Use the improved PVR feature in NPAWorks

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This document will show the user how to use the new PVR features in NPAWorks. To use the additional PVR features, which adds the ability to generate several reports at one time, the user must have access to the menu bar. If you would like access to the menu bar, please contact your Support Account Manager. PVRs can be generated in bulk for Daily Service Log, Parental Verification of Service, PVF Report, PVF Report with Subtotals, ATAP SVF, and L.A. Care. This can help with the efficiency of gathering and sending multiple reports to a funding source. Please note, the existing PVR Reports are still accessible via the Staff Calendar.

  1. To begin, start on the main screen of your NPAWorks.
    1. Click on the Reports button located on the top menu bar.

  1. With the Reports dropdown menu displayed.
    1. Click on “Verification Forms”.

  1. This will display the “Service Log Styles & Options” window.
    1. By default, the last report used will be displayed when the “Service Log Styles & Options” window is opened.
    2. The selection options to generate several PVRs at once are based on the report type.

  1. The report type is displayed in the top left corner.
    1. Use the dropdown menu to change the report type.

  1. The date range for the report is displayed in the top right corner.
    1. To change the date range period,
      1. Use the left and right arrows to move the date range forwards or backwards.
      2. Click on the “…” button to display additional date range options.

  1. The Period Control Options will be displayed.
    1. Base Date – Click on the dropdown arrow to display the mini calendar. Use the mini calendar to pick the base date.
      1. Note, the system will calculate the date range from this date forwards.
    2. Range – Here you can choose how many days to be displayed on the report.
      1. Entire month
      2. Half of month
      3. Total Days
        1. Here the user can select the amount of days between 1 and 365.
    3. Click OK to set your selections

Now, let’s move on to looking at each report individually. Note, the selection options are based on the report type.

 

  1. Daily Service Log – This form provides a list of services that have been, or will be, provided. There will be one report for each combination of client, staff, funding source and service. The following options are specific for this report.
      1. Include make-up reference dates – Select this checkbox if you would like to include make-up reference dates on the form.
      2. Show Client’s ID with funding source (UCI) – Select this checkbox if you would like to display the client’s ID number.
      3. Funding Source(s) – Use the selection button to the right of the field to choose one, multiple, or all funding sources.
      4. Service(s) – Here you can select one, multiple, or all services.
      5. Agency(s) – Again, use the selection button to choose one, multiple, or all agencies.
      6. Client(s) – Use the selection button to select one, multiple, or all clients.
      7. In the Mutual Options portions of the window,
        1. Include non-rendered appointments – Select this option to include non-rendered (light green) service appointments along with the rendered appointments on the form.
        2. Include cancellation per appointment status type’s RDA reporting option – By selecting this option, all cancelled appointments, per your customized cancellation types, will be listed on the Daily Service Log.

    1. Parental Verification of Service – This form provides a list of services that have been, or will be, provided. There will be one report for each combination of client, staff, funding source, and service. The following are options for this report.
      1. Service Description Source – These selection options will populate in the Description of Service Provided column of the PVR Form.
        1. Service Name – This is display the Service Name of the appointment.
        2. Appointment Subject – This displays the Subject line of the appointment.
        3. Other – This allows for customization of what is populated by typing into the blank field below.
        4. Service Log – Selecting this option will display the information that has been entered on the Service Log field on the appointment.
      1. Service Location Source – Choose one of the following options to determine where the service location information is coming from.
        1. Service authorization – This is the service location entered in the Services tab of the client’s record.
        2. Appointment location – This option will display the location entered on the appointment.
          1. Other – Here you can customize the location by entering it into the blank field.
      1. Credential Source – Choose one of the following options to select the Credential Source.
        1. Primary Credentials – This is based off of the required credential that has been selected in the funding source record for each service.
        2. All Employee Credentials – This will display the credentials listed in the Qualifications tab within the staff record.
        3. Other – This field give you the option to customize the credential information to be displayed on the form.
      1. Funding Source(s) – Please refer to step 7.c.
      2. Service(s) – Please refer to step 7.d.
      3. Agency(s) – Please refer to step 7.e.
      4. Client(s) – Please refer to step 7.f.
      5. Include zero service time appointments – By Selecting this option, any and all service appointments with zero service time will be populated on the form.
      6. Format for DDS behavioral services – This will display a header on the form.
        1. On the top left the form, the header will state “State of California Health and Human Services Agency”.
        2. On the top right the form, the header will state, “Department of Developmental Services”.
      7. Include funding source name – The option will print the funding source name in light gray in the upper right corner of the form.
      8. Separate by service code – This will cause each service to be printed on a different form.
        1. On the top left the form, the header will state “State of California Health and Human Services Agency”.
        2. On the top right the form, the header will state, “Department of Developmental Services”.
      9. Separate by Vendor ID – This option will separate the forms by each vendor ID.
      10. Add UCI # in last page – Select this option to add the client’s UCI number to the last page of the form.
      11. Use Last Guardian Signature – This will populate the Guardian’s signature onto the last page of the form.
      12. Mutual Options – Please refer to step 7.g.

      1. PVF Report – This form provides a list of services that have been, or will be, provided. There will be one report for each combination of client, staff, funding source, and service. Please see the following options.
        1. Service Description Source – Please refer to step 8.a.
        2. Service Location Source – Refer to step 8.b.
        3. Credential Source – Refer to step 8.c.
        4. Funding Source(s) – Refer to step 7.c.
        5. Service(s) – Refer to step 7.d.
        6. Agency(s) – Refer to step 7.e.
        7. Client(s) – Refer to step 7.f.
        8. Include zero service time appointments – Refer to step 8.h.
        9. Round Values – If used, the time of each appointment will either be rounded up, normally, or down.
        10. Format for DDS behavioral services – Refer to step 8.i.
        11. Include funding source name – Please see 8.j.
        12. Add UCI # in last page – Refer to 8.m.
        13. Mutual Options – Please refer to step 7.g.

      1. PVF Report with Subtotals – This form provides a list of services that have been, or will be, provided. There will be one report for each combination of client, staff, funding source, and service. This report will also display the subtotals of the total time of the appointments and any applicable mileage. Please see the following options.
        1. Service Description Source – Please Refer to step 8.a.
        2. Service Location Source – Refer to step 8.b.
        3. Credential Source – Refer to step 8.c.
        4. Funding Source(s) – Refer to step 7.c.
        5. Service(s) – Refer to step 7.d.
        6. Agency(s) – Refer to step 7.e.
        7. Client(s) – Refer to step 7.f.
        8. Include zero service time appointments – Refer to step 8.h.
        9. Round Values – Refer to 9.i.
        10. Format for DDS behavioral services – Refer to step 8.i.
        11. Include funding source name – Please see 8.j.
        12. Add UCI # in last page – Refer to 8.m.
        13. Mutual Options – Please refer to step 7.g.

      1. Next, is the ATAP SVF report. Please note, this report is a region-specific option that provides a list of services that have been, or will be, provided. The options for this form is as follows.
        1. Service Description Source – Please refer to step 8.a.
        2. Service Location Source – Refer to step 8.b.
        3. Credential Source – Refer to step 8.c.
        4. Client(s) – Refer to step 7.f.

      1. The L.A. Care Report is another region-specific report that provides a list of services that have been, or will be, provided. Please see the following options.
        1. Service Description Source – Please refer to step 8.a.
        2. Service Location Source – Refer to step 8.b.
        3. Credential Source – Refer to step 8.c.
        4. Funding Source(s) – Refer to step 7.c
        5. Service(s) – Refer to step 7.d.
        6. Agency(s) – Refer to step 7.e.
        7. Client(s) – Refer to step 7.f.
        8. Include zero service time appointments – Refer to step 8.h.
        9. Separate by service code – See step 8.k.
        10. Separate by Vendor ID – Please see step 8.l.
        11. Add UCI # in last page – Refer to step 8.m.
        12. Use Last Guardian Signature – Refer to step 8.n.
        13. Mutual Options – Please refer to step 7.g.

      1. Once you have made your selections for the desired report, click the Run button located on the bottom right side of the window.

      1. By clicking Run, a “Generate Reports” message will be displayed.
        1. It will indicate how many reports will be generated.
        2. Click Yes to generate the report(s).
        3. Click No to cancel the process.

      1. If Yes is clicked on the Generate Reports message, the user will be prompted to choose a save location.
        1. Select a location to save the report(s).
        2. The user has the option to create a new folder by clicking on the “Make New Folder” button located in the lower left corner.
        3. Click OK when the desired save location has been selected.
        4. Click Cancel to cancel the process.

      1. Next, the “Choose Save Format” window will be displayed. A save format must be selected to proceed.
        1. Combine into one .ZIP file – Choosing this option will combine all of the reports into a single zip file
          1. The naming convention of the ZIP file is: “DateRange_ReportName_Date&TimeCreated”.
        2. Individual Files – Choosing this option will keep all of the reports in separate files.
          1. The naming convention of the individual files is: “ClientFirst2Letters_ClientLast2Letters_DateRange_ReportName_Date&TimeCreated”
        3. Please note, a new folder will be created in your chosen save location to ensure that your reports are organized. This applies for both save format options
          1. The naming convention of the newly created folder is: “DateRange_ReportName_Date&TimeCreated”
        4. Click Save to start the saving process.

      1. Next, the Generating Reports window will be displayed.

        1. It will show the progress of the report(s) being generated and saved.
        2. Once you see this window, you can safely close all other windows and continue using NPAWorks.

      1. Of the user tries to close NPAWorks or click Cancel on the Generate Reports progress window, the Report Cancellation warning message will pop up.
        1. Click Yes to cancel the process. This will delete all reports that were generated thus far.
        2. Click No to close the warning message. This will continue the process of the reports being generated and saved.

      1. Once all of the reports are generated and saved successfully, the Zip Generated message will be displayed.
        1. Click OK to close this message.

      1. The folder that was selected as the save location will automatically open.
        1. If the .ZIP file save option was chosen, a single ZIP file will be in the folder.
        2. if the individual file save option was chosen, all of the reports will be listed as individual files

    1. Generating the PVR forms has been completed. Now you can email or print out these reports!

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