OHRS (formerly MIS) Reporting Statistical Accounts for Client Activity (refreshed nightly M-F)

Description

This report breaks down statistics for client activity by functional centres as defined by OHRS (formerly MIS).

Report Columns

• Account # - the OHRS (formerly MIS) account #
• Account Description – the OHRS (formerly MIS) account description
• Age Groups – the three age categories specified by OHRS (formerly MIS)
• Total – Total

Parameters

• Program Start Date Range – specifies the program start date range to report on
• Admission/Program Site No – specifies the admission or program site no
• Include section for Non-Ministry Programs – indicates whether the report should include non-Ministry programs

Description of Statistics:

S.265. Service Provider Interaction(SPI) with Time Intervals - A service provider interaction is reported each time service recipient activity (S4* series) is provided (includes interactions with anonymous clients). Each interaction is reported according to the length of time a service provider provided direct service (face-to-face and non face-to-face) to the service recipient. If more than one activity is created for the same session in the Activity Log, the activities are considered as one interaction and the time from those activities is summed up. Service Provider Interactions that are 5 minutes or less are excluded. The total of the Service Provider Interactions may not tally with the totals in the age groups since services to anonymous clients are included. For programs that do not use the activity log, since time intervals per service provider per session are not provided, the number of sessions is counted under 265 00 - time intervals not reported. Three service recipient types have been added to the service provider interaction account. S.265 25 refers to outpatient interactions, S.265 45 refers to residential interactions and S.265 65 refers to interactions with anonymous clients.

S.266. Service Provider Group Interactions(SPGI) with Time Intervals - A service provider group interaction is reported each time service activity is provided to the participants during a group session (includes interactions with anonymous groups). Each group interaction is reported according to the length of time a service provider provided direct service (face-to-face and non face-to-face) to the group participants. If more than one activity is created for the same session in the Activity Log, the activities are considered as one interaction and the time from those activities is summed up. Service Provider Interactions that are 5 minutes or less are excluded. For programs that do not use the activity log in Catalyst, this account cannot be reported on. As of January 28, 2014, group appointments recorded in the Large Total field for residential pilot agencies is now included. The calculation of service provider group interactions has changed. Prior to April 1, 2014, we prorated the amount of time spent by a provider across the functional centres according to the number of clients attending the group in those functional centres. For example if a service provider spent 1 hour in a group where 5 clients were registered in community treatment and 5 clients were registered in day/evening FC, we counted 30 minutes of provider time in each of the 2 functional centres. We now count a full hour of provider time in each of the functional centres.

S.401. Inpatient/Resident Admissions - number of new registrations to a functional centre during the reporting period.

S.403. Service Recipient Days - total number of days of service in a functional centre. For residential functional centre, the number of service recipient days that were provided during the reporting period will be reported for all open program registrations (carryovers and new) whether they are terminated or not.
If a client is registered and terminated from a program on the same day, then the number of service recipient days is 1. If a client is registered and terminated from a program on 2 separate days, then the report does not count the day of termination. For Definition of Terms & Description of the Catalyst Reports Page 138 of 183 carried-over registrations, the days before the reporting period are excluded from the calculation. For non-terminated registrations in a residential functional centre, the number of service recipient day is the number of days that are within the reporting period.

S.410. Inpatient/Resident Discharges - number of discharges from a functional centre. Please note that all program registrations in a functional centre must be terminated for a service to be considered as discharged.

S.450. Visit - Face to Face – In House -

S450***0 Visit – Face to Face, In-House - In Person

S450***1 Visit - Face to Face In-House -Virtual

A visit is recorded when a uniquely identified service recipient (SR) is present to receive service from an organization’s employees as face-to-face or by videoconferencing on an individual basis. This includes service to the service recipient and/or significant other(s) in attendance on behalf of the service recipient. The service is documented according to the health care organization’s policy and is provided for longer than five minutes.  A visit is recorded when a service recipient is provided service in a functional centre (FC) regardless of the number of service providers present and the length of service. When a service recipient is present to receive service more than once on the same calendar day in the same FC only one visit is reported. Excludes face-to-face interactions with service recipients who are not uniquely identified (i.e. sessions with anonymous clients are excluded). Only one visit is reported per service recipient per functional centre per day. For agencies that do not use the Catalyst Activity Log, the number of sessions is normally reported on program termination.  For FC=725707811 and FC=725707812 - Information and Referral Services - total number of individual face-to-face entry services sessions provided during the reporting period.  The Total number of sessions may not tally with the total in the age groups if clients do not have date of birth in the database.

S.451. Visit - Non Face to Face - In House - total number of "occurred" Direct Service non face-to-face sessions(that lasted longer than 5 minutes) for individual activities associated with all programs in an FC during the reporting period. Sessions with anonymous clients are excluded. Only one visit is reported per service recipient per functional centre per day. For agencies that do not use the Catalyst Activity Log, the number of sessions is normally reported on program termination.
For FC=725707811 and FC=725707812 - Information and Referral Services - total number of individual non face-to-face entry services sessions provided during the reporting period. Sessions with anonymous clients are excluded. The total number of sessions may not tally with the total in the age groups if clients do not have date of birth in the database.

S.452. Not Uniquely Identified Service Recipient Interactions - number of face to face or telephone activities with anonymous clients whether seen as individuals or in groups. Prior to April 1, 2009, the report displays N/A as Catalyst did not collect this information. N/A is also displayed if the report date range contains any portion prior to April 1, 2009. Also, prior to January 28, 2010, this account was based on the site no of the service provider. Since all service providers are now assigned to "01", this account is now based on the service site which is the site no where the activity was held. As of July 30, 2010, telephone activities will be included.

S.455. Individuals Served by Functional Centre - number of distinct individuals with at least one open program registration (carried-over or new) in a functional centre during the reporting period. Please note that the sum of the numbers in the age groups may not equal the total number because the age is calculated based on the admission date. If a client has two admissions where his/her age falls into two different age groups at the time of the admissions, then the report counts one admission for each age group but, Definition of Terms & Description of the Catalyst Reports Page 139 of 183 only ONCE in the total column. Prior to August 5, 2010, clients with chart #s as null are excluded.
For FC=725707811 and FC=725707812 - Information and Referral Services - number of individuals who have received at least one entry service during the reporting period. Anonymous clients are excluded from this number. A registered client with no open admission attending a non-entry service group session is included. The Total number of individuals served may not tally with the total in the age groups if clients do not have date of birth in the database.

S.483. Attendance Days – Face to Face – In House -

S483 ** *1 Attendance Days – Face to Face in Person

S483 ** *3 Attendance Days – Face to Face Virtual

The number of service delivery days (count once per 24-hour calendar day) on which primary service recipient activities are provided face-to-face, or by videoconference, on an individual or group basis to a service recipient and /or significant other(s) provided by facility staff. This statistic counts days during which services occurred rather than number of services. Attendance days are counted for each client whether seen in an individual or in a group setting. Only one attendance day is reported per service recipient per functional centre per day where the interaction is longer than 5 minutes. Visits(S.450 and S.451), group participants (S.491**10 and S.491**20 )and group sessions (S.4920010) are not reported for functional centres where Attendance Days are reported. Services provided to clients prior to being in residence are reported in the Residential FC in attendance days with ‘25’ as the service recipient type. This is to make a distinction between services provided to residents and non-residents.

S.483 SR25 Attendance Days - Face to Face - In House applies to outpatient Pre Residential Treatment programs service delivery days under the Residential Tx functional centre.

S.489. New Referral - number of service recipients accepted to receive service in a functional centre during the reporting period. If a client was put on a WL for a program in a Functional Centre during the reporting period, it will be counted as one new referral. If the client was not put on a WL, but was registered in a program within a functional centre during the reporting period, this program registration is counted as 1 new referral. The count of New referrals is based on either the first WL (if a WL exists) or the first program registration within a Functional Centre whichever comes first within an admission.

S.490. Active Carryover - number of carried-over registrations to a functional centre at the beginning of the reporting period.

S.491**00. Group Participants, Non-registered Clients - number of clients in an anonymous group. Prior to April 1, 2009, Catalyst did not record the number of clients in an anonymous group, therefore, the report displays N/A prior to this date. If the report date range contains any portion before April 1, the report still displays N/A. Reporting by age is not an OHRS (formerly MIS) option for this account. Also, prior to January 28, 2010, this account was based on the site no of the service provider. Since all service providers are now assigned to "01", this account is now based on the service site which is the site no where the activity was held.

S.491**20. Group Participants, Registered Clients - number of clients that attended a group session as registered clients. This information is not available for non-users of the Definition of Terms & Description of the Catalyst Reports Page 140 of 183 Activity Log in Catalyst. Also, prior to January 28, 2010, this account was based on the site no of the service provider. Since all service providers are now assigned to "01", this account is now based on the service site which is the site no where the activity was held. Also, prior to January 28, 2010, this account was based on the site no of the service provider. Since all service providers are now assigned to "01", this account is now based on the service site which is the site no where the activity was held. As of January 28, 2014, group appointments recorded in the Large Total field for residential pilot agencies is now included. Due to this, the sum of age groups may not tally with the total in the age groups.

S.4920010. Group Sessions (number of group sessions) - total number of group sessions that "occurred" during the reporting period and that are associated with a program within an FC. This number includes anonymous groups. This information is not available for non-users of the Activity Log. Reporting by age is not an OHRS (formerly MIS) option for this account. Also, prior to January 28, 2010, this account was based on the site no of the service provider. Since all service providers are now assigned to "01", this account is now based on the service site which is the site no where the activity was held. As of January 28, 2014, group appointments recorded in the Large Total field for residential pilot agencies is now included.
For FC=725707811 and FC=725707812 - Information and Referral Services - total number of group entry services provided during the reporting period. Anonymous group entry services are included in this number.

S.4920011. Group Sessions - Virtual - Time Intervals Not Reported - The number of group sessions providing formal service activities that are material in length, and are planned and delivered to two or more service recipients, at the same time and in real-time through video encounter using communications or information technology, with service provider(s) and service recipient(s) in different physical locations. One group session is reported by functional centre regardless of the number of service providers. The individuals in the group may be uniquely identified and/or not uniquely identified.

S.506. Individuals Received First Service - number of new registrations to a functional centre during the reporting period. If a client has 2 admissions to the agency with program registration in the same FC, then they count as 2 new referrals. If a client has 1 admission to the agency with multiple registrations in the same FC, then it counts as 1 new referral.

S.501. Admissions - number of new admissions during the reporting period.

S.511. File Closed - number of discharges from the agency during the reporting period.

S.511** File Closed by Reason - reason for discharge from the agency. Family members are not required to provide reason for discharge and therefore blanks are excluded from this statistics. The reasons for discharge in Catalyst are mapped to the OHRS (formerly MIS) reason for closing file categories according to the following mapping rules:

S.513. Service Discharge - number of terminations from a functional centre. Please note that all program registrations in a functional centre must be terminated for a service to be considered as discharged.

S.513** Service Discharge by Reason - reason for termination. For clients with more than one termination from a functional centre, the reason for termination of the latest program termination will be used. If no numbers are recorded here then your agency either does not enter this information or does not use a standard list of reason for termination. The reasons for termination in Catalyst are mapped to the OHRS (formerly MIS) reason for discharge categories according to the following mapping rules:

Please note that categories 09, 10, 11, and 88 were added to Catalyst on April 18, 2005.

S.855**76. Individuals Served by Organization - number of distinct individuals who have at least one open program registration (carried-over or new) funded by the MoHLTC. Included in this count is the number of distinct individuals who received entry services funded by the MoHLTC but had no admissions within the reporting period. Anonymous clients are excluded. The Total number of individuals served may not tally with the total in the age groups if clients who received entry services only do not have date of birth in the database. Note that prior to April 1, 2009, the calculation of individuals was based on the admission date rather than on the program registration dates and on unique case number rather than on DATIS key.

S950 ** 10 Francophone Individuals Requested Service in French by Functional Centre - This statistical account is used to record/report the number of unique individuals who requested service* in French in a service delivery functional centre during the reporting period.  

S950 ** 20 Francophone Individuals Served in French by Functional Centre - This statistical account is used to record/report the number of unique individuals who were served in a service delivery functional centre in French during the reporting period.

S950 10 ** Francophone Individuals Requested Service in French by the Organization - This statistical account is a year-to-date count of the number of identified Francophone individuals, who requested services in French by the organization, within a provincial sector code in the reporting period and identified by a unique identifier. Individuals are counted only once in the health care organization within a fiscal year, regardless of how many different services they have requested or the number of times they were admitted and discharged within the reporting period. This statistical account is reported in AC 8* 9 90.

S950 20 ** Francophone Individuals Served in French by the Organization - This statistical account is a year-to-date count of the number of identified Francophone individuals, who received services in French by the organization, within a provincial sector code in the reporting period and identified by a unique identifier. Individuals are counted only once in the health care organization within a fiscal year, regardless of how many different services they have received or the number of times they were admitted and discharged within the reporting period. This statistical account is reported in AC 8* 9 90.

NOTE:
1) For Information and Referral Services (Entry Service), beginning April 1st, 2009, the site number selected to run the report will be based on the service site of the entry service. Prior to this date, Catalyst did not record a service site for Entry Services, therefore, the report will still display all Entry Service regardless of site number prior to this date. If the report date range contains any portion before April 1st, the entry services reported will be for all sites and not site-specific.
2) For S.450 and S.451, prior to January 28, 2010, this account was based on the site no of the service provider. Since all service providers are now assigned to "01", this account is now based on the service site which is the site no where the activity was held. Also, prior to August 5, 2010, clients with chart #s as null are excluded. Again, prior to April 1, 2012, OHRS included group activities in the visits accounts, and each session during a day was counted as a visit. As of April 1st, 2012 group activities are excluded from visits, and all sessions during a day in an FC are counted as 1 visit.
3) S.265, S.266, and S.483 are new accounts for FY 2012-2013.

Sub-reports

Entry Services
Display the statistics for the Information and Referral Services functional centre (Entry Services).

Report Columns:

• Account # - the OHRS (formerly MIS) account #
• Account Description – the OHRS (formerly MIS) account description
• Age Groups – the three age categories specified by OHRS (formerly MIS)
• Total – Total

Revision History: