The Audit Checklist is a powerful tool that can help ensure client information is filled out before they are closed out. It’s a visual check that will allow admins and users alike to ensure all important and reportable data is in the system.
Location #
The Audit Checklist exists in each individual client menu (must have a client chosen through the “Case Manager”).
See video below for a brief walk-through of the audit checklist:
Adding Form Items to Audit #
In Audit Checklist 2.0, there are two types of completion steps:
- “Required to complete”
- “Required-to-close”
“Required to complete” description: #
When filling out a form, these items are marked with a blue asterisk.
Although you can save forms without filling out the Required-to-complete fields, they won’t be marked as complete in the audit checklist until you add the information.
“Required-to-close” description: #
When filling out a form, these items are marked with a red asterisk.
Any field marked as Required-to-close will prevent a standard user from closing out a client until the information is provided. However, in case the information cannot be obtained, a supervisor can override the close check.
Creating Required Fields in Built-in Forms #
To require a field to be filled before a form is closed or a client is closed, open the Administration Menu
Select the Form Admin menu item, followed by Built-in Forms.
Select the form you wish to modify.
Next, select the field you wish to require and select the edit pencil and paper icon.
Finally, select the “required-to-complete” and/or “required-to-close” options you want for your organization and press”Save.”
Other checks #
Additional checks for items like requiring mugshots can be toggled on and off in the “Picklist Admin” in the “Audit Checklist Item” list.
Creating Manual Checks #
Sometimes, there may not be a field for a step you wish your team to complete.
A common example is requiring your staff to double-check the spelling of a name versus the documents provided by the court or referring agency.
You can create manual steps that are not tied to data entry.
To add a new manual check, select the picklist admin under administration.
Next, select the Audit Checklist Item and press the green Create button.
Add a title and description to the checklist item and press save.
In the audit checklist, a new item will be created with a button to mark the step complete:
A completed step can also be marked incomplete.
See the video below for a visual breakdown of these steps:
Monitoring Audit Checklist Completion #
You can monitor how your clients or the clients of your team members are doing on the audit checklist by adding it to the Clients widget.
This now shows at a glance how much of a client’s file has been completed.
To add the % complete column to a Client’s widget, select the gear icon on the client widget, then scroll to the bottom of the list and check the % complete checkbox:
Finally, press Apply.
See the video below for a breakdown of these steps:
Reports for tracking completion status #
You can also run reports that track completion status.
You will want to use the Client: Case Completion Checklist to retrieve overall completion.
If there is a specific area you wish to drill down into, you can use the Client: Case Completion Checklist Items and filter down to review a specific set of information.
As you can see from the screenshot below, I can quickly see the percentage of completion and filter down the list to groups that interest me.
If your team is struggling with a specific area, you can also review by item:
Developing a completion strategy #
By default, the audit checklist has a few items turned on, but we highly recommend customizing the checklist with items that your organization frequently has to report on.
