Closeout Report – IMPaCT Care

Overview

The Closeout report tells you about the impact your program had on all clients who closed out their enrollment. It helps you assess the quality of your program with Key Performance Indicators (KPIs) that answer questions such as:

Did we do our part in reaching out to clients every week?
How consistent were we in completing MPIs?
What percent of roadmaps were completed by the end of an enrollment?
What percent of social needs were supported over the course of an enrollment?

Choosing report parameters

When you choose dates for the report, the report will have information for all clients who closed out their enrollment during the time period you chose. For example, if you pick January 1 through January 31, 2025, the report shows all clients who closed out between January 1 - 31, 2025.

The report includes information on everything that happened during an enrollment, even if it started before January 1st. For example, let's say an enrollment started on November 15, 2024 and ended on January 15, 2025. The report includes information for the entire enrollment from November 15, 2024 to January 15, 2025.

Good to know: Chart Review and Safety Notes are always excluded from encounter metrics in this report. Manager Reviews are counted in the Manager Review metrics but not as encounters.

Layout

Just like the Outreach, Activity, and Progress reports, at the top of the report you'll see the programs, CHWs, coordinators, and dates you selected. Beneath this, the report is organized by program. We start at the top with the metrics for all the programs you selected, then below we break out metrics for each individual program arranged in alphabetical order 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 category 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 enrollment for every client. For example, if a client has been enrolled twice, both enrollments are counted. Use this column when you want full credit for all work done, even with the same people.
Unique_clients_by_program: counts each client only once per program, across all time. Use this column when you want to know how many different people you served, removing duplicates.

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 within that role.

Report sections

Total clients by closeout status

This section tells you how many clients closed out during the reporting period and what their close-out status is.

You’ll notice that there are 2 subsections here: “Clients closed out after enrollment” and “Clients closed out without an enrollment”.

“Clients closed out after enrollment” will be the majority of your clients – they are clients who went through the usual sequence of having an Enrolled status, then some time later, having a close-out status. All of the data in this report will reflect what happened for these clients who closed out after enrollment. In this section you’ll see that we break out by percentage how these clients closed out. You can see what percent of these clients were Graduated, Withdrawn, Lost to follow-up, Terminated for safety, and Deceased.
The other subsection, “Clients closed out without an enrollment” is to report on the number of clients that had a close out status but didn’t have a preceding Enrolled status. This could happen due to human error mistakenly choosing a closed out status or when historic client data is imported into the application.

Length of enrollment

This section is just one metric that tells you how long the average enrollment was for the clients in this report. It’s based on the number of days between a client’s Enrolled status and their close-out status.

Average length of enrollment per client (days) tells you the average length of enrollment for all clients, regardless of how they closed out.

Average length of enrollment per Graduated client (days) tells you the average length of enrollment for only clients who Graduated
Average length of enrollment per non-Graduated client (days) tells the average length of enrollment for clients who closed out with a Withdrawn, Lost to follow-up, Deceased, or Terminated for Safety status.

The “All_enrollments” column tells you how long the average enrollment was and the “Unique_clients” column tells you how many days the average enrollment was using the deduplicated dataset.

Engagement

This section tells you how often key events are occurring over the course of the enrollment. You'll notice that these metrics all reference a "recommended interval." These intervals are configured in the IMPaCT app based on the standards that your program has set. For example, some programs might want CHWs to engage with clients every week while others aim for every 2 weeks.

Of note this section only counts encounters where the CHW reached the client or tried to reach the client. Encounters with family members, other care professionals, or providers, and encounters where the CHW was doing independent work on the client's behalf, are not counted here.

Percent of clients with attempted engagement at the recommended interval (%) tells you the % of clients CHWs reached out to at the recommended interval, regardless of whether or not they were actually reached. This metric tells you about the effort CHWs are putting in to reach their clients.
- The default interval for attempted engagement is 1 week.
Percent of clients engaged at the recommended interval (%) tells you the % of clients CHWs were able to reach at the recommended interval. This metric tells you whether the effort CHWs are putting in is having the desired result.
- The default interval for engagement is 2 weeks.
Percent of clients engaged in-person at the recommended interval (%) tells you the % of clients CHWs reached in-person at the recommended interval.
- The default interval for in-person engagement is 1 month.

Encounter type

This section is about how many encounters occurred on average per enrollment and where those encounters took place. It's based on all finalized encounters in the chart that took place during the enrollment. Unlike the Engagement section, all encounters are counted here, regardless of who was reached or attempted to be reached.

Average number of encounters per client tells you the average number of encounters that CHWs had with a client on average during an enrollment. Beneath this, you can see how these encounters break out by type:

Home or community: Encounters in a client's home or out in the community.
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 older (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.

For each metric you'll also see a percent. These percents are the average percent of encounters that were in each category per client, which means they are calculated by finding the percent of encounters in each category for each individual client, then averaging this metric across all clients. They are not calculated by dividing the average number of encounters per client in one category by the total average number of encounters per client.

Time spent on client work

This section tells you how much time CHWs are spending on client work over the course of an enrollment and per encounter. There are two groups of metrics here — per client and per encounter — and each is based on all encounters.

Average time spent per client (min) is the total time CHWs spent on average per client enrollment. It’s made up of the following:

Average time spent per client providing support (min): Average time spent in encounters where a type of support was provided.
Average time spent per client without providing support (min): Average time spent in encounters where no support type was selected. This does not include documentation time.
Average time spent per client on documentation (min): Average documentation time per client.

Average time spent per encounter (min) is the average total time per encounter, including both direct support time and documentation time. It’s made up of the following:

Average time spent providing support per encounter (min): Average time per encounter providing support.
Average time spent without providing support per encounter (min): Average time per encounter not providing support.
Average time spent on documentation per encounter (min): Average documentation time per encounter.

Manager review

This section has one metric that tells you the % of clients who are having a manager review at the recommended interval. A manager review is counted when the manager logs a chart review with the "Manager review" button in the client chart.

MPI completion

This section lets you know how consistently all 3 parts of the MPI — the MPI note, screener, and snapshot — are being completed for the clients in your report.

Clients with Meet the person completed tells you how many clients had all 3 Meet the person elements completed during their enrollment. Beneath this, you can see the breakdown for each individual element:

Clients with MPI note completed: how many clients had an MPI note finalized during their enrollment.
Clients with Screener completed: how many clients had a screener submitted during their enrollment.
Clients with Snapshot completed: how many clients had a snapshot completed during their enrollment.

Roadmap completion

This section tells you how many active Roadmaps, Goals, and To-dos there are in the average enrollment and how many of them have been completed. A Roadmap counts as completed only if it remains in completed status through closeout. If a Roadmap was completed and then reactivated before closeout, it does not count as completed.

Average number of active Roadmaps per client is the number of active Roadmaps for the average enrollment. An active roadmap is one that was created or reactivated during the enrollment. We count each Goal as 1 Roadmap and each To-do as 1 Roadmap, so 1 Goal and 2 To-dos = 3 Roadmaps total. Beneath the active Roadmaps you can see how it breaks out into the following:

Average roadmaps completed per client is the number of Roadmaps that have been completed during the enrollment.
Average number of active Goals per client and Average number of Goals completed per client work the same as Roadmaps, except only Goals are counted.
Average number of active To-dos per client and Average number of To-dos completed per client work the same as Roadmaps, except only To-dos are counted.

For each “completed” metric, such as “Average roadmaps completed per client” you'll also see a percent. These percentages are the average percent of completed Roadmaps (or Goals, or To-dos) per client, which means they are calculated by finding the percent of completed Roadmaps for each individual client, then averaging this metric across all clients. They are not calculated by dividing the average number of completed Roadmaps per client by the average number of active Roadmaps per client.

Preset completion

Presets are pre-made Roadmaps with Goals and To-dos that can be easily added to a client's Roadmaps. This section tells you, for each preset that is available for the program, how many clients had the preset active in their Roadmaps during their enrollment, and how many of these clients completed the preset at least once.

These metrics help you understand how frequently presets are being used and completed for clients in the report. If there are no active presets for a program, this section will say "There are no active presets for this program."

SDOH needs

This section is about the SDOH needs that clients have during their enrollment and how CHWs are supporting those needs during the reporting period.

The first set of metrics gives you a big-picture view of social needs:

Average number of social needs per client tells you, for the average enrollment, how many social needs have been identified. This includes needs identified through screening as well as any needs indicated by the type of support provided. For example, if a client did not have a housing need on their screener but a CHW is later providing housing support, housing will be counted as a need.
Average number of social needs supported per client tells you, for the average enrollment, how many of those social needs have been supported. A need is counted as supported when the corresponding type of support is selected under "Type of support" in a finalized encounter note.

The next section tells you more about each SDOH need individually. For each need you'll see:

Number of clients with <<X>> need is the number of clients who have that need during their enrollment.
Number of clients with <<X>> need supported tells you how many clients who have that need received the corresponding type of support during their enrollment. For example, a "Physical health & Access to healthcare need" need can be met with "Navigation for healthcare" support.
Average number of encounters per client with <<X>> need supported tells you how many times on average a client with that need received support for it during their enrollment.

Primary health metric

The last section of the report tells you about how clients did with their primary health metric. As a quick refresher, the primary health metric comes from the Health Tracker. When you star a health metric in the Health Tracker, that makes it the primary health metric. If the primary metric changes during an enrollment, we use the last designated primary metric for the purposes of this report. Lastly, this section includes all health metric data that was either entered or had a date of measurement during the enrollment through.

There are 2 subsections:

Clients who designated a primary metric tells you how many clients had a primary metric during their enrollment. This number is then broken out into the following:
- Maintained or improved on the primary metric: the number of clients so far who stayed the same or improved from their first value of the primary metric to their last value.
- Got worse on the primary metric: the number of clients who got worse from their first value to their last value.
- Were missing data: the number of clients who had a primary health metric but only one value recorded, so a comparison couldn’t be made.
Clients who did not designate a primary metric tells you how many clients didn’t designate a primary metric during their enrollment.

Now you're all up to speed on the Closeout report! Have more questions? Reach out to us at support@impactcarehq.com, we're here to help!