Calculation of Pertinent Information on DSWD Centers and Institutions

Background
The Honorable Secretary of DSWD, Dr. Esperanza I. Cabral, issued a memorandum to all DSWD Field Offices on 27 March 2007, for the calculation of pertinent information on centers and residential facilities for the year 2006. This memo provided formula and illustrated the processes of calculations and identified the variables for (1) occupancy rate and (2) average length of stay (ALOS), using admission-based and discharge-based methods. For 2006, there is a total of 67 residential and non- residential care facilities run by DSWD. These consist of 61 residential care facilities that provide 24-hour services for disadvantaged children, youth, women, older persons, persons with disabilities and person with special needs and 6 facilities as vocational rehabilitation center for persons with disabilities.

Occupancy Rate in Residential Facilities

The occupancy rate is a calculation used to show the actual utilization of a residential facility for a given time period. To calculate the average occupancy rate for a typical one- year reporting period, two data items needed are as follows: (1) CLIENT DAYS OF CARE - Sum of each daily client census for the year (2) CLIENT DAYS OR BED DAYS AVAILABLE - The maximum number of days of care that would have been provided if all beds were filled during the year. To calculate occupancy rate, use client days of care and client or bed days available in this formula.

OCCUPANCY RATE = ____(1)Client Days of Care___ x 100 (2)Client or Bed Days Available
Example 1 (accurately reflects changes in beds available for use) 300 beds x 243 days = 72,

900 (client days available for Jan. 1- Aug. 31) 350 beds x 122 days = 42, 700 (client days available for Sept. 1- Dec. 31) 72, 900 + 42, 700 = 115, 600 (Total Client Days Available for Jan. 1- Dec. 31)

Example 2 (Does not accurately reflect changes in beds during the year) 350 x 365 + 127, 750 (Total Client Days Available for Jan. 1- Dec. 31)
The following are occupancy rates based on the two different Client Days Available: Example 3 (Occupancy rate accurately reflects bed fluctuations):
98, 560 (Client Days of Care) / 115, 600 (Client Days Available) = .853 x 100 = 85.

3%

Example 4 (Occupancy rates does not reflect lower number of beds available for use during the first eight months of the fiscal year):
98, 560 (Client Days of Care) / 127, 750 (Client Days Available) =

.772 x 100= 77.2%

Average Length of Stay (ALOS) in Centers/ Residential Facilities

ALOS is calculated using two of the following variables for each method: (1) Total Discharge Days- The sum of the number of days spent in the center for each client who was discharged during the period from the date of admission. (2) Total Discharges- the number of clients released from the center during the period examined. This figures includes death. (3) Total Client Days of Care- Sum of each daily client census for the period examined. (4) Total Admissions- The total number of individuals admitted into the center during the period examined.
for Method 1 (DischargeBased)

for Method 2 (AdmissionBased)

The formulas for the Average Length of Stay are as follows: Method 1 (Discharge-Based): Total Discharge Days/ Total Discharges= Average Length of Stay (in days) Method 2 (Admission-Based): Total Client Days of Care/ Total Admissions= Average Length of Stay (in days)

Examples in Calculating Average Length of Stay (ALOS) in Centers/ Residential Facilities

Method 1 48, 579 ( Discharge Days) / 6, 246 ( Discharges) = 7.8 Method 2

days days

48, 090 (Client Days of Care) / 6, 206 (Admissions) = 7.7

Calculation of ALOS for Facilities with Large Proportion of Long-Stay Clients When calculating average length of stay for a center or facility with a large proportion of long-stay clients (e.g. EGV and GA), these methods will produce very different results as demonstrated in the following example: Method 1 393, 552 (Discharge days) / 534 (Discharges) = 737.0 Method 2

days 2 days

214, 371 (Client Days of Care) / 558 (Admissions) = 384.

Summary of Observations
Occupancy Rate

22 facilities indicated a constant number for the client/ bed days available for the entire 2006 Computation for occupancy rate for 32 facilities are correct only on the basis of the presented client days of care and client/ bed days available Client census for 2006 for 2 facilities (Haven for Women and RSCC, FO CAR) included in January carryover cases in 2005 Inaccurate computation for 6 facilities for client days of care since total number of days spent in previous years by residents admitted prior to 2006 was still added in the client days of care for 2006 Calculated Occupancy Rate per client (FO V) and not for the facility

Average Length of Stay (ALOS) Discharge-Based Method

Calculations on 22 facilities are correct based on the presented variables on total discharge days and total discharges No basis to check the correctness of the computation for 9 facilities since there is no raw data presented (total discharge days and total discharges) There is doubt on figures for total discharge days for 2 facilities Haven for Women and RSCC, FO CAR) where there is an indicated carry- over cases included in January Calculated ALOS (Discharge-Based) per client and not for the two facilities (FO V).

Average Length of Stay (ALOS) Admission-Based Method

Calculations on 19 facilities are correct based on the presented variables on client days of care and total admission There is doubt in 2 facilities (FO-CAR) on the process on how figures are arrived at for total admissions, as it reflected carry-over included in January, when the period being examined is only for 2006 Inaccurate computation on 1 facility (Haven for Children, FO I) since raw data did not include January 1 to March 30, 2006 in the total client days of care No basis to check the correctness of the computation on 2 facilities since there is no raw data presented (total admission and total client days of care) Calculated ALOS (Admission-Based) per client and not for the two facilities (FO V)

Recommendations

The Field Offices to provide raw data using the prescribed templates for the computation of: a. client days of care b. client/ bed days available c. total discharge days d. total discharges e. total admissions Illustrate process of computation for the above variables and for Occupancy Rate and ALOS Use admission-based and discharge-based methods in computing ALOS

Forms for the summary of calculations and raw data

Summary of Calculations of Pertinent Information on ___________________

( Name of Facility)

Field Office ___________

Pertinent Information Client Days of Care (1) Bed Capacity (2) Client/ Bed Days Available (3) Total Discharges (4) Total Discharge Days (5)

Period Examined: January 1 to December 31, 2006 Calculations Total Admissions (6) Occupancy Rate (7) Average Length of Stay (ALOS) in days DischargeBased (8) AdmissionBased (9)

FO ________ Name of Facility_______________ Data for Client Days of Care January- December 2006
DAY JAN FEB MARCH APRIL MAY JUNE MONTH JULY AUG SEP OCT NOV DEC TOTAL

1 2 3 4 5

31 Total

Raw Data for Computing Average Length of Stay

List of Clients Served CY 2006 (1) Age at last birthday (Years) (2) Date of Admission ____ _____ ____ Mo. Day Year (3) Date of Discharge ____ ____ ___ Mo. Day Year (4) No. of Days Spent in the Center (5)

1. 2.

3.
4. 5.

THANK YOU