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:
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.
Adding Form Items that are required to complete or close #
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.”
