Program Report Types

Content

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

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 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

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

Click on “Edit” if editing an existing Report Type. Within the General screen, complete the fields. Required fields are highlighted, while optional fields are not.

Image: “Program Report Types: General Screen”

Report Type Information

Image: “Program Report Types: Report Type Screen”

Report Information Description
Report Name Name of the report
Program (if applicable) Name of the program using the report
Create Trigger(s) If you would like a report to be triggered based on the occurrence of another event, you can select one of these options. See Due Dates in Related Articles for more detail
Menu Order The number you assign will determine the order in which this report 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 report types in alphabetic order.)
Inactive Only inactivate if you no longer wish to use this activity type

Configuration

Select the appropriate Report Category for your report. Majority of the reports will be classified as "General" reports. For reports pertaining to child wellness, select "Medical Report"; for reports related to incidents, select "Incident Report"; select "Home Progress Note" for those related to home progress notes. 

Image: “Add Report Types: Configuration Report Category”

Use the various settings available in the Configuration section to customize your report. Click on "Show Advanced Options" to view all available settings. 

Image: “Program Report Types Configuration Options Screen”

Report Configuration Description
Due For more details on Due Dates, see Related Articles
Expires after For more details on Expiration Dates see Related Articles
Unique Report (1 per case) (advanced) Allows for only one attachment per case. Will not allow for any additional documents to be attached
Delete if due after close date and foster case closed Deletes the due report if the due date is after the closed date and the case has been closed
Delete if due after close date and adoption case closed Deletes the due report if the due date is after the closed date and the adoption case has been closed
Include in Case Note Summary Includes the report in the case not summary
Requires proof reading (advanced) Requires for a supervisor to proofread the document before being marked as complete
Does not require approval Does not require supervisor approval
Does not require review by funding organization (advanced) Report does not need to be reviewed by the assigned funding organization
Prompt to Copy to Siblings Asks the worker if they want to copy the completed report over to the siblings
Do not allow copy from previous (advanced) Will prevent workers from copying over a previously completed report
Show in Compliance Checklist Shows the report as an item in the compliance checlikst
Hide for “Adoption Only” cases (advanced) Hides report for adoption only cases
Hide for “Foster Care Only” cases (advanced) Hides report for foster care only cases
Hide for “Non-Residential” facilities (advanced) Hides report for non-residential facilities
Hide for “Residential” facilities (advanced) Hides report for residential facilities
Copy this report if case is readmitted Copies the completed report if the case is readmitted to a program
Foster Home initiated report using custom form (advanced) Parents using the foster family website can complete the report using the custom form
Associate with a foster home and show in home file Shows the completed report in the home file of the associated foster home
Share Completed Report Files on the Family Website Shares the completed reports on the foster family website
Transfer this doc with referrals (advanced) Report will be copied over with the referral
Separate Signature Page (advanced) Signatures will appear on a separate page from the report
Require second approval (advanced) Requires second approval before completion
Require third approval (advanced) Requires third approval before completion
Require fourth approval (advanced) Requires fourth approval before completion
Update Case Field on “Complete” (advanced) Updates the case field once the report is marked as complete
Require file attachment to submit, approve, or complete File must be attached in order to submit, approve, or complete the report
Show guidelines/help text Displays any guidelines or help text provided
Use formula on Properties (advanced) Create a formula is used to calculate due date or triggers
Content Controls: Do not copy named Content Control Values when generating this report (advanced) Will prevent copying from a previous report
Content Controls: If no prior Report Type found, copy named Content Control Values from another Report Type (advanced) Copies values from another report type using Microsoft Words Content Control Values
Content Controls: Always copy named Content Control Values from another Report Type (advanced) Will always copy over the Content Control Values from the previously completed report via Microsoft Word

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)
Attachment Icon Click on the paperclip to attached a MS-Word document(s) if you selected a “Type” (from above) that includes attaching a document
Narrative Add the narrative with Custom Field Codes, from the “Custom” Tab, if you wish.  This narrative will appear when you access this Program Report in the eR system

Once you save your work, your report type will be complete and usable. Your new report is now accessible from your workspace within a program, and usable in your agency’s workflow

Image: “Usable Report”

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