Gnosis ADAPT V4 - Data Entry Processes

Introduction

This article references Gnosis ADAPT V3 Report and is part of a 3 article suite:

• Using The ADAPT V4 Report (Report and article will be released in March 2022)
• ADAPT V4 Data Entry Processes - Outlines the processes for sound data collection (this article).
• ADAPT V4 Data Mapping - Reference on how Gnosis ADAPT mappings are completed.
• ADAPT Report Release Log - Provides the history and details of each new release.

For successful data inclusion in the Gnosis ADAPT V4 Report, the following four areas must be managed:

Individual Profile Information

The following Person record fields are required in order to accurately compile ADAPT data. If any of this data is missing from an applicable person record, their reportable information will be included in the unclassified data rows on the ADAPT V4 report. (See Using the ADAPT Reports article above.)

1. Gender
2. Date of Birth (to calculate age)
3. Record Status*

*The "Is a Member" flag can be applied to all desired list values within the record's "Status". This mapping determines which Record Statuses are to be included in the ADAPT Cumulative Member Count - which by definition should only include persons with cancer or family, friends or significant other of someone with cancer (including bereaved) who completes an annual visitor form (for the first time) and attends a program – either in a group or 1:1 setting, such as individual counseling.

Event Classification

When setting up events ensure that the Primary Category of the event is set to the category counted by ADAPT reporting.  

See this additional article on Outreach & Presentation Attendance Tracking.

Important: The calendar should not be used to track individual/one-on-one services, see Contact Management Notes below.

Attendance Check-ins

• ADAPT reporting for attendance will be directly linked to the check-in data of participants.
• Attendance check-ins are tracked by
  • the attendance kiosk (In Person);
  • Zoom attendance via Gnosis portal link (Virtual/Live Stream);
  • Manual check-in using the Attendance Management mobile app;
  • viewing of a recorded event On Demand (Stream/Other)
  • or manual input via Attendance Management (appropriately selecting In Person, Live Stream, or Stream/Other).

Tips for proper attendance tracking:

1. Provide clear instructions on the kiosk check-in process and share with participants the importance of checking in.
2. Inform participants of the importance of using event/group email reminder links or their "Upcoming" page to access Gnosis Zoom events.
3. Implement a process for facilitators to review group attendance and add check-ins. Consider using the Gnosis Mobile Attendance App.
4. If you are currently managing any written attendance logs, be sure to incorporate processes to ensure that every written record of attendance is entered into Gnosis Attendance Mgmt.

NOTE: 

Contact Management Notes

• All individual contacts/services should be entered as Contact Management entries.
• Required Contact Management fields for ADAPT inclusion:
  • Contact date
  • Location
  • Service Type* (Also see Contact Management Service Type & Resource Type Filtering)
  • Contact Type*

*All appropriate list values have already been mapped for ADAPT inclusion. Select values are also mapped for inclusion as first-time attendees.

Tracking Phone/Email Services of Anonymous Individuals:

1. If one doesn't already exists, create an anonymous program record in your database, example
   • First Name = Anonymous
   • Last Name = Program Phone/Email Contacts.
2. Go to Settings > Preferences & Settings >General > PID for Anonymous Contact Services and in the first column enter the PID of the anonymous record.
3. Enter all necessary Contact Management notes under this record (see note requirements above) and the cumulative count will be calculated under Number of individuals provided with resources/referrals by phone/email.