How two census errors can cancel out
In this fictional example, North transferred one person to South. The movement records include both sides of the transfer. North reported 19 people at closing instead of 18. South reported 11 instead of 12. Both reports add up to 30 across the network, so a review of the combined total would miss both differences.
| Site | Expected | Reported |
|---|---|---|
| North site | 18 | 19 |
| South site | 12 | 11 |
| Network | 30 | 30 |
Start with the transfer’s effective time and the sending and receiving placement records. The counts tell you where to look. The source records show which placement needs correction.
Reconcile your site counts
Use the same reporting window and census definition at each site. Count moves between the selected sites as transfers. Put arrivals from outside those sites in admissions and departures to outside sites in discharges. Enter totals only. The calculations run in your browser.
Reconciliation results
Network total. 30 expected · 30 reported · 0 difference
2 sites need review.
Transfers in and out balance across the selected sites.
- North site
- 18 expected · 19 reported · +1 difference
- South site
- 12 expected · 11 reported · -1 difference
What to check when the counts differ
- Check the reporting window. Confirm that opening and closing snapshots use the same time zone and that each move belongs to that period.
- Pair the transfer records. Use the same move to find the sending and receiving site records. A zero transfer difference can still hide one omitted transfer and one duplicate.
- Check the reported count at each site. Review late entries or corrected placements with the site owner. Compare occupancy and billed days separately using the definitions your teams actually use.
SAMHSA’s 2026 client counts worksheet distinguishes non-hospital residential client counts by treatment setting and suggests a separate copy for each facility or group. Use the agency’s worksheet for its survey and your own reporting definitions for this operational check.
Use the case in a bed management demo
Ask each vendor to show a historical census at both sites, the effective time on both sides of a transfer, and the record a reviewer uses to explain the difference. Then ask whether a corrected placement can be traced to a revised census export. Keep the same case for every vendor.
Ease Health offers per-location bed boards and projected availability based on estimated discharge dates. Explore the residential treatment overview and the bed management and census guide.