The AWARDS Client Transfers feature is an optional database enhancement that enables agency staff to transfer clients between programs that have the same program type designation in AWARDS. Unlike the typical admission and discharge process, during a client transfer the client is not discharged from one program and admitted to another; instead, he or she is transferred out of one program (the "transferring-out" program) and transferred into the other (the "transferring-in" program). As a result:
The client's admission and discharge may take place in separate programs - For example, the client may be admitted to program A, transferred to program B, then discharged out of program B. In this scenario, a discharge is never processed for program A - only the transfer out.
The client's chart records move with him or her to the new program - After a transfer, the client's records from the transferring-out program are accessible in read-only report mode by staff from the transferring-in program (even if those staff members do not have chart access to the transferring-out program). Additionally, the client's service plan is transferred along with him or her and its review schedule can be continued in the transferring-in program.
IMPORTANT! There is a separate OASAS-specific version of the Client Transfers feature available for use by OASAS programs in New York state. For more information on that functionality, please refer to our OASAS Client Transfers - Instruction Sheet.
Because the Client Transfers feature is optional, it is not automatically available in all databases. To request that it be made available in your database, please contact your Foothold Customer Success representative for more information. He or she will help you determine if the functionality is the right fit for your agency, and will discuss with you any customization required to make the functionality work properly with your individual service plan setup.
IMPORTANT! Transferred records cannot be counted correctly on the APR or other HUD reports; as a result, the Transfers functionality is not available for HMIS projects. Specifically, programs configured to Use HMIS Data Elements (under Administration > System Setup > Agency Program Information > Add/Edit Entire Program) are not available during the transfers process.
Staff in programs for which the Client Transfers feature is available must have the following permissions in order to use it:
Program Chart Access (for the "transferring-out" program; not required for the "transferring-in" program)
Client Transfers - Undo (only required if you will ever need to undo a client transfer)
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.
Transferring a Client - Learn how to transfer a client between programs of the same type.
Undoing a Transfer - Learn how to undo a transfer.
Viewing a Client Transfers Report - Learn how to view a read-only report of transfer information.
A Closer Look @ Transfer Records
Transferred Client Record Details - Learn unique characteristics of transferred client records.
Frequently Asked Questions
FootholdConnect Event Recordings
NOTE: Recordings marked with a red asterisk (*) were made prior to deployment of significant AWARDS enhancements and do not reflect those changes; however, the overall content is still relevant and useful.
Transfers (31 min) * - May 2015
An introduction to client transfers functionality, with a focus on what happens to the client's documentation during the transfer process. Includes information about common mistakes made when using client transfers, and how to avoid them, as well as related reporting options.