Administrative Reports

The Administration Reports section of the Reports page provides agency-wide oversight of client status, task completion, and plan compliance. It is the primary tool for administrators to monitor operational health and ensure that no client or task falls through the cracks. The page displays the last report accessed by default.

1. Overview of Administration Reports

This tab focuses on high-level tracking. When you select Administration from the sidebar, you gain access to several specialized views:

• Client Termination Report: Tracks clients who have been discharged or had services terminated within a specific period.

• Client Status Report: Provides a current snapshot of all clients and their current standing (Active, On Hold, etc.).

• Plan Renewal Report: A critical compliance tool that lists upcoming service plan expiration dates.

• Active Customer Report: A live census of all currently active clients.

• Tasks Report: A granular view of individual staff actions, durations, and rates.

• Customer Contacts Report: A quick-reference list for client and emergency contact information.

2. Deep Dive: Tasks Report

The Tasks Report is often used for internal auditing and verifying work performed by staff.

Data Columns Available:

The report displays data in an interactive grid with the following fields:

• Task ID & Date: Unique identifier and the specific day the task occurred.

• Employee Info: Names and IDs of the staff members who performed the work.

• Customer Info: Names and IDs of the clients receiving the service.

• Task Type: Categorizes the work (e.g., Physical Therapy, CBS Visit, Phone Call, Visit).

• Task Duration (Hrs): The total time spent on the task (e.g., 1.00 or 0.13).

• Rate: The specific billing or pay rate associated with that task type.

Column Name	Description
ID	A system-generated sequential index for the current report view (starts at 0).
Task ID	The unique, permanent identification number assigned to that specific activity or visit in the database.
Task Date	The calendar date on which the service or task was performed.
Employee ID	The unique internal identifier for the staff member who logged the task.
Employee Last Name	The legal last name of the staff member.
Employee First Name	The legal first name of the staff member.
Customer ID	The unique internal identifier for the client receiving the service.
Customer Last Name	The legal last name of the client.
Customer First Name	The legal first name of the client.
Task Type	The category of service provided (e.g., Physical Therapy, CBS Visit, Visit, Phone Call). This often dictates the billing rate.
Task Duration (Hrs)	The total time spent on the task, expressed in decimals (e.g., 1.00 is one hour; 0.13 is approximately 8 minutes).
Rate	The dollar amount assigned to that specific task type for billing or payroll purposes.

3. Global Administrative Controls

Every report within this tab includes a standard set of tools to manage and extract data:

Tool	Function
Date Range Picker	Filter data by a specific window (e.g., 03/01/2026 – 03/31/2026).
Search Button	Refreshes the grid based on your selected date range and keywords.
Export CSV	Downloads the current view as a spreadsheet for advanced analysis.
Grid Tools	Icons in the top right allow you to toggle column visibility, group data, or change the density of the view.

4. Administrative Best Practices

• Weekly Plan Reviews: Use the Plan Renewal Report every Monday to identify which clients require updated paperwork before their current plans expire.

• Daily Census: Check the Active Customer Report to ensure your client count matches your internal billing expectations.

• Task Audits: Use the Tasks Report to identify "Phone Call" tasks versus "In-Person Visits" to ensure your staff is meeting the required service mix for their caseload.