Tickler Report

The Tickler Report serves as a reminder report for assessments due based on the reason for assessment and allows you to better keep track of actions to be completed given their due dates

The Tickler Report can also be set up with Episodic Data. This example and the Tutorial does not use Episodic Data. The implications are as follows:

Without Episodic Data (default configuration), Clients will have to receive a discharge assessment or be de-activated in the system to no longer show up on the Tickler Report, otherwise they will eventually show up with “upcoming” and ”past-due CANS reassessments.”

With Episodic Data, the client episode dates need to be imported or entered into the system. The Tickler Report with Episodes will show assessments completed, past due and upcoming based on the beginning and ending dates of the episode. The report will also be broken down by the “Responsible User" for each client with assessments coming up or past due. Only Assessments related to that specific Episode will be included. Setting up the Tickler with Episodic Data requires OA assistance. Please contact OA support for help with this configuration.

CREATING A NEW TICKLER REPORT

1. To create and run a Tickler report, when you first open the application, you must select the "Reports and Analytics" tab on the top menu bar.

1.1 After the pull down menu appears, select the third option marked "Reports"

2. Of the many options available to you on the drop-down menu on the right, select the first option for "Saved and Named Reports"

3. Select the "Personal Reports" tab under Saved and Named Reports
3.1 Next, in order to create a new report configuration, click on "New Saved Personal Report" represented by the green plus icon.

3.2 NOTE: If you simply plan on working with an existing Tickler report, you may use the steps outlined above but now proceed to use one of the many menu options located on the top row of the left pane. These options include the ability to filter your reports by name, copy, delete, and re-run them

4. A list of report options should subsequently come up.

4.1 Proceed to page 2 of this list (by clicking the "next page" arrow towards the bottom of the window") to select Tickler Report.
4.2 If you are having trouble finding the report type, you can use the filter tool located at the top of the window (denoted by the gray filter icon) and simply search "tickler."

5. A new report, generically entitled Tickler, should appear in your list of reports

6. Additionally, the pane to the right of your screen allowing you to input specific information about the parameters of your report should appear.
6.1 Initially, you can use this new pane to change the name your report from the generically-assigned "Tickler," as well as provide a different or more robust description for your report.

7. Next, we will discuss the various parameters you can change in running your report.

7.1 Note: you can choose to review each parameter individually by clicking on the down arrow next to each parameter (e.g. "Start Date") or you may alternatively elect to expand/collapse all the parameters simultaneously with the "-/+" options on the top left of the right pane  

• "Sliding Date Range": allows you to choose a "sliding range" of time (e.g. last 6 months). This is called "sliding" because it is not affiliated with particular dates and can change based on when you choose to run the report. Many options are self-explanatory, but see below for some clarifications.
  • "Specified Date Range" - choose this option if you would prefer to manually enter specific start and end dates (see next two parameters)
  • "Year to Date" - this will run a report constituting data from January 1 of the current year until the day the report is run
  • "Last 30 Days" - data from the last 30 calendar days will be included and tabulated
  • "Last Year" - this essentially means that data from the last 365 days will be taken into account. Note that this option does not mean the last calendar year.

• "Start Date": You can choose the specific date for which you would like the report to begin giving information. The options for entry include a pop-up calendar which you can utilize by simply clicking on the small calendar icon on the right of the Start Date entry line OR you may enter the date in the space provided in MM/DD/YYYY format. NOTE: You will also see an option in this parameter for you to "Allow Run Override." This option is especially helpful if you plan on running the same style of report again at a later time with all the same parameters, but with different date ranges. Selecting the box for run override will allow you to simply enter a new start and end date when choosing to run your report instead of re-entering all the parameters.
• "End Date": You can choose the specific date for which you would like the report to stop give information. The options for entry include a pop-up calendar which you can utilize by simply clicking on the small calendar icon on the right of the Start Date entry line OR you may enter the date in the space provided in MM/DD/YYYY format. NOTE: You will also see an option in this parameter for you to "Allow Run Override." This option is especially helpful if you plan on running the same style of report again at a later time with all the same parameters, but with different date ranges. Selecting the box for run override will allow you to simply enter a new start and end date when choosing to run your report instead of re-entering all the parameters.
• "Instruments": The instrument option allows you to choose the specific assessment tool you would like the report to be run on. Upon clicking on the down arrow, a list of available options appear, from which you can choose your preferred instrument (e.g. "ANSA" or "CANS")
• "Organizational Units": The organizational unit represents the geographic or other division of systems. In order to select your preferred organization unit, simply click the down arrow to expand the options, and then proceed to check all the applicable boxes for all locations (e.g. "Sydney") you are interested in for your report.
• "Reporting Units": The reporting unit represents the classification of clients based on various factors through the system of tagging. You can select all reporting units of interest by checking all appropriate boxes (and sub-boxes) you want your report to incorporate. Note: this is an optional parameter (the only one), and you may leave this blank and still generate a report.

8. After you have made these changes and included all this new information, you should save these parameter inputs using the "Save" button (represented by the floppy disc icon) located on the top of the right pane.

8.1 Hitting the save button should update the report displayed on the left pane and also provide that report with a unique ID Number (which should be listed in the far left column of the left pane).

8.2 Congratulations, your report is now ready to run! To do this, you can select your new report and select the "Run Report" option on the above bar of options

9. When you run your report (by clicking on the "Run Report" button), your new Tickler report should open in a new tab on your computer.
9.1 Note: your report will vary in length depending on what organizational unit you chose, as well as how many sub-groups were part of the larger unit.
9.2 If you would prefer a paper copy of the report, you can easily obtain one by choosing the "Print Report" option (represented by the printer icon) in the menu bar towards the top of the screen.

9.3 There are also options in this space for you to Export the Data from this report or Save the Report (as a PDF, for example) to your computer.

NOTE: if you want to delete the report you have created (or any report that is saved with an ID number), you can do so by selecting the report (causing it to highlight) and clicking on the "Delete Report" option represented by the red minus sign.

10. TOOLBAR OPTIONS

• Refresh: allows you to check for any new or updated reports
• Open Selected: opens up the information and parameters for the selected report
• Show Filter: allows you to filter your reports by name
• New Saved Personal Report: allows you to create a new report (see above)
• Delete Report: allows you to delete an existing report (see above)
• Copy: allows you to copy the exact report type and its parameters for future use
• Run Report: allows you to run report and print out (see above)

Next, we will look at the report itself and the information it conveys.

UNDERSTANDING YOUR REPORT

On the most basic level, your report has several important identification characteristics which are detailed below. Please see the sample report below for reference.

The very bottom portion of the report is for logistical purposes and, on the left, has a time stamp of the exact date and time the report was generated. The bottom right tells you the page number of the report.

Top Left

Period: A range of dates from where your data is collected; based on the start and end dates you entered when generating the report

Tag(s): The specific reporting units you decided to incorporate; based on inputs for reporting units

Top Right

Organizational Units: the geographically or otherwise divided sections you integrated into the report; based on inputs for OU. NOTE: each organizational unit will be reported separately for the purposes of the simple Tickler report (if you wish to obtain a combination of all data, you can choose to run an aggregate report) and reports may thus vary in size

Under the name of each OU, there will be a list of clients as well as there unique client IDs. In subsequent columns, you will find information as to the initial dates of visit for these clients, as well as any subsequent updates. Perhaps the most useful feature of the Tickler report is that it identifies the status of various assessments and updates.

Bottom

To take advantage of this capacity of the Tickler Report, we turn to the bottom section of the print-out report: the Legend. Below are some guidelines to help you interpret the color coding and other devices used by the system.

• CANS Status: reflects the status of the assignment, submission, approval, and/or rejection of the CANS assessment to the various clients.
  • Whenever an "Ap" appears before the date in any of the assessment columns, this signifies that CANS has been approved for the client for that visit. 
  • Similarly, "Re" would signify that CANS was rejected, "Su" that it had been submitted, and "As" that it was assigned.
• Missing CANS: indicates within the report if there are any instances where a CANS assessment was assigned but never completed. This indicator shows up as red, denoting a need to address the matter promptly and providing levels of severity (NOTE: this will vary based on custom configurations, and are exemplified here as organizational units which reassess their clients every 3 months or 6 months).
  • Red pencil - suggesting tardiness; less than 75 days (3 month reassessment period) or less than 90 days (6 month reassessment period)
  • Red exclamation mark - implying that an earlier assessment was never received, but a newer one was conducted after that period (thereby making the older on less important and perhaps not as sought out any longer). In the sample report above, note that Erica Atkinson's assessment for November 15, 2013 was never completed, but one was carried out on January 19, 2014 and again on April 11, 2014, making the earlier one less relevant.
  • Red triangle -  signifying that the assessment is long overdue; more than 75 days (3 month period) or more than 90 days (6 month period)
• Expected CANS: allows you to gauge which clients have CANS assessments coming up in the near future, so as to better enable you to anticipate and plan to carry out the assessment when the time approaches. It also enables you to set up reminders to help you facilitate assessment completion in a timely manner.
  • Solid green box - if fewer than or equal to 30 days until the upcoming assessment is due
  • White box - if more than 30 days until upcoming assessment is due