AFR - Activate for Reporting: How and Why
What is the AFR Tab in CAC CareNet for?
Activating a client for reporting, or setting the Activate For Reporting (AFR) date, tells the system to include that client in your reports as of the date you designate as the "Date Activated for Reporting" under the AFR Tab.
The AFR tab allows you to control which client accounts are included in your agency's reports through a start date and an end date that you set on the AFR tab.
Activate for Reporting (AFR):
1. Once you have created a new client or added an account to an existing client, you will see the AFR tab flashing in red
2. Click on the AFR Tab
Note: For most agencies, the Date Activated for Reporting is the date of intake, or the date that the client presented to your agency. Check with your Agency's CareNet Administrator if you are not sure.
3. Enter the "Date Activated for Reporting"
4. Click "Activate"
5. Click "Save"
End of Reporting:
To set an "End of Reporting" date, simply enter the date by using the calendar, or entering it directly into the "End of Reporting" text box. You can also click on "End of Reporting" to enter today's date, then click "Save."
Inactive Status:
To make a client's account inactive, click on the "AFR" tab from within the client's profile and follow these steps:
1. Click on the checkbox next to "Inactive Status" to activate the inactive status
2. Enter the "Inactive Date"
3. Select the reason why you are making the client inactive from the drop-down menu
4. Enter any relevant notes that may be helpful to others in the future
5. Click on "Save" to record your changes
When you make a client inactive, a status indicator will appear next to their name in the client profile to alert the user.
Note: If a client is marked as "Inactive" and returns to your agency for additional services for that case, simply mark it as active again.
Inactive Client Needs to be Active Again:
If a client returns to your agency for additional services on a case that is marked as "Inactive," uncheck the "Inactive" box in the AFR tab. You will be prompted to confirm that you wish to reactivate the client. Make sure "End of Reporting" is empty as well so activity will be included in reports.
Note: If a client returns to your agency for services on a new case that is not relevant to any others in the system, then you will need to go to their client profile to add a new account.
Difference Between End of Reporting & Inactive:
It is important to understand the difference between "End of Reporting" and "Inactive."
Setting an "End of Reporting" date in CAC CareNet will preclude that client account from appearing in reports from the End of Report Date forward. Reports run, which include dates where this client was active for reporting, will still include their information. For example: John presented to the agency on January 1, 2018, and received services until March 31, 2018. The date that services ended was entered into the AFR Tab as the "End of Reporting" Date. When you run your first quarter reports for 2018, John will still appear. He would not appear in the second quarter's reports as he was not active for reporting during that time.
Making a client "Inactive" is helpful if you track why clients discontinue services, but also to prevent them from showing up as assigned to employees or in active client searches.
If your client has more than one account established in their profile, you will have to set an "End of Reporting" date AND "Inactive Status" for EACH account. You can view client accounts by clicking the drop-down menu at the top of the client's profile page. If you do not see this drop-down, this means the client only has one account associated with their profile.