The first of March, another beautiful day in Eagle River.  Forecast high temperature 26 degrees, forecast low temperature 20 degrees… Current temperature zero degrees…  Our Alaskan weathermen never get it right.

FOCUS joined the Therap family to eliminate paper notes.  Our Direct Support Providers had a habit of hanging on to the paper notes and turning them in bunches.  As the stories go, they often had coffee stains, spilt cereal, creamed carrots, and other biological hazards spread across them.  It wasn’t unusual for staff handling the paper notes to be using universal precautions; you know, gloves, surgical mask, and HAZMAT bins.  With Therap we no longer have to keep our shot records up to date just to read the notes our Providers write. 

However, since our Providers need to access a computer to write their notes, they often are unable to complete the notes immediately.  While with paper notes our Providers had a habit of hanging on to them and turning them in bunches, with Therap some of our Providers have a habit of writing their notes in bunches.  Unfortunately, some are submitting the ISP Data for the services they provided very time late, three to four weeks in one extreme case.  Of course this adds to the difficulty in billing and payroll.  My concern is, since I can’t remember what I had for breakfast, how can the Providers write accurate notes for services they provided so long ago?

When I do a performance review with any of our Providers, I always check the timeliness of their ISP Data submission to ensure it is within our standard.  Took me a while to figure out how to do it in quickly and accurately.

In an ISP Data Search you can check an individual ISP Data Collection entry.  In the blue field at the top is a date / time stamp for when the data was submitted.  That can be compared against the date the services were provided to determine how time late the entry was made.  However, that is data for a single note and does not indicate a trend or average over a broader time frame.  To get that trend or average the data can be exported to Excel.  Unfortunately, that date / time stamp is not included during an export to Excel.

In an Activity Tracking Search you can search by Provider for a given time frame (no more than one month) to see when they submitted ISP Data.  Each line of data cannot be accessed in this search; but the data can be exported to Excel.  However, it will not give the date the services were provided; just the date the entry was made.

Now we have two separate Excel spreadsheets; one with the date services were provided and the other with the date the data was submitted.  How do we combine them to get at the length of time between the time the services were provided and when the Therap ISP Data was submitted?

The secret is that both spreadsheets contain the Form ID number.  With the Form ID number to connect the date the service was provided and the date the ISP Data was submitted it is a relatively simple process to use the “Lookup” function (I used “vlookup”) to put all the needed data on one spreadsheet.  With the data on one spreadsheet, the data can then be easily manipulated to determine how late the data was submitted and any average or trends you may be interested in.

This of course is just an overview of how I do it.  If you need help with the details, just let me know.