Import the older weekly 13-0126 (several files per month)
The older form is filed a week at a time — add each week and they become one month.
Two versions of the HCA 13-0126 are in the wild. The older one covers a single week, carries a note for each day, and has no behavior frequency grid at all — so a month of it is four or five separate PDFs written in prose. VentoFlo accepts them together: it recognises the older layout on its own, reads each day’s note to work out which of the resident’s documented behaviors it describes, and summarises each week into the weekly box the current form expects.
Step by step
- 1
Pick the month, then add each week
Choose the month those weeks belong to, then add the files one at a time. They build up in the list rather than replacing one another, so a month can arrive as four or five forms in a single import.
- 2
Let it read the daily notes
The old form has no frequency grid, so the notes themselves are the record. Each day’s note is matched against the behaviors in the resident’s finalized Behavior Support Plan — a closed list, so nothing is invented. Anything that cannot be matched stops the import and is named.
- 3
Say how long an episode ran
As with the monthly form, the document never records episode length. You set it, and the hours follow — held to the authorized hours per day and to the window the form itself states.
- 4
Check the weekly summaries
Seven daily notes are condensed into the single weekly summary the current form carries, so the month reads the way the new revision expects while keeping what the caregiver actually wrote.
- 5
Review, then import
Every reconstructed day is listed before anything is written, and all the uploaded forms are kept with the import.
Why it matters
- Providers on the older form are exactly the ones with the most history to bring — and the ones whose records are hardest to re-key, because the old layout records prose rather than counts.
- Weeks do not line up with months. The old form’s weeks straddle month boundaries, so days are placed by their own calendar date rather than by which file they arrived in.
- Reading the notes is bounded work, not a free hand: behaviors are matched to the resident’s own plan, and anything unmatched stops the import rather than being guessed at.
- The result is a month in the current format — ready for the official HCA 13-0126 without anyone transcribing a year of weekly forms by hand.
