In this article we'll go through the Activity report and what the different metrics mean. When you download the report, it will be a CSV file. We recommend opening it in a spreadsheet program like Excel or Google Sheets.
Overview
The Activity report tells you what CHWs (and coordinators, if your program uses them) did for their enrolled clients during the reporting period. This includes encounters, screenings, roadmaps, and social needs supported. Of note, Chart Review and Safety Notes are always excluded from the metrics in this report. Manager Reviews are counted in the Manager Review metrics but not as regular encounters.
This report includes clients at different points in their enrollment — some may have just started, while others may have nearly graduated so these metrics are not quality measures. Instead, this report is most helpful for two scenarios:
- Scenario 1: A funder or program sponsor asks what you did during a given time period — for example, how many clients you worked with during a grant period, or how many clients were screened for social needs this quarter.
- Scenario 2: You want a quick read on trends for your enrolled clients without waiting for close-out data — for example, did your team spend more time with clients this month than last month? How many roadmaps did CHWs complete this week?
Good to know: Encounters are assigned to an enrollment based on when the encounter took place. If the encounter date doesn't fall within an enrollment, the app then uses the date the note was finalized to assign it to an enrollment.
Layout
At the top of the report you'll see a summary of the parameters you selected: the programs, CHWs, coordinators, and reporting dates.
Beneath this, the report is organized by program. The first section shows metrics for all selected programs combined. Below that, each individual program is broken out in its own section, arranged alphabetically by program name. Each program section follows the same layout.
Within each section you'll see two columns on the left:
- Category: the name of the metric.
- Description: a plain-language explanation of what the metric is.
To the right of those, you'll see columns for each CHW (and coordinator, if selected). Each person has two columns:
- All_enrollments: counts every event for every client. For example, if a CHW provided social support to Mrs. Jones 15 times, all 15 are counted. Use this column when you want full credit for all work done, even with the same clients.
- Unique_clients_by_program: counts each client only once. In the same example, Mrs. Jones would count as 1 unique client who received social support. Use this column when you want to know how many different people you served, removing duplicates for the same client.
There are also two aggregate columns for All Selected CHWs (or All Selected Coordinators, or All Selected CHWs and Coordinators if both are selected) that show the combined totals across everyone you selected.
Report sections
Clients, Engagement
Clients is the total number of clients included in the report. The All_enrollments column counts every enrollment, while Unique_clients_by_program removes duplicates so each client is only counted once per program, across all time.
Engagement: This section tells you about outreach attempts and whether clients were reached. It’s important to note that this section only counts encounters where the CHW reached or tried to reach the client. Encounters with only family members, other care professionals, or providers, and encounters where the CHW was just doing independent work on the client's behalf, are not counted here.
- Number of clients with an engagement attempt: How many clients did you try to reach? This counts clients who had at least one CHW encounter, regardless of whether the client was actually reached.
- Number of clients with an engagement: How many clients were you able to reach? This counts clients who had at least one encounter where the client was successfully reached.
- Number of clients with an in-person encounter: How many clients did you see face-to-face? This counts clients who had at least one in-person encounter.
Each metric also shows a percentage calculated against the total number of clients in the report.
Encounter type
This section gives you a breakdown of how CHWs connected with clients. Unlike the Engagement section, all encounters are counted here, regardless of who was reached or attempted to be reached.
Number of encounters: The total number of encounters during the reporting period. It’s a sum of the following number of encounters:
- Home or community: Encounters that took place in the client's home or out in the community. Each encounter is also shown as a percent of total encounters.
- Medical setting: Encounters in a medical setting such as an emergency department, hospital, or medical office.
- Remote: Encounters by phone, video call, text, or email. This also includes historical notes where the client was reached but not in person.
- No one was reached: Encounters where the CHW tried to reach the client, a family member, another care professional, or a provider, but no one answered. This also includes historical notes where the client was not reached.
- Doing research or administrative work: Encounters where no one was reached because the CHW was doing independent work on the client's behalf — like researching a resource or completing paperwork.
Time spent on client work
This section breaks down how much time CHWs spent on client work. It's based on all encounters.
Total time spent (min): The total minutes CHWs spent on client work – it’s a sum of all the categories below:
- Time spent supporting clients (min): Minutes spent in encounters where a type of support was provided.
- Time spent without supporting clients (min): Minutes spent in encounters where the type of support provided was “None”. This does not include documentation time.
- Time spent on documentation (min): Minutes spent on documentation across all encounters.
MPI completion
This section tells you many clients had a component of their MPI completed during the reporting period. Of note, unlike the Progress report which tells you if a client had one of these components completed during their enrollment, the Activity report only tells you if the MPI component was completed during the reporting period.
- Clients with MPI note completed: How many clients had an MPI note finalized during this reporting period.
- Clients with Screener completed: How many clients had a screener submitted during this reporting period.
- Clients with Snapshot completed: How many clients had a Snapshot that was filled out during this reporting period.
Roadmap completion, Preset completion
Roadmap completion shows how many roadmap items were completed during the reporting period. Of note, a roadmap item can only be counted as completed once per enrollment, so if the same roadmap is completed, reactivated, and completed again, it only counts as one completion.
- Roadmaps completed: The total number of Roadmap items (goals and to-dos combined) that were completed during the reporting period.
- Goals completed: The number of Goals completed during the reporting period.
- To-dos completed: The number of To-dos completed during the reporting period.
Preset completion: If your organization uses presets, this section shows how many clients had each preset completed at least once during the reporting period. You'll see one row per preset that was active in your organization during the reporting period.
SDOH needs supported
This section shows the social determinants of health (SDOH) needs that CHWs worked on during the reporting period. It’s calculated based on the “Type of support” that was selected in encounters during the reporting period. For each need category, you'll see two rows:
- Number of clients with [need] supported: How many clients had this need supported. Each client is counted once per enrollment, even if this need was addressed multiple times.
- Number of encounters with [need] supported: How many times CHWs supported this need across all encounters.
Now you're all set to use the Activity report! Have more questions? Reach out to us at support@impactcarehq.com, we're here to help!