ImportTools







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The optional ImportTools feature in the System Setup module enables users to take data collected outside of AWARDS, place it into an accepted file format, validate it, and import it to AWARDS.  At present, the following  distinct ImportTools are available for the purposes of importing different types of data into AWARDS:

  Client Identifiers ImportTool - Used to add client IDs used by outside systems or agencies to the records for existing clients in AWARDS.  Once imported, data can be accessed via the Entitlements module Client Identifiers feature and the Profile module Face Sheet feature (if that option has been turned on in your AWARDS database).

  Client Roster ImportTool - Used to add new clients to AWARDS, and/or to update demographic information for existing clients in AWARDS.  Once imported, data can be accessed via the Intake/Admission module and the Profile module Face Sheet feature.

  Contact Log ImportTool - Used to add supportive services checklist contacts to the records for existing clients in AWARDS.  Once imported, contact records can be accessed via the Services - Individual module's Supportive Services Checklist feature.

  Diagnosis ImportTool - Used to add new ICD-10 records for existing clients in AWARDS, or to edit existing ICD-10 records for those clients.  (This ImportTool is NOT designed to work with legacy DSM-IV, Disability, or Other records, which should be imported using the Legacy Diagnosis ImportTool, detailed below.)  Once imported, ICD-10 diagnosis records can be accessed via the Medical module Diagnoses feature and the Profile module Face Sheet feature.

  Employee ImportTool - Used to add new employees to AWARDS, including login information if appropriate.  Once imported, data can be accessed primarily via the Human Resources module, including from within the Staff Information feature.

  Entitlements ImportTool - Used to add entitlements information to the records for existing clients in AWARDS.  Once imported, entitlement records can be accessed via the Entitlements module Certified Entitlements feature.

  Hospital ImportTool - Used to add hospital contact information to the Hospitals index.  Once imported, hospital contact information can be accessed via the Hospital module Hospitals feature.

  Hospitalization Episodes ImportTool - Used to add hospitalization episodes information to the records for existing clients in AWARDS.  Once imported, hospitalization episode records can be accessed via the Hospital module Episodes feature.

  Incidents ImportTool - Used to take incidents data collected outside of AWARDS, place it into an accepted file format, validate it, and import it to AWARDS.  Allows users to import new incidents or update existing incidents in AWARDS, and also has the option to include FormBuilder data.  Once imported, incident records can be accessed via the Incidents module.

  Legacy Diagnosis ImportTool - Used when working with legacy DSM-IV, Disability, and Other records; specifically, users can archive legacy DSM-IV records by adding resolution dates or replacing DSM-IV records with an ICD-10 equivalent.  Additionally, users can choose to create new ICD-10 records using this ImportTool, or using the standard Diagnosis ImportTool (detailed above). Once imported, ICD-10 diagnosis records can be accessed via the Medical module Diagnoses feature and the Profile module Face Sheet feature.  (Archived DSM-IV records are not displayed in the client's Diagnoses index in the Medical module or Face Sheet; however, users can still run reports on these records using the Legacy Diagnosis ReportBuilder.)

  Medications ImportTool - Used to add medications (and, if available, associated pharmacy information) to the records for existing clients in AWARDS.  Once imported, medication records can be accessed via the Medical module Medications feature and the Profile module Face Sheet feature.

  Procedures ImportTool - Used to add procedures information to the records for existing clients in AWARDS.  Once imported, procedure records can be accessed via the Medical module Procedures feature.

  Program ImportTool - Used to add new programs to AWARDS.  Once imported, data can be accessed via the System Setup module, Agency Program Information, Add/Edit Entire Program feature.

  Program Status ImportTool - Used to add program status information to the records for existing clients in AWARDS.  Once imported, program status records can be accessed via the Services - Individual module's Program Status feature.

  Referral Agencies ImportTool - Used to add referral agency information to AWARDS.  Once imported, data can be accessed via the Referral Agencies feature, and will also be available for use in client records including from within Intake/Admission and the Services - Individual module's Service Referrals feature. 

  Service Referral ImportTool - Used to add service referrals information to the records for existing clients in AWARDS.  Once imported, service referral records can be accessed via the Services - Individual module's Service Referrals feature.

  NOTE: When records are imported into AWARDS features for which data is also accessible from within client face sheets, users with the proper authority will also be able to access the imported records from the face sheet.

To upload a combination of data from these categories, please contact your Foothold Customer Success & Advocacy team representative for assistance.

Required Permissions

IMPORTANT! Along with the permissions detailed here, users must also have access to Microsoft Excel in order to prepare import files for import to AWARDS.

The ImportTools feature is an optional add-on service for AWARDS.  (Please contact your Foothold Customer Success & Advocacy representative to have this functionality turned on in your AWARDS database if it is not already.) When it has been turned on, the ImportTools feature is available to users with the following permissions:

Program Chart Access
ImportTools

In addition, unless you are a member of the "Executive Officer" and "System Administrator" user group, you must have at least ONE of the following permissions:

Display Executive Administration Buttons
Permissions Data Entry
Permissions Data Entry for All Staff and Layers

  NOTE: Permissions are assigned using the Permissions Maintenance feature. If you do not have access to that feature and need a permission listed here, please contact your supervisor or your local Help Desk for assistance.

Additional permissions and/or access requirements are based on the type of data to be imported.  Not all of these requirements are necessary in order to complete the imports themselves; however, they are required to access the data once imported.  All items referenced are permissions unless otherwise noted.

File

Additional requireMENTS

Client Identifier Imports

Display Any Chart Records Buttons
Display Chart Records Entitlements Button
HIV/AIDS Status Data Access *

* The last of these is required to work with client identifiers indicated as being HIV-specific as determined by the agency during configuration of the Client Identifiers feature. 

Additionally, the optional Client Identifiers feature must be turned on and configured for your AWARDS database.  For more information on this feature, please click here.

Client Roster Imports

Display Any Chart Records Buttons
Display Chart Records Profile Button
Referrals Data Entry

Contact Log Imports

Display Any Chart Records Buttons
Display Chart Records Services - Individual Button

Additionally, your AWARDS database must be configured to use the Supportive Services Checklist version of the Contacts Log feature, as opposed to the basic contacts log.  For more information on this feature, please click here.

Diagnosis Imports

Display Any Chart Records Buttons
Display Chart Records Medical Button

Employee Imports

Display Executive Administration Buttons
One of the three human resources permissions

Additionally, you must be in the "Executive Officer" or "System Administrator" user group.

Entitlements Imports

Display Any Chart Records Buttons
Display Chart Records Entitlements Button
Entitlements Data Entry (one of the two available permissions)

Hospital Imports

Display Any Chart Records Buttons
Display Chart Records Hospital Button

Hospitalization Episode Imports

Display Any Chart Records Buttons
Display Chart Records Hospital Button
Hospitalization Data (not required for case managers or supervisors)

Incident Imports

Display Any Chart Records Buttons
Display Chart Records Incidents Button

Medication Imports

Display Any Chart Records Buttons
Display Chart Records Medical Button

Procedures Imports

Display Any Chart Records Buttons
Display Chart Records Medical Button

Program Imports

Agency Program Information (not required for members of the "Executive Officer" and "System Administrator" user groups)

Program Status Imports

Display Any Chart Records Buttons
Display Chart Records Services - Individual Button

Additionally, the optional Program Status feature must be turned on and configured for your AWARDS database.  For more information on this feature, please click here.

Referral Agencies Imports

Referral Agencies Data Entry

Service Referral Imports

Display Any Chart Records Buttons
Display Chart Records Services - Individual Button

 Click-by-Click Instructions

Preparing an Import File - Learn to download available import templates and to complete them in preparation for importing data into AWARDS.

Validating and Importing Data - Learn to validate the data in your import file and upload it into AWARDS.

  https://demodb.footholdtechnology.com/help/?11935