Client Reconciliation Census & Waiting List Reports

1. SMART Tip SheetsClient Reconciliation INSTITUTE FOR GOVERNMENTAL SERVICE & RESEARCH Client Reconciliation Census & Waiting List Reports This Tip Sheet focuses on the steps required to review the agency Census & Waiting List, generate reports and submit monthly data to ADAA. Total Pages: 4 IGSR Technical Support: 301.397.2330 Updated: August 2010

2. Client Reconciliation Background: Client reconciliation in SMART is the same process as the Monthly Download in HATS. The individual tasked with this process will be responsible for verifying and submitting all agency records to ADAA on a monthly basis in accordance with ADAA’s submission schedule. Note: the client reconciliation process is not a facility function, therefore completing the Reconciliation will submit all records in all facilities and programs within an agency. • From the Home Page, click Agency. • From the Menu bar and click ClientReconciliation. Note: This will reveal the Client Reconciliation sub-menu. • Click Agency Reconciliation. This will open the Agency Client Reconciliation screen. • Reviewing Prior Submissions: Go to the Actions column, and click Review to obtain a detail of your submission history. Note: There will not be any information on this screen if you do not have any historical submissions. If the Actions column is not fully visible, use the bar at the bottom of the screen to reveal the desired information. • Click the Reconciliate Clientshyperlink. Helpful Hint: Remember the reconciliation is done at the agency level.

3. Client Reconciliation (cont’d) • Go to the “Enter the ending period” field and enter the proper ending period date. Note: Please enter the last date of the reporting month for your download (for example, 1/31/2008, 2/28/08, etc.), as SMART will default to the date that you initiate the Client Reconciliation. Please remember that SMART will also include in your Census and Wait List any record(s) not previously submitted that have event dates prior to this date. • Click Next. SMART will open the screen with your agency’s Census & Waiting List. Review the data on this screen for accuracy. Note: You will not be able to modify totals. However, you will be able to enter data for the following fields- Applicants added on Waiting List this report period, Applicants Admitted from Waiting List this report period, and Applicants No Longer available for admission. • Go the Reports section of the screen (at the bottom) prior to clicking Finalize to generate the available reports. This allows the user to correct any appropriate record(s) and reconcile against your internal logs before finalizing. Note: SMART will not automatically generate reports during the reconciliation process. Therefore, you must manually select and generate your reports by going to the Reports section of the screen and clicking the desired report. Enter the end date of the reporting period you wish to generate the report. Click each report separately to generate the repot and to save a copy to your computer for reference. These reports will no longer be available after finalizing the process.

4. Client Reconciliation (cont’d) TheClient Reconciliation Reports consist of: a. Incomplete Record Report/Unfinished Client Activities: This report will provide a list of unfinished or incomplete client activities by facility, activity, date created, created by, activity date, case number, client, and client date of birth. Click Finish to close the report and return to the Census and Waiting List screen. Note: Your agency’s data can also be exported to Microsoft Excel by clicking Exporton all reports. • Active Clients Report: This report will list all agency active clients at the end of the reporting period. It provides the facility, provider client ID (previously known as the SAMIS #), unique client number, and admission date. Click Finish to close the report and return to the Census and Waiting List screen. Note: Use your agency’s internal Intake/Admission/Discharge log to compare to SMART’s data.

5. Client Reconciliation (cont’d) • Cases Submitted Report: This report provides client cases submitted with the reconciliation. In addition, the report provides the facility, provider client ID, Unique Client Number, as well as the submission status of the Admission and Discharge records. Click Finish to close the screen, and return to the Census & Waiting List screen. • Program Enrollment Report: This report provides the facility’s program enrollment data. This will include the facility, program name, provider client ID, unique client number, start date, and end date. Click Finish to close the screen, and return to the Census & Waiting List screen. • Finalizing your Agency’s Reconciliation: On the Census & Waiting List screen, click Finalizeafter reviewing the Census & Waiting List data and all reports. SMART will then display a confirmation prompt. Click Yes if you are ready to finalize or click No if further review is required. Note: Clicking Yes indicates that your data has been reconciled and is ready for submission to ADAA. Note: If your agency is new to SMART, please maintain a hard copy of all reports for the first few submissions.