How to configure age related code fields to automatically translate from date of birth
Promiso 8.1.1 added the ability to configure age related code fields so that the appropriate code will automatically be selected on the Form A(I) and Form A(R) data entry forms according to the age of the selected service recipient on a particular date.
The first step is to configure which code fields are age related:
Go to the System Setup > General > Code page.
In the Define and Maintain Master Set of Code Fields table, check the Age-Related checkbox for each code field that is to be configured as age related.
Click the Apply button below the table to save the change.
Step 2: Enabling Translation and Configuring Age Ranges per Profession #
The next step is to enable the translation and configure age ranges for codes for each profession:
Go to the Code Manager > Code Maintenance page.
Select an age related code field in the Code Field dropdown in the fixed header at the top of the page.
For each profession which you want to enable age code translation for the selected code field:
Select the profession in the Profession dropdown.
Check the On Form A(I) and Form A(R), translate service recipients’ date of birth to age-related codes checkbox.
Specify Age Range Start and Age Range End values for each code that is appropriate.
Click the Apply button below the table to save the changes.
Example
Let’s say that: • there is a regular code field, Age Category, which is set to be age-related • for the profession CN, the regular code field Age Category is active for Form A • four Age Category codes are assigned to the profession CN:
Name
Description
Adult
Adult (18 – 65)
Elderly
Elderly (>65)
Newborn
(born in hospital)
Pediatric
Pediatric (<18)
• the Newborn code is thought not to be suited to being translated from service recipients’ date of birth, so staff members are to be responsible for selecting the appropriate Age Category code when entering data on Form A(I) and Form A(R) for service recipients who are less than one year old • the age range start value for the Pediatric code is to be set to 1, given that staff members are to be responsible for selecting the appropriate Age Category code when entering data on Form A(I) and Form A(R) for service recipients who are less than one year old • the age range end value for the Elderly code is to be set arbitrarily to 130 • in the Set Age Ranges by Profession table, changing the default sort order (alphanumeric based on code name) to ascending based on age ranges is thought to be a preferable presentation, making it easier to spot errors in the configuration work • when the code configuration is complete, the profession CN wants the date-of-birth-to-code translation functionality to be in effect
Completed work in the Set Age Ranges by Profession section would look as follows after setting age range values and clicking the Age Range Start column header to sort the rows in ascending order or moving individual rows to be in that order (by pointing to a row header (the shaded, leftmost cell in a row) and dragging it up or down in the column)
💡 NOTE
If there is no date of birth in the demographic record for the service recipient, no translation occurs.
If the date field on Form A(I) or Form A(R) is populated with a date that is protected by a closing date, no translation occurs.
If the special code field Unit is active for Form A, a code that is a result of being translated from a date of birth is displayed in an age-related code field only if the code is active for the selected unit.
For age-related code fields, population by a code that is a result of being translated from a date of birth takes precedence over settings that would otherwise populate the code field (such as a default code set in the User Preferences module for Form A(I) and Form A(R), or a code fields data entry setting in the System Setup module that populates code fields based on the latest information from the ADT system and/or the most recent Form A record).
On Form A(R) a code override that is set for an age-related code takes precedence in the Record Header Details table, even over codes that would otherwise be translated from dates of birth.
