Program Report Types

Content

  • Introduction
  • Explanation and Purpose of Program Reports
  • Security Level Requirements and Access
  • Adding and Maintaining Program Report Types
  • Advanced Settings

Introduction

This article is meant to assist you with the details in Adding and Maintaining Program Reports. 
If you have a question not addressed here, you can search at the bottom of this article in Related Articles or you can Contact Support at support@extendedreach.com.

Explanation and Purpose of Program Report Types

Program Report Types control your list of available Reports within a particular Program. Reports are typically documents that are either collected or generated/written by your staff, and often have a due date and an associated file. Examples of Reports are written documents, such as service plans or assessments, or collected documents, such as birth certificates or social security cards.

Security Level Requirements and Access

You must be an Agency Administrator to access the “Administration” menu on the left side of your Workspace. Go to “Program Settings” and click on “Program Report Types”.

Image: Program Report Types Access Screen

Adding and Maintaining Program Report Types

1. Once in “Program Report Types”, select an existing report from the list or create a new one by clicking “Add Program Report Type”.

2. If Cloning a Report Type, click on “Clone Report Type” within an existing Report Type. This new Report Type will be titled, “COPY OF…”

3. If editing an existing Report Type, click on “Edit”.

4. Within the General screen, complete the fields. Required fields are highlighted in yellow, while optional fields are not.

Image: Report Type: Clone Screen

Image: Report Type: Clone Screen

Report Type Information

Report Type Information Description
Activity Name Name of the report
Program (if applicable) Name of the program using the report
Abbreviation The abbreviation will update depending on the program that is chosen
Create Trigger(s) If you would like an activity to be triggered based on the occurrence of another event, you can select one of these options.
See Due Dates in Related Topics for more detail.
Menu Order The number you assign will determine the order in which this activity appears in the activity menu found within a specific program. (The top 12 activities appear if you hover over “Add Report”, however you can click on “More” to view all activities in alphabetic order.)
Inactive Only inactivate if you no longer wish to use this report type

Configuration

Image: Program Report Types Configuration Options Screen

Report Setting Description
Due Set a report to be due on a specific date. Due dates can be based on triggers, monthly, weekly, or quarterly. See Due Dates for more information
Then every… Once an initial due date is selected, you can configure the report to repeat the due dates. See Due Dates for more information
Expires after… Configure reports to expire after a certain time period or on a user-specified date. See Expiration Dates for more information
Unique report Prevents a worker from adding the report more than once. Once report is added to case, the option to add another one will not be available
Delete if due after close date and case closed Automatically removes the due date if the report is due after the case close date and the case is closed
Use months instead of days for due date units Use months rather than days to configure the due dates
Does not require approval Report does not require supervisor approval
Use system assigned abbreviation Enabled by default, will use the first 3 letters of the report name as the assigned abbreviation
Use Custom Form Builder Enables the custom form builder which enables the user to create custom web forms
Show in compliance checklist Displays the report on the compliance checklist. Use the “Checklist Category” drop-down field to specify which category
Require file attachment to submit, approve, or complete Items cannot be submitted or completed without a file document
Copy this report when case is readmitted (if complete and not expired) If the report is complete, it will copy if the case is re-admitted
Show guidelines/help text Displays a blue help text bubble when staff are completing the report to list any guidelines/help

Template

Image: Add Report Types: General: Template Screen

Template Type Information Description
Text – Use Field Codes Enter in text into the narrative box using field codes. Once completed, the narrative box will display the field code information
Text and User Attached File Allows users to add a text narrative as well as attach a file
File – Use Field Codes Upload documents that use extendedReach field codes to populate the fields
File – No Field Codes Upload documents without field codes
File – User Will Attach User will attach a file (PDF or Word)
Photo – User Will Attach User can attach a photo(s)
This narrative format is mandatory Check the box if this format is required when workers make notes in this Activity Type
Narrative Add the narrative with Custom Field Codes, from the “Custom” Tab, if you wish. This narrative will appear when you access this Activity Type in the eR system

Be sure to Save your work! Your new report is now accessible from your Workspace within a program, and usable in your agency’s workflow.

Image: Usable Reports

Advanced Settings

When creating or editing a report type, there are additional advanced settings that you can enable to further customize your report. To show advanced settings, click on "Show Advanced Options". 

Image: Show Advanced Options

Report Setting Description
Trigger only if formula is true Report will only trigger is formula is true – please contact extendedReach support to configure
Initial due date period based on formula Report’s initial due date varies depending on if formula is true – please contact extendedReach support to configure
Assign to secondary worker (when activated and available) Automatically assigns the due report to the secondary worker (due dates must be configured)
Assign to specific worker vs assigned worker Automatically assigns the due report to a single worker specified in the report settings (due dates must be configured)
Allow copy from previous Automatically removes the due date if the report is due after the case close date and the case is closed
Allow for the collection of client signature(s) on-screen A field will appear under the Template Type for clients to sign
Specify involved participants from people tab Specify who and how many participants partook in the report. Participants are selected from the client’s People tab
Specify the number of total participants and first-time participants Counts the total amount of participants and indicates new, first time participants
Online Referral Form Used in conjunction with the custom form builder, allows to create an online referral form that, once filled out, will create a new referral in extendedReach
Use custom javascript For extendedReach support/advanced users who know how to use javascript

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