Getting familiar with a few terms/concepts prior to choosing and running reports will help with correct interpretation of the data.
Parameters
The options available to customize the data returned in a report.
Open Admissions
Open admissions are those admissions to an agency that were open at any time during a reporting period. Open admissions include:
- any admissions that were open at the beginning of the reporting period (i.e., at 00:01am on the first day of the reporting period) – these can also be called Carryovers
- any admissions that were opened during the reporting period – these can also be called New Admissions or just Admissions.
Important
If a person is admitted twice during a reporting period, this would count as 2 admissions.
Open Admissions = Carryovers + New Admissions
For example if the reporting period is April 1, 2002 - April 30, 2002
The following client admission records will be considered open admissions:
| Client | Admission Date | Discharge Date | Admission Type |
|---|---|---|---|
| 1 | March 30, 2020 | April 1, 2020 | Carry-over |
| 2 | March 5, 2020 | April 15, 2020 | Carry-over |
| 3 | March 5, 2020 | Carry-over | |
| 4 | April 10, 2020 | April 29, 2020 | New |
| 5 | April 10, 2020 | April 30, 2020 | New |
| 6 | April 6, 2020 | New |
The following admission records will not be included, as they fall outside of the reporting period:
| Client | Admission Date | Discharge Date | Admission Type |
|---|---|---|---|
| 1 | March 5, 2020 | March 29, 2020 | |
| 2 | May 1, 2020 | May 20, 2020 | |
| 3 | May 3, 2020 |
Open admissions are sometime reported as of a certain day instead of during a time period. In this case the admissions can be either carryover admissions that were still open on that day or admissions that have been opened on that day.
Discharges
The Number of discharges during a reporting period includes all admissions that have a discharge date within the reporting period no matter what the admission date is.
For example if the reporting period is April 1, 2002 - April 30, 2002
The following client admissions will be counted as discharges:
| Client | Admission Date | Discharge Date |
|---|---|---|
| 1 | March 30, 2020 | April 1, 2020 |
| 2 | March 5, 2020 | April 15, 2020 |
| 3 | April 10, 2020 | April 29, 2020 |
| 4 | April 10, 2020 | April 30, 2020 |
The following discharges will not be included, as they fall outside of the reporting period:
| Client | Admission Date | Discharge Date |
|---|---|---|
| 1 | March 5, 2020 | March 29, 2020 |
| 2 | March 5, 2020 | May 20, 2020 |
| 3 | April 10, 2020 | June 10, 2020 |
| 4 | April 6, 2020 |
Individual Clients
The number of individual clients with open admissions (as in the Case Load Summary Report) refers to the number of clients that have had at least one open admission (see definition above) during the reporting period. If a client has 2 or more admissions during this period, only 1 is reported.
For example if the reporting period is April 1, 2002 – April 30, 2002 and and if an agency has the following client admissions in the database only, then the number of Open individuals is 4.
| Client | Admission Date | Discharge Date |
|---|---|---|
| 540 | March 20, 2020 | April 5, 2020 |
| 560 | March 30, 2020 | April 1, 2020 |
| 902 | March 5, 2020 | April 15, 2020 |
| 540 | April 9, 2020 | April 20, 2020 |
| 540 | April 25, 2020 | |
| 560 | April 10, 2020 | April 30, 2020 |
| 1009 | April 6, 2020 | |
| 1010 | May 1, 2020 | |
| 1011 | February 2, 2020 | March 15, 2020 |
Notes: Refreshed Nightly
Some reports are refreshed nightly. Any data added or modified will not be reflected in these reports until the following day. Reports are refreshed during business days from Monday to Friday. If data were entered on the weekend, the numbers will appear on Tuesday.
