Building a Services Count Report - Step by Step

Building a Services Count Report - Step by Step

Having the ability to pull custom service reports within CAC CareNet is an important feature. As checking on services applied during a reporting period can be important to grants and also ensuring data entry is correct. A services count report is an aggregate report, which means there are some special considerations to make when creating it. To learn more about creating an aggregate report please click here.

To learn how to build a services count report, please follow the steps below:

Step 1. Navigate to the report builder (Reporting -> Report Builder).



Step 2. To create this report we will be utilizing two datasets: Client Demographics (A) & Client Encounters (B). From the client encounters you will need to select the 'Encounter Service' (C) option and from client demographics you will need to select 'Client Account ID' (D). The ordering of these fields are important. When creating an aggregate report you must always have the client account ID listed last (pictured below). Additionally you will need to make this an aggregate report by pressing the F (function) button next to client account ID, and select the 'Count' (E) option.


Step 3. After making your field selections scroll down to the filters. In the filters section we will need to setup the basic parameters to run this report. Make your selection for new or active clients, enter in your report range, and add in rules.

A bare minimum for this report requires us to create a single rule: Encounter Date. To create the rule select 'Encounter Date' (A), change the qualifier to 'Between' (B), and match our overall reporting dates (C) (pictured  below). This allows us to only look at encounter services logged between those dates. If we neglected to add in the secondary date range, we get all encounter services for individuals in your database.

However, you can add in as many rules as you'd like to the filters section to further modify the output. For example, you could add in a rule for provider person (which is located within client encounters) which would allow you to run this report looking at a single personnel. Or you could filter services applied to certain age group by creating a rule to only display people in age group 1 (located in the client demographics dataset).

Step 4. After adding in your rules you are now ready to run the report! Select your output options (HTML, PDF, and CSV), and press the view button.

Running an aggregate report will only output as numbers. If you wanted to create a report to look at more information regarding services (like client name, case number, or encounter date) you would need to create a detailed report. To learn how to create a detailed report press here.


Step 5. After pressing view you should get an output that resembles the screenshot below (using the minimum rule explained above).

The service provided will appear in the 'Encounter Service' column & the number or times that service was applied will appear in the 'Client Account ID' column.

If your report does not look like this: It means you either missed a step, or added in additional fields. Please review the screenshots in order and try running the report again. If you have continued issues please submit a support request.




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