SMART Training TIP Sheets Client Reconciliation This training document focuses on the elements required to admit a client to a facility. Total Pages: 5 Client Reconciliation Background Accessing the client reconciliation screen Generating the Agency Census & Waiting List Generating Client Reconciliation Reports Finalizing & Submitting Client Reconciliation Data Maryland March 24, 2006
Admission Profile 1 Client Reconciliation • 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. Please note: the client reconciliation process is not a facility function, 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. • 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 your space bar to reveal the desired information. • Click the ReconciliateClienthyperlink. • Helpful Hint: Remember the reconciliation is done at the agency level. If you have permission to reconcile data for multiple agencies, make sure you have selected the correct agency to complete this process. If necessary, use your space bar at the bottom of the screen to see information that is not visible.
Admission Profile 2 Client Reconciliation • Client Reconciliation • 6. Go to the “Enter the ending period” field and enter the ending period date. • Helpful Hint: The current date will be the default date. Please enter the last day of the reporting month. For example, 1/31/2006. All records not previously submitted through this date will generate on your Census and Wait List and be forwarded to ADAA. • Click Next. Clicking “Next” 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. 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. • Prior to clicking Finalize, go the Reports section of the screen to review the available reports. • Helpful Hint: SMART will not automatically generate reports during the reconciliation process. You must manually select and generate your reports by going to the Reports section of the screen and clicking the desired report. • 9. Click Incomplete Record Report.
Admission Profile 3 Client Reconciliation • Client Reconciliation Reports • 10. Incomplete or Unfinished Report: This report will provide a list of unfinished or incomplete client activities by facility, activity, date created, case number, client, as well as, client date of birth. • Click Finish to close the Report and return to the Census and Waiting List screen. • Helpful Hint: Your agency SMART data can be exported to Microsoft Excel. Export Training will be provided. • On the Census & Waiting List screen, click Active Client Report. • Active Client Report: The Active Client Report will list all agency active clients at the end of the reporting period. This report will provide the Client ID (SAMIS ID), Unique Client Number (HATS Client ID), and Admission Date. • Click Finish to close the report and return to the Census and Waiting List screen. • Helpful Hint: Use your facility’s Admission and Discharge log to compare data.
Financial, Household, Youth Client Reconciliation • Client Reconciliation Reports • cont’d • On the Census & Waiting List screen, click CasesSubmitted Report. • Cases Submitted Report: This report provides client cases submitted with the reconciliation. In addition, the report conveys the client SAMIS ID, Unique Client ID from HATS, 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’s enrollment data. This will include the client’s Enrollment ID (Provider/SAMIS ID), Unique Client Number, Clinic ID, Client Case Number, and the Start Date (Enrollment date). • Click Finish to close the screen, and return to the Census & Waiting List screen. • On the Census & Waiting List screen, click Finalizeafter reviewing the Census & Waiting List data, and all reports. • Click Yes if you are ready or Click No if further review is required. Clicking “Yes” indicates your data has been reconciled and is ready for submission to ADAA. • Helpful Hint: Please maintain a hard copy of all reports for the first few submissions.