Census Information Needed for Audits

CENSUS INFORMATION NEEDED FOR AUDITS

In order to have complete information for the quarterly audit and annual report, Vista needs to receive an updated census for your treatment center.  This should include every patient who was in treatment during the requested time period.  We’ll use this information for two purposes:  (a) to calculate the percentage of patients who are being enrolled in INSIGHT for the quarterly audit, and (b) to compare your program’s treatment completion rates with national averages.
Our preference is to receive this information in a spreadsheet, but it could also be provided in a Word document or shared Google document.  The following is the minimum information we need for each patient who was enrolled at any time during this period:
  • Full name (preferably with first name & last name in different columns)
  • For each program, they spent any time in:
    • Admission, Readmission, or Program Transfer-In Date (if the patient transferred from a different program in your center, this would be the Transfer date) 
    • Program 
    • Clinician
    • Discharge Date
    • Reason for Discharge
Here’s a sample census spreadsheet containing the minimum information:

Optional information (for EHR integration):

As we start integrating with different EMRs, we will be bringing in additional information to facilitate matching the patient data in the EMR with the data that patients give us.  If you are exporting data from your EMR to create this census and can export any of these fields too, please also include them in your spreadsheet:

  • Middle Name or Initial
  • Suffix (Jr., Sr., III)
  • Birthdate
  • Gender
  • Cell Phone
  • Other Phone
  • Email
  • Address 1
  • Address 2
  • City
  • State
  • Zip
  • Payer Name
  • Payer Type