Before data can be imported into AWARDS, it must be placed into an import template meeting AWARDS specifications. It is important that this step in the import process be completed carefully; if the data is not recorded in the import template correctly, it will result in errors during the import and those records with invalid data will not be imported into AWARDS.
To prepare the import file, complete the following steps from the AWARDS Home screen:
- Click Administration from the left-hand menu, and then click System Setup. The System Setup fly-out menu is displayed.
- Click ImportTools. The ImportTools menu page is displayed.
- Navigate to and download the import template file based on the type of data to be imported:
Client Identifiers - Click Client Identifiers ImportTool. The Client Identifiers ImportTool page is displayed. Click the Client Identifiers Import Template link to download the Identifiers_Import_Template.xlsx file to your machine.
Client Roster - Click Client Roster ImportTool. The Client Roster ImportTool page is displayed. Click the Client Roster Import Template link to download the Client_Roster_Import_Template.xlsx file to your machine.
Contact Log - Click Contact Log ImportTool. The Contact Log ImportTool page is displayed. Click the Contact Log Import Template link to download the Contact_Log_Import_Template.xlsx file to your machine.
Diagnoses - Click Diagnosis ImportTool. The Diagnosis ImportTool page is displayed. Click the Diagnosis Import Template link to download the Diagnosis_Import_Template.xlsx file to your machine.
Employees - Click Employee ImportTool. The Employee ImportTool page is displayed. Click the Employee import Template link to download the Employees_Import_Template.xlsx file to your machine.
Entitlements - Click Entitlements ImportTool. The Entitlements ImportTool page is displayed. Click the Entitlements Import Template link to download the Entitlements_Import_Template.xlsx file to your machine.
Hospitals - Click Hospital ImportTool. The Hospital ImportTool page is displayed. Click the Hospital Import Template link to download the Hospital_Import_Template.xlsx file to your machine.
Hospitalization Episodes - Click Hospitalization Episode ImportTool. The Hospitalization Episode ImortTool page is displayed. Click the Hospitalization Episode Import Template link to download the Hospitalization_Episode_Import_Template.xlsx file to your machine.
Incidents - Click Incident ImportTool. The Incident ImportTool page is displayed. Click the Incident Import Template link to download the Incident_Import_Template.xlsx file to your machine.
Legacy Diagnoses - Click Legacy Diagnosis ImportTool. The Legacy Diagnosis ImportTool page is displayed. Click the Legacy Diagnosis Import Template link to download the Legacy_Diagnosis_Import_Template.xlsx file to your machine.
Medications - Click Medications ImportTool. The Medications ImportTool page is displayed. Click the Medications Import Template link to download the Medications_Import_Template.xlsx file to your machine.
Procedures - Click Procedures ImportTool. The Procedures ImportTool page is displayed. Click the Procedures Import Template link to download the Procedures_Import_Template.xlsx file to your machine.
Program - Click Program ImportTool. The Program ImportTool page is displayed. Click the Program Import Template ink to download the Program_Import_Template.xlsx file to your machine.
Program Status - Click Program Status ImportTool. The Program Status ImportTool page is displayed. Click the Program Status Import Template link to download the Program_Status_Import_Template.xlsx file to your machine.
Referral Agencies - Click Referral Agencies ImportTool. The Agency ImportTool page is displayed. Click the Agency Import Template link to download the Agency_Import_Template.xlsx file to your machine.
Service Referrals - Click Service Referral ImportTool. The Service Referral ImportTool page is displayed. Click the Service Referrals Import Template link to download the Service_Referrals_Import_Template.xlsx file to your machine.
- Using Microsoft Excel, open the import template spreadsheet from the location on your machine to which it was downloaded.
- Complete the spreadsheet with the data to be imported into AWARDS, keeping in mind the following important guidelines:
Leave the header row of the spreadsheet with the column names in it as is; it is a required part of the import file.
Remember to periodically save your work. While you may change the file name when doing so, be sure to continue using the original .XLSX extension (until directed otherwise in step 8 below).
Do NOT delete any columns from the import template, even if the corresponding data is not required or applicable to the program in question.
Enter data carefully and thoughtfully. Editing and cleaning up the data on the import spreadsheet is much more time-efficient than doing so after that data is imported into AWARDS.
Click any of the ImportTools below to view the specific data variables collected in each import template, along with notes on how each should be formatted. Those variables with a red asterisk (*) next to them in these tables are required.
Client Identifiers
Record one row of data for each identifier. If a client has multiple identifiers, there must be a separate row for each.
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Data Variables
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Notes
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Client ID *
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9-digit AWARDS ID.
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Unique Identifier *
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Must be entered EXACTLY as configured in AWARDS.
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ID Number *
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Accepts alphanumeric values.
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Client Roster
Record one row of data for each client in a single program. If a client is currently enrolled in multiple programs, there must be a separate row for each enrollment. All demographic data in each of those separate rows should identical; otherwise AWARDS will not know to create a single Client ID for that individual, as it should.
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Data Variables
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Notes
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TABS Program ID
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TABS Admission ID/UUID
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First Name *
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Full name. First letter capitalized, remaining in lowercase.
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Middle Name
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Full name. First letter capitalized, remaining in lowercase.
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Last Name *
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Full name. First letter capitalized, remaining in lowercase.
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Birthday *
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MM/DD/YYYY format.
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SSN *
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999-99-9999 format.
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Gender Identity *
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Male, female, trans-male, trans-female, or any other value allowed in AWARDS (exactly as configured).
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Admission Date *
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MM/DD/YYYY format.
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Program Name *
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Must be entered EXACTLY as configured in AWARDS.
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Race
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Must be entered EXACTLY as configured in AWARDS. For HMIS programs separate multiple values with a semi-colon (;) and no spaces.
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Ethnicity
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Must be entered EXACTLY as configured in AWARDS.
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Primary Language
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Must be entered EXACTLY as configured in AWARDS.
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Education Level
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Must be entered EXACTLY as configured in AWARDS. Not imported for HMIS programs.
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Street Address *
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For residential programs only.
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Apt # *
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For residential programs only. Number/letter without "Apt."
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City *
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Required for residential programs only.
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State *
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Required for residential programs only.
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Zip *
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Required for residential programs only.
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Phone Number *
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Required for residential programs only. (123) 456-7890, (123) 456-7890 x123, or 1234567890 format.
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Discharge Date
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If applicable. MM/DD/YYYY format.
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Contact Log
Record one row of data for each supportive services checklist contact record. If a client has multiple records, there must be a separate row for each. Conflicting records (those where contact start time and duration indicate an overlap with an existing record) cannot be imported. Records with the same date, time, and client as an existing record will be imported but appended to the existing record rather than added as a new record.
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Data Variables
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Notes
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Client ID *
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9-digit AWARDS ID.
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Program Name *
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Must be entered EXACTLY as configured in AWARDS.
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Employee ID *
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AWARDS employee ID. Can be pulled from the Employees ReportBuilder in the Human Resources module or from the DataBridge.
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Contact Date *
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MM/DD/YYYY format. Must be within the program history episode for the client in the specified program.
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Contact Time *
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HH: MM AM/PM format.
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Contact Location
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A valid location entered EXACTLY as configured in AWARDS.
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Contact Duration *
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In minutes; for example, a duration of 1 hour 20 minutes would be 80 here.
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Face to Face
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Yes or No.
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Primary Prob. Area
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A valid service type entered EXACTLY as configured in AWARDS.
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Service *
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A valid service type entered EXACTLY as configured in AWARDS.
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Unit
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Detail
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Cost
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Funding Source
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Must be entered EXACTLY as configured in AWARDS.
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End Date
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MM/DD/YYYY format. Must be within the program history episode for the client in the specified program.
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Diagnoses
Record one row of data for each diagnosis. if a client has multiple diagnoses, there must be a separate row for each.
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Data Variables
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Notes
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Client ID *
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9-digit AWARDS ID. Only required if an Identifier ID and Identifier Type are not specified.
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Identifier ID *
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An ID number as entered under Entitlements > Client Identifiers in AWARDS. Only required if a Client ID is not specified. When an Identifier ID is specified, a valued Identifier Type must also be entered.
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Identifier Type *
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A valid identifier type corresponding to the Identifier ID and entered EXACTLY as configured under Entitlements > Client Identifiers in AWARDS. Only required if a Client ID is not specified. When an Identifier Type is specified, a valid Identifier ID must also be entered.
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Diagnosis Date *
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MM/DD/YYYY format. Future dates are not allowed.
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Onset Date
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MM/DD/YYYY format. Future dates are not allowed.
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End Date
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MM/DD/YYYY format. Future dates are not allowed.
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Condition *
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Accepts alphanumeric values.
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ICD-10 Code
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Accepts alphanumeric values.
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Diagnosed By
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AWARDS employee ID of a staff member who meets one of the following criteria (when one or both optional features are turned on in your AWARDS database):
- Has the "List as Prescribing/Diagnosing Physician" permission
- Is specified as an "Eligible Provider" under Human Resources > Credentials
The ID number can be pulled from the Employees ReportBuilder in the Human Resources module, or from the DataBridge.
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Order Level
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One of the following values EXACTLY as listed here:
Primary
Secondary
Tertiary
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Comments
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Accepts alphanumeric values.
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Import Action *
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Enter one of the following values EXACTLY as listed here:
Update
Insert
The "Update" action should be used when making changes to an existing diagnosis record. The "Insert" action is only used when creating a new diagnosis record that does not already exist in AWARDS. When using this action, only records with an "ICD-10" Code Set are accepted.
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Employees
Record one row of data for each employee. Because the work supervisor component of the import requires the supervisors to exist in AWARDS already, employee imports should be done in groups, hierarchically, starting with the top of the organization chart and working down.
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Data Variables
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Notes
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First Name *
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Full name. First letter capitalized, remaining in lowercase.
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Middle Name
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Full name. First letter capitalized, remaining in lowercase. Required only if your AWARDS database is configured to require a value during Staff Information record data entry in the Human Resources module
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Last Name *
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Full name. First letter capitalized, remaining in lowercase.
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Job Title *
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Job Title Start *
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MM/DD/YYYY format. If the date is unknown, enter 99/99/9999.
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Hire Date *
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MM/DD/YYYY format. If the date is unknown, enter 99/99/9999.
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Payroll Group *
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One of the following values EXACTLY as listed here:
Full Time
Part Time w/ Benefits
Part Time w/o Benefits
Per Diem
Consultant
TEP Program
On Leave
VISTA
Intern
Volunteer
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Work Supervisor *
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Must EXACTLY match the Firstname Lastname of an existing employee in AWARDS, or be Self.
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Hours/Week *
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Accepts whole numbers and decimal values.
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SSN *
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999-99-9999 or 999999999 format.
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Birthday
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MM/DD/YYYY format. If the date is unknown enter 99/99/9999.
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Marital
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One of the following values EXACTLY as listed here:
Single
Married
Common Law
Divorced
Remarried
Widow(er)
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Gender
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One of the following values EXACTLY as listed here:
Male
Female
Required only if your AWARDS database is configured to require a value during Staff Information record data entry in the Human Resources module.
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Ethnicity
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One of the following values EXACTLY as listed here:
Euro American
Native American
Asian American
African American
Multi Ethnic
Latin American
Other Ancestry
Required only if your AWARDS database is configured to require a value during Staff Information record data entry in the Human Resources module.
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Street Address
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Required only if your AWARDS database is configured to require a value during Staff Information record data entry in the Human Resources module.
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City
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Required only if your AWARDS database is configured to require a value during Staff Information record data entry in the Human Resources module.
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State
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Required only if your AWARDS database is configured to require a value during Staff Information record data entry in the Human Resources module.
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Zip
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99999 or 99999-9999 format. Required only if your AWARDS database is configured to require a value during Staff Information record data entry in the Human Resources module.
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Home Phone Number
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(123) 456-7890, (123) 456-7890 x123, or 1234567890 format. Required only if your AWARDS database is configured to require a value during Staff Information record data entry in the Human Resources module.
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Division
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Work Email *
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Must be a valid email format; for example, [email protected]
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Username
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Required when creating new system logins. Valid usernames:
- Must be unique
- Must be between 4 and 48 letters/numbers
- Must not be Root or begin with foot, which are reserved
- Must only contain letters or numbers
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Password
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Required when creating new system logins. Valid passwords:
- Must be between 8 and 12 keystrokes
- Must not contain the username
- May contain the following special characters !@#$%^&*()+=|<>?:;
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User Group
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Required when creating new system logins. Must be entered EXACTLY as configured in AWARDS.
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Credential Name
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Must be entered EXACTLY as configured in AWARDS. Separate multiple values with a comma and no spaces.
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Credential ID
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Separate multiple values with a comma and no spaces.
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Credential Expiration Date
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MM/DD/YYYY format. if the date is unknown, enter 99/99/9999. Separate multiple values with a comma and no spaces. Applicable only if your AWARDS database is configured to collect expiration dates for credentials in the Human Resources module.
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External Employee ID Number
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Applicable only if your AWARDS database is configured to collect this information in the Human Resources module's Staff Information feature.
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Entitlements
Record one row of data for each entitlement. If a client has multiple entitlements, there must be a separate row for each.
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Data Variables
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Notes
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Client ID *
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9-digit AWARDS ID. Only required if an Identifier ID and Identifier Type are not specified.
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Program Name *
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Must be entered EXACTLY as configured in AWARDS.
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Entitlement Name *
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Must be entered EXACTLY as configured in AWARDS.
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ID Number
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Identifier ID *
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An ID number as entered under Entitlements > Client Identifiers in AWARDS. Only required if a Client ID is not specified. When an Identifier ID is specified, a valid Identifier Type must also be entered.
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Identifier Type *
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A valid identifier type corresponding to the Identifier ID and entered EXACTLY as configured under Entitlements > Client Identifiers in AWARDS. Only required if a Client ID is not specified. When an Identifier Type is specified, a valid Identifier ID must also be entered.
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Effective Date *
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MM/DD/YYYY format.
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Effective Estimated
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Yes or No.
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Expiration Date
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MM/DD/YYYY format.
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Expires Estimated
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Yes or No.
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Medicare Client ID
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Accepts alphanumeric values. Leave blank unless the entitlement is Medicare Part D.
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Medicare Group ID
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Accepts alphanumeric values. Leave blank unless the entitlement is Medicare Part D.
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Medicare BIN #
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Accepts alphanumeric values. Leave blank unless the entitlement is Medicare Part D.
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Medicare Rx ID
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Accepts alphanumeric values. Leave blank unless the entitlement is Medicare Part D.
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Comments
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Reserved for future use. Leave blank.
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Hospitals
Record one row of data for each hospital/facility.
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Data Variables
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Notes
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Facility Name *
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Accepts alphanumeric values.
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Address
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Accepts alphanumeric values.
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City
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Accepts alphanumeric values.
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State
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Must be a valid two-letter state code.
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Zip
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99999 or 99999-9999 format, or a 6-character Canadian postal code.
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Phone
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(123) 456-7890, (123) 456-7890 x123, or 1234567890 format.
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Fax
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(123) 456-7890, (123) 456-7890 x123, or 1234567890 format.
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Email
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[email protected] format.
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Hospitalization Episodes
Record one row of data for each hospitalization. If a client has multiple hospitalization episodes, there must be a separate row for each.
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Data Variables
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Notes
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Client ID *
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9-digit AWARDS ID. Only required if an Identifier ID and Identifier Type are not specified.
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Identifier ID *
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An ID number as entered under Entitlements > Client Identifiers in AWARDS. Only required if a Client ID is not specified. When an Identifier ID is specified, a valid Identifier Type must also be entered.
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Identifier Type *
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A valid identifier type corresponding to the Identifier ID and entered EXACTLY as configured under Entitlements > Client Identifiers in AWARDS. Only required if a Client ID is not specified. When an Identifier Type is specified, a valid Identifier ID must also be entered.
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Facility Name *
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Must be entered EXACTLY as configured in AWARDS under Hospital > Hospitals List.
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Facility Address
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Must be entered EXACTLY as configured in AWARDS under Hospital > Hospitals List for the specified Facility Name.
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Treatment *
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A valid treatment entered EXACTLY as configured in AWARDS.
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Admission Date *
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MM/DD/YYYY format. Future dates are not allowed.
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Discharge Date
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MM/DD/YYYY format. Future dates are not allowed.
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Reason/Outcome *
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A valid reason/outcome entered EXACTLY as configured in AWARDS. Leave blank unless your database is configured to include the optional Reason/Outcome selection as part of your hospitalization episode records, in which case a value is required.
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Comments/Notes
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Reserved for future use. Leave blank.
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Incidents
Record one row of data for each incident. Basic requirements are noted below; however, any other values configured to be required in AWARDS incident records are also required in import file.
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Data Variables
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Notes
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CRUDOperation
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Insert, Update, or Upsert. If left blank the record is inserted. When "Insert" is specified, the expectation is that the incoming AWARDS Incident ID is blank or not already in AWARDS - inserts a new AWARDS record. When "Update" is specified, the expectation is that the incoming AWARDS ID is found in AWARDS - updates the associated record. When "Upsert" is specified, a new record is inserted if the incoming AWARDS Incident ID is blank or not found; otherwise, the associated record is updated.
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Program Name *
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Must be entered EXACTLY as configured in AWARDS.
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Report By
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Internal ID
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AWARDS Incident ID
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Required if updating existing incidents.
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Incident Date *
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mm/dd/yyyy format.
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Incident Time
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HH:MM AM/PM format.
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Incident Location *
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Must be entered EXACTLY as configured in AWARDS.
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Incident Type
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Must be entered EXACTLY as configured in AWARDS.
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Participants (Clients)
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AWARDS ID. Separate multiple values with commas. A value must be specified for at least one of the "Participant" options.
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Participants (Employees)
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Employee ID. Separate multiple values with commas. A value must be specified for at least one of the "Participant" options.
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Participants (Others)
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First and last name. Separate multiple names with commas. A value must be specified for at least one of the "Participant" options.
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Witness: Name
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Additional witnesses can be specified by adding columns with the numerical sequence - "Witness2: Name" for instance. When a value is specified, all other witness values/columns are required.
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Winess: Category
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Required if "Witness: Name" is specified.
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Witness: Badge
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Required if "Witness: Name" is specified.
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911 Responder: Name
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Additional responders can be specified by adding columns with the numerical sequence - "911 Responder2: Name" for instance. When a value is specified, all other responder values/columns are required.
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911 Responder: Category
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Required if "911 Responder: Name" is specified.
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911 Responder: Badge ID
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Required if "911 Responder: Name" is specified.
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911 Responder: Time Called
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HH:MM AM/PM format. Required if "911 Responder: Name" is specified.
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911 Responder: Time Arrived
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HH:MM AM/PM format. Required if "911 Responder: Name" is specified.
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911 Responder: Service Requested
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Required if "911 Responder: Name" is specified.
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911 Responder: First Aid Provided
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Required if "911 Responder: Name" is specified.
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Report Filed
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Y or N
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Notification: Persons
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Notification: Agency
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Notification: Date (mm/dd/yyyy)
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mm/dd/yyyy format.
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Notification: Time (HH:MM AM/PM)
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HH:MM AM/PM format.
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Internal Person Notified
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Incident Description *
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Apparent Causes
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Immediate Measures
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Results
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Severity
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House Number
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Building ID
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Accepts integer values.
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Block
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Boro
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Lot
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City
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State
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Zip
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99999 or 99999-9999 format.
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Legacy Diagnoses
Record one row of data for each diagnosis. if a client has multiple diagnoses, there must be a separate row for each.
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Data Variables
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Notes
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Client ID *
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9-digit AWARDS ID. Only required if an Identifier ID and Identifier Type are not specified.
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Identifier ID *
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An ID number as entered under Entitlements > Client Identifiers in AWARDS. Only required if a Client ID is not specified. When an Identifier ID is specified, a valued Identifier Type must also be entered.
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Identifier Type *
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A valid identifier type corresponding to the Identifier ID and entered EXACTLY as configured under Entitlements > Client Identifiers in AWARDS. Only required if a Client ID is not specified. When an Identifier Type is specified, a valid Identifier ID must also be entered.
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Diagnosis Date *
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MM/DD/YYYY format. Future dates are not allowed.
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Onset Date
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MM/DD/YYYY format. Future dates are not allowed.
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Resolution Date
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MM/DD/YYYY format. Future dates are not allowed.
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Type *
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One of the following values EXACTLY as listed here:
DSM-5
DSM-IV Axis I
DSM-IV Axis II
DSM-IV Axis III
DSM-IV Axis IV
DSM-IV Axis V
Disability
Other
"Other" should only be used if your AWARDS database has been configured to use records of that type.
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Condition *
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Accepts alphanumeric values.
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Code Set
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One of the following values EXACTLY as listed here:
DSM-5 / ICD-9
ICD-10
DSM-IV
ICD-9
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Code
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Accepts alphanumeric values.
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Diagnosed By
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AWARDS employee ID of a staff member who meets one of the following criteria (when one or both optional features are turned on in your AWARDS database):
- Has the "List as Prescribing/Diagnosing Physician" permission
- Is specified as an "Eligible Provider" under Human Resources > Credentials
The ID number can be pulled from the Employees ReportBuilder in the Human Resources module, or from the DataBridge.
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Order Level
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One of the following values EXACTLY as listed here:
Primary
Secondary
Tertiary
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Comments
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Accepts alphanumeric values.
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Import Action *
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Enter one of the following values EXACTLY as listed here:
Update
Insert
The "Update" action should be used when making changes to an existing diagnosis record. The "Insert" action is only used when creating a new diagnosis record that does not already exist in AWARDS. When using this action, only records with an "ICD-10" Code Set are accepted.
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Medications
Record one row of data for each medication. If a client has multiple medications, there must be a separate row for each.
NOTE: In addition to those items noted as required below, additional requirements may be in effect based on how medication records are configured in your AWARDS database.
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Data Variables
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Notes
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Client ID *
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9-digit AWARDS ID. Only required if an Identifier ID and Identifier Type are not specified.
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Identifier ID *
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An ID number as entered under Entitlements > Client Identifiers in AWARDS. Only required if a Client ID is not specified. When an Identifier ID is specified, a valid Identifier Type must also be entered.
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Identifier Type *
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A valid identifier type corresponding to the Identifier ID and entered EXACTLY as configured under Entitlements > Client Identifiers in AWARDS. Only required if a Client ID is not specified. When an Identifier Type is specified, a valid Identifier ID must also be entered.
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Medication Name *
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Accepts alphanumeric values.
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RxNorm
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Start Date *
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MM/DD/YYYY format.
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End Date
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MM/DD/YYYY format.
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Prescribing Physician *
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Last name, First name
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Strength *
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A whole number. Decimal values are not accepted.
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Strength Unit *
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Accepts alphanumeric values.
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Drug Type
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One of the following values EXACTLY as listed here:
Branded
Generic
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Rx/OTC
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One of the following values EXACTLY as listed here:
Rx
OTC
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Route
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One of the following values EXACTLY as listed here:
Buccal
Combination
Dental
Epidural
External
Implant
Inhalation
Injection
Intra-articular
Intracavernosal
Intradermal
Intramuscular
Intraocular
Intraperitoneal
Intrapleural
Intrathecal
Intrauterine
Intravenous
Intravesical
In Vitro
Irrigation
Mouth/Throat
Nasal
Ophthalmic
Oral
Otic
Perfusion
Rectal
Subcutaneous
Sublingual
Transdermal
Translingual
Urethral
Vaginal
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Dosage
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Accepts whole numbers and decimal values. Required unless a SIG value is provided.
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Dosage Unit
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Must be entered EXACTLY as configured in AWARDS.
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Frequency
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Accepts whole number values. Required unless a SIG value is provided. Required if a Frequency Interval is provided.
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Frequency Interval
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Must be entered EXACTLY as configured in AWARDS. Required if Frequency is provided.
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SIG
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Accepts alphanumeric values. Required unless Dosage and Frequency are provided.
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Refills
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Accepts whole number values.
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Self Administering
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Yes or No
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Instructions
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Accepts alphanumeric values.
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Reactions
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Accepts alphanumeric values.
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Scheduled Times
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HH:MM AM/PM format. Separate multiple values with a comma and no spaces.
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Consent?
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Yes or No
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Consent Effective Date
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MM/DD/YYYY format.
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Consent Expiration Date
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MM/DD/YYYY format.
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Medication Details
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Applicable only if your AWARDS database is configured to collect this information in Medication records. Must be entered EXACTLY as configured in AWARDS. Separate multiple values with a comma and no spaces.
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Rx#
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Accepts alphanumeric values.
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ImportTool:Pharmacy:
Pharmacy Name *
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Accepts alphanumeric values.
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ImportTool:Pharmacy:
Pharmacy Address
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Accepts alphanumeric values.
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ImportTool:Pharmacy:
Pharmacy City
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Accepts alphanumeric values.
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ImportTool:Pharmacy:
Pharmacy State
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Accepts alphanumeric values.
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ImportTool:Pharmacy:
Pharmacy Zip
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99999 or 99999-9999 format.
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ImportTool:Pharmacy:
Pharmacy Phone
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(123) 456-7890, (123) 456-7890 x123, or 1234567890 format.
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ImportTool:Pharmacy:
Qualifier
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One of the following values EXACTLY as listed here;
Bag
Bottle
Box
Capsule
Cartridge
Container
Drop
Each
Fluid Ounce
Gram
Gum
Inhaler
International Unit
Kit
Liter
Lozenge
Milligram
Milliliter
Million Units
Mutually Defined
Not Specified
Pack
Packet
Pint
Suppository
Syringe
Tablespoon
Tablet
Teaspoon
Transdermal Patch
Tube
Unit
Vial
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ImportTool:Pharmacy:
Total Quantity
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Accepts numeric values.
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ImportTool:Pharmacy:
Note
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Accepts alphanumeric values.
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ImportTool:Pharmacy:
Date Filled
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MM/DD/YYYY format.
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ImportTool:Pharmacy:
Projected Out of Stock Date
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MM/DD/YYYY format.
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Procedures
Record one row of data for each procedure. If a client has multiple procedures, there must be a separate row for each.
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Data Variables
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Notes
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Client ID *
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9-digit AWARDS ID. Only required if an Identifier ID and Identifier Type are not specified.
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Identifier ID *
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An ID number as entered under Entitlements > Client Identifiers in AWARDS. Only required if a Client ID is not specified. When an Identifier ID is specified, a valid Identifier Type must also be entered.
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Identifier Type *
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A valid identifier type corresponding to the Identifier ID and entered EXACTLY as configured under Entitlements > Client Identifiers in AWARDS. Only required if a Client ID is not specified. When an Identifier Type is specified, a valid Identifier ID must also be entered.
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Procedure Date *
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MM/DD?YYYY format. Future dates are not allowed.
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Start Time
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HH:MM AM/PM format.
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End Time
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HH:MM AM/PM format.
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Procedure *
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If entered EXACTLY as configured in the checklist option in AWARDS the Code Set and Code are not required and will automatically populate in the imported procedure record with SNOMED-CT and the corresponding code, respectively.
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Code Set *
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SNOMED-CT or CPT (R) Not required if a Procedure has been specified EXACTLY as configured in AWARDS; in such instances the code set is automatically set to SNOMED-CT in the imported procedure record. If a Code Set is specified here, it must match the corresponding Procedure and Code.
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Code *
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Not required if a Procedure has been specified EXACTLY as configured in AWARDS; in such instances the corresponding code is automatically pulled into the imported procedure record. If a Code is specified here, it must match the corresponding Procedure and Code Set.
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Performed By
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AWARDS employee ID of a staff member who meets one of the following criteria (when one or both optional features are turned on in your AWARDS database):
- Has the "List as Prescribing/Diagnosing Physician" permission
- Is specified as an "Eligible Provider" under Human Resources > Credentials
The ID number can be pulled from the Employees ReportBuilder in the Human Resources module or from the DataBridge.
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Note
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To be used only if a value has not been entered for "Performed By;" for example, in instances where the person who performed the procedure does not meet either of the two required criteria (above). Enter as Other: followed by the name of the individual who performed the procedure.
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Location
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This field accepts alphanumeric values and underscores.
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Negation Reason
|
Leave blank or specify one of the following values EXACTLY as listed here:
Procedure contraindicated
Medical contraindication
Treatment not tolerated
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Comments/Notes
|
Reserved for future use. Leave blank.
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Program
Record one row of data for each program.
|
Data Variables
|
Notes
|
|
TABS Program ID
|
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Program Name
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Accepts text values only. Must not exist in AWARDS as a program or program type.
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Program Group
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The program type. Must be entered EXACTLY as configured in AWARDS.
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Funder
|
Must be entered EXACTLY as configured in AWARDS.
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Division/Agency Name
|
Must be entered EXACTLY as configured in AWARDS.
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Intake Form
|
One of the following values EXACTLY as listed here:
Single Step Form
Multi Step Form
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Residential Status
|
One of the following values EXACTLY as listed here:
Residential
Non-Residential
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Projected # of Units
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If Residential Status is "Residential," then a whole number greater than 0 is required.
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Other Program Name
|
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Street Address
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If any of the address fields contain data, all of the other address fields are required.
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City
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If any of the address fields contain data, all of the other address fields are required.
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State
|
If any of the address fields contain data, all of the other address fields are required.
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Zip
|
99999 or 99999-9999 format. If any of the address fields contain data, all of the other address fields are required.
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Phone Number
|
(123) 456-7890, (123) 456-7890 x123, or 1234567890 format.
|
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Fax Number
|
(123) 456-7890, (123) 456-7890 x123, or 1234567890 format.
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Program Status
Record one row of data for each program status. If a client has multiple program statuses, there must be a separate row for each.
|
Data Variables
|
Notes
|
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Client ID *
|
9-digit AWARDS ID.
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Program Name *
|
Must be entered EXACTLY as configured in AWARDS.
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Status *
|
Must be entered EXACTLY as configured in AWARDS. "Active" records are not imported.
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Start Date *
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MM/DD/YYYY format. Must be within the program history episode for the client in the specified program.
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End Date
|
MM/DD/YYYY format. Must be within the program history episode for the client in the specified program.
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Close Existing Record
|
Yes, no, or blank.
|
NOTE: If a "yes" value is entered for "Close Existing Record," the import process checks for any existing program status records for the client. If it finds an active record (one without an end date), an end date is automatically entered as part of the import. The end date used is based on how the agency has configured the Program Status functionality, and may be either the same as the "Start Date" of the new record, or the day prior. For information on configuring this aspect of the Program Status functionality, please refer to the Program Status portion of the Face Sheet - Implementation Requests Form.
Referral Agencies
Record one row of data for each agency.
|
Data Variables
|
Notes
|
|
Admission Referral Source
|
Yes or No. "Yes" makes the imported agency available in the Intake/Admission module as a referral source agency. A "Yes" value is required if Outgoing Service Referral is set to "No."
|
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Outgoing Service Referral
|
Yes or No. "Yes" makes the imported agency available in the Services - Individual module's Service Referrals feature as an agency for outgoing referrals. A "Yes" value is required if Admission Referral Source is set to "No."
|
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Provider Agency
|
Leave blank. Reserved for future use.
|
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Agency Name *
|
Accepts alphanumeric values.
|
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Address
|
Accepts alphanumeric values.
|
|
Address 2
|
Accepts alphanumeric values.
|
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City
|
Accepts alphanumeric values.
|
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State
|
Accepts a valid state abbreviation.
|
|
Zip
|
99999 or 99999-9999 format, or a 6-character Canadian postal code.
|
|
Phone
|
(123) 456-7890, (123) 456-7890 x123, or 1234567890 format.
|
|
Status
|
Active or blank.
|
Service Referrals
Record one row of data for each service referral. if a client has multiple service referrals, there must be a separate row for each.
|
Data Variables
|
Notes
|
|
Client ID *
|
9-digit AWARDS ID. Only required if an Identifier ID and Identifier Type are not specified.
|
|
Identifier Type *
|
An ID number as entered under Entitlements > Client Identifiers in AWARDS. Only required if a Client ID is not specified. When an Identifier ID is specified, a valued Identifier Type must also be entered.
|
|
Identifier ID *
|
A valid identifier type corresponding to the Identifier ID, and entered EXACTLY as configured under Entitlements > Client Identiiers in AWARDS. Only required if a Client ID is not specified. When an Identifier Type is specified, a valid Identifier ID must also be entered.
|
|
Agency *
|
Accepts alphanumeric values. Must EXACTLY match the name of an "Outgoing Service Referral" agency within the Referral Agencies module.
|
|
Contact *
|
Accepts alphanumeric values in "First Name Last Name" format; for example, "John Doe." Must EXACTLY match the name of a contact for the specified Agency within the Referral Agencies module. "Unknown" is also allowed.
|
|
Referral Date *
|
MM/DD/YYYY format. Future dates are not allowed.
|
|
Program Name *
|
Must be entered EXACTLY as configured in AWARDS.
|
|
Purpose/Need *
|
A valid purpose/need entered EXACTLY as configured in AWARDS.
|
|
Disposition Date *
|
MM/DD/YYYY format. Future dates are not allowed.
|
|
Disposition Status *
|
A valid disposition status entered EXACTLY as configured in AWARDS.
|
|
Placement Outcome
|
A valid placement outcome entered EXACTLY as configured in AWARDS.
|
|
Follow-up Date
|
MM/DD/YYYY format. Future dates are allowed, but may not exceed five years from the import date.
|
- When all data has been entered into the spreadsheet and you have confirmed that it is complete and accurate, it must be saved in a different format for import purposes. To do so, begin by clicking Excel's Office icon in the upper-left corner of the screen (or the File menu if you are working on a Mac).
IMPORTANT! Do not complete this step until the import file is complete. Until that time, the file should be saved in its original .XLSX format.
- Click Save As. The Save As dialog box is displayed.
- From the Save as Type selection list, choose "CSV (Comma delimited)." (If you are working on a Mac, this selection list is labeled Format and the correction selection is "Windows Comma Separated (.csv).")
- Set the save to location to a safe place on your computer.
- Click Save. The spreadsheet is saved and is now ready to be imported into AWARDS.
The process of preparing the import file is now complete. For detailed instructions on the next step in the import process, see Validating and Importing Data.
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