportBuilder > Programs By Program Type
Have you ever written in to the AWARDS Help Desk to request that a service type be added, relabel a progress note type, add a charting timetable event, or configure a service plan schedule? These are changes that the Foothold Help Desk can make for you, but there's one thing to consider; these types of configurations are made at the program type level, rather than at the individual program level.
There's a great tool you can use in AWARDS that will help you determine which program types should be configured: the Agency Programs ReportBuilder!
The Agency Programs ReportBuilder allows you to create customized reports of program setup and administration information, including which programs belong to which program types. Once you've determined which program type(s) you want configured, simply send that list to the Foothold Help Desk, along with the changes you want, and we'll be happy to assist you.
The Agency Programs ReportBuilder is also an excellent resource for determining the type of intake form a program uses (single-step or multi-step), if HMIS Data Elements are turned on, a program's funding sources, assigned program directors/deputy directors, and much more. Users also have the option to include information about discontinued programs in the report. We've made it even faster and easier to access by creating a saved report format labeled Programs By Program Type, so it's already there for you when you need it.
For more information about the Agency Programs ReportBuilder, click here.
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Check out the latest in Foothold news and recent entries from the Foothold blog!
Foothold Partner ANCOR Shares Thoughts on EVV - Where Are We Now?
Congrats to Our 2018 Impact Prize Winners
Senior Advisor David Bucciferro Becomes Vice-Chair of EHRA Patient Safety Workgroup
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