Patient contact notes and monthly summary tracker in Google Docs (with time tracking) - 02/05/2025 14:14 EDT
Budget: $250 – $750 USD
I'm looking for a Google Docs / Sheets expert (I'm open to other platforms that would be better) who can help me design a report system to efficiently track patient contact(s) on a daily basis with a monthly summary. This document is provided monthly to our contracting localities to demonstrate the services provided and time utilized, tracking the time provided per contact and per month. There are two types of monthly reports, one for youth services and one for parent/caregiver services. They are mostly the same with different titles and a few different data collection boxes. In all, we provide Family Support Services with or without ICC (Intensive Care Coordination) and Youth Support Services with or without ICC.
Data points to collect and track. The process begins with the receipt of a purchase Order (PO) from the locality (County Government). Data contained in the PO that must be tracked is the PO number associated with the youth name and type of service (We provide 4 types of services). The PO will provide the length of service time, typically several months. This data is provided as a start day and end day. An example would be 4/15/2025-7/15/2025. The PO will also provide how many hours of services we are contracted to provide. All localities will set a maximum of hours per the PO. Some localities also provide a maximum of hours provided per month and some also a maximum of hours per week. Example, 60 hours maximum, 20 max per month, 5 hours max per week. We need to keep a running account of time spent on the monthly report. We have gone over, and when we do, we do not get paid for that time. We need the report to also advise our providers, so they do not deliver time in excess of the allowed paraments of the PO.
Initially, the PO information will need to be entered into some data collection system. We will need a data collection system or point of contact for our providers to enter individual contacts with the youth or family. Date, amount of time of the contact, type of contact, and a summary / notes section. There can be multiple contacts per day that need to be tracked separately. Monthly, a report is generated with the monthly contacts and the amounts of time available, utilized that month and remaining. This report is what we submit to get paid for our services and the localities need to see all the notes and times provided. We currently serve 15 localities across Virginia and about 80 youth or families.
Lastly, when the monthly report is generated, there is a summary section that attaches to the bottom that summarizes the monthly goals and progress. This would be another data/information / collection associated with the PO and monthly report. this summary is typically very similar month to month and could be carried forward allowing edits to avoid recreating the same thing monthly.
The document needs to:
- Have a header like the example provided
- Record contact date, amount of time and associated notes
- Have a summary like the example provided
The data should be organized into separate sections for each day / and contact, with patient details listed under those sections.
Ideal skills for this project include:
- Proficiency in Google Docs / Sheets
- Experience with organizing data in a clear and concise manner
- Understanding of patient confidentiality and data privacy principles. (HIPPA)
We provide peer support to families and youth navigating the Virginias Youth Serving System. Thank you for your help! David
Please have a portfolio or examples of similar projects you've completed.
Data points to collect and track. The process begins with the receipt of a purchase Order (PO) from the locality (County Government). Data contained in the PO that must be tracked is the PO number associated with the youth name and type of service (We provide 4 types of services). The PO will provide the length of service time, typically several months. This data is provided as a start day and end day. An example would be 4/15/2025-7/15/2025. The PO will also provide how many hours of services we are contracted to provide. All localities will set a maximum of hours per the PO. Some localities also provide a maximum of hours provided per month and some also a maximum of hours per week. Example, 60 hours maximum, 20 max per month, 5 hours max per week. We need to keep a running account of time spent on the monthly report. We have gone over, and when we do, we do not get paid for that time. We need the report to also advise our providers, so they do not deliver time in excess of the allowed paraments of the PO.
Initially, the PO information will need to be entered into some data collection system. We will need a data collection system or point of contact for our providers to enter individual contacts with the youth or family. Date, amount of time of the contact, type of contact, and a summary / notes section. There can be multiple contacts per day that need to be tracked separately. Monthly, a report is generated with the monthly contacts and the amounts of time available, utilized that month and remaining. This report is what we submit to get paid for our services and the localities need to see all the notes and times provided. We currently serve 15 localities across Virginia and about 80 youth or families.
Lastly, when the monthly report is generated, there is a summary section that attaches to the bottom that summarizes the monthly goals and progress. This would be another data/information / collection associated with the PO and monthly report. this summary is typically very similar month to month and could be carried forward allowing edits to avoid recreating the same thing monthly.
The document needs to:
- Have a header like the example provided
- Record contact date, amount of time and associated notes
- Have a summary like the example provided
The data should be organized into separate sections for each day / and contact, with patient details listed under those sections.
Ideal skills for this project include:
- Proficiency in Google Docs / Sheets
- Experience with organizing data in a clear and concise manner
- Understanding of patient confidentiality and data privacy principles. (HIPPA)
We provide peer support to families and youth navigating the Virginias Youth Serving System. Thank you for your help! David
Please have a portfolio or examples of similar projects you've completed.