Attendance Tracker

The Attendance Tracker allows you to track your patients' presence (or absence) in the facility.

New to Attendance Tracker? Click here for Super Admin setup instructions. 

Log Patient Attendance

Any user with an internal role can view and log attendance. Your attendance roster contains a list of patients expected in your facility today and is located under Schedules > Attendance. 

Based on your Census, the following patients are included in the Attendance roster: 

Qualifications to appear in Attendance	What days will the patient will appear in Attendance?
Patients in the census with an admission date and MR number	These patients will appear in your attendance list every day.
Patients in your census with the current day of the week selected in UR authorization	These patients appear in your attendance list only on the days selected in the UR authorization. Click here for instructions.
Patients in your census with a UR level of care without a current UR authorization	These patients will appear in your attendance list every day since authorization expired and the system does not know what days they are expected.
Patients in your census with Clinical level of care (without a UR level of care)	These patients will appear in your attendance list every day.

Add a Patient Not Present on the Attendance Tracker

If you have a late admission or a patient with an appointment outside of their regular or authorized schedule, you can manually add the patient to the Attendance Tracker using the Add Patient button.

Marking Attendance

Each expected or manually added client can be marked as Present or Absent. By default, all patients are set to Unrecorded at the beginning of each day.

Marking Attendance

1. Use the Actions panel to record the patient's status. 
2. Present: Click on the checkmark to mark the patient as present.
3. Absent: Click the cancel icon to mark the patient as absent.
   1. To record an Absence Reason, click on the ... button.
   2. Select an Absence Reason from the drop-down. This information will be available in the Attendance chart tab and in Reports.
      
   3. You can add an optional comment and click Update to save. 
4. Remove Patient: Use the delete icon to remove the patient from the attendance tracker.

Marking Attendance in Bulk

1. Alternatively, you can mark patients as present, absent, or unrecorded in bulk by using the checkboxes next to their names or by selecting them all by clicking on the check box at the top, or by clicking the Mark All button.
2. If you choose to mark several patients individually or use the select all checkbox, click on the Mark All button, which now says Mark Selected.
3. Whether you choose to mark all, or only mark certain patients, clicking on the Mark All or Mark Selected button will open a drop-down list where you can choose Present, Absent, or Unrecorded. 
4. If you choose Present or Unrecorded, you will then see the following window.
5. Enter your comment (if any), and click Update.
6. If you have selected Absent, you will also be able to select an Absence Reason from the drop-down.

Attendance Summary

1. After you record your attendance for the patients, you will see the summary of your attendance for the selected date by program.
   
2. Filtering the patients will update the summary numbers accordingly.
3. You can switch between the dates if you want to review or log the Attendance on any past date.

Tip: If the patient has moved to a new level of care, program, or location after the automatic roster has been generated for the day, you can delete the patient from the roster and add them back to ensure their updated information is reflected in the attendance.

Working with the Attendance Tracker

There are a number of key features and filters that can help you work through recording patient attendance.

1. Search: You can search the roster by any visible keyword like payment method, location, text in the comments, etc.
2. Filter by Program: Filter patients by their assigned program. 
3. Filter by UR LOC: Filter patients by the Level of Care assigned to their chart by the authorized UR LOC. 
4. Export CSV: Export the attendance tracker list to a CSV file. 
5. Settings: You can customize your view with the following options:
   • Hide Summary: Remove the Attendance Summary table from the top of the page. 
   • Show Compact Tab: Remove patient pictures from the attendance table to reduce the height of each row. 
6. Modify Roster: Use this drop-down to make updates to the full roster. 
   
   • Update Roster: Add all patients scheduled for today. This is helpful for capturing late admissions or restoring patients to this list that were accidentally deleted. Update Roster won't modify any existing patients' information in the table and will not overwrite logged attendance details.
   • Clear Roster: This automatically deletes all patients from the roster and their recorded attendance logs for the day. Note: After the roster is cleared, attendance logs cannot be restored.  
   • Create Roster: This will generate a new roster for the current day if you have cleared your roster or if the roster did not generate overnight.
7. Mark All: You can mark all clients in the roster as Attended, Absent, or Unrecorded.

Manage Attendance from a Patient Chart

You can also view and manage individual patient attendance directly from their chart.

1. From the patient chart, open the Attendance tab.
2. You can view the patient's attendance details in the summary table at the top.
3. Within the Attendance table, you can mark patient attendance by clicking on the (...) button.
4. Use the Presence drop-down to update the patient's attendance status.
5. If the patient was marked as Absent, you can add an optional Absence Reason and click Submit.
   
6. Use the Delete icon to remove the patient attendance for that specific date.
7. Use the New Attendance button to add an attendance entry for the patient. This is helpful if the patient wasn't scheduled to be in that day or if the patient was a late admission.

Attendance Reporting

The Patient Attendance report allows users to view attendance and absence data for facilities using the Attendance Tracker. Click here to learn more.