It's important to create the Assessment prior to working with the Processor. Creating the Assessment beforehand will save time when assigning the points to fields within the Assessment. If you are looking for information about setting up a General Assessment visit: How to set up a General Assessment.
The Assessment Processor feature allows System Administrators to assign custom scoring to fields and sections of Assessments. After a client has been given an Assessment, the user will then be able to see the client's overall Assessment score and individual Subtotal scores in the Assessment History section of a client's Assessment tab. They can view the score breakdown by Subtotal by hovering over the score in the Details column.
This outline shows the steps of creating an Assessment Processor. Click on the links below to navigate to the specific section of the article.
- Create the Assessment
- Review the Assessment Fields to use in the Assessment Processor
- Create the Assessment Processor
- Create a Subtotal
- Create a Point
- Add a Condition to the Point
- Add Any Additional Conditions to the Point
- Create Any Additional Points (follow steps 5-7) for the Subtotal
- Add Additional Subtotals (follow steps 4-8)
- Add the Processor to the Assessment
To navigate to the Assessment Processors section of system setup, click on the Launchpad icon and choose Setup. Click the Settings tab and find the Assessment Processors section in the right sidebar.
How to Create an Assessment Processor
On the Assessment Processors Management page, there will be a number of pre-existing processors. These Processors are both the built-in processors used to score the Assessments included by Clarity Human Services and also any custom Processors already configured by the System Administrators.
To create an Assessment Processor to score a custom assessment, click on the Create a new Processor at the top of the screen.
When creating an Assessment Processor it's important to know which Assessment and which fields will be scored. This information will prevent backtracking.
Creating an Assessment Processor
Adding a new Processor is the first step. Fill out the fields on this screen to match the Assessment that is being scored. This will be helpful if you need to go back and edit the processor at a later time. Additional information about the fields are below.
- Display Code - Displayed in the left hand column of the Assessment Processor Management Page. This will also be displayed in the client's Assessment History tab in the Details column after an Assessment has been completed.
- Name - Match the Assessment name
- Status - Active or Inactive
- Base Score - A fixed score that will be added to the Assessment regardless of the specific points defined
Click Save Changes and the Subtotals section will be available.
Subtotals add organization to the Assessment Processor. The Assessment points are stored under the defined Subtotals. If applicable, Subtotals can be used to create individually scored sections of the Assessment. These subtotals or sections can then be added, subtracted, multiplied, or divided resulting in the overall Assessment score.
To add a new Subtotal click on the Add New Subtotal in the Subtotal section.
Clicking Add New Subtotal, will take you to the Add New Subtotal screen with the following fields.
- Display Code - In order for the field to save, the first character must be a letter and the field can only contain alphabetic characters, numeric characters, or underscores. After the Subtotal is saved, the Display Code appears in the Subtotals section before the Description on the Edit Processor screen.
- Description - A descriptive name of the Subtotal or section of the Assessment.
- Operation - Includes Subtraction, Addition, Division or Multiplication. This operation will be applied to the other Subtotals.
- Base Score - This score will add a fixed point to the Subtotal regardless of the points and conditions configured in the next step.
Click Save Changes to generate the Points section under the created Subtotal.
Points are the next layer of organization in the Assessment Processor. You can store as many points as applicable under each Subtotal. Points can reference and score one specific assessment field or a few related fields.
To add a new Point click on Add New Point .
Clicking the Add New Point button opens the Add New Point screen with the following fields.
- Name - It’s important to give a descriptive name. Either choose the name of a specific Assessment field, or a description of a few fields. This is helpful if there is ever a need to change the Assessment scoring.
- Points - How many points will be assigned to the Assessment if the condition(s) are met. Conditions will be described in more detail further within this document.
- Store in Details - Enable this toggle to create a Stored Point. This can be used as a Condition in other Assessment Points by selecting the Assessment Point option for Condition Type. This feature can simplify other Assessment Points, especially if multiple of the same Conditions need to be met. See the Condition Type: Assessment Point section below for more details.
- Display Code- This field will appear if the Store in Details is enabled. In order for this field to work correctly it must have 4 or more characters, begin with an alphabetic character, and only include letters, numbers, and underscores. The purpose of this field is to be descriptive of the Stored Point. It will be used in the dropdown selection of Assessment Point Conditions.
Click Save Changes and then follow the directions below to add Condition(s) to the Point.
Conditions are the last layer of Assessment Processor organization. Conditions will only work with fields and Live Markers that are on the associated Assessment Screen. They interact directly with the fields in the Assessment defining the requirements for Points.
A Point can have just one or a combination of Conditions that need to be met. When the Conditions are met, the defined operation will take effect. Each Assessment field that should result in a score, needs at least one associated Condition.
To add a new Condition click on the Add New Condition icon.
Once you click Add New Condition, you will be on the Add New Condition For screen where you will pick the field and value from the system. There are two different types of Conditions you can use:
Condition Type: Demographic
Use the Condition Type: Demographic to be able to select an Assessment field from the Field Editor to define the Point. You must use Demographic Conditions at least for the first Point in the Processor. Demographic Conditions are the most common type of Condition.
- Type- Demographics
- Name- Begin typing the field name and the system will auto suggest fields from the Field Editor. It is helpful to have the associated Assessment open to know the exact Editing field and Display name. Only the fields that are on the associated Assessment will work to generate points, so carefully select the correct fields.
- Value- Choose or type the answer that will result in an Assessment Point.
Click Save Changes. Then select the relationship between the selected field and the value. The choices are Equals, Not Equals, Greater Than, Less Than.
Then select Save Changes to complete that Condition.
Condition Type: Assessment Point
Use the Condition Type: Assessment Point to be able to use a Stored Point. Stored Points are points that have Store in Details enabled and a descriptive Display Code. This purpose of this feature is to simplify the creation of Assessment Points that rely on some of the same fields.
The example below shows the Stored Point for Substance_Abuse. In this example, if just one of the following conditions regarding substance abuse is answered "yes" then the client will receive one point for qualifying as having a substance abuse problem.
Later on in the Assessment Processor, you may have another Point that depends on a client's Substance Abuse. Substance Abuse may be worth 1 point in one Subtotal, but be worth 10 points in a different Subtotal. Or Substance Abuse combined with other Conditions like mental or physical health should also receive a certain number of points. In these instances, rather than recreating all of these conditions again, you can simply use the Stored Point.
- Type- Assessment Point
- Name- Select the correct Display Code for the Stored Point from the dropdown.
- Value- Type either "1" or "true" to say the Conditions in the Stored Point need to be met in order to receive the point(s). Or type "0" or "not true" to give the point(s) if the Conditions in the Stored Point are not met.
Click Save Changes. Then select the relationship between the selected Stored Point and the value. The choices are Equals, Not Equals, Greater Than, Less Than.
Then select Save Changes to complete that Condition or add Additional Conditions, until the Point is complete.
Additional conditions can be created to assist with the dynamic and flexible point assignment within the assessment. Multiple conditions can be created for a single point with stored points, different fields, or the same field when two or more possible answers should result in a point.
Use the Add New Condition button to add additional Conditions to points and follow the same steps as above. When using more than one Condition, you must also designate the And/Or logic. And means that all conditions must be met in order to result in a point. Or means that at least one of the conditions needs to be met in order to result in a point.
Adding Additional Points
Once finished adding as many Conditions as necessary to a Point, don't forget to add any more points to the current Subtotal. The simplest way to go about this is by clicking the Assessment Processors button on the right sidebar, clicking the Edit icon next to the current Processor, and then clicking the Edit icon next to the current Subtotal.
Once on the Edit Subtotal page, click on Add New Point. Then follow the directions above to add additional Points and Conditions.
Adding Additional Subtotals
Additional Subtotals are helpful to see score breakdowns by category. It may be useful to assign a subtotal score to Housing questions, Wellness questions, Demographic questions, etc. that interact to form the total Assessment score. Individual subtotals can be added, subtracted, divided, or multiplied together to form the final Assessment score.
After adding Points and Conditions to the first subtotal, navigate back to the Edit Processor screen by clicking Assessment Processors on the right sidebar and clicking the Edit icon next to the Processor you are working on.
To add additional Subtotals to the Assessment Processor, click on the Add New Subtotal in the Subtotal section and fill out the corresponding fields. Then follow the same steps above to add Points and Conditions to the Subtotal.
Ensure that all of the Subtotals have the correct relationship to one another. If you need to change the relationship, just click on the down arrow next to the operation and select the correct operation. Then click Save Changes.
Adding the Processor to the Assessment
To add the Processor to the Assessment navigate to the Launchpad > Setup > Settings > Screens. Scroll down and locate the appropriate Assessment. Hover over the Assessment name and click Edit .
Once in the Screen Editor page click on the dropdown next to Assessment Processor and select the correct Processor. Then click Save Changes and Publish the Assessment. This will now apply scoring to the associated fields if the conditions are met.
Look for the green bar at the top of the screen with the message Screen has been published to know you have successfully added the custom Assessment Processor and it is now live in the system.
How to Edit an Assessment Processor
Most fields within the Assessment Processor are editable. Below are detailed sections of what can and can't be edited or deleted.
Note: The SPDAT and VI series of assessments are based on a standard design created by OrgCode for use in HMIS systems. Editing the existing SPDAT or VI series of assessments will bring them outside of the standard design and therefore cannot be considered an official SPDAT or VI series assessment any longer.
Editing an Assessment Processor
To edit or delete an Assessment Processor, hover over the Processor name on the Assessment Processor Management screen (Launchpad > Setup > Settings > Assessment Processors) and select the Edit or Delete icon.
Once you click the Edit icon, you will be on the Edit Processor screen and see the following fields:
- Display Code - Editable
- Name - Editable
- Status - Editable
- Base Score - Editable
Editing a Subtotal
To edit or delete a Subtotal, click the Edit or Delete icon next to the Subtotal name on the Edit Processor screen (Launchpad > Setup > Settings > Assessment Processors > Edit Assessment). From this current screen you can also change the Operation or relationship of the subtotals.
Once you click the Edit icon, you will be on the Edit Subtotal screen and see the following fields:
- Display Code - Editable
- Description - Editable
- Operation - Editable on the Edit Processor screen before you click on Edit Subtotal.
- Base Score - Editable
Editing a Point
Points can be edited directly on the Edit Subtotal screen or by clicking the Edit or Delete icon next to the Point name.
Once you click the Edit icon, you will be on the Edit Point screen and see the following fields:
- Name - Editable
- Points - Editable
- Store in Details - Editable
- Display Code - Editable
Editing a Condition
A Condition can be edited directly from the Edit Point screen and by clicking the Edit or Delete icon next to the Condition name.
Once you click the Edit icon, you will be on the Edit Condition screen and see the following fields:
- Type - Do not Edit.
- Name - Editable
- Value - Editable
Editing an Assessment Processor will not affect the score of historic Assessments; however it will affect the Assessments moving forward. It is important that you are careful when editing an Assessment Process and have a clear direction for the Assessment with mapped out details of where points will be assigned.