Copilot Webinar

Reports & Agency Admin

Presented By: Briana Taylor

Objectives

Lets Begin

1Copilot Reports

2Agency

Admin

3Monthly Tasks

Copilot Reports1

1. Select the report name2. Select the Date 3. Check the Activity4. Click PDF

Copilot Reports

• Use Selected Summary to get activity totals for a selected Date Range.

• Report may take longer to load for longer date ranges.

• Check one activity or more

Report for Activity Totals

UPS stands for Unduplicated Persons Served = the number of different people

• Found under the Stats Analysis Section• Great for yearly & quarterly reporting

Report for Totals and Averages

Service Units • Allows for Date Range• Lists unit totals for

each consumer name• Total units at the

bottom • UPS stands for

Unduplicated Persons Served = the number of different people

Service Units Report

Great for calculating yearly Volunteer Hours for each consumer.

• Use can use Monthly Summary or Select Summary• If you like a monthly calendar format, try Activity Summary.

• Total units and Unduplicated Consumers at the bottom.

Reports for Monthly Activity Totals

How many lunches have you served this month?

How many unique visitors have been to your center this month?

Ancillary Reports for Monthly Activity Totals

Ancillary Reports organize totals into state database (SAMS) categories1. Ancillary Audit Report – lists consumer names and dates (similar to a roster)

Ancillary Reports for Monthly Activity Totals

Ancillary Reports organize totals into state database (SAMS) categories2. Ancillary Service Report – includes totals for all categories

Use Daily Report to get a comprehensive list of activities and consumer names for a single day. Please note Registered, Eligible, and Ineligible have separate totals in this report.

Report for Daily Activity Totals

Cons

umer

Rep

orts

Consumer Summary - Separate pages for each consumer - Click Days, No Grouping – Display Consumers - Check Boxes next to names you wish to view

Cons

umer

Rep

orts

Consumer Listing - Print Mailing Labels - Get Phone Numbers - Create a filtered consumer list - Great way to send volunteers thank you cards or find consumers that recently turned 60

Step 1: Set FiltersExample: DOB on or before 04/01/1952

Is Active = True Consumer Type = Ineligible Set County and State

Step 2: Click PreviewStep 3: Click ExportStep 4: Select File Type (PDF, Mailing Label, or Excel)

i. If PDF or Excel Select Columns to includeStep 5: Click Ok

Which Copilot Report do you use the most often?

Which Copilot Report did you learn about?

Any questions about Copilot Reports?

2 Copilot Agency Admin

The piece that links Copilot to SAMS.

Copilot Agency Admin is often referred to as cleaning up the issues, but it really gives you a heads up on what needs to be done. Agency Admin alerts you when a new consumer or activity have been added. It also tells you what tasks need to be done in the state database (SAMS), such as adding care enrollments.

Click on the number or use the tabs at the top to navigate.

1. Click Edit2. Select the

SAMS Category

3. Click Save

New Activities

Do you have any new activities?

Have you reviewed your activities to make sure they are all correctly associated?

New Consumers

Click on the word Associate next to the name.

Scenario 1: Found a match.Scroll down, check to make sure information matches then click Accept. (In PA make sure consumers are over 60 and in county.)

Scenario 2: Not a match.Click Search AgainBox pops up - Try removing DOB or Last Name and Click Search.If not found then consumer needs added to SAMS.

New Consumers

SD Issues = Service Delivery

Non-Caremanaged ServicesMeans the Consumer Needs a Care Enrollment in SAMS for Non-Caremanaged Services

• Find Consumer in SAMS• Click Details – Care Enrollments• Click Add Care Enrollment• Level of Care is Not Applicable• Service Program is Community• Application Date, Received Date,

and Start Date are the same (use date from Copilot message or first of the month)

• Status Date is today’s date

HDM Issues• Service order is required for

HDM-Lunch • Units Delivered (20) exceeds

Units Ordered (19)

• Find the consumer in SAMS• Click Service Orders• Make sure there is a Service

Order for the correct service, correct numbers, and correct provider…etc.

Unassociated Consumers & Ancillary Consumer Not Found

• Unassociated Consumers appear on right hand column

• Ancillary Consumer Not Found means that the link between Copilot and SAMS has been broken

• (this could happen because the consumer was removed from SAMS during consolidation, consumer was merged, consumer has a new Client ID#)

• On the left hand side search for name

• Click View• If match is found click accept• If no match, make sure consumer

is in SAMS

Any questions about Copilot Agency Admin?

Monitor Agency Admin Weekly for an easier end of the month process.

3 Monthly Tasks

We should actually call these Weekly Tasks.

» Are all Units Correct in Copilot?» Double check all reports and totals

» Make changes if needed in Activities Consumed

» Close Month when everything is finished and correct

» Did you make the Schedule for the next month?

Monthly Check ListPart 1: Center Admin

Monthly Check ListPart 2: Agency Admin

» Each week you should get a reminder email with Agency Admin Tasks. Your end of the month process will go smoother by completing the tasks each week.

» Associate New Consumers» Associate New Activities» SD issues (Don’t forget to select the month)

? Any Questions

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