 smiller
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| Joined: 07 Jul 2004 |
| Total Posts: 27 |
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Stats
Posted: 01 Feb 2005 10:06 AM |
| When looking at the "clients served" section of statistics, specifically at demographic information (race, marital status, etc), it is showing a large number of unknowns. It appears that these unknowns are coming from clients who were scheduled for appointments but never actually came. Is there a way to look at these stats without including these "no show" clients, since we aren't interested at all in their information (since there is none)?? |
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Re: Stats
Posted: 01 Feb 2005 10:09 AM |
Hi smiller,
The next version of CenterPiece will not count appointments in the clients served stats. Thanks. |
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smiller
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| Joined: 07 Jul 2004 |
| Total Posts: 27 |
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Re: Stats
Posted: 01 Feb 2005 11:49 AM |
| Wonderful! Thanks for all you do! |
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smiller
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| Joined: 07 Jul 2004 |
| Total Posts: 27 |
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Re: Stats
Posted: 02 Feb 2005 10:28 AM |
I have another question in relation to this thread. As I was looking at these same stats and going through them to try and correct some of the "unknowns" I have found that a large percent of them already did have the demographic info entered, yet they are still coming up as unknown. Specifically I was looking at Client's Served by marital status. Any idea why this might be?
Thanks! |
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Re: Stats
Posted: 02 Feb 2005 12:26 PM |
| every time you add a form, a snapshot of the demographics is taken and saved with the form (by date). this information is pulled from under the general tab on the client file. to view the snapshot, check out the demographics in the activity list (next to each form). there may be some that don't have demographic information associated because at the time the form was entered, the info didn't exist on the file. you can click the refresh button in the activity list to update the information. |
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Re: Stats
Posted: 02 Feb 2005 01:30 PM |
I see what you're saying. My question is really why a client would appear on the drilldown list of "unknown" when looking at stats on marital status through clients served when specific info has already been entered with the "general" form. As I was trying to go through and correct some of the "unknowns" from that drilldown list, I found that a lot of them weren't entered as unknown, but rather a specific marital status had been chosen (single, married, etc.). I hope this makes sense now.
Thanks :) |
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Re: Stats
Posted: 02 Feb 2005 01:42 PM |
| what is the dateofactivity in the clients served drill down? does the forms under the activity list for that date have a marital status or is it blank? the stats compute off the demographics associated to the forms, not the info in the general tab. |
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Re: Stats
Posted: 02 Feb 2005 02:34 PM |
| The dates of activity are too numerous to count. There were like 2,600 clients with an unknown marital status. I know that a large percent of the unknowns were pulled from no-show appointments, but many weren't. As far as I know, there is no other way for us to enter demographic data than the general form, right? The only reason I am concerned is because I don't know how accurate these stats are, and we are trying to get together our year-end stats for 04. |
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Re: Stats
Posted: 02 Feb 2005 02:56 PM |
the stats are only as accurate as the data you provide. if a lot of forms were entered when no demographic information is available, then no demographic info will be saved with the form (under the activity list). later, if the demographic info is entered/changed on a file, new forms added to the file will use the new information.
you can update the demographic infomation in the activity list. on a client file, go to the activity tab. in the activity list click on the refresh icon/button under the demographic column.
from a procedural standpoint, you should probably review the stats on a monthly basis for "unknowns". this way you can validate the data using drill down and update the demographics where appropriate. |
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smiller
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| Joined: 07 Jul 2004 |
| Total Posts: 27 |
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Re: Stats
Posted: 02 Feb 2005 04:24 PM |
I had no clue about that refresh button, and unfortunately, no one else in our office knew about it, so our stats are going to be tough to correct. We really thought that if the info was updated on the general tab, then there would be no problem.
Is there any easier way that we can avoid having all of these unknowns? With the volume of clients we see each month, it seems almost impossible for us to be able to refresh every single one.
Thanks,
Sarah |
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Re: Stats
Posted: 03 Feb 2005 11:42 AM |
If you entered the demographic information when the file was created. the forms should have pulled the correct information as they are added to the file. is this not how you guys are entering the data?
the reason why we take a snapshot is so you can track the demograhic changes over time. for example, if in visit 1-5 a gal is single, then in visit 6 (6 months later) she gets engaged. from a data entry standpoint, if you update the marital status on her file, then any new forms added for visit 6 and beyond will pull the new info.
i know this might be a little confusing, but this is required if you want to track demographic changes over time. |
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smiller
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| Joined: 07 Jul 2004 |
| Total Posts: 27 |
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Re: Stats
Posted: 08 Feb 2005 10:55 AM |
I'm sorry it's taken so long for me to get back to you. Yes, we do enter demographic info initially when we do data entry, but occassionally they will be left blank accidentally or temporarily as we try to determine what info was missing.
After looking at this & processing it for a while I noticed something. Because we see so many clients, sometimes it takes us as many as 2+ weeks to get data entered. When a 1st time client returns for a follow-up appointment within a few days of her first appt.(this happens very frequently), most likely her file has not been entered in the computer. It appears that after data has been entered, this 2nd appt. does not "refresh", and thus is showing as an unknown.
Also, after looking at several random files, many activities would be listed, and all but 1 or 2 would have the demographic info listed to the side. I couldn't figure out a reason for this.
Any ideas?
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Re: Stats
Posted: 08 Feb 2005 11:41 AM |
Internally we've been discussing this issue a lot. In the next version of CenterPiece we are planning to implement cases numbers. Case numbers are required to support some of the statistics required by CareNet. They also have the potential to simplify the demographics.
Below is the client file to case relationship:
a client file ----> has 1 or more cases ----> a case ---> has 1 or more forms/services
The Problem:
It appears taking a snapshot of the demographics at the form level (by date) is confusing. And if the demograpihcs are wrong, it's too much work to update each form.
Proposed Solution:
Since we are implementing cases, we can take a snapshot of the demographics at the "case level". when you create a new case, a snapshot of the demograhpics will still be pulled from the client file. However, you will also be allowed to change the demographics at the case level. All forms will use the demographics of the case they are associated to.
The benefits of this approach twofold:
1) --- we still preserve a history of demographic information as it changes over time. (example: in case 1 a client is single. a year later the client returns with a new pregnancy, and you create a new case (case 2). in case 2 the client is engaged. in the stats report(s), all forms in case 1 will have a Marital Status of Single. all forms in case 2 will have a Marital Status of Engaged. this also applies to zip code, religion etc...)
2) --- If demographic information is incorrect or missing, you can change it at the case level (once), and all forms associated to the case will be recomputed to the new demographcis during the next database load of the statistics. (This reduces maintenance since you don't have to edit each form to change the demographic value).
Data Conversion:
when we upgrade to the new version, we will automatically create 1 case for each client file that has activity forms. all the forms will be associated to the case. during this time, we can pull the demographics from under the client file and apply it to the case.
I'll be providing more information about cases when we get close to ship. but does that make sense?
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smiller
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| Joined: 07 Jul 2004 |
| Total Posts: 27 |
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Re: Stats
Posted: 08 Feb 2005 11:55 AM |
Wow...that sounds like a wonderful plan. So, for now should I worry about going in and refreshing all of the unknowns? It sounds like this will fix itself once the new version is in place. Any idea about your timeframe on that?
Also, we have just finished our annual Care Net report that we are required to complete. There were many stats needed that we do not currently have the capability to report. Would it be ok if I mailed you a copy of this report so you might know all that we are required to keep track of?
Thanks!
Sarah |
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Re: Stats
Posted: 08 Feb 2005 12:14 PM |
We are hoping to release the next version at the end of this month. so if you can wait a few weeks, there is no need to refresh all the unknowns...they will be fixed when we do the upgrade.
We already have a copy of the CareNet report...so we pretty much know what we are missing. In the future, we are hoping to provide a report that generates all the stats for CareNet with just a click of a button. Implementing cases in the next version is the 1st step. |
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Re: Stats
Posted: 16 Feb 2005 12:55 PM |
| the ClientsServed Stats have been updated. We were able to provide a fix without posting a new version of CenterPiece. The fix no longer counts Appointments and Correspondence in the totals. If you have a lot of appointments and correspondence, you should notice that the monthly totals will be smaller. |
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