On-Line HSRS AODA Module Reports

The data available at this site comes from the Human Services Reporting System’s AODA Module. The AODA Module is a system to collect data on clients receiving publicly supported alcohol and other drug abuse services from or under contract with County Departments of Human Services or Community Programs. Data collected include type of service, amount of service, client demographics, expenses, and other pertinent information.

For reporting purposes, a client is a person who has been authorized by the county for services related to alcohol and other drug abuse and has their own record. Individual clients may have more than one record in this system depending upon how many episodes of care they received, and how many different services they received within an episode. Unless otherwise stated, most of the reports available at this time represent duplicate counts of clients.

The client data at this site is updated monthly, however, this does not mean that all of the data is current. At a minimum, county agencies are required to enter data quarterly and within 30 days of the end of the quarter. For example, if information is needed for the January through March quarter, it is best to wait until at least the first of May (or later) in order to get the most current data. The expense data is entered annually by March 25^th of the following year. For example, cost reports for 2004 would be available in April, 2005.

At this time, appropriate county staff may have access to their own county's detailed data. If you do not have an ID and password, contact the HSRS help desk (608) 266-9198 to obtain an application form for an ID and password.

Service Utilization Reports

The first set of reports (service utilization reports) are on clients carried over, new admissions, discharges, clients carried forward, units of service, and clients with no current units of service. Service utilization reports can be sorted by service modality, provider, gender, age, race, primary drug, collaterals, impaired drivers, and time period.

To select more than one service for a report, hold down the control key and then left click to highlight and add additional services. To choose a block of services, left click the top service and then hold down the shift key and left click the bottom service. The report will include all the services in between.

Age data are based upon the person's date of birth and the admission date of each particular service. Age ranges can be selected by entering ages (in whole numbers) in the "to" and "from" boxes. If the age boxes are left blank, all ages will be selected in the report.

Impaired driver records are selected based upon intoxicated driver codes in any of the following fields: client characteristics, referral source, and target group.

For quality control purposes, county staff may obtain a list of client ID's and episode numbers of client records where no units have been reported. With a report visible on the screen, left click on an underlined number in the "Clients No Units Reported" column. A page with client ID's, episode numbers, and program numbers will be displayed. It should be noted that there may be more than one program per client.

Reports appearing on the screen may be block copied and pasted into Microsoft Word or Excel for additional formatting and printing or the report may be directly opened in Excel (if you have Excel software on your PC) by clicking on the view Excel report button located in the lower left-hand corner of the screen.

County and other agencies receiving special grants as well as county agencies who voluntarily enter this data will submit DDE-942 expenses (all sources) using detailed service (SPC subprogram) categories for selected treatment services that are provided or rendered under contract. The electronic DDE-942 forms at the HSRS web site have been modified for this purpose. The following treatment services are reported if the service is used by the reporting county:

700 Community Residential Services
50610 – Transitional residential (hospital setting)
50620 – transitional residential (CBRF setting)
70510 – Residential intoxication monitoring

800 Community Treatment Services
50700 – Outpatient regular
50705 – Outpatient intensive
50710 – Outpatient individual regular
50715 – Outpatient individual intensive
50720 – Outpatient family regular
50725 – Outpatient family intensive
50730 – Outpatient group regular
50735 – Outpatient group intensive
50740 – Outpatient in-home regular
50745 – Outpatient in-home intensive
50750 – Outpatient emergency
50761 - Antabuse
50762 – Other medical
50763 – Methadone maintenance or narcotic treatment (Milwaukee only)
50764 - Urinalysis
50765 – Medication management
50770 – Methadone or narcotic detox
50775 – Methadone or narcotic treatment
70350 – Ambulatory detox
70410 – Day treatment

900 Inpatient and Institutional Care
70310 – Medically managed inpatient detox
70320 – Medically monitored residential detox
50350 – Medically managed inpatient treatment
50360 – Medically monitored inpatient treatment (hospital setting)
50370 – Medically monitored residential treatment (CBRF setting)

This second set of reports (service cost reports) provide cost analysis or cost accounting data including clients served, units of service (hours or days), average units of service, expenses from all sources, unit costs, and cost per client. Unit costs are determined by dividing total service expenses by total units of service provided; costs per client are determined by multiplying average units of service times unit costs. Service cost reports can be sorted by service modality, county, and annual time period.

Reports appearing on the screen may be block copied and pasted into Microsoft Word or Excel for additional formatting and printing or the report may be directly opened in Excel (if you have Excel software on your PC) by clicking on the view Excel report button located on the screen.

In response to federal requirements for consumer outcome reporting and the need for data to gauge the effectiveness of quality improvement activities, two reports have been developed with others to follow. The first report (treatment completion) contains data depicting the percentage of consumers completing treatment services with improvement. This report has been selected because treatment completion correlates with other positive post-discharge consumer outcomes such as reduced substance use and crime and improved social functioning. The second report (abstinence) compares consumers’ substance use at admission with their use at discharge using the measure "no use" or abstinence. This report has been selected because stakeholders and the general public view abstinence as the most important outcome of treatment for substance use disorders, especially dependency. Both reports include only those clients receiving treatment services such as residential, outpatient, and day treatment described above. Rates calculated in these reports exclude missing data and there is a link to the client episode numbers for missing data if you click on the cell number in the missing data column. In the abstinence reports, the percents are matched cases having data at admission and discharge.

In the treatment completion reports the percent completing with improvement is based upon all non-missing values coded 01 or 02 in the SPC end reason field. In the abstinence reports, the percent abstinent at admission and discharge is derived from all non-missing values coded 01 in the primary drug use frequency field at admission and closing status "A" field at discharge. The "Difference" column in the abstinence report is the percent change subtracting the percent abstinent at admission from the percent abstinent at discharge.

For more information or to offer suggestions or comments, contact HSRS SOS Desk at 608-266-9198.

Last Revised: October 24, 2008