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CARIS Training Manual

1. ee Court Date 2006 08 10 Meeting and Contact Note ria dans Attach File Legal Code q Progress Notes Charge Date 2006 08 10 cd ae chee Correspondence Log Documents Process Management Health Visit Legal Order Personal History Note Presenting Issues gt Utilities Record Observation Cancel Use the Legal Code search button to search for your exact legal code 11 7 CARIS Administrators Manual Module 11 Legal Codes Search Codes Act fecc Sec ae Sub Sec Fara Sub Para Keyword Return Subsections validity Date 2006 09 4 E Ea Search ancel Choose the appropriate sub section paragraph etc from the choices which are presented in the search results Choose the No of Charges and click Add Repeat this process until you have recorded all of the charges laid TO Legal Orders can be found in Case History but they cannot be updated there You must select the form from the CARIS Navigation Tree 11 8 CARIS Administrators Manual Module 11 Case forms can be viewed in Case context by clicking on Case History and then Display Activities Forms that can be edited from here have an Edit button displayed Other forms that can be edited are accessed from the CARIS Navigation tree A Help Harold Potter 1000127 Bifrost 13398 Active Cases Details Relationships Address Book Close Summary Participants Case P
2. When you see this screen click the sign A UI_Authorization Microsoft Internet Explorer provided by Shared Services BC File Edit View Favorites Tools Help eak O K B Op Search yr Favorites A A a H A Address l https jicaris mef gow be cafcaris CARIS Auth aspx ANDY MACDONALD Please select a location and a role to log in to CARIS interface MATC Pagels 1 1 5 CARIS Administrators Manual Module 1 Then choose the appropriate access level you will usually only have one and click Select UI_Authorization Microsoft Internet Explorer provided by Shared Services BC Sel File Edit View Favorites Tools Help ae giak O gt a E J Search gt Favorites E A Address 2 https icaris mcr gov be calcaris CARIS Auth aspx ANDY MACDONALD Please select a location and a role to log in to CARIS interface MATC MATC Administrator Page s 1 and you are in TO If you are working with clients in more than one program area you will need to log on to each program separately To log on to another program area just open another browser window l 6 CARIS Administrators Manual Module 1 View the Main Page GB CARIS Search and Advanced Search ean a NOC Po fenem Search adu Search Heip Login Time 9 6 2006 9 45 24 AM eee Main Activities My ases v CARIS Welcome TRAINING_05 CARIS NOC Waiting Lists
3. Waiting Lists N gt Archives gt Beds lz GOAL Goal1 Scheduled Reports Goal Details Create Objective Referrals Priority 1 Status Active gt Organization Notes Critical Date 2006 08 14 Start Date 2006 08 18 End Date 2006 03 18 gt Eligibility Lists gt Alerts gt Admission and Discharge Forms gt Case Forms gt Utilities ao J OBJECTIVE Objective 1 Scheduled t Priority 1 Status Pending Activity Critical Date 2006 03 14 Approach General Start Date 2006 08 15 End Date Note ACTION Action 1 Priority 1 Status Active Start Date 2006 08 14 End Date 2006 08 14 v The case plan once created is attached to certain forms Any forms attached to a case plan are accessible through Case Plan as well as Case History Goals are sorted based on date and time entered not by priority All actions or objectives must be completed before you may complete a Goal CARIS Participant s Manual Module 8 Exercise 1 l Open a case for the client you created in a previous module and create a case plan Create a goal an objective and two actions Learning Checkpoint 1 What are the three components of a case plan 2 How do you access your client s case plan CARIS Administrators Manual Module 9 Module 9 Admission and Discharge Forms At the end of this module participants will be able to 1 Perform common functions in forms 2 Complete a client form CARIS has a number of
4. CARIS 1 1 08 gt Archives Announcements gt Beds gt Eligibility Lists Time Fitter Last 1 Month E gt Reports gt Organization Notes Subject Importance Detail gt Utilities Page s 1 Add Announcement Navigation Tree NS Context Bar The area where the Client Name and if he she has one the Case Description will display Navigation Tree The expandable list of functions that can be performed using CARIS These functions change based on the user and the context Main Information Area This is where all the information tables windows and data display Search and Advanced These functions provide you with the capability of finding Search persons or organizations already in the database The Help option will take you to the User Manual l 7 CARIS Administrators Manual Module 1 AG Your screen display may include the browser functions Z CARIS Microsoft Internet Explorer provided by Shared Services BC File Edit View Favorites Tools Help ay Q O DAG P trem OG A G w A Address https leader mcf gov bc ca caris_sys_test default asp v Go Links A F11 will turn the browser functions off DO NOT USE the browser functions to navigate through CARIS particularly the back and forward arrows These arrows will not work properly since they are browser functions not CARIS functions Instead of using the back arrow on your browser clicking Cancel or the Back but
5. Bye Daar Kakiri Hai Gotour dentitying Marke Be nipples Legal Urderis R Lege Sialis Slort Oiii Em Dols Picbabor Tee Te EEF Criminal Sade Diter pion ary Apne COLE OF LAHS Siiki SS creer De aE CT ton Gan Gaul Lorain pore De DSM IV TR Diagnostics Classification BETO John Tamaraga i a TRAPI i0 CARDS Page ala 14 4 CARIS Administrators Manual Module 14 Case Notes Report Case Notes Report Mote Typers Start Date Group By TO Use lt shift click or lt ctri gt click to select more than one note type Care Plan Development Meeting aC are Plan Integration Meeting lt l l Ss Case conference End Date 2006 09 1 5 prm 2006 09 1 1 a Generate Report Date Return T Use highlighting to choose more than one note type for your report If you are in case context the report will be for just the one case If you are out of case context the report will be for your cases You may choose Active 29 or All and group by Date Entry type This is a convenient way to catch up on notes that may have been added to the file while you were out of the office 14 5 CARIS Administrators Manual Module 14 Case Load Report Case Load Reports have different filters An example of one of the case load report is the Snapshot Report Case Load Snapshot Report Results BRITISH COLUMBIA Export PDE Case Load Snapshot Report
6. When a Goal has been defined and saved you can add one or more objectives to the goal 1 Bring Clients Case into context 2 Open Case Plan 3 Expand the appropriate Goal by clicking the sign 4 Click Create Objective CARIS Participant s Manual Module 8 L a pe ete ee Harold Potter 1000127 Careplan Consultants 13523 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Goals and Objectives Waiting Lists gt Archives gt Beds GOAL Goal1 Schecnted gt Reports Goa Deas Referrals Priority 1 Status Active A T pela ae End Date 2006 08 13 gt Eligibility Lists gt Alerts Admission and Discharge Forms gt Case Forms gt Utilities Note OBJECTIVE Objective 1 Scheduled Create Action Page s 1 Create Goal AA n a gi 5 Select Priority and Status from the list in the drop down box select a Critical Date and an End Date and add text to Action and Note fields 6 Click Save Create Objective i ea Goal Stop teasing Elmer Fudd Objective User Defined Objective User Defined Objective FN Priority o Status Fending Critical Date 2006 09 18 Approach General o Start Date 2006 09 18 oo End Date Mote Save Cancel TO You can have several objectives for a given Goal but you have to create each one separately CARIS
7. 3 Click Admit Ww r AJ T LOA NL E muffin S Search Adv Search Help CARIS 1 1 03 Login Ti me 8 19 2006 2 08 35 PM Clients v Adv Search f Cranberry Muffin 1000582 Bifrost 22326 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Case Summary Waiting Lists gt Archives gt Beds Case Type Bifrost Referral Date Aug 19 2006 Case Status Pre Admit Accept Reject Date Aug 19 2006 gt Reports oe Case Id 22326 Admission Date Referrals Case Manager CARIS TRAINING_01 Est Discharge Date gt Organization Notes Referral Source CYMH Discharge Date gt Eligibility Lists Referral Mode Email Case Close Date gt Alerts Phase Days 0 gt Admission and Discharge Forms Require Care Plan No Respite No eem a Forensics Referral No eee eee eee Client Designation Designation Date Case Forms MHA Status z Admission Type gt Utilities Bed Information Waitlist Information Referral Hote If all of the required client demographic information has not been collected you may receive an error message such as the one displayed here Clicking on the error message will take you to the client demographics for entry Error Missing Criteria or Integrity Check s Failed Missing Criteria Type Element Farty Details Aboriginal Origin MISSING Party Details Ethnoa cutural Background OK Party Details Guardianship Stat
8. A Z Index l 3 CARIS Administrators Manual Module 1 Now you will see the log in page Click Government Employee Government of British Columbia Microsoft Internet Explorer provided by Shared Services BC Mela File Edit Wiew Favorites Tools Help aw ka Back gt x la e f Search se Favorites 5 gA r A a 4 ac Address https flagon gow be cajlogon caifdirSelect cgi flags 1 1 amp TYPE 33554433 REALMOID 06 eeachd9e 8890 4734 a2aa 1ab Ed Go Links i E BRITISH COLUMBIA Help Contact Us How Would you like to logon Business Organization using a BCeID How to get a BCeID i Government Employee using an IDIR Account 1 4 CARIS Administrators Manual Module 1 Then log in with your normal IDIR ID and password 2 Government of British Columbia Microsoft Internet Explorer provided by Shared Services BC File Edit View Favorites Tools Help O bak H E f Search pr Favorites 4 2 A amp a Address 2 https flogon gov bc ca logon cgifidir loginCookie cgi TORGET https j icaris mcf gow be cajcaris BRITISH COLUMBIA Logon D 4 Contact Us caris mef gov be ca requires you to logon Internal Government User IDIR Access ta ar unauthorized use of data on this computer system by any person other than the authorized employee s or owners of an account is strictly prohibited and may result in legal action against such person
9. CARIS Administrators Manual Module 5 Close a Case Closing a case means that you will no longer be working with the client on this particular case nor will any of the case affiliates or members The Case will be closed and will no longer appear on the client s Case List of active cases You will be able to view the case by selecting the Closed filter in the client s Case List 1 Bring the Case into context 2 Open Cases and then click View for the appropriate case 3 Click Close Case Se a Fe SNe ee ee eR ee ee Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Case Summary Waiting Lists gt Archives gt Beds Case Type Bifrost Referral Date Aug 11 2006 E Case Status Follow up AcceptReject Date Aug 11 2006 i gt Reports ao Case Id 13704 Admission Date Aug 11 2006 Referrals Case Manager CARIS TRAINING_01 Est Discharge Date Organization Hotes Referral Source School Discharge Date Aug 13 2006 11 29 AM gt Eligibility Lists Referral Mode Mail Courier Case Close Date gt Alerts Phase Days 0 gt Admission and Discharge Forms Require Care Plan No Respite No EEE Is a Forensics Referral No gt Cinical Forms and Asscasmonis Client Designation Designation Date gt Case Forms MHA Status Involuntary Admission Type Assessment gt Utilities Bed Information Waitlist Information Referral Note Close Case
10. Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Goals and Objectives Waiting Lists gt Archives gt Beds l GOAL Goal1 Scheduled gt Reports gt Referrals Page s 4 gt Organization Notes gt Eligibility Lists gt Alerts gt Admission and Discharge Forms gt Case Forms CARIS Participant s Manual Module 8 3 Select Goal and Priority from the list in the drop down box select a Start Date a Critical Date and an End Date and add text to User Defined Goal and Note fields 4 Click Save the Goal will be saved with a status of Active Note that until the goal is saved the Status is greyed out gB CARIS faye tee AE AT SEEN aars A Memes Vs CRASSO Login Time 8 11 2006 2 47 17 PM Memiliars hi Search Adv Search Help f Harold Potter 1000127 Careplan Consultants 13523 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Create Goal Waiting Lists gt Archives gt Beds Goal v m gt Reports User Defined Goal gt Referrals Priority Status gt Organization Notes Critical Date gt Eligibility Lists Start Date S End Date E gt Alerts l gt Admission and Discharge Forms Note gt Case Forms gt Utilities Create Objectives
11. My Cases Y CARIS Edit Communication Note Waiting Lists gt Archives gt Beds Date 871272006 gt Eligibility Lists Type Information A bbiin Contact Method Email v E Transf gt Case Transfers Duration minutes 15 w Y Organization Hotes Announcement Notes Testing Communication Note Communication Notes Safety Procedure Topic Based Consultation Save Changes Ji Reset Jf c gt Utilities Communication notes can be viewed by anyone within your location Not to be used for client case information CARIS Administrators Manual Module 2 Create a Safety Procedure To record a safety event 1 Open Organization Notes in the Navigation Tree and then Safety Procedure 2 Select the Procedure Type from the list in the drop down box and type the text of the procedure in the Notes field 3 To attach a file use the Browse to locate the file on your machine Add to attach the file and Detach to remove the file buttons 4 Click Submit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Safety Procedure Waiting Lists Archives gt Beds Date 8 10 2006 Ea Time of Procedure 5 10PM mad gt Reports Procedure Type v Referrals Notes Y Organization Notes Announcement Communication Notes Safety Procedure Add Attachment Browse Ada Detach Topic Bas
12. Waiting Lists Archives Case Status Filter IRGA Beds Reports Case Status Location CARIS ID Client Hame Referrals Bifrost Referral 1000559 Muffin Cranberry 2006 0819 Organization Hotes Eligibility Lists Page s 1 Alerts Admission and Discharge Forms Case Forms Utilities Pe fe a An aaa aaa fad 3 Click Accept Referral to accept the case os Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Case Summary BE Waiting Lists gt Archives gt Beds Case Type Bifrost Referral Date Aug 19 2006 Case Status Referral Accept Reject Date gt Reports er Case Id 22326 Admission Date Y Referrals Case Manager CARIS TRAINING _01 Est Discharge Date Referral Observation Referral Source CYMH Discharge Date gt Organization Hotes Referral Mode Email Case Close Date gt Eligibility Lists Phase Days 0 gt Alerts Require Care Plan No Respite No aeea ER z Forensics Referral No ANa A aN he oral dah Client Designation Designation Date gt Case Forms MHA Status m Admission Type gt Utilities Bed Information Waitlist Information Referral Hote a Accept Referral Cancel Case Discharge CARIS Administrators Manual Module 5 Once the proper forms have been processed clicking the Accept Referral button will give you the option to accept the case Cases Details Relationships Address Book Close S
13. of lt Q a 2 o a E 2 O te a an e kog fik Pa Referral Phase Pre Admit Phase Follow up Phase Case Created by Administrators Administrators move the case through its phases Case Phase Movement is controlled in the Case Summary Window i Client Created by Administrators Discharge Client Close Case Accept Referral Admit Case Cancel Case L Generate Forms amp Reject Referral E Waitlists Nenu D i Detalls Meru Basic amp Extendad Demographics Add to Waitlist oy iiig Forms amp Assion Participants CS h Participants Menu oOo EeSe Address Book Menu Address Telephone Email Objectives and Actions it Add Affiliate Add Case Client Relationships E o Relationships Menu Create Edit Relationships CARIS Administrators Manual Module 5 Create a New Case To create a new case 1 Bring the Client into context 2 Open Cases The Case List will display 3 Click New Referral to start the process of creating a case GB CARIS aac ae ee Cae an ee footer cients zi Search Adv Search Help CARIS nee Login Time 9 6 2006 12 39 40 PM Open Cases and the Adv Search Case List will display f Harold Potte Details Relationships Address Book Close Y CARIS Case Waiting Lists gt Archives gt Beds E Client Cases gt Eligibility Lists Case Status Filter an gt
14. Clients can have more than one address as for example a home address an emergency contact address or an alternate address Addresses are sorted by the last date entered If a client has more than one address addresses with an active status will appear at the top of the list Address information for any persons related to the client will also appear in a client s address book Address information is not secure so nothing in the address should suggest that the individual is a client CARIS Administrators Manual Module 4 The format for the postal code is Letter Number Letter no space Number Letter Number An address is required to admit a case Mandatory fields include aboriginal status unknown is a valid status guardianship postal code and address Exercise 3 1 Using the client you created add a home address an emergency address and an address that is using during school breaks Learning Checkpoint 1 a To update a client s demographic information what context do you need to be in b Which of the client actions Cases Details Relationships Address Book Close do you click to do this update 2 Name the two available relationship types 3 Name 3 possible relationships that a client might have on file CARIS Administrators Manual Module 5 Module 5 Creating Cases At the end of this module participants will be able to 1 List the 4 phases of client serv
15. Contact Context Critical Date End Date Member Organization Partner Recipient A record of actions taken by the user either in a general operational sense or specific to a client or case Reports prepared for a specific purpose generally based on specific criteria Someone involved with a client s case but does not have access to the client s file In CARIS typically a family member social worker minister police officer or probation officer A bed in a Room which may be allocated to a client A Case Report is an automatically generated report that summarizes the User s cases using pre established criteria The primary person in a Case who is receiving a service A person of interest to a specific client or of general interest If the contact is of interest to a client like a minister or relative that person will be attached to a client s file as a relationship General contacts will just be listed like a police officer social worker or MLA someone you may want to contact A contact cannot view a Case File The term In Context as used in this system means the Client and or Case whose names appear in the Context Bar The date upon which a particular event either did occur or should occur in the future In a case plan this is the review date for the action objective or goal The date upon which an event is scheduled to end A clinician who is a participant in a cli
16. For the Maples these alerts are available for active residential case types only Alerts can not be created for less than 24 hrs General Alert include alerts related to allergies medical conditions aggressive behaviours and the like Anyone with access to CARIS can view a general alert To add an alert to a client s file the client must have a case open 1 Click on Cases 2 Open Alerts in the Navigation Tree GB CARIS Login Name Ann YFY Login Time 9 22 2005 3 21 08 PM mar Search Adv Search Help _ f Jason Marceau Program B 35749 Referral Summary Participants Case Plan Activities Close Cases Details Relationships Address Book Close Y YFV CARIS General Alerts Waiting Lists gt Eligibility Lists gt Case Transfers Page s 1 gt Reports gt Organization Hotes gt Client Forms gt Case Hotes Y Alerts General Alerts Gener al Alerts Supervision Alerts Add Alert Choose the type of Alert you wish to generate Click Add Alert Select the type of Alert from the drop down list o m e w Enter any pertinent information in the Notes field You can also attach documents here by clicking Browse locating the document on your drive and then clicking Add 7 Click Submit Save CARIS Administrators Manual Module 7 The Alert is now attached to the client s file and an appropriate icon appears in the Context Bar indicating that an alert has
17. Help Harold Potter uoo A ATP 14358 Active Treatment Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Bed Reservations Waiting Lists gt Archives Management Start Date Time End Date Time Duration Reservations Occupancy E Start Date Today i Bed 1 Potter Harold 2006 08 12 3 40PM 2006 08 14 3 40PM 3 gt Case Transfers gt Referrals Page s 1 gt Organization Hotes gt Alerts gt Admission and Discharge Forms gt Clinical Forms and Assessments EB CARIS fe Ea aL eras se Ae ee ary Search Adv Search Help CARIS 1 1 03 gi APUG Login Time 8 12 2006 3 08 45 PM Cilants 3 Adv Search f Harold Potter 1000127 ATP 14358 Active Treatment Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Assign to Bed Waiting Lists gt Archives Y Beds Client Name Potter Harold Administration Name Bed 1 Management Start Date Time 2006 Aug 12 15 40 Duration 3 End Date Time 2006 Aug 14 15 40 Notes Reservations Occupancy gt Eligibility Lists gt Reports Case Transfers gt Referrals gt Organization Hotes gt Alerts Admission and Discharge Forms Clinical Forms and Assessments Case Forms gt Utilities Assignto Bed f Cancel 13 4 CARIS Administrators Manual Module 13 The Client s reservation is automatically removed and h
18. Learning Checkpoint 1 Name three types of forms that could be used with a client during the admission discharge phases of client service 2 Which forms must be finalized before a client can be discharged CARIS Administrators Manual Module 10 Module 10 Clinical Forms and Assessments At the end of this module participants will be able to 1 Access clinical forms 2 Complete a clinical form CARIS has a number of clinical forms that are used with cases These forms can be found from the Navigation Tree under Clinical Forms and Assessments The types of forms that will be available to you will depend on the status of the case Samples of these forms follow Form Referral Pre Active ee Closed Admit DSM IV TR Diagnostic Classification Diagnostic Classification Formulation e E E E Porsas x 10 1 CARIS Administrators Manual Module 10 ICD 10 Diagnostic Classification Open Clinical Forms and Assessments in the Navigation Tree and then ICD 10 Complete the fields as required 3 Click Save to save a working copy Finalize to complete the form Note there is only one ICD 10 form per case Np Y CARIS ICD 10 Diagnostics Classification Waiting Lists gt Archives gt Beds E ICD 10 Assessment gt Reports Date Eal gt Referrals Organization Notes gt Eligibility Lists gt Alerts gt Admission and Discharge Forms Y
19. Manual Module 4 Create a Relationship A Relationship is a person who is attached to a client or client s case as a person of interest to the client or the case worker The relationship is for reference purposes only because the person has no access to the case To create a Relationship Bring the client into context 1 Open Relationships GB CARIS Build 0 57 Login Name Anm PSDHH Login Time 8 26 2005 4 16 45 PM mwa ff Search Adv Search Help Jason Marceau Cases Details Relationships Address Book Close Y CARIS Relationships Marceau Jason Waiting Lists gt Beds gt Eligibility Lists Person Type gt Reports Dean Steve Family Cousin 2005 07 12 Relation Start Date End Date gt Facility Hotes gt Alerts Page s 1 New Relation If the person is not already on the list 2 Click New Relation A Search window will display EB CARIS Build 0 57 Login Name Ann PSDHH Login Time 8 26 2005 4 15 45 PM ma o CRMs w Search Adv Search Help f Jason Marceau Cases Details Relationships Address Book Close Y CARIS Relationships Marceau Jason Waiting Lists gt Beds gt Eligibility Lists Person Type Relation Start Date End Date lits gt Reports Dean Steve an izin n 5 gt Person Search gt Facility Notes gt Alerts Search Criteria Michael Page s 1 3 Enter the person s name 4 Click Search CARIS Administrators Manual Modu
20. Participant s Manual Create Actions Module 8 When an objective has been defined and saved you can add one or more actions to the goal 1 Bring Client s Case into context 2 Open Case Plan 3 Expand the appropriate Objective by clicking the sign 4 Click Create Action 5 Select Priority and Status from the list in the drop down box select a Critical Date and an End Date and add text to Action and Note fields 6 Click Save Y CARIS Create Action Waiting Lists gt Archives gt Beds Goal Goal 1 gt Reports Objective Objective 1 gt Referrals Action Action 1 a Organization Notes Priority 1 v Status Active Siula Critical Date 2006 08 14 F End Date 2006 08 14 gt Alerts gt Admission and Discharge Forms Nole gt Case Forms gt Utilities TO Save Cancel You will note that this button is in the Objectives part of the display You cannot create an Action until you have decided on an Objective The Action will be appended to the Goals and Objectives list View and Edit a Goal Objective or Action Now that the goal objective or action is created you can view or edit it by 1 Bringing the client s case into context 2 Open Case Plan 3 Expand the Goal Objective Action by clicking on the sign and click Edit CARIS Participant s Manual Module 8 GO WEADSAK OBA a B 8
21. gt Admission and Discharge Forms Receiver Address gt Clinical Forms and Assessments gt Receiver Phone Case Forms Y Utilities Receiver Emails Templates Subject Potter Harold 1223 Privet Drive Dorset BC XUXA 604 369 8745 z 604 369 5745 E Body 2006 09 08 Dear Harold Hello Yours sincerely TRAIHIHG_05 CARIS E Footer Include Sender Signature Line M Certain fields will autom atic ally fill as you select your sender and receiver Include Receiver Signature Line M 4 Fill in the appropriate fields Some will fill in automatically 16 3 CARIS Administrators Manual Module 16 5 Click Next to generate a preview of the document 6 Inthe Preview window you can choose to Export to Word or Export to PDF 7 Ifyou are not satisfied with the preview begin at Step 1 Exercise 1 1 Create a template document that might be useful you to in the workplace Learning Checkpoint 1 How might you use templates 16 4 CARIS Administrators Manual Appendices Maples Power Users Glossary Survival Tips Learning Checkpoint Answers CARIS Administrators Manual Glossary of CARIS Terms The glossary defines terms used in CARIS Sometimes the meanings are somewhat different from normal usage but have a special meaning within the context of the application Activities Ad Hoc Reports Affiliate Bed Case Report Client
22. you cannot access the box again Exercise 1 1 Create a new accession record 2378A and add a box numbered 345 to the accession 2 Bring a client into context and add the client to the box Delete the client the box and the accession oS Learning Checkpoint 1 Name the three components of an accession 2 Name the available statuses for a box 3 Name the available reasons for deleting a box 15 4 CARIS Administrators Manual Module 16 Module 16 Utilities At the end of this module participants will be able to 1 Create a template document 1 Generate the document from the template 2 Print the document There is one option under Utilities Templates Loin Time 94 2006 2 20 46 PM Jump cients oli Search Adv Search ai tie ate Login Time 9 3 2006 2 29 16 PM NOC Ae Sanch ee Main Activities My Cases Y CARIS Templates Waiting Lists gt Archives Template Hame Version Date Created Description gt Beds Hew Template 1 0 2006 09 07 gt gt Eligibility Lists Test 1 2006 09 08 3 View delete Deactivate Generate Doc gt Reports gt Organjzation Hotes r Utilities Page s 1 Templates 16 1 CARIS Administrators Manual Module 16 Create a Template You need to give your template a name and a description so that you will recognize it when you want to use it to generate a document The tag references refer to data elements in CARIS and are similar to Merge Fields in M
23. Discharg Note that closing a case is not the same as closing a client Closing a Client returns you to CARIS context Close Case is a point of action in CARIS which moves the case from Follow up Phase see Appendices 4 Phases of Client Service Case Closed in a business context means that the case is closed E EB CARIS pate Sang yee ee lemon Search Adv Search Help _ CARIS 1 1 02 Login Time 8 14 2006 1 58 06 PM Clients v Adv Search Lemon Drop 1000320 Bifrost 13568 Follow up Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Close Case EE 1 Waiting Lists gt Archives gt Beds Effective Date 2006 08 11 gt Reports Case Close Status v gt Referrals gt Organization Notes Close Case Cancel gt Eligibility Lists gt Alerts E gt Admission and Discharge Forms gt Clinical Forms and Assessments CARIS Administrators Manual The Close Case window will display Select the effective date for closing the case Select a Case Close Status from the list in the drop down box a S U 2 Click Close Case Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Close Case Waiting Lists gt Archives gt Beds Effective Date 2006 08 11 Reports Case Close Status v gt Referrals
24. Discharge Date Eligibility Lists Referral Mode Fax Case Close Date Alerts Phase Days 2 Admission and Discharge Forms Require Care Plan Wo Respite Mo Clinical Forms and Assessments Forensics Referral ho Case Forms Client Designation Designation Date ae MHA Status Voluntary Admission Type Assessment Utilities Bed Information Waitlist Information Referral Hote 3 Details of selected case 1 The client s name appears in the client name area 2 The name of the case appears in the case information space 3 Details including case type appear in the work space l 12 CARIS Administrators Manual Module 1 Exercise 2 1 Log back on to CARIS as a MATC Power User 2 Type Harry in the open search field at the top of your screen and click Search Click View when you find a Harry and open his file GB CARIS E ga es TN MATC hay Adv Search Help Y CARIS Client Search Results Waiting Lists gt Archives gt Beds CARIS ID Client Hame Birth Date gt Reports 1000127 Potter Harold 1990 02 14 gt Organization Hotes 1000356 potter harold gt Eligibility Lists gt Utilities Page s 1 Advanced Search Create Client What context are you in now 3 Click Close in the context area GB CARIS CARIB 4403 ConA nma SHADE ITAA ATAM MATC harry Search Adv Search Help E Harold Potter 1000127 Cases Details Relationships Address Bo ee P
25. Eligibility Lists Reports Referrals Organization Hotes Alerts Admission and Discharge Forms Clinical Forms and Assessments vy Case Forms gt Meeting and Contact Note Attach File Correspondence Log Documents Process Management Legal Order Personal History Presenting Issues Utilities Single Document Collection Recording Date o Do Note Max file size 3MB Document Title On Behalf Of El Goals amp Objectives GOAL If this document supports an objective tick this radio box Increase flying skills Learn to stay on broom in twists 11 5 CARIS Administrators Manual Module 11 Health Visit 1 Open Case Forms in the Navigation Tree and then Health Visit 2 Complete the fields as required 3 Click Record as E wv T vs a pep w aan v 4 Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Health Visit Waiting Lists gt Archives nn gt Reports Appointment Type Medical 4 gt Referrals Topic Subject Organization Notes Health Professional s Name Phone Number ss Ext gt Eligibility Lists Mode of Meeting J gt Aaris Note 7 gt Admission and Discharge Forms gt Clinical Forms and Assessments Y Case Forms eer Browse Meeting and Contact Note oman a Attach File Progress Notes Correspo
26. Help CAREA Login Time 8 12 2006 3 58 18 PM Ul boop Sieni SG Adv Search Main Activities My Cases Y CARIS Eligibility List Management Waiting Lists gt Archives Status Filter Active v Y Beds Administration List Hame Start Date End Date Min Max Status Hotes Management Cooking Class 2006 08 14 2006 08 14 2 6 Active B Reservations Occupancy Page s 1 Y Eligibility Lists Management Summary gt Reports face Tranofaro 2 To add a new activity click Add List 12 1 CARIS Administrators Manual Module 12 3 Enter the name of the activity in the List Name field select a Start Date and an End Date enter the minimum and maximum number of participants and add a note if appropriate 4 Click Save GB CARIS a aes EE TEA ee Search Adv Search Help Fes siete Login Time 8 10 2006 5 01 15 PM Clients Adv Search Main Activities My Cases Y CARIS Create Eligibility List Waiting Lists gt Archives Beas m gt Reports E End ate e a a Minimum Participants Maximum Participants Y Eligibility Lists Management PE TER gt Admission and Discharge Forms amp v gt Utilities Save J Cance 5 Once the Eligibility List activity has been created it can be updated deleted or completed by clicking the appropriate button EB CARIS CARIS 1 1 03 Login Time 8 12 2006 3 58 18 PN poop Search Adv Search Heip CARIS 1 1 03 Log
27. Management Hotes Reservations Occupant Occupancy Client Name Boop Betty B Occupancy Date 2006 Aug 12 16 03 gt Eligibility Lists Client Gender female Est Vacancy Date 2006 Aug 13 16 00 gt Reports Client Status In Bed Related Case Number 14490 gt Case Transfers Motes gt Referrals gt Organization Hotes gt Alerts gt Admission and Discharge Forms gt Clinical Forms and Assessments gt Case Forms gt Utilities _Reserve this Bed Relocate Client A Edit Client Status 1 To reserve this bed for the client on another date click Reserve this Bed 2 Toremove the client click Remove Client Apple Fritter noos Bifrost 23423 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Remove Client Waiting Lists gt Archives Y Beds Name Window 1 Client Name Fritter Apple 4 Administration Removal Date 2006 08 28 Management Reservations Occupancy gt Reports gt Referrals 13 6 CARIS Administrators Manual Module 13 3 To move the client to another bed click Relocate Client The client must have days left for this option to be available f Apple Fritter tooss Bifrost 23423 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Relocate Client lt lt encu Waiting Lists gt Archives Y Beds Source Kamloops
28. Mode Mail Courier Case Close Date gt Organization Notes Phase Days 0 gt Alerts Bed Information a gt Admission and Discharge Forms Waitlist Information Waitlist Enrollment by TRAINING_01 CARIS 2006 08 12 17 22 Priority 1 gt Clinical Forms and Assessments gt Case Forms Referral Hote gt Utilities CARIS Administrators Manual Module 6 5 Select Admission Type from the list in the drop down box and use the calendar to select an Est Discharge Date 6 Click Admit Login Name TRAINING_01 CARIS Login Time 8 13 2006 1 15 14 PM f Betty Boop 1000224 Cases Details Relationships Address Book Close Admission Detail Waiting Lists Archives gt Beds Effective Date Reports Admission Type gt Referrals MHA Status gt Organization Hotes gt Eligibility Lists gt Alerts Est Discharge Date gt Admission and Discharge Forms gt Clinical Forms and Assessments gt Case Forms gt Utilities Bifrost 14917 Pre Admit Summary Participants Case Plan Case History Close lt lt eae 2006 08 13 15 15 E EE 7 Open Waiting Lists in the Navigation Tree 8 Select the appropriate Waiting List and click View 9 The client no longer appears on the Waiting List Address https leader mcF gov bc ca caris_sys_test default asp GB CARIS CARIS 1 1 03 Login Name TRAINING_01 CARIS Login Time 8 12 2006 3 58 18
29. Objective Create Note Confirm Note Cancel i NO xe 9 A Progress Notes form must have an objective statement an assessment and a plan As with the Meeting amp Contact Note form there is an option to record progress on an objective with a 1 0 1 On Behalf Of is not a mandatory field Progress notes can be edited after Save Changes however they can NOT be edited after Confirm Note Be aware that ALL edits are tracked in the Case History 11 4 CARIS Administrators Manual Module 11 Document Management 1 Open Case Forms in the Navigation Tree and then Document Management 2 Click New Document B ca F CARIS 1 1 03 f Harold Potter 00127 Cases Details Relationships Address Book Close Y CARIS Waiting Lists gt Archives gt Beds gt Reports gt Referrals gt Organization Hotes gt Eligibility Lists gt Alerts gt Admission and Discharge Forms gt Clinical Forms and Assessments Login Name TRAINING_01 CARIS Login Time 8 12 2006 10 51 12 PM fay clients sil Search J Ade Search Help Bifrost 13398 active Summary Participants Case Plan Case History Close Processed Documents List Date Document Legal Unit Staff Admission Checklist Delete Page s 1 2006 08 07 3 Complete the fields as required 4 Click Save Y CARIS gt gt gt gt gt gt gt gt gt Waiting Lists Archives Beds
30. PM monster Contacts Search Adu Search Help Betty Boop 1000324 Court Ordered Assessment 14646 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Waiting List Court Ordered Assessment lt lt Waiting Lists gt Archives gt Beds Priority Full Hame CARIS ID Case Date Added gt Eligibility Lists gt Reports Case Transfers gt Referrals gt Organization Hotes gt Alerts gt Admicecinn and Niecharae Farme Page s 1 Every case type has its own Waitlist To add a client to a Waitlist the case must be in the Pre Admit Phase otherwise the Add to Waitlist button will be grayed out A chent can be on more than one Waitlist Ul CARIS Administrators Manual Module 6 Exercise 1 1 Create a new case and bring into pre admit phase 2 Accept the referral 3 Add your client to a Waiting List 4 Cancel the case 5 Confirm the client has been removed from the Waiting List Learning Checkpoint l What phase must a case be in for a client to be added to a Waiting List 2 What two actions will remove a client from a wait list CARIS Administrators Manual Module 7 Module 7 Working with Cases At the end of this module participants will be able to Identify for a client the phase of client service Assign self to case Add a member to a case Search the history on a case Add an al
31. PM Duration Facilitators Communication Notes Safety Procedure CARIS TEST 1 Topic Based Consultation CARIS TRAINING_01 gt Eligibility Lists CARIS TRAINING 12 gt Alerts Partners gt Admission and Discharge Forms gt Clinical Forms and Assessments gt Case Forms gt Utilities Recipient Organization Type Add Attachment Max file size 20MB Record Consultation CARIS Administrators Manual 4 To edit the topic based consultation click Edit Y CARIS Waiting Lists gt Archives gt Beds gt Eligibility Lists gt Reports Case Transfers Y Organization Notes Announcement Communication Notes Safety Procedure Topic Based Consultation gt Utilities Activities Display Activity Filter Topic Based consultation 2006 08 12 Face to Face Mode 00 15 Consultation Testing Topic Based Consultation Consultation Notes Notes for topic based consultation Date of Entry 2006 08 12 2 44 PM Date of Activity 2006 08 12 2 35 PM Participant Detail CARIS TRAIMING_O1 UI Module 2 Main Activities My Cases All Activities CARIS TRAIMING_O1 Consultion Recipient And Service Provider 2006 08 12 Topic Consultation Other Org and its Type 2006 08 12 Page s 1 5 In edit mode you can change the content and save Save Changes change th
32. PM Ul boop Clients v Adv Search Main Activities My Cases Y CARIS Complete Eligibility List Waiting Lists gt Archives Y Beds Details Administration Eligibility List Name Cooking Class Management Start Date 2006 08 14 End Date 2006 08 14 Reservations Minimum Participants 2 Maximum Participants 6 Occupancy Y Eligibility Lists Participants Management Enroll Priority Date Added Summary Page s 1 gt Reports gt Case Transfers gt Organization Hotes Complete List gt Utilities 12 4 CARIS Administrators Manual Module 12 View the Eligibility List Summary Window The Summary displays all the Lists that are either Active or Completed depending on the Status Filter selection Address https leader mcf gov bc cajcaris_sys_test default asp BB CARIS ARIS 1 103 Login Time 8 12 2006 3 58 12 PM boop Search Adv Search Help CARIS 1 1 03 Login Time 8 12 2006 3 58 18 PM Ul boop Clients v Adv Search Main Activities My Cases Y CARIS Eligibility List Management Waiting Lists gt Archives Status Filter Y Beds Administration List Hame Start Date End Date Min Max Status Hotes Management Cooking Class 2006 08 14 2006 08 14 2 6 Active 5 Reservations Outdoor Survival eee 2006 09 02 2006 09 03 4 8 Active a Complete Occupancy Y Eligibility Lists Management Page s 1 Summary Add List gt Reports gt Case Transfers gt Organization Hotes Ad
33. Reports gt Organization Hotes Case Type Case Status Location Start Date gt Utilities ATP Active Treatment ul 2006 08 12 _ Assign Page s 1 External Cases To create a new case click here Harold Potter 1000127 Cases Details Relationships Address Book Close Y CARIS Create Referral Waiting Lists gt Archives gt Beds Effective Date 2006 09 06 Ea Case Type gt Eligibility Lists Referral Mode Referral Source gt Reports Notes gt Organization Hotes gt Utilities The Create Referral window that appears contajas a series of fields The effective date which defaults to today s date must be eptefed and a selection from each of the drop down lists must also be made The Net s field is optional 4 Click Create Referral CARIS Administrators Manual Module 5 Accept a Referral 1 Click on My Cases in CARIS context 1 EE ATN potter ciens z Search Adv Search Help CARIS 1 1 08 Login Time 9 6 2006 12 39 40 PM Adv Search Main Activities Y CARIS Welcome TRAINING_05 CARIS NOC Waiting Lists Archives Announcements Beds Eligibility Lists Time Fitter Last 1 Month E Reports Organization Hotes Importance Detail Utilities Page s 1 2 Click View for the case in the Referral phase of client service Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS My Case List
34. Subject Importance Detail gt Organization Hotes gt Utilities Page s 1 Add Announcement Module 2 Activities can be searched by date of activity or entry date and by start and end date Click Display Activities Sin Wine BNO 2006 1 3 as Search Adv Search Help _ Login Time 8 10 2006 1 18 14 PM Clients v Adv Search v CARIS Activities Search Waiting Lists gt Beds gt Eligibility Lists Activity Type Date of Activity M gt Reports 873 2006 gt Organization Hotes jen 0 2006 Br q Display Activities J Cancel CARIS Administrators Manual Module 2 When the list of activities is displayed the list can be filtered by activity type fm Name JOHN MACK g Login Time 8 10 2006 1 18 14 PM Main Activities My Cases vY CARIS Activities Display Waiting Lists gt Beds gt Eligibility Lists kctivity Filter All Activities gt Reports All Activities gt Organization Hotes Topic Based consultation 2006 06 26 Announcement 2006 06 26 Communication Note 2006 06 26 Safety Procedure 2006 06 19 Communication Hote 2006 06 19 Tople Besed comeutetion 2996 06 28 O O OOOO OION S m a 7 Communication Note 2006 06 19 Communication Note 2006 06 19 Topic Based consultation 2006 06 19 Communication Note 2006 06 19 Page s 1 Organization notes are available from the navigation tree when in Case context e
35. admission and discharge forms that are used with cases These forms can be found from the Navigation Tree under Admission and Discharge Forms The types of forms that will be available to you will depend on the status of the case Form Referral Pre Active Emi Closed a sess Nines Minutes Psychiatric Admission Notes Admission Notes Diagnostic Classification Formulation Child Care Nursing Admission oa Discharge Form Form Samples of these forms follow CARIS Administrators Manual Module 9 O In CARIS forms often have the following common features functions 1 Dates are selected by clicking the box at the end of the date field You may also be able to type over the date YY Y Y MM DD Sr The gt link changes the month gt gt if present changes the year Select the date by clicking on the date of interest in the calendar If you click and hold on the arrow heads you may be able to scroll up and down the years and the months If there is a time field on the calendar click increases and shift click decreases lt August 2006 gt ee 1 2 3 4 5 oe 8 9 10 11 E oo 14 15 16 17 18 SS 20 21 22 23 24 25 26 220 29 30 31 2 Today 8 19 2006 2 Fields with an arrow head at the end of the field when clicked will display a list of values for you to choose from Referral Target v Notes Referral Target Notes Addictions Adoptions Adult Mental Health Child
36. gt Beds Date jan200e SS Time of Procedure ram gt ity Lists an shot nese Notes Testing safety procedure s A gt Case Transfers Y Organization Hotes Announcement v Communication Notes Add Attachment Safety Procedure Max file size 20MB Topic Based Consultation gt Utilities To change the start time click the box with the three dots CARIS Administrators Manual Module 2 Create a Topic Based Consultation To create a topic based consultation 1 Open Organization Notes in the Navigation Tree and then Topic Based Consultation 2 Enter the Topic select the Consultation Type Mode Number of Participants and Duration from the list in the drop down box highlight the name of the Facilitator and add appropriate notes Confirm the Start Date and Start Time Add an End Date if appropriate For Partners and Recipient type the name in the blank field select an organization from the list in the drop down box and click Add 3 Click Record Consultation Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Topic Based Consultation Waiting Lists gt Archives gt Beds Topic gt Reports Consultation Type v gt Referrals Mode v Number of Participants Y Organization Start Date 8 10 2006 E End Date Announcement Start Time 5 10
37. information Training Support Bonnie Russell bonnie tri bc ca 250 818 5168 Trish Wells trish tri bc ca 250 480 8460 1i CARIS Administrators Manual Module 1 Module 1 CARIS at First Glance At the end of this module participants will be able to 1 Log onto CARIS choose a role Navigate CARIS Identify the 3 contexts of CARIS Log off CARIS i Log on to CARIS for Training 1 Start a browser session with Internet Explorer Double click amp desktop aon your computer 2 Type inthe following address https leader mcf gov bc ca CARIS 3 Choose Government Employee and type in the user name and password you have been given by the Facilitator into the appropriate fields BRITISH COLUMBIA Help leader mef gov be ca requires you to logon How would you like to logon Business Organization using a BCeID How to get a BCeID Government Employee using an IDIR Account 4 Click Next 5 You will now be presented with the Role Selection Screen You can expand any of the locations to display more information by clicking on the sign l 1 CARIS Administrators Manual Module 1 6 Click on the small number 2 at the bottom of the page to go to the next page TRAINING_01 CARIS Please select a location and a role to log in to CARIS interface PSDHH E MATC MATC Administrator MATC Power User MATC General User MATC Lite User C a a e a a T BF BW 7
38. l BRITISH COLUMBIA BC Ministry of Children and Family Development Community and Residential Information System CARIS Administrators Training Manual Maples Adolescent Treatment Centre February 2007 ware TRI Technology Resource Inc Version 2 0 File B01 271 CARIS Administrators Manual Introduction Table of Contents Module 1 CARIS at First Glance Module 2 Organization Notes Module 3 Creating Clients Module 4 Working with Clients Module 5 Creating Cases Module 6 Manage Waitlists Module 7 Working with Cases Module 8 Developing Case Plans Module 9 Admission and Discharge Forms Module 10 Clinical Forms and Assessments Module 11 Case Forms Module 12 Eligibility Lists Module 13 Manage Beds Module 14 Reports Module 15 Archives Module 16 Utilities Appendices CARIS Administrators Manual Introduction Introduction What is CARIS CARIS is a clinically useful and comprehensive case management system enabling clinical teams to work collaboratively on a client s case and to maintain a longitudinal case history of all activities of client service This tool when used in practice creates efficiencies in service enables decision support and provides an auditable record of all activities associated with a client Pre requisites It is expected that the participants will e have completed the pre training exercise approx 1 2 hr e be familiar with their jo
39. light Blond almost white hair and blue eyes very light buei He is well groomed and when unpaking took pride in many of his possessions Strattera 27 80mg tablets in blister pack Vitamins 4 bit worried about being away from home for so long Generally happy Chatting with stafit and other residents a little hyper and difficulty staying on task for morethanten minutes Positive wants to be friends with everyone and seems to be good at creating a positive first Impression Needed to be stopped from giving other residents things in an attempt to win friends Understood hit was not an expectation of him and was unlikely to be reciprocated Module 9 CARIS Administrators Manual Module 9 Discharge Form 1 Open Admission and Discharge Forms in the Navigation Tree and then Discharge Form 2 Select a Discharge Reason and a Responsible Agent from the list in the drop down box and click Add Enter text in the Discharge Note Summary of Services Received and Post Service Recommendation fields 3 Once the form has been completed click Save Discharge Form Discharge Date PAS Reason Add Delete Responsible Agent Discharge Mote z E Summary of Services Received E Post Service Recommendations 7 El Save Cancel CARIS Administrators Manual Module 9 Exercise 1 1 Add a form of your choice to the file of one of your active cases
40. section about Employee Self Serve ministry activities achievements and special events from across the province Click here to read the most recent activities and accomplishments Learning SEA ae ae ent aN a OD PE ae cE EEL RS PCE EN LEY ALE EY Rhee CEE SO Management System Welcome to Your New Intranet Home Page MARS Welcome to your newly redesigned intranet home page To find out what s new and CAS Application read about the changes click here Logon We Want Your Feedback The new home page was focus tested with various staff from across the regions and Gecure Services feedback received was very positive We would like to hear what you think too If you have comments or suggestions please fill out our short questionnaire EsnPIvES Tips itso sates ash tc ght Al la a hein tn tgp cin Hees Ma olen tata I EE EAE E da celine tls Gye EAI N tainly aaa anita lpn 2uIGeSs Provincial Employees Community Services Fund PECSF Starts W Human Resources Campaign NX th It s that time again this year s PECSF campaign is now 20 20 2 Research Tools underway Many exciting events and activities are already KAN N Bulletin Board planned for the next two months To find out what s IN N happening in your area click on the Bulletin Board to see C wti events taking place near you Ommun A Z Index Then click CARIS CAS Application Logon Employee Tips amp Guides Human Resources Research Tools Bulletin Board
41. tablet 2006 08 13 2006 12 29 Frequency prn Admin Date Time Admin Code Admin By Hote Delivery Route by mouth 2006 08 13 17 30 00 Administered CARIS TRAINING _01 Summary Times gt Alerts Instructions gt Admission and Discharge Forms Y Clinical Forms and Assessments DSM IV TR Diagnostic Page s 1 Classifications ICD 10 Add Medication Provisional Diagnoses Medications 10 6 CARIS Administrators Manual Module 10 Progress Notes 1 Open Case Forms in the Navigation Tree and then Progress Notes 2 Complete the fields as required 3 Click Create Note Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Progress Notes Waiting Lists Archives gt Beds E Progress Notes gt Reports Note Date 2006 08 10 gt Referrals On Behalf Of gt Organization Notes gt Eligibility Lists gt Alerts Subjective gt Admission and Discharge Forms gt Clinical Forms and Assessments Y Case Forms Meeting and Contact Note Attach File Progress Notes Correspondence Log Documents Process Management Health Visit ae a Browse _ Max file size 20MB Legal Order Personal History Presenting Issues GOAL New Goal C OBJECTIVE Objective Create note Bf corns BM cance A Progress Notes form must have an objective statement an assessment and a pl
42. the Case context b What are the Case Context menu options 3 How can you find your cases CARIS Administrators Manual Module 2 Module 2 Organization Notes At the end of this module participants will be able to Access Organizational Notes Create and delete an Announcement Create and edit a Communication Note Create and edit a Safety Procedure Create and edit a Topic Based Consultation Attach a file to an Organization Note Create an Announcement To create an announcement 1 Open Organization Notes in the Navigation Tree and then Administration 2 Click Add Announcement B C ARIS SARIS Bar aire PENS DE RENN Eoo Search Adu Search Help ARIS 4 03 ef mechan ioe Login Time 8 12 2006 1 58 48 PM Ul Giisnte be adad ena Main Activities My Cases Y CARIS Welcome TRAINING_01 CARIS UI Waiting Lists gt Archives Announcements gt Beds gt Eligibility Lists Time Filter Last1 Month vw gt Reports gt Case Transfers Subject Importance Detail gt Organization Hotes gt Utilities Page s 1 ne 4 Add Announcement D CARIS Administrators Manual Module 2 3 Enter the subject assignment a level of importance and type the text of the announcement in the Announcement field 4 Click Save Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Create Announcement Waiting Lists gt Arc
43. to a client s case file the client and case must be in context EB CARIS Build 0 55 Login Name Ann CYMH Login Time 8 22 2005 1 54 00 PM Clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Case Summary Waiting Lists gt Internal Referrals gt Case Transfers Case Type Cymh Outreach Referral Date Aug 04 2005 N ES Case Status Pre Admit Accept Reject Date Aug 04 2005 gt Eligibility Lists Sheets Case Id 1289 Admission Date Reports Case Manager One Ann_3 Est Discharge Date gt Facility Notes Referral Source Self Discharge Date gt Case Hotes Referral Mode Walk in Case Close Date Bed Information ve gt Case Forms Waitlist Information gt Tools and Utilities 1 Open Participants The list of participants including affiliates attached to the client case will display GB CARIS Build 0 56 Login Name Ann CYMH_ Login Time 8 22 2005 2 06 14 PM fs Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Participants List Waiting Lists gt Internal Referrals gt Case Transfers E Members gt Eligibility Lists Hame Case Access Start Date End Date gt Reporte One Ann_3 Case Manager 2005 08 04 Huber Anna Mar
44. unknown You can update address and extended demographic information later Now you can open Cases of your CARIS client Click on the sign to expand External Cases Click on the sign to expand External Systems Click Activate next the case you wish to activate NOTE the case must be in your location In the Activate Case window you will fill in the fields with the appropriate Case type and phase The effective date the accept date In the Notes field type this case has been merged from OHW Click Activate Case CARIS Administrators Manual Module 3 Create a New Client If you are unable to find a client in CARIS after a thorough search you will create a client 1 Click Create Client GB CARIS 8 VARIS MED Login Time 9 8 2006 10 00 54 AM Lele S Main Activities My Cases Y CARIS Client Search Results Waiting Lists gt Archives gt Beds CARIS ID Client Hame Birth Date Eligibility List si ce CNS The search returned no results gt Reports You can try advanced search or create a new client gt Organization Hotes gt Utilities Page s 1 es oo oo D CARIS Administrators Manual Module 3 The Create Client form will display gS CARIS po eg eae rear fray clients Search Adv Search Help ee Login Time 9 6 2006 10 00 54 AM NOC Adv Search Main Activities My Cases Y CARIS Create Client Waiting Lists gt Archives gt Beds gt Eligibilit
45. you can change client details but not case details 1 The Case information space is empty The client s demographic details window is open The client s details may be edited w N A list of cases the client is involved in may be accessed TO At no time can you view a list of either clients or cases other than your own l 11 CARIS Administrators Manual CASE Context Module 1 Case context focuses on the individual case A client can have more than one case but you can only access one case at a time Cases can have multiple members who have access to the case information and can perform relevant functions based on their roles The case manager can determine who the case members are and can add or delete them as appropriate Once deleted a member can no longer access the case information activities list or reporting functions on that case c Harold Potter 1000127 Cases Details Relationships Address Book Close Bifrost 13398 Active Summary Participapes Case Plan Case History Close TEE z BAGE Y CARIS Case Summary 2 Case is in context Waiting Lists 1 Glient is Archives in context P Beds Case Type Bifrost Referral Date Aug 10 2006 Reports Case Status Active Accept Reject Date Aug 10 2006 Refertale Case Id 13395 Admission Date Aug 10 2006 Case Manager CARIS TRAINING 01 Est Discharge Date Aug 31 2006 Organization Notes Referral Source Child Protection
46. 0000020100 Jones Ralph Larry 1954 08 06 view 0110000000020100 Jones Henry Homer 1974 11 03 View 0113000000020100 Jones Bruce Timothy 1984 02 03 view 011C000000020100 Jones Brenda Martha 1988 04 05 View 0164000000020100 Jones Gary Homer 1986 06 10 view 0205000000020100 Jones Brian Peter 1960 11 29 view 0211000000020100 Black Homer Thomas 1975 05 21 view YES 0304000000020100 Jones Lisa Marge 1956 04 15 view 030E000000020100 Jones Stewart Jason 1971 06 07 view 0360000000020100 Jones Roberta 1984 02 10 view 0410000000020100 Jones Mitchell Robert 1970 11 26 je 0413000000020100 Jones Bill Homer 1982 05 25 Page s 1234567 Search Again Advanced Search Create Client Note The Yes under Synchronized means the OHW record for this client has already been copied into CARIS CARIS Administrators Manual Module 3 5 If the client does not exist in CARIS you will be able to copy the client s OHW information into CARIS by clicking the Copy OHW Client button When you click the Copy OHW Client you will get the option to select the content you wish to copy into CARIS oo Y CARIS f OHW Client Record Jones Bill Homer Waiting Lists gt Archives gt Beds gt Reports Family Hame Jones Given Hame Bill gt Organization Notes Middle Initial Homer Title m Gender Male Date of Birth 1982 05 25 Ai Client Status Active gt lt a er OW Clert The Copy OH
47. 127 ATP 14358 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Bed Reservations Waiting Lists Archives Y Beds Unit Fitter 4ill 2006 08 12 Administration Management Bed Hame Start Date Time End Date Time Duration Reservations Occupancy S Start Date Today gt Eligibility Lists Bed 1 Potter Harold 2006 08 12 3 40PM 2006 08 14 3 40PM 3 Assign gt Reports gt Case Transfers gt Referrals Page s 1 gt Organization Notes bette Seer Bed Avalatity gt Admission and Discharge Forms gt Clinical Forms and Assessments gt Case Forms gt Utilities A client does not need to be placed on a waiting list for a bed but if the client requires a bed a bed reservation must be made unless the client is being admitted today The waiting list however is the only place where a priority can be assigned to the client s admission In the pre admit phase you would search for a bed select a bed and save the reservation Exercise 1 1 Reserve a bed for a client in the pre admit phase of care 13 3 CARIS Administrators Manual Module 13 Assign to a Bed To assign a bed start in Case context 1 Open Beds in the Navigation Tree 2 Click Reservations 3 Click Assign GB CARIS Ganisa ing Lemp Narie TRANG Bt GARI a Search H adv Soarch hoin CARIS 1 1 03 Login Time 8 12 2006 3 08 45 Ph Clients vi Search AdvSearch
48. 24 Court Ordered Assessment 14646 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Waiting List Waiting Lists Archives gt Beds Priority gt Eligibility Lists Full Name Boop Betty B Case Number 4546 Reports Date Added Aug 12 2006 gt Case Transfers Notes gt Referrals gt Organization Notes gt Alerts gt Admission and Discharge Forms eo cence gt Clinical Forms and Assessments gt Case Forms gt Utilities CARIS Administrators Manual Module 6 Add Client to a Waitlist 1 Bring the Client Case into context Open Waiting Lists in the Navigation Tree Select the appropriate Waiting List and click View Click Add to Waitlist a ee monster Contact Search Adv Search Help fi Betty Boop 1000224 Court Ordered Assessment 14646 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Waiting List Court Ordered Assessment Waiting Lists gt Archives gt Beds Priority Full Hame CARIS ID Case Date Added gt Eligibility Lists gt Reports Page s 1 gt Case Transfers gt Referrals Add to Waitlist gt Organization Hotes gt Alerts gt Admission and Discharge Forms gt Clinical Forms and Assessments gt Case Forms gt Utilities When the client is on a waiting list yo
49. 5 mins 3 Announcement Communication Notes Page s 1 Safety Procedure Topic Based Consultation gt Admission and Discharge Forms gt Clinical Forms and Assessments 3 Select the Type Contact Method and Duration from the options in the drop down boxes and type the text of the communication in the Notes field 4 Click Save is Book Close Summary Participants Case Plan Case History Close Communication Note Date 8710 2006 maS Type v Contact Method v Duration minutes Notes Save gancel CARIS Administrators Manual Module 2 To edit the communication note click Edit B CA AIS eer ee ee ee Ce Search Adv Search Help CARIS 1 1 03 CARIS 1 1 03 Login Time 8712 2006 1 58 48 PM Ul Clients v Adv Search Help Main Activities My Cases Y CARIS Communication Notes Waiting Lists gt Archives Time Fitter gt Beds gt Eligibility Lists Hotes gt Reports 2006 08 12 Information B gt Case Transfers Y Organization Notes Page s 1 Announcement Communication Notes dd Note Safety Procedure r Topic Based Consultation gt Utilities 5 In edit mode you can change the content and save Save Changes change the content and then restore it Reset or cancel the changes Cancel EB CARIS MeL O Aa SE Sass Search Adv Search Help CARIS Login Time 8 12 2006 1 58 48 PM Ul Cians wa Heip Main Activities
50. Active Summary Participants Case Plan Case History Close 122349 5 To add a box to an accession click Create Box GB CARIS Login Name TRAINING_01 CARIS eee Login Time 8 11 2006 2 47 17 PM Harold Potter 1000127 Cases Details Relationships Address Book Close Y CARIS Waiting Lists Y Archives gt Beds gt Reports a gt Referrals Y Organization Notes Announcement Communication Notes 5 Safety Procedure Topic Based Consultation Y Eligibility Lists Management Summary gt Alerts Y Admission and Discharge Forms Case Face Sheet Accession number 18922A Box 12991 box Box 12992 Accession number 38993AC aris Search _ Help Bifrost 13398 Active Summary Participants Case Plan Case History Close Archive Records List Schedule 122349 2006 08 10 3 2006 08 10 E Page s 1 CARIS Administrators Manual Module 15 6 Enter the box number select Status from the list in the drop down box and add appropriate notes such as storage location 7 Click Save GB CARIS Login Time 8 11 2006 2 47 17 PM f Harold Potter 1000127 Bifrost 13398 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Create Box EE Waiting Lists Y Archives Administration Schedule 122349 Accession 18922A gt Beds Date 2006 08 11 gt Reports Box gt Referrals Box St
51. By Case Type Report Hame Case Load Snapshot Report Report Level Case Type Report Period 2006 09 18 Report Date 2006 09 15 Reported By TRAINING _10 TARIS Location MATT Total by Case Phase Program Referral Pre Admit Active Followup Closed Total Community Outreach 2 4 2 3 3 44 Total by Case Phase 2 4 2 3 3 44 Total by Age Gender k 10 i 14 45 18 19 24 25 45 46 54 55 64 65 T5 15 Ho Birthday Total Femae tt mie 8 h k b a h b b h b p Total by Age a h 3 4 h 2 0 0 a 0 43 of Distinct Clients Served 1 a Average Cases per Client 1 8 Female Yo 4 30 77 Male o Et 69 23 Signature Date YY MMUDD 14 6 CARIS Administrators Manual Module 14 Exercise 1 1 Bring a client and case into context access the list of available reports and run the Case Face Sheet report Export the report to an Adobe PDF file Learning Checkpoint 1 Where do you find the list of CARIS reports 2 How do you produce a hard copy printed report 14 7 CARIS Administrators Manual Module 15 Module 15 Archives At the end of this module participants will be able to Access the documentation on archived records Create a new accession Create a new box for an accession Add a client to a box Delete a client from a box and a box from an accession Delete an accession Create an Accession To create an accession 1 Open Archives in the Navigation Tree and then Ad
52. Choose MATC Power User and click Select TRAINING_01 CARIS Please select a location and a role to log in to CARIS interface YFPS YFPS Aeaebsa amp BF BG Ww MATC Administrator MATC Power User MATC General User MATC Lite User Page s 12 The procedure you will use to log on to CARIS when you return to your work place is as follows l 2 CARIS Administrators Manual Module 1 Start by opening Internet Explorer other browsers will not work You will get the Ministry home page In the right margin click the link called Secure Services Our Hews Master Site Selector Contacts BC Weather Search ee Go ao p y _ October 10 2006 eee Our News z Announcing the Provincial Child Care Subsidy Service Centre Child Care Subsidy Services are now provided by the Provincial Child Care Subsidy Main Menu Service Centre CCSSC for British Columbia For more information click here Sanlaves Gantre Foster Family Month Celebrates Unseen Heroes Employee Links The B C government has proclaimed October as Foster Family Month to recognize and honour the dedication of the province s foster parents Children and Family Development Minister Tom Christensen announced today iProcurement Logon iExpense Logon 2p DS Y Kar AO Time on Line Celebrating Our Successes Employee Portal Quick Links Each month we feature stories in our Celebrating Our Successes
53. Choose the priority from the drop down list 8 Click Save EB CARIS a E To EN Ce Search Adv Search Help SEU laie Login Time 8 12 2006 3 58 18 PM boop Clients v Adv Search Betty Boop 1000324 ATP 14490 Active Assessment Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Add Participant Waiting Lists gt Archives gt Beds Eligibility List Cooking Class Max Participants e Y Eligibility Lists Participant Boop Betty B Priority aaa v Management Summary gt Reports gt Case Transfers To Remove a Participant from an Eligibility List ok You must start in Client Case context Open Eligibility List in the Navigation Tree Click Summary Click View next to the appropriate List you can also click on the Notes icon to obtain more information without moving to another window 5 Click Delete E Heeb eae cash boop S O Search Adv Search Help Login Time 8 12 2006 3 58 18 PM boop Sireni h Adv Search f Betty Boop oc0sz ATP 14490 Active Assessment Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close View Eligibility List Waiting Lists gt Archives List Hame Outdoor Survival Skills gt Beds Start Date 2006 09 02 End Date 2006 09 03 Y Eligibility Lists Minimum Participants 4 Maximum Participants 3 Management Current Particip
54. Clinical Forms and Assessments Validate Codes Edit Codes DSM IV TR Diagnostic g Validate Result as 07 ICD 10 Provisional Diagnoses Medications c3 Progress Notes Y Case Forms Meeting and Contact Note Attach File Progress Notes Correspondence Log Documents Process Managemenj Health Visit Legal Order Personal History Presenting Issues gt Utilities Notes entered here are saved under Note To update the form click Edit Codes type over the original entries and click Validate Codes 10 2 CARIS Administrators Manual Module 10 Diagnostic Classification Formulation s Open Admission and Discharge Forms in the Navigation Tree and then Diagnostic Classification Formulation Note information for this form is drawn from the DSM IV or and ICD 10 form Click New Formulation Complete the fields as required Click Save or Save amp Print AON Record Diagnostic Classification Formulation O OSM IV Assessment Order Code Description 4 4404 Attention deticihyperactivity disorder combined type Attention deticitnyperactivity disdr predomin hyperactive impulsive t 2 300 02 Generalized anxiety disorder Order Code Description 1 vil Og Mo diagnosis or condition on Axis Il Value no general health issues apparent Order Code Description 1 2 4 Problems related to the social environment 2 3 4 Educational problems GAF Vv Score Description 55 Moderate symptoms OR Moderate difficulty in so
55. Designation Date Admission Type Sep 14 2006 5 32 PM Sep 14 2006 No Treatment Reject Referral coast eeerral WW CARIS Administrators Manual Module 5 TO If the case is in the referral phase the available options are to Reject Referral or Accept Referral in the pre admit phase to Admit or Cancel in the active phase to Discharge in the discharged phase to Close To move a case through the phases you must be on the Case Summary Cases are cancelled for organizational or client reasons Case created in error is an example of an organizational reason moved non compliant are examples of client reasons Rejected referrals do not appear on the client case list CARIS Administrators Manual Module 5 Exercise 1 1 For the client you created in a previous module create a referral and reject the referral 2 For this same client create a second referral accept the referral and cancel the case 3 For this same client create a referral accept the referral admit the client discharge the client and close the case 4 For this same client create a referral accept the referral and admit the client Learning Checkpoint 1 Knowing what phase your clients are in is essential in CARIS For each of the following questions check the phase which applies Referral Pre Admit Active Follow up Phase Phase Phase Phase You decide not to accept the referral You are adding a progress note
56. Orange RoomA indow 1 A Fritter Apple female Administration Destination MOVE The Maples Unit Autumn Room Bed A Any Management MOWE Response Blue john Male at nli C MOVE Response Blue comfortable Any Occupancy gt Reports gt Referrals Relocate Client Cancel Mrnanizatinn Notes 4 To change the client bed status click Edit Client Status Y CARIS Edit Client Status lt lt eRe Waiting Lists gt Archives Y Beds Name Window 1 Administration Client Status nee x Management Notes Reservations Occimane In Bed pany On Leave gt Reports Suspension gt Referrals gt Organization Hotes gt Eligibility Lists 5 Clicking Client Name on the Bed Occupancy page links to the chent details Be UPS EaU ill YUV UL Loyloris_sy gt _LestjUtl AUIL dsp B CARIS H y Ss CARIS 1 1 03 pinch Name TRAINING _01 CARIS Login Time 8 12 2006 3 58 18 PM Search Help f Betty Boop oc0s2a ATP 14490 Active Assessment Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Bed Occupancy Waiting Lists gt Archives Y Beds Administration Unit Fitter Management Bed Name Client Name Client Status Bed Status pg Test Unit Room 1 Bed 1 Boop Betty B In Bed Active 1 Reservations Occupancy gt Eligibility Lists Page s 1 gt Reports gt Case Transfers 13 7 CARI
57. Protection Community Living Services Community Service Agency Add Attachment Max file size 20MB Family Services General Hospital General or Family Practitioner Ee N E Goals amp Objectives Pediatrician Preschool Psychiatric Hospital School Social Services and Income Assistance Youth Services CARIS Administrators Manual Module 9 3 Fields with an Add and a Delete button allow you to choose a category from the first drop down list box and then a type from the second B CARIS C k CARIS 1 1 03 one ade aseiees sae MATC Nlients v Adv Search Cranberry Muffin 000559 Bifrost 22326 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Cade History Close Y CARIS Presenting Issues Waiting Lists gt Archives gt Beds gt Reports Presenting Issues Y Referrals Referral Observation S Orgunizetion Notes Reported by v Date 2006 08 19 Sly gt Eligibility Lists Note gt Alerts Y Admission and Discharge Forms Case Face Sheet Ans Ren Attachments ZATO Max file size Browse Y Case Forms 20MB Correspondence Log Documents Process Management Legal Order Personal History Presenting Issues gt Utilities Create Note Clicking Add adds the value to the box below This allows you to add multiple values To delete a value highlight t
58. RIS server and can be viewed in the Case History However it can not be removed once you save a form use Detach if you change your mind before saving the form Attachment Browse Add Detach Max file size JMB CARIS attach teat doc 19KB 5 Forms are set up to work from left to right and then down Shading is used to designate the different parts of a form CARIS Administrators Manual Module 9 Meeting Minutes Open Admission and Discharge Forms in the Navigation Tree and then Meeting Minutes Enter text in the Goal s Long Term Plan s and Other Issues fields Once the form has been completed click Save to save a working copy Save and Print to save and print a working copy or Finalize and Print to complete the minutes and print for the paper file GB CARIS e EE EA my Search Adv Search Help Sines are Login Time 8 10 2006 5 01 15 PM Clients a Adv Search f Harold Potter 1000127 Bifrost 13398 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Meeting Minutes Waiting Lists gt Archives ee Goal s gt Reports Referrals Long Term Plan s m gt Organization Notes gt Eligibility Lists gt Alerts Other Issues Y Admission and Discharge Forms Case Face Sheet Meeting Minutes Save i Save amp Print Finalize amp Print Psychiatric Admission Notes P
59. S Understanding Context Context is an important concept as it defines where you are in the system There are three contexts in CARIS e CARIS Context CARIS context is the filing cabinet When you log on to CARIS you are in CARIS context e Client Context Client context is the client s file folder with information such as address phone numbers relationships and demographics Client context information may be viewed by any CARIS user e Case Context Case context is the client s case information This is where case information 1s created and stored Case context and the information stored here is accessible only by YFPS CARIS case members Imagine CARIS context is the filing cabinet client context is the client s set of file folders with the client name and address on the tabs case context is the client s case file folder 1 9 CARIS Administrators Manual Module 1 CARIS Context B CARIS 4 COT E me cme mcontet_ gt Main Activities elcome TRAINING_05 CARIS MATC Y CARS Waiting Lists 1 List of gt Archives Announcements cases b Beds 2 User profile Dai Time Fiter Last 1 Month Organization Hotes amp Eligibility Lists Date Subject Importance Detail Utilities ar 2006 05 11 Subject High Announcing Delete 2006 08 10 High High High Delete 5 H avigat ion A bunch of new Lists have been added please t 2006 08 08 Nev List High review Summary D
60. S Administrators Manual Module 13 TO When you open the Bed Administration menu in CARIS context you will see that the solid blue lines indicate specific Units When you expand a Unit the list of rooms will be shown and when you expand each room the bed information for that room displays muu gt gt EJ TLS CSUGE INU YUV UL LOIL IS UCI SUIL dsp J qr wu en I gt fi Apple Fritter 1000551 Bifrost 23423 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Bed Administration Waiting Lists gt Archives Y Beds Status Filter an 7 Unit Fitter fal 7 Add Unit Administration Management P Bifrost Crossroads Residential Dala z i The Maples Unit Residential Response Residential se socal Reservations o Autumn Room Active Edit Add Bed ccupancy gt Reports Bed A Regular Any Active Edit gt Referrals Charles Active Edit Add Bed gt Organization Notes i Response 2 Active Edit Add Bed gt Eligibility Lists Dala Active Edit Add Bed e gt Alerts gt Admission and Discharge Forms gt Clinical Forms and Assessments gt Case Forms Summer Room Deleted E Residential Unit Crossroads Residential Dala Residential rey Edit Add Room Response Residential Hovering with your mouse over a record will display the program areas for which this bed could be reserved 13 8 CARIS Ad
61. S Word You may begin in CARIS context Open Utilities in the Navigation Tree Click Create Template To add a tag reference to your document highlight the tag and right click to copy and paste into your template or triple left click and CTRL C to copy and CTRL V to paste in your document 5 Click Save T eS gt Main Activities My Cases Ei Y CARIS Create Template Waiting Lists gt Archives El Template gt Beds Date Created gt Fligibility Lists Name New Template for a Letter gt Reports Version gt Case Transfers SEO Description Letter to physician r gt Organization Hotes Y Utilities Templates Body TODAY Dear Dr RECEIVER_LAST NAME Text text text text Regards SENDER_FIRST_NAME SENDER_FIRST_NAME E Tag Description Hote TEXTBOXK Textbox Blank textbox 25 characters wide FTEXTBOX nj Textbox Blank textbox n characters wide SENDER_LAST_NAME Sender last name SENDER_FIRST_NAME Sender first name SENDER_MIDDLE_NAME Sender middle name SENDER_DOB Sender date of birth SENDER_GENDER Sender gender RECEIVER_LAST_NAME Receiver last name z TO TEXTBOX will give you a blank space to type 25 characters Textbox TEXTBOX n will allow you to type as many characters you wish substitute n for a number for example TEXTBOX 200 will allow you to type 200 characters You can create a Template in CARIS context how
62. Sent Details Potter Harold Waiting Lists gt Archives gt Beds E Basic Demographics gt Reports Family Name Potter gt Organization Hotes Middle Initial Aliases ay oo eon anita Date of Birth 14 Feb 90 gt Utilities CARIS ID 1000127 Extended Demographics Address Book Relationships Address Book Edit Client What context are you in now CARIS Administrators Manual Module 1 4 Open My Cases and click View GB CARIS paris 1 1 03 Login Name TRAINING_01 CARIS CEE Search Adv Search Help EN Login Time 16 11 44 07 AM as mae Search Y CARIS Welcome TRAINING_01 CARIS MATC Waiting Lists gt pastors Announcements gt Beds Reports Time Fitter gt Organization Hotes gt Eligibility Lists Date Subject Detail gt Utilities You are cordially invited to a buffet prepared by the youths in the program The buffet will be held in Cottage one on Sept 10th 06 at 1800 hours There will be a sit in at the admin building on Aug 19 2005 2006 08 17 buffet 2006 08 17 Sit in What context are you in now l 14 CARIS Administrators Manual Module 1 Learning Checkpoint l What are the 3 types of context in CARIS 2 a How will you know when you are in the CARIS context b What are the CARIS context menu options SF a How will you know when you are in the Client context b What are the Client context menu options 4 a How will you know when you are in
63. W Client form appears v CARIS Copy OHW Client z Waiting Lists gt Archives gt Beds Basic Demographics gt Reports OHW Label OHW Value CARIS Label CARIS Value gt Organization Hotes Title Eligibility Lists Family Name Family Name Ponss s S oe Given Name Given Name Booo Middle Initial Middle Initial Homer Gender ender Male Date of Birth Date of Birth May v f2s fiss2 Extended Demographics Reset recto Gent 9 cance This icon indicates that other options for this field existed in OHW CARIS Administrators Manual Module 3 Merging OHW Clients into Existing CARIS Clients and Activating the Active OHW Case If you have a client in context and you find a record for this client in the OHW system you can merge the two records by clicking Merge OWH Client From your list search for the client in CARIS 2 Bring the client into client context by clicking View Write down the CARIS ID on your list if they exist 3 Search for the client again in the search field at the top of your screen Click Search OHW Click View next to the appropriate client in OHW 5 If you click the sign next to External Systems click View click the sign next to Client Identifiers and you will see the OHW under the text column GB CARIS al Login Time 8 28 2006 9 35 29 Ph fines clients sf Adv Search Cee ligene Login Time 8 28 2006 8 35 29 PM MATC Search Adv Search Help f
64. Y CARIS Assign Case Member lt lt Waiting Lists gt Archives gt Beds Start Date 2006 08 28 End Date Reports Client Name Cranberry Muffin Case ld 22326 eer ees Member Name TRAINING_10 CARIS Role Child Care Counsellor x gt Eligibility Lists Case Access Limited Access gt Utilities Reason Assigning self to case reason E Assign Case Member Exercise 1 1 Search for a client and assign yourself to the case View Case Summary To view the case summary you need to be in Case context Open Summary B CARIS a R muffin S O Search Adv Search Help A 4 3 x ee E eae Login Time 8 19 2006 2 08 35 PM Ciian we Ade Search Cranberry Muffin 100055 st 22326 Referral Cases Details Relationships Address Book Close jipants Case Plan Case History Close Y CARIS Case Summary Em Waiting Lists gt Archives gt Beds Case Type Bifrost Referral Date Aug 19 2006 Case Status Referral Accept Reject Date gt Reports TRE Case Id 22326 Admission Date Y Referrals Case Manager CARIS TRAINING _01 Est Discharge Date Referral Observation Referral Source CYMH Discharge Date gt Organization Hotes Referral Mode Email Case Close Date gt Eligibility Lists Phase Days 0 z Ale Require Care Plan No Respite No ree prens z Forensics Referral No aetra a riere hala Client Designation Designation Date gt Case Forms MHA Status m Admission Type gt Utilities Bed Information Waitlist Informat
65. alker 000314 General Treatment 27608 Active Treatment Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Record Medication Administration Waiting Lists gt Archives gt Beds Medication Hame yentolin gt Eligibility Lists Dosage Info 2 puffs Delivery Route inhaler gt Reports Frequency Info as needed gt Referrals gt Organization Hotes Today 2 15 PM momore Administered E gt Admission and Discharge Forms Y Clinical Forms and Assessments DSM IV TR Diagnostic Classifications ICD 10 Medical Diagnostic Classification Medications Provisional Diagnoses 10 5 CARIS Administrators Manual Module 10 Note the administered medication activity has been added to the Medications page gB CARIS A Teor ares EA onan od dagwood 00000 Search Adv Search Help g 03 zs CARIBLLTI Login Time 8 13 2006 5 21 35 PM dageood Cilanis vg Search f Dagwood Bumstead 1000222 Response Residential 15187 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Medications Waiting Lists gt Archives gt Beds Administration Date Filter View By gt Reports gt Referrals Medication Hame Medication Class Prescribing Physician Dosage Start Date End Date gt Organization Hotes Y Eligibility Lists Management B Aspirin Non Prescription Dr Dithers 1
66. an Case History Close z Y CARIS Member Details TEST 1 CARIS Waiting Lists gt Archives oo z gt Reports First Name TEST 1 Last Name CARIS gt Referrals Title Organization gt Organization Notes gt Eligibility Lists gt Alerts Add to Case gt Admission and Discharge Forms 6 Use the calendar to set Start Date and End Date The start date will default to today s date The member s role must be selected case manager case worker etc because the role determines the case access 7 Click Assign Case Member Adaress https fleader mct gov bc cafcaris_sys_test detault asp CARIS CARIS 1 1 03 Login Name TRAINING_01 CARIS Login Time 8 13 2006 1 15 14 PM fj Betty Boop 100022 Bifrost 14917 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Assign Case Member Waiting Lists gt Archives gt Beds Start Date 2006 08 13 End Date gt Reports Client Name Boop Betty B Case Id si pacad Member Name TRAINING _05 CARIS gt Organization Hotes gt Eligibility Lists Y Alerts General Alerts Supervision Alerts Alerts Report Role Case Access v The member will now be included in the Participants List as a Case Manager in this example CARIS Administrators Manual Module 7 Members added to a case cannot be deleted from the database Their m
67. an As with the Meeting amp Contact Note form there is an option to record progress on an objective with a 1 0 1 10 7 CARIS Administrators Manual Module 10 Exercise 1 1 Add a clinical form to the file of one of your cases Learning Checkpoint 1 Name three types of clinical forms that could be used with a client 10 8 CARIS Administrators Manual Module 11 Module 11 Case Forms At the end of this module participants will be able to 1 Access case forms 2 Complete a case form CARIS has a number of forms that are used with cases These forms can be found from the Navigation Tree under Case Forms The types of forms that will be available to you will depend on the status of the case The accompanying table lists case forms by phase of client service Meong comano x x x O E x Posne x x x x x Presenting Issues Part of the Admissions Process note some forms appear on the Navigation Tree but are not used for MATC Samples of these forms follow 11 1 CARIS Administrators Manual Module 11 Meeting amp Contact Note 1 Open Case Forms in the Navigation Tree and then Meeting and Contact Note 2 Complete the fields as required 3 Click Save Y CARIS Meeting amp Contact Note Waiting Lists gt Archives gt Beds E Meeting amp Contact Hotes A h Mesing Type m Mode of Meeting Client Attendance gt Referrals ae 2 2006 ESj St
68. ants 4 Summary gt Reports List Description Outdoor survival skills will be taught Case Transfers Participant Hame Priority Date Added PE shi it 1 Boop Betty B 1 2008 08 12 gt Organization Hotes gt Alerts Page s 1 gt Admission and Discharge Forms gt Clinical Forms and Assessments Add Participant gt Case Forms gt Utilities 12 6 CARIS Administrators Manual Module 12 Exercise 1 ali Create an event to help Republic members to increase their resistance to the Dark Side Jedi meditation techniques will be taught a Event date is January 23 2007 b Min 2 participants and maximum of 3 participants C Add your fictitious character to the event with a 1 priority Learning Checkpoint What is an Eligibility List Zs How do you add a client to an Eligibility List 12 7 CARIS Administrators Manual Module 13 Module 13 Manage Beds At the end of this module participants will be able to 1 Reserve a bed 2 Assign aclient to a bed 3 Relocate a client Reserve a Bed To reserve a bed for a client you must be in case context Beds are sometimes assigned to specific programs so the client may not be eligible for a bed in a unit even if one is available In that case you may have to open a new case for the client in a program for which beds are available or edit the Unit via the Bed Administration function as described above To make a bed reservation s
69. art Time fit 50 PM Duration gt Organization Notes Reason for meeting gt Eligibility Lists Meeting Attendees e M Add Delete gt Alerts gt Admission and Discharge Forms gt Clinical Forms and Assessments Y Case Forms Meeting and Contact Note Attach File Progress Notes Correspondence Lag Documents Process Management Health Visit Legal Order Aitachmeyt Browse Detach Max fife size 20MB Personal History Presenting Issues gt Utilities E Goals amp Objectives GOAL New Goal OBJECTIVE Objective Meeting Attendees are other members of the case Progress on Objectives is recorded as 1 0 or 1 This activity is also saved in the case plan area for ease of reporting referencing TO If you attach a file to the Meeting amp Contact Note it cannot be removed once the form has been saved The original document also still resides with the sender Meeting amp Contact Notes are saved in Case History by Meeting Type 11 2 CARIS Administrators Manual Module 11 Attach File 1 Open Case Forms in the Navigation Tree and then Attach File 2 To attach a file use the Browse to locate the file on your machine Add to attach the file and Detach to remove the file buttons 3 Click Submit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Attach File Waiting Lists Arc
70. articipant Module 13 1 Search for bed availability 2 Remove the client from the bed move the client to another bed reserve this bed for the client on another date 3 AWOL illness in bed on leave suspension Module 14 1 Navigation tree 2 Generate report online export to pdf or Word print from the application Module 15 1 Schedule Accession Box 2 In progress Closed 3 Duplicate
71. ase 3 Click Discharge Y CARIS Waiting Lists gt Archives gt Beds gt Reports gt Referrals gt Organization Notes gt Eligibility Lists gt Alerts gt Case Forms gt Utilities gt Admission and Discharge Forms Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Case Summary Case Type Case Status Case Id Case Manager Referral Source Referral Mode Phase Days Require Care Plan Forensics Referral gt Clinical Forms and Assessments Client Designation MHA Status Bed Information Waitlist Information Referral Note Bifrost Active 13568 CARIS TRAINING_01 School District Email 0 No No Voluntary Referral Date Accept Reject Date Admission Date Est Discharge Date Discharge Date Case Close Date Respite Designation Date Admission Type Aug 11 2006 Aug 11 2006 Aug 11 2006 Aug 31 2006 No Treatment Ss oo 03 es Lill CARIS Administrators Manual Module 5 4 Fill in the appropriate fields 5 Click Save f Harold Potter 1000127 Bifrost 13398 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Discharge Form Waiting Lists gt Archives Discharge Date N A S Reason E x gt Reports gt Referrals gt Organization Notes gt Eligibility Lists ne Responsible Agen
72. atus Y Organization Notes Notes Announcement Communication Notes Safety Procedure Topic Based Consultation Y Eligibility Lists Management Summary gt Alerts Y Admission and Discharge Forms Case Face Sheet To add a client to a box the client must be in context 1 Bring the Client into Context 2 Open Archives Administration from the Navigation Tree 3 Click Add Client gB CARIS CARIS 1 1 02 Login Time 8 11 2006 247 17 PM aris _Search Adv Search Heip Login Time 8 11 2006 2 47 17 PM f Harold Potter 1000127 Bifrost 13398 active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Archive Records List Waiting Lists Y Archives Administration Schedule 122349 gt Beds gt Reports Delete gt Referrals Box 12991box in Progress 2006 08 10 3 Add Client Y Organization Notes Announcement eE sia a svaie Communication Notes Safety Procedure Topic Based Consultation Page s 4 Y Eligibility Lists Summary gt Alerts Y Admission and Discharge Forms Case Face Sheet 15 3 CARIS Administrators Manual Module 15 To delete a client or a box or an accession 1 Click the Delete button TO An accession cannot be deleted 1f there is a box still attached to the record similarly a box cannot be deleted if there is a client still attached to the record Once a box has been closed
73. b functions e have the following computer skills able to log onto the network use a browser to navigate the intranet or Internet use a mouse navigate in a MicroSoft Windows environment and type on a keyboard e have attended a demonstration if possible e have an IDIR or BCeID account Goal for CARIS Training At the end of Community and Residential Information System CARIS training participants will be able to independently use the CARIS web interface to effectively provide case management services for their organization Objectives for CARIS Training Successful completion of the training will enable you to Access and navigate CARIS via a web browser Understand the importance of context in CARIS Perform basic and advanced searches Work with client and case information Manage facilities and record events Oy Ma eee ce ee ee Discuss new business processes CARIS Administrators Manual Introduction How to Use This Manual This manual is organized into a series of modules Each module has a set of learning objectives step by step instructions annotated screen prints exercises and learning checkpoints There is a glossary at the end of the manual User instructions make use of the following styles Function Keys which are generally buttons in CARIS are bold Menu commands are underlined Field or Window Names are in quotes 0 If you see this icon the following text marks important reference
74. been generated If you click on this icon you will see some of the information Click on the Notes icon to display the attached note Hotes If you wish to remove the note or make changes 1 Click Edit 2 Change the notes attachments or End Date 3 Click Submit Save To print the note of an alert you must view the attachment and save it to your desktop to print it Exercise 4 1 Add a general alert to the client you created in a previous module Your client has lost a hand and a lot of blood and needs to be watched closely CARIS Administrators Manual Module 7 Learning Checkpoint l What are the two types of case participants 2 When you use the keyword search function in Case History what field is being searched 3 What are the two types of alerts CARIS Participant s Manual Module 8 Module 8 Developing Case Plans At the end of this module participants will be able to 1 Create a case plan for a client 2 Modify a case plan In CARIS a case plan is comprised of goals objectives and actions Objectives are attached to goals and actions are attached to objectives Create a Goal To create the goal bring the Case into Context 1 Open Case Plan 2 Click Create Goal B CARIS et meng erst yee ois O Search Adv Search Help CARIS 1 1 02 Login Time 8 11 2006 2 47 17 PM Members v Adv Search f Harold Potter 1000127 Careplan Consultants 13523 Pre Admit
75. bility List window 6 Click Save Delete an Eligibility List 1 You can start in CARIS context Open Eligibility List in the Navigation Tree Click Management p WwW Click Delete next to the appropriate List this button will be greyed out if you are not authorized to do this function 5 Click OK when prompted oO Name TRAINING 01 CARIS N Pot pea i elle lea clans v Search Adv Search Help Main Activities My Cases Y CARIS Eligibility List Management Waiting Lists gt Archives Status Filter Active v Y Beds Administration List Hame Start Date End Date Min Max Status Notes Management Cooking Class 2006 08 14 2006 08 14 2 6 Active 5 Reservations Occupancy Page s 1 Y Eligibility Lists Management Add List Summary gt Reports Caca Tranofaro 12 3 CARIS Administrators Manual Module 12 Complete an Eligibility List Completing a List means that you are satisfied that the participation level is acceptable and you are closing the List to further participants and proceeding with the activity or program 1 You can start in CARIS context 2 Open Eligibility List in the Navigation Tree 3 Click Management 4 Click Complete next to the appropriate List this button will be greyed out if you are not authorized to do this function 5 Click Complete List EB CARIS s Login Time 8 12 2008 3 58 18 PM poop Search Adv Search Help CARIS 1 1 03 Login Time 8 12 2006 3 58 18
76. bility Lists C Given Name Bruce n Name Jones gt Utilities C Middle Initial Larry le Initial Gender Male 0 der Female April z 3 S C Date of Birth T Date of Birth v 1981 Extended Demographics gt a i _Resef f _ Merge client f rancel TO Merging the two records is not reversible You cannot merge two of the same case types from OHW to CARIS Y CARIS f OHW Client Record Jones Bruce Larry eos Waiting Lists gt Archives gt Beds amp Basic Der gt Reports Family Name gt Organization Hotes e WARN N G gt Eligibility Lists iniiai gt Utilities F i You are about to merge Bruce Jones s record in OHW with Jones Jim s record in CARIS THIS PROCESS IS NOT REVERSIBLE If you are absolutely sure that Bruce Jones s record in OHW is the same record as Jones Jim s in CARIS click Continue to merge the records or otherwise click Cancel to cancel the process Continue Cancel CARIS Administrators Manual Module 3 10 11 12 Open Address Book for your client You may have to create an address for this client or you will not be able to activate the case in CARIS To add an address click Add Address If you don t know the address yet type unknown into the address fields Check Extended Demographics for Aboriginal Origin by opening Details If the field is blank click Edit Client If you don t have this information type
77. cial occupational or school functioning Value El ICD 10 Assessment Order Code Description 1 790 0 Disturbance of activity and attention Value El Formulation Fields Date 2006 11 28 Ely Type g On Behalf Of Formulation 10 3 CARIS Administrators Manual Module 10 Medications 1 Open Clinical Forms and Assessments in the Navigation Tree and then Medications 2 Click Add Medication k gt Y CARIS Medications Waiting Lists gt Archives gt Beds Administration Date Filter Today View By Medication Nj gt Reports gt Referrals Medication Name Medication Class Prescribing Physician Dosage Start Date End Date gt Organization Notes gt Eligibility Lists gt Alerts Admission and Discharge Forms Add Medication vy Clinical Forms and Assessments DSM IV TR Diagnostic Classifications ICD 10 Page s 1 Provisional Diagnoses 3 Complete the fields as required Clicking the e button will allow you to search by selecting the name of the medication or yotxcan simply type in the name 4 Click Add Medication Y CARIS Add Medication Waiting Lists gt Archives gt Beds Medication Class Medication Name gt Reports Prescribing Physician gt Referrals Dosage Info Delivery Route Organization Notes Frequency Info Time s Lead C gt Eligibility Lists g
78. d Participant to an Eligibility List s You must start in Client Case context Open Eligibility List in the Navigation Tree Click Summary amp YN Click View next to the appropriate List you can also click on the Notes icon to obtain more information without moving to another window 5 Click Add Participant CSET GOED Hae EN boop Search Adv Search Help ogin Time 8 12 2006 3 58 18 PM boop Clients Mi Adv Search Betty Boop 1000324 ATP 14490 Active Assessment Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close v cARIS View Eligibility List Waiting Lists gt Archives List Name Cooking Class gt Beds Start Date 2006 08 14 End Date 2006 08 14 Y Eligibility Lists Minimum Participants 2 Maximum Participants 5 Management Current Participants 0 Summary gt Reports List Description Test of eligibility lists gt Case Transfers gt Referrals Participant Hame Priority Date Added gt Organization Hotes Page s 1 gt Alerts gt Admission and Discharge Forms Add Participant gt Clinical Forms and Assessments 5 gt Case Forms gt Utilities 12 5 CARIS Administrators Manual Module 12 6 In the Add Participant window you will have a choice to add the Client or another participant in the case Note they have to been added as case participants before their names will show in this drop down list 7
79. ddress book CARIS Administrators Manual Module 4 Update a Client s Relationships With the Client in context 1 Open Relationships 2 Click Edit GB CARIS Build 0 57 Login Name Ann PSDHH Login Time 9 12 2005 2 39 51 PM eee v Search Adv Search Help f Michael Farrington Cases Details Relationships Address Book Close Y CARIS Relationships Farrington Michael Waiting Lists gt Beds gt Eligibility Lists Person Type Relation Start Date End Date Hts gt Reports Farrington Steve j Relationship gt Facility Notes Reginald David 5 7 Relationship Type gt Alerts Marceau Jason Reginald David is Brother of Farrington Michael Start Date End Date Notes Save Relationship 3 Change the end date or add a note 4 Click Save Relationship i Harold Potter 1000127 Cases Details Relationships Address Book Close Y CARIS Relationships Potter Harold Waiting Lists gt Archives gt Beds Person Type Relation Start Date End Date gt Eligibility Lists Dursley Dudley api asic noe 9 Relationship gt Reports Dursley Petunia g f Relationship Type gt Organization Hotes Dursley Yernon PaA Granger Hermione is the a of Potter Harold gt Utilities See Start Date 2006 09 06 Granger Hermio stil End Date 2008 09 06 Voldmort Evil Yi i Notes Harry and Hermione had a fight Weasley Ron End a relationship by enter
80. des the following CARIS Usage Report Case Load Report by Case Types Case Load Report by Members Case Load Snapshot Report by Case Types Case Load Snapshot Report by Members Bed Utilization Report Waiting List Duration Case Notes Report Case Face Sheet 10 Alerts Report ot SS Soot ee ge I es These reports can be accessed in CARIS context 14 1 CARIS Administrators Manual Module 14 To create a report Open Reports in the Navigation Tree Select the report of interest Set the filters Click Generate Report ol Reports can be exported to an Adobe PDF file by clicking Export PDF The Alerts report can sometimes be exported to Word by clicking Export Word Some report filter examples are listed in the accompanying table CARIS Usage Report Start Date Period 1 and Period 2 dates Case Load Report by Case Start Date End Date Case Type Include Client List Types Y N Current Phase or Phase History Case Load Report by Start Date End Date Case Member Include Client Members List Y N Current Phase or Phase History Case Load Snapshot Report Date Program by Case Types Case Load Snapshot Report Date Member by Members Bed Utilization Report Unit Start Date End Date Current phase client details at the current phase of client service phase history client details for all phases of client service 14 2 CARIS Administrators Manual Module 14 Case Face Sh
81. e cajcaris detault asp i ggo Links E CARIS E Loon Tne Br19 2008 1208 35 P sow Search Adv Search Help ae Login Time 8 19 2006 12 08 33 PM MATC dyw Elings me Adv Search fi Luke Skywalker 1000314 Cases Details Relationships Address Book Close Y CARIS Client Details Skywalker Luke Waiting Lists gt Archives gt Beds gt Reports Family Hame Skywalker Given Hame Luke Middle Initial m Preferred Hame Luke Aliases a Gender Male Date of Birth 23 Jan 98 Date of Death gt Utilities CARIS ID 1000314 Extended Demographics Physical Characteristics Address Book gt Organization Notes gt Eligibility Lists Relationships Address Book Edit Client The Edit Client window will display There are three aspects of the client s details that can be updated basic demographics extended demographics and physical characteristics The page opens with the basic demographics in view To access the extended demographics or the physical characteristics click the sign CARIS Administrators Manual Module 4 1 Click into the field you wish to update 2 Click Save Changes to retain your updates and the new demographic will be saved 3 Click Reset and your changes will be erased and the original entries restored 4 Click Cancel and you will be returned to the Client Details window Y CARIS W3 Edit Client Skywalker Luke m Waiting Lists Update fields as required gt Archive
82. e content and then restore it Reset or cancel the changes Cancel Main Activities My Cases Y CARIS Update Topic Based Consultation Waiting Lists gt Archives gt Beds Topic Testing Topic Based Consultation gt Eligibility Lists Consultation Type Consultation v gt Reports Mode Face to Face v Number of Participants 2 v gt Case Transfers Start Date jen2e006 tS End Date B S EJM Y Organization Hotes Annaan Start Time 2 35 PM ka Duration 00 15 v Communication Notes reciitators ET CARIS TRAINING_01 Safety Procedure MARCEAU JASON Topic Based Consultation u gt Utilities Partners Type i Test Partner Other Recipient Organization Type Da Notes Notes for topic based consultation Save Changes If Reset J cance rO The name of the Facilitator must be selected for the consultation to be saved Topic based consultations cannot be reported on or printed they can only be viewed online CARIS Administrators Manual Search for an Organization Note To search for an organization note click Activities in CARIS context ogin Name TRAINING _O1 CARIS i opin Time 8 12 2008 1 58 49 PM Ul po clients Search Adv Search Help Welcome TRAINING_01 CARIS UI Waiting Lists gt Archives Announcements gt Beds gt Eligibility Lists Time Fitter gt Reports gt Case Transfers
83. ed Consultation Max file size 20MB gt Eligibility Lists gt Alerts gt Admission and Discharge Forms gt Clinical Forms and Assessments gt Case Forms gt Utilities Module 2 CARIS Administrators Manual 5 To edit the safety event click Edit B CARIS CARIS 1 1 03 Login Name TRAINING_01 CARIS Ul Login Time 8 12 2006 1 58 48 PM Clients v Search Adv Search Main Activities My Cases Y CARIS Activities Display Waiting Lists gt Archives gt Beds gt Eligibility Lists Activity Filter All Activities gt Reports gt Case Transfers Y Organization Hotes Announcement Communication Notes Safety Procedure Topic Based Consultation gt Utilities Safety Procedure 2006 08 12 Safety Procedure Type Smoke Detectors Notes __ Testing safety procedure 2006 08 12 2 21 PM 2006 08 12 2 15 PM CARIS TRAINING _O1 Testing safety procedure Page s 1 6 In edit mode you can change the content and save Save Changes change the content and then restore it Reset or cancel the changes Cancel Address https fleader mcf gov bc cajcaris_sys_test default asp v B G B CARIS CARIS 1 1 03 Login Name TRAINING_01 CARIS Ul Login Time 8 12 2006 1 58 48 PM Pliers Search Adv Search Main Activities My Cases Y CARIS Update Safety Procedure Waiting Lists gt Archives
84. eet Form 1 Open Admission and Discharge Forms in the Navigation Tree and then Case Face sheet 2 Mark the radio boxes as appropriate and click Generate Report If no radio boxes are chosen the client s basic demographic information will be displayed Note the radio boxes allow you to control the content of the report When the report displays you can re order the content by dragging and dropping with your mouse 3 When the report appears it can be printed for the paper file by exporting the report to pdf or Word gB CARIS Louin Tame 87102006 5 01 15 Pas amy Adv Search Eed Login Time 3 10 2006 5 01 15 PM ney Search Adv Search Help Harold Potter 1000127 Bifrost 13398 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Case Face Sheet Report Waiting Lists Archives gt Beds Face Sheet Section Include gt Reports Client Information gt Referrals Case Information E gt Eligibility Lists Address Book F ian Relationships o Y Admission and Discha Forms a Legal Order O Case Face Sheet Diagnostics F Meeting Minutes a ae Case List O Psychiatric Admission Notes Provisional Diagnoses Case Participation O Child Care Nursing Admission Notes Goals and Objectives oO Alerts Report Discharge Information F Discharge Form include Signature Lines F Clinical Forms and Assessments Generate Report eae gt Case Forms gt Ilitilitie
85. elete ree for morse details Pages 1 Add Announcement 1 A case worker s client files are accessible opening My Cases link at the upper right of the screen The desktop shows the user profile of the case worker who logged in The client information area is empty The case information area is empty oe a The Navigation tree lists the functions available in CARIS context l 10 CARIS Administrators Manual Module 1 Client Context Client context focuses on a client and provides access to the client s demographic information and list of cases No clinical details are accessible in this context Access is further restricted to the cases of which you are a member E gt CARIS 4 gt Harold Potter 1000127 Details Relationships Address Book Close 2 Client demographic lt lt eae Y CARIS f Client Details Potter Harold i grap m a details are opened by aiting L gt Archives clicking t gt Beds E pasic Demographics gt Reports Family Hame Potter Given Hame Harold gt Organization Hotes Middle Initial Be Preferred Hame Harry gt Eligibility Lists Aliases ee Gender Male ae Date of Birth 14 Feb 90 Date of Death gt Utilities CARIS ID 1000127 Extended Demographics Physical Characteristics Address Book 4 Case List for the 3 Edit client details Relationships Address Book Edit Client selected client When you are in Client Context
86. embership in a case can be ended by clicking Remove on the Participant s List Clicking Remove adds an End Date but does not remove the record from the case GB CARIS ARIE diana i ee a gerne AAAF potter S Search Adv Search Help CORIS a aS Login Time 8 13 2006 1 15 14 PM ciant M Adv Search Harold Potter 1000127 Bifrost 13398 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Participants List Waiting Lists gt Archives Y Beds O Members Administration Hame Case Access Start Date End Date CARIS TRAINING _01 Case Manager Full Access 2006 08 10 CARIS TRAINING _05 Nurse Limited Access 2006 08 11 2006 08 13 NGAI MITCHELL Case Manager Full Access 2006 08 12 Management Reservations Occupancy gt Reports gt Referrals Y Organization Hotes Announcement O Affiliates Hame Start Date End Date Communication Notes Safety Procedure Topic Based Consultation Exercise 3 l Add a new member to one of your cases Because this is the training site you will need to search for CARIS to add another CARIS training ID to your case CARIS Administrators Manual Module 7 Create an Alert There are 2 types of alerts in CARIS Supervision Alert temporary alert generated to indicate that a client requires some special attention or supervision for a period of time Only case members can view a supervisory alert
87. ent s case and who has access to the Case File in CARIS Only YFPS staff and contractors can be members of cases Government or social service agencies associated with the activities and or clients of MCFD A Partner is an individual or a group who is working in association with a person or group in the agency A Recipient is an individual or a group who represent the audience for an activity or event CARIS Administrators Manual Relationship Referral Room Start Date Transfer Unit Someone attached to a client s file other than an affiliate A relationship can be a contact a member or another client This is in general used for family members The process of referring a client to another authorized person within the business domain of CARIS with the additional element of where the individual client has come from 1 e self referral agency contact walk in etc The process of opening a new case for a client Basically New Referral means Start a New Case A specific room in a Unit The date upon which an event is scheduled to start The process of providing responsibility for the client to another agency or program This involves complete case file transfer and authority to the receiving agency A Unit in the context of this Manual is a facility such as a house ward or other building containing rooms and beds CARIS Survival Tips Click the Refre
88. er Order Code Description 1 vil Og Mo diagnosis or condition on Axis Il Value no general health issues apparent Order Code Description 1 2 4 Problems related to the social environment 2 3 4 Educational problems GAF Vv Score Description sg Moderate symptoms OR Moderate difficulty in social occupational or school functioning Value El ICD 10 Assessment Order Code Description 1 t30 0 Disturbance of activity and attention Value El Formulation Fields Date 2006 11 28 Fe Type g On Behalt Of Formulation CARIS Administrators Manual Child Care Nursing Admission Note 1 Open Admission and Discharge Forms in the Navigation Tree and then Child Care Nursing Admission Note 2 Enter text in each of the text fields 3 Once the form has been completed click Save to save a working copy Save and Print to save and print a working copy or Finalize and Print to complete the admission note and print for the paper file 4 Notice the options for Save will change after the initial note is saved View Finalized Child Care Nursing Admission Note Record Date Physical description general health amp appearance Comment on all perceived or stated medical problems Medication s Accompanying Adolescent Perceived mood General behaviour Initial attitude towards unit statt and peers Other issues of concerns 2006 1 0 24 Tor i a tall well buit young man with
89. ert to a case Assign Self to Case Full Access you can assign yourself to a case at any time for O any location to which you have access rights Limited Access you can assign yourself to a case only 1f you have worked with the client on a previous case and you can only add yourself to a case to which you have security access To be able to assign yourself to a case you must have worked with the client before at the same location 1 Search for the client 2 Click Assign next to the appropriate case You must provide a reason for assigning yourself to the case You must also choose a role and assign yourself an access level GB CARIS Louin Time 8 28 2008 4 06 08 Ph mutin cients sf Adv Search Sel loire Login Time 8 28 2006 3 06 06 PM MATC Search Adv Search Help fi Cranberry Muffin noss Cases Details Relationships Address Book Close Y CARIS Case List Waiting Lists gt Archives gt Beds El Client Cases Reports Case Status Filter al x gt Organization Notes gt Eligibility Lists Case Type Case Status Location Start Date gt Utilities Bifrost Follow up MATC_3 2006 08 19 Assign Page s 1 External Cases New Referral CARIS Administrators Manual Module 7 E3 CARIS Login Time 8 28 2006 8 06 08 Ph mutin o ciens Search f adu Search Help sib Da Login Time 8 28 2006 9 06 06 PM a Soarch f Cranberry Muffin uoosss Cases Details Relationships Address Book Close
90. es Close Y CARIS ff Contact Details Theresa Elizabeth Waiting Lists gt Internal Referrals gt Case Transfers gt Eligibility Lists Family Name Theresa Given Hame Elizabeth gt Reports Preferred Name Mother Aliases ae gt Facility Hotes Date of Birth 12 Apr 02 Gender Female gt Case Hotes Date of Death Case Forms Address Book gt Tools and Utilities Relationships Add to Case Relate to Client Relationships Address Book Edit Contact The new affiliate will display in the Affiliates list GB CARIS Build0 58 Login Name Ann CYMH_ Login Time 8 22 2005 2 06 14 PM oe O Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Participants List Waiting Lists gt Internal Referrals gt Case Transfers gt Eligibility Lists Name Case Access Start Date End Date gt Reports One Ann_3 Case Manager 2005 08 04 Remove gt Facility Notes gt Case Hotes Huber Anna Maria Case Worker 2005 08 08 2005 08 30 Remove Page s 1 gt Case Forms gt Tools and Utilities O Affiliates Hame Role Start Date End Date Reginald David General 2005 08 22 Dean Steve General 2005 08 22 Theresa Elizabeth General 2005 08 22 2005 10 07 Exercise 2 1 Choose an active case from My Cases Add two case affiliates one for an affiliate that is already in the databa
91. ever to use a template you must be in Case Context Templates can be seen and used by anyone at the Maples 16 2 CARIS Administrators Manual Use a Template Module 16 1 To use an existing template you must be in Case context 2 Open Utilities in the Navigation Tree 3 Click Generate Doc Harold Potter 1000127 Cases Details Relationships Address Book Close Y CARIS Templates Waiting Lists gt Archives Template Hame gt Beds Hew Template gt Eligibility Lists Test gt Reports gt Referrals gt Organization Hotes gt Alerts gt Admission and Discharge Forms gt Clinical Forms and Assessments Templates Non Court Ordered Assessment 27518 Active Summary Participants Case Plan Case History Close Version Date Created Description 2006 09 07 gt 2006 09 08 Page s 1 The Define Document window appears allowing you to add further information i Harold Potter 1000127 Cases Details Relationships Address Book Close Y CARIS Waiting Lists Archives Beds Eligibility Lists Reports Include Letterhead V Sender Sender Address Non Court Ordered Assessment 27518 Active Summary Participants Case Plan Case History Close Define Document caRis TRAINING _05 Referrals Sender Phone Sender Fax gt gt gt gt gt gt Organization Notes Sander Emel gt Alerts z Receiver
92. form a search and examine the list carefully using View button 2 Click Search OHW GB CARIS oll ke eee aS fones clients a Search Adu Search Help ee alae Login Time 9 8 2006 10 00 54 AM Adv Search Main Activities My Cases Y CARIS Client Search Results Waiting Lists gt Archives gt Beds CARIS ID Client Hame Birth Date gt Eligibility Lists 1000377 Jim Jones gt Reports 1000134 Jones Silvia gt Organization Hotes 1000274 Jones Dean 1986 06 12 gt Utilities 1000528 Jones Tonya Deborah 1988 04 01 1000563 Jones Lisa Marge 1956 04 15 3 Fill in the fields of the Search OHW Clients form and click Search CARIS Administrators Manual Module 3 GB CARIS c E E fones clients zl Search Adv Search Heip aege Login Time 9 6 2006 10 00 54 AM Adv Search Main Activities My Cases Y CARIS Search OHW Clients Waiting Lists Archives Eligibility Lists Family Name Given Name Reports Gender C F Date of Birth EZM Organization Hotes Utilities 4 Click View for the appropriate client j ad l JENE OHW Client Search Results m Waiting Lists gt Archives gt Beds Synchronized Client Id Client Hame Date of Birth gt Reports 0006000000020100 Jones Carla Amy 1962 04 19 View gt Organization Hotes 0011000000020100 Green Amy Nancy 1974 07 16 View gt Eligibility Lists 0012000000020100 Jones Bruce Larry 1981 04 03 view alei 010400
93. gt Organization Notes gt Eligibility Lists gt Alerts gt Admission and Discharge Forms gt Clinical Forms and Assessments The Case Summary will display with the date and reason shown and no other options available The Case is closed and no further information can be added to the case Note the Read Only status in the context bar GB CARIS Login Name TRAINING _10 CARIS Login Time 9 18 2006 9 24 33 PM MATC CARIS 1 1 08 lemon cients eff Search Help Response Residential 34306 Read Only closed Summary Participants Case Plan Case History Close Lemon Drop 1000345 Cases Details Relationships Address Book Close Module 5 Y CARIS Case Summary Waiting Lists gt Archives gt Beds Case Type Response Residential Referral Date Sep 14 2006 Case Status Closed AcceptReject Date Sep 14 2006 gt Reports ma Case Id 34306 Admission Date Sep 14 2006 gt Referrals gt Organization Notes gt Eligibility Lists gt Alerts gt Admission and Discharge Forms gt Clinical Forms and Assessments gt Case Forms Utilities Case Manager Referral Source Referral Mode Phase Days Require Care Plan Forensics Referral Client Designation MHA Status Bed Information Waitlist Information Referral Note MCPHEE IVAN Adult Mental Health Fax 4 No No Involuntary Est Discharge Date Discharge Date Case Close Date Respite
94. he value and click Delete B CARIS i 3 Login Time 83 2006 2 08 35 PM muffin Search Adv Search Help m S4 03 CARIS TLS Login Time 8 19 2006 2 08 35 PM clients x aarieach Cranberry Muffin 1000559 Bifrost 22326 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Presenting Issues Waiting Lists gt Archives Presenting Issues School Functioning v gt Beds Problems in School Work Cognitive or Learning Difficulty Reports E Problems in School Behaviour Y Referrals Problems in School Work Referral Observation gt Organization Hotes Reported by v Date 2008 08 19 E gt Eligibility Lists Note gt Alerts Y Admission and Discharge Forms Case Face Sheet Alerts Report Attachments ett ONO Max file size Browse Y Case Forms 20MB Correspondence Log Documents Process Management Legal Order Personal History Presenting Issues gt Utilities Create Note CARIS Administrators Manual Module 9 4 Certain forms allow for attachments To add an attachment use the Browse button to locate the attachment on your workstation Attachments an aes Click Open when you find the file and then Add when the path appears in the Attachment window Attachments 20ME The document will appear in the window below It is now saved on the CA
95. hives gt Beas Date gt Reports E deans Importance 8 Y Organization Notes Announcement Communication Notes Safety Procedure Topic Based Consultation gt Eligibility Lists gt Alerts Admission and Discharge Forms gt Clinical Forms and Assessments 5 To delete the announcement click Delete AUUTeS gt ey NEPS leager mcr gov Oc caj caris_syS_Cestjgerauit asp GB CARIS as 4 1 09 on ime S206 1 88 48 PM ass Search Adv Search Help CARIS 1 1 03 Loui Tir 12 2006 156 46 PM Ul Clients v Adv Search Help Main Activities My Cases Y CARIS Welcome TRAINING_01 CARIS UI Waiting Lists gt Archives Announcements gt Beds gt Eligibility Lists Time Filter Last1 Month vw gt Reports gt Case Transfers Date Subject Importance Detail gt Organization Hotes 2006 08 12 TestingAnnouncement Low New announcement gt Utilities Page s 1 Add Announcement CARIS Administrators Manual Module 2 Create Communication Notes Function Provided for PSDHH To create communication notes 1 Open Organization Notes in the Navigation Tree and then Communication Notes 2 Click Add Note Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Communication Notes Waiting Lists gt Archives Time Filter 4 Weeks Date Type Duration Notes 2006 08 10 Advocacy Fax 10 mins 3 2006 08 08 information Mailcourier 2
96. hives gt Beds Document Name gt Reports Aitachment Browse _ J gt Referrals Max file size 20MB gt Organization Notes gt Eligibility Lists gt Alerts gt Admission and Discharge Forms gt Clinical Forms and Assessments Submit vy Case Forms Meeting and Contact Note Attach File TO The attach file function is not available during the referral phase of a case If you need to attach a file during this phase use the Documents Management form 11 3 CARIS Administrators Manual Module 11 Progress Note Use a Progress Note to record Session Notes 1 Open Case Forms in the Navigation Tree and then Progress Notes 2 Complete the fields as required 3 Click Create Note Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Progress Notes Waiting Lists Archives gt Beds gt Reports Note Date 2006 08 10 ES gt Referrals On Behalf Of vi gt Organization Notes Subjective gt Eligibility Lists gt Alerts gt Admission and Discharge Forms Objective Clinical Forms and Assessments Sen Assessment Meeting and Contact Note Attach File Progress Notes Plan Correspondence Log Documents Process Management ae Add Attachment Max file size 20MB Legal Order Personal History re Presenting Issues L GOAL New Goal C OBJECTIVE
97. i Jones Jim 1000377 Cases Details Relationships Address Book Close i lt lt ea Y CARIS f OHW Client Record Jones Bruce Larry gE Waiting Lists gt Archives gt Beds O Basic Demographics gt Reports Family Hame Jones Given Hame Bruce gt Organization Hotes Middle Initial Larry Title a a Gender Male Date of Birth 1981 04 03 a oars ct Client Status Active gt Utilities Extended Demographics Client Aliases Client Identifiers Client Addresses Associations Alerts Client Hotes Archive Information Merge OHV Client Copy Oy CARIS Administrators Manual Module 3 6 If you decide to proceed with the merge you will be given the opportunity to select the content you wish to merge Select the content you wish to merge by clicking the appropriate radio boxes You can choose from either column for example if the Given Name in OHW is Daniel and the Given Name in CARIS is D you would choose the radio box from OHW 7 Click Merge Client Reset will return the form to its original settings Cancel will close the window Jones Jim 1000377 Cases Details Relationships Address Book Close i sai i Merge OHW Client Waiting Lists gt Archives gt Beds E BasicDemographics 0 Basic Demographics gt Reports OHW Label Converted to CARIS Value KRN CARIS Value Jones gt Organization Hotes C Family Name gt Eligi
98. ia Case Worker 2005 08 08 2005 08 30 gt Facility Notes gt Case Hotes Page s 1 gt Case Forms gt Tools and Utilities O Affiliates Hame Role Start Date End Date Reginald David General 2005 08 22 Dean Steve General 2005 08 22 Page s 1 To add a new affiliate to the list 2 Perform a Contact search and if the contact is in the system they will display 3 Click View CARIS Administrators Manual Module 7 EB CARIS Build 0 56 Login Name Ann CYMH Login Time 8 22 2005 2 06 14 PM Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Contact Search Results Waiting Lists gt Internal Referrals gt Case Transfers CARIS ID Contact Hame Birth Date gt Eligibility Lists PTHER 100000038 Theresa Elizabeth 1902 04 12 gt Reports gt Facility Notes Page s 1 gt Case Hotes gt Case Forms gt Tools and Utilities 4 Click Add to Case GB CARIS GSES pyaar etek tet lemon Contacts Search Adv Search Help tps Login Time 8 5 1 15 14 PM Contacts Ms Betty Boop 1000224 Bifrost 14917 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS ff Contact Details Drop Lemon Waiting Lists gt Archives gt Beda gt Reports Family Name Drop Given Name Lemon gt Referrals Preferred Hame Fuzz
99. ice Create a case Accept or Reject a Referral Admit a client ot P N Discharge a client Case and referral are used interchangeably in CARIS TO The 4 Phases of Client Service There are 4 phases of client service referral pre admit active and follow up phase and each of these phases is modelled in CARIS 1 Referral Phase intake During this phase you might continue to prepare the paperwork wait for the client to decide to work with you investigate the client s suitability for a program conduct an admission interview or decide against intake In CARIS you might create a client or you might wait for confirmation before creating the client 2 Pre admit Phase waiting list for service During this phase you might place the client on a waiting list or cancel the case In CARIS you would create a case accept the case and add the client to the Wait List 3 Active Phase Admit Once you admit a client the client is now receiving services and you are documenting services In CARIS you would admit the client and update the case notes 4 Follow up Phase Discharge The client is discharged as the clinician and client conclude active services are no longer needed and the case is closed In CARIS you would discharge the client and close the case once all of the documentation had been received CARIS Administrators Manual Module 5 Graphically the four phases might look like this u
100. ility Lists gt Alerts gt Admission and Discharge Forms End Date gt Case Forms Notes l gt Utilities Save Relationship CARIS Administrators Manual Module 4 EB CARIS Build 0 57 Login Name Ann PSDHH Login Time 8 26 2005 4 15 45 PM ma emes v Search Adu Search Help f Jason Marceau Cases Details Relationships Address Book Close Y CARIS Relationships Marceau Jason Waiting Lists gt Beds gt Eligibility Lists Person Type Relation Start Date End Date Hts gt orts Dean Steve ani iii nen Person Search gt Facility Hotes gt Alerts Birth Date Duncan Michael 1990 01 31 Farrington Michael 1936 03 10 Create Contact 9 Complete as many fields as you can and click Create Contact The minimum information required to create a contact is first name last name and GB CARIS CARIS 1 1 02 Login Name TRAINING_01 CARIS Login Time 8 9 2006 9 13 57 AM Harold Potter 1000127 Cases Details Relationships Address Book Close Create Contact Family Name Preferred Name Date of Birth gt Admission and Discharge Forms gt Utilities 10 Click Relate to Client to add the relationship information g CARIS CARIS 1 1 02 Login Name TRAINING_01 CARIS Login Time 8 9 2006 9 13 57 AM ny lian Search Adv Search Help Harold Potter 1000127 Cases Details Relationshi
101. in Ti 2 42 2006 3 58 18 PM Ul boop Clients vi Search Adv Search ime 8 12 2006 3 Main Activities My Cases Y CARIS Eligibility List Management Waiting Lists gt Archives Status Filter Y Beds Administration List Hame Start Date End Date Management Cooking Class 2006 08 14 2006 08 14 Reservations Occupancy Page s 1 Y Eligibility Lists Management Add List Summary gt Reports face Tranofaro 12 2 CARIS Administrators Manual Module 12 Edit an Eligibility List s You can start in CARIS context Open Eligibility List in the Navigation Tree Click Management PUN Click Edit next to the appropriate List this button will be grayed out if you are not authorized to do this function mews Wy p gt y EuT IL YY VLL LAI D Ly LEUT Gut dap GB CARIS SARIS 1103 Lan Tima BM2 2006 9 60 18 PM poop Search Adv Search Help Se Login Time 8 12 2008 3 58 18 PM Ul bop Clients LEJET Main Activities My Cases Y CARIS Edit Eligibility List Waiting Lists gt Archives Y Beds List Name Cooking Class Administration Start Date 2006 08 14 End Date 2006 08 14 EF Management Minimum Participants 2 Maximum Participants ei Reservations Test of eligibility lists Occupancy List Description Y Eligibility Lists Management Summary oni eports inai ene gt Case Transfers amp Mesaniestian Hatan 5 Fill in the fields of the Edit Eligi
102. ined every mal in the database such as Malcombe or Maloof TO If there are more than 45 people in the database who match the criteria you will get a prompt that asks you to refine your criteria to reduce the range of possible responses Searches can be performed at any time regardless of who is in Context or what other function you are performing However you will leave the window you were in and lose any updates that have not been saved or entered You may also find the person you are looking for under more than one category CARIS Administrators Manual Module 3 eo F Lr i PzH 234 Ee o Hore Aap ee Login Dee Te Wie Welcome Ann CYMH O Announcements b ate Trammi Tia fien Lami d month b Piip Lie b Raperis Date fubpect poise Briel b facii Bote 00 07 14 Meahage of fe igeriance Lire Tatae ol rimet Fega s 1 To conduct a basic search 1 Enter a name or part of a name in the open field to the left of the Search button 2 From the drop down list ensure Clients is your selected search filter 3 Click Search A list of all persons in the database whose name s or demographics match the search criteria and fit the drop down search filter will display Advanced Search The Advanced Search is an exclusive search engine This means that the results of the search will contain exactly what you typed in any of the fields in the Adv Search dialogue box Consequently the m
103. ing today s date Page s 1 CARIS Administrators Manual Module 4 TO The only fields you can change are the end date and the notes Once a relationship has been saved you cannot change the relationship type If you wish to change the type 1 Click Edit 2 Enter today s date as the End Date 3 Add a note about why you are doing this 4 Click Save Relationship For relationships created in error give the relationship and end date and add a note to the relationship that is was created in error Workflow Diagram CARES Gentex e Greate Cliemt 2 Relationahips Menu j Those Marnu 5 Edit Ciani paani conma f Basit amp Extended f J New Comactor f J Edit Relationship 2 Ard reas Close ff Oemogrphics Relation i i i i t Telephone Email Client File and Return to Perfbrm Contact CARIS search si context Relate Contact ba J Client Create Edit Contacta relationships Exercise 2 1 For the client that you created add two new relationships one for a family relationship and one for a social relationship CARIS Administrators Manual Module 4 Adding and Updating Address Book Information 1 Open Address Book Click Add Address or Add Telecom or Add Email Fill out the fields in the Address form and click Create po ay To update an address click the sign next to the appropriate address Click Edit Add Person or Del Sa
104. ion Referral Hote Accept Referral CARIS Administrators Manual Module 7 View Case History To view the case history you need to be in Case context Open Case History EB CARIS A 5 CARIS 1 1 03 Login Name TRAINING_05 CARIS Login Time 8 19 2006 2 08 35 PM mun A chen Search Adv Search Help f Cranberry Muffin 000559 Bifrost 22326 Referral Summary Participants Case Plan Case History Close Na Cases Details Relationships Address Book Close lt lt Pene Y CARIS Case Summary Waiting Lists gt Archives gt Beds Case Type Bifrost Referral Date Aug 19 2006 Case Status Referral Accept Reject Date 5 gt Reports A Case Id 22326 Admission Date Y Referrals Case Manager CARIS TRAINING _01 Est Discharge Date Referral Observation Referral Source CYMH Discharge Date gt Organization Hotes Referral Mode Email Case Close Date gt Eligibility Lists Phase Days 0 gt Alerts Require Care Plan No Respite No Forensics Referral No gt Admission and Discharge Forms gt Case Forms gt Utilities Client Designation MHA Status Bed Information Designation Date Admission Type Waitlist Information Referral Hote Accept Referral You can click Display Activities to display the client s full history or you can filter the history by activity type date of entry or date of activity start date and end Itis also possible to search the note
105. is her bed occupancy is now displayed in the Occupancy window 1 Open Beds in the Navigation Tree 2 Click Occupancy Be eps EaU ill uy UL LALA L y gt LLELLU duit dsp GB CARIS Lo ARIS 1 1 03 Aelia ie putea eres boop O O O Search Adv Search Help _ PARIS oa Login Time 8 12 2006 3 58 18 PM boop Clanis i Adv Search Betty Boop 1000324 ATP 14490 Active Assessment Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Bed Occupancy Waiting Lists gt Archives Y Beds Unit Filter AI Ni Administration Management Bed Hame Client Name Client Status Bed Status oe Reservations ee oe Sn Ls oe a ele gt ne ot is i e i i ws 7 Test Unit Room 1 Bed 1 Boop Betty B In Bed Active 1 Occupancy gt Eligibility Lists Page s 1 gt Reports gt Case Transfers Exercise 2 1 Admit a client and assign the client to a bed 13 5 CARIS Administrators Manual Module 13 Once a client has been assigned to a bed several actions can be performed Login Name TRAINING 01 CARIS ime 8 12 2006 3 58 18 PM ATP 14490 Active Assessment Summary Participants Case Plan Case History Close Betty Boop 1000324 Cases Details Relationships Address Book Close Y CARIS Bed Details Waiting Lists gt Archives Y Beds Bed Administration Kame Bed 1 Type Regulat Gender Any Status Active
106. lan Case History Close Y CARIS Search Case History Waiting Lists gt Archives gt Reports heivty Tp Racdet lossy Start Date lazo ttC S gt Organization Hotes ey ee End Date 671372006 EH gt Alerts gt Admission and Discharge Forms Display Activities Cancel gt Clinical Forms and Assessments Y Case Forms Meeting and Contact Note a ea S00 io a er 8 ee SS F GB CARIS EEIE S r eiame ies MATC potter AdvSearch Heip f Harold Potter 000127 Bifrost 13398 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Case History Waiting Lists gt Archives gt Beds Activity Filter All Activities v gt Reports gt Referrals i Clinical Consultation 2006 08 13 rn Care Plan Development Meeting 2006 08 12 gt Admission and Discharge Forms Progress Notes 2006 08 12 gt Clinical Forms and Assessments Y Case Forms Subjective ee Objective sds Attach File Assessment asad S Progress Notes Plan asdasd O S Correspondence Log Date of Entry 006 08 12 2 32 Date of Activity 006 08 12 Documents Process Management NJN H p i o gt egal Orger CARIS TRAINING_01 Presenting Issues gt Utilities Update Case Member 2006 08 11 Client Supervision Alert 2006 08 10 Admission 2006 08 10 Presenting Issues 2006 08 10 Accept Ac
107. le 4 GB CARIS Build0 57 Login Name Ann PSDHH Login Time 8 26 2005 4 15 45 PM ma o embes Search Adv Search Help f Jason Marceau Cases Details Relationships Address Book Close Y CARIS Relationships Marceau Jason Waiting Lists gt Beds gt Eligibility Lists Person Type Relation Start Date End Date Its gt Reports Dean Steve ari ocio ags 0 fanl jii Person Search gt Facility Hotes gt Alerts Search Criteria Michael Page s 1 Birth Date Duncan Michael 1990 01 31 Farrington Michael 1936 03 10 Page s 1 Create Contact Select the appropriate person from the search results and click Relate Select the Relationship Type and the Relationship from the list in the drop down box add an End Date if appropriate and enter text in the Notes field 7 Click Save Relationship GB CARIS CARIS 1 1 03 Login Time 8 13 2006 7 15 14 PM potter Search Adv Search Help Login Time 8 13 2006 1 15 14 PM f Betty Boop 100022 Bifrost 14917 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Relationships Boop Betty Waiting Lists gt Archives gt Beds Person gt Reports Relation End Date Relationship Page s 1 gt Referrals Relationship Type Drop Lemon is the a of Boop Betty Start Date 2006 08 13 gt Organization Notes gt Eligib
108. ministration 2 Click Create New Accession gB CARIS peee pompino iyi pegas corsets v Bii Login Time 8 11 2006 2 47 17 PM or wa Search Adv Search Help B f Harold Potter 1000127 Bifrost 13398 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Archive Records List Waiting Lists Y Archives Administration Schedule 122349 gt Beds ies gt Referrals Box 12991box in Progress 2006 08 10 3 Add Client Y Organization Notes Box 12992 Closed 2006 08 10 3 Add Client Close Announcement Communication Notes a Accession number 8998AC Location MAC Safety Procedure Topic Based Consultation Page s 1 vy Eligibility Lists Management Create New Accession Summary gt Alerts Y Admission and Discharge Forms Case Face Sheet EEL 15 1 CARIS Administrators Manual Module 15 3 Select Location from the list in the drop down box and enter Accession 4 Click Save GB CARIS Login Name TRAINING_01 CARIS Sool sigs Login Time 8 11 2006 2 47 17 PM Harold Potter 1000127 Cases Details Relationships Address Book Close Y CARIS Waiting Lists Y Archives Beds Reports gt Referrals Y Organization Notes Announcement Communication Notes Safety Procedure Topic Based Consultation Schedule Date Location Accession Create Accession cers Search _ Help Bifrost 13398
109. ministrators Manual GB CARIS CARIS 1 1 02 Login Name Login Time 8 WING_01 CARIS gt 1 15 14 PM Betty Boop 1000224 Cases Details Relationships Address Book Close Y CARIS Reservation Availability za Waiting Lists gt Archives Y Beds Hame Bed Status Bed Type Bed Gender Availability Start Duration Administration er ii San mere Room stat zij Regular Any 2006 Aug 13 367 Select Management Sole Unit Sea Mist Room Bed A2 Active Special Needs Any 2008 Aug 13 367 Select Reservations Sole Unit Beach Room Bed 2A Inactive Regular Any 2006 Aug 13 367 ccupancy cen Sole Unit Beach Room Bed A3 Active Special Needs Any 2006 Aug 13 367 gt Referrals ee aane Regular Female 2006 Aug 13 367 Y Organization Notes Sole Unit Sea Mist Room Bed A3 Active Special Needs Female 2006 Aug 13 367 sila Sole Unit Sea Mist Room Bed M SAug 13 367 Communication Notes ole Uni Sole Unit Sea Mist Room Test Safety Procedure Bed ay sj noom poets e m B le i i Sole Unit Sea Breeze Room Be Topic Based Consultation 1B 5 Bifrost Aug 13 367 Select gt Eligibility Lists Careplan Consultants Sole Unit Beach Room Bed BD Crosar ade Residential Aug 13 367 gt Alerts Dala Residential gt Admission and Discharge Forms Response Community l Response Residential Page s 1 gt Clinical Forms and Assessments gt Case Forms Search Again gt Utilities Bifrost 14917 Pre Admit Summary Participants Ca
110. ndence Log E ara J Lj Documents Process Management Date fan 0 2006 Start Time 2 35 PM J Duration Health Visit E Goals amp Objectives Legal Order GOAL New Goal Personal History Fi OBJECTIVE Objective Presenting Issues gt Utilities Cones 11 6 CARIS Administrators Manual Module 11 Legal Order 1 Open Case Forms in the Navigation Tree and then Legal Order Forms Display 2 Click New Legal Order D Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Legal Order Forms Display Waiting Lists gt Archives Legal Order Type Court Location Court Date Judge Name Note gt Beds gt Reports Page s 1 gt Referrals gt Organization Notes New Legal Order gt Eligibility Lists gt Alerts Ul gt Admission and Discharge Forms gt Clinical Forms and Assessments 3 Mark the form as required 4 Click Record Observation Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Legal Order Waiting Lists gt Archives gt Beds Legal Order Type M gt Reports Legal Status v gt Referrals Effective Date 2006 08 10 End Date 2006 08 10 Ul gt Organization Notes gt Eligibility Lists gt Alerts gt Admission and Discharge Forms gt Clinical Forms and Assessments Court Location
111. ore fields that are filled in the more narrow the resulting search will be To conduct an advanced search s Enter a name or part of a name in the open field to the left of the Search button From the drop down list by clicking the down arrow select Clients Click Advanced Search Fill in as many fields filters as you can to narrow the search For example you may wish to search for a client by their CARIS ID here as your search filter Bow CARIS Administrators Manual Module 3 GB CARIS Login Name TRAINING_05 CARIS e rn p Search Adv Search Help at tay Login Time 9 8 2006 10 00 54 AM NOC biti snag al Main Activities My Cases Y CARIS Advanced Search Client Fillin as many fields filters as you can Waiting Lists to narrow the search gt Archives gt Beds Clients Contacts Organizations gt Eligibility Lists gt Reports Basic Demographics gt Organization Hotes Cara gt Utilities Family Name Given Name Middle Initial Preferred Name Aliases Gender Date of Bith J i Date of Death ended Demographics kddress Book Details Click on this sign to see more filter options Searching the Online Healthware System OHW and Copying into CARIS You must also search the OHW database before creating a client and if you can identify the OHW client as your new client use the View option to confirm you can copy the record into CARIS 1 Per
112. ormation or something you make up Any fictional character s first and last name born Aug 22 1996 male Also make sure you fill in all of the fields of the extended demographics screen even if you select Unknown Write you fictional client s name here 5 Search the OHW system for a White Black or Green client that has not been synchronized and create a CARIS client with the information CARIS Administrators Manual Module 3 Learning Checkpoint l What must you do first when creating a new client 2 What is the minimum information required to create a new client 3 What two options do you have for bringing client information from the Online Healthware system into CARIS CARIS Administrators Manual Module 4 Module 4 Working with Clients At the end of this module participants will be able to 1 Add and update client demographic information 2 Add and update client s relationships information 3 Add address book information When you have a client in context there are a number of actions available to you You can access the list of cases Cases review client information Client Details add or remove client relationships Relationships and access the client s address information Address Book Add or Update Client Demographic Information amp Physical Characteristics 1 Bring client into context and click Edit Client Address J https fleader mct gov b
113. ps Address Book Close Y CARIS f Contact Details Voldmort Evil Wizard Waiting Lists gt Archives gt Beds E General Reports gt Organization Notes gt Eligibility Lists gt Admission and Discharge Forms gt Utilities Family Name Preferred Name Evil Wizard Date of Birth Gender Male Edt Contact CARIS Administrators Manual Module 4 11 Select the relationship type family or social This will affect your choices for the next field When you are finished filling in the fields click Create Relationship Create Relationship Relationship Type Relationship Granger Hermione is theta of Harold Potter Start Date 2006 09 06 Ea End Date Eaj Motes al lt i Create Relationship 7 The Relationships window will now include the new relationship GB CARIS Build 0 57 Login Name Ann PSDHH Login Time 8 26 2005 4 15 45 PM ma ts lt lt t s s s s s iiMerm bets Search Adv Search Help f Jason Marceau Cases Details Relationships Address Book Close Y CARIS Relationships Marceau Jason Waiting Lists gt Beds gt Eligibility Lists Person Type Relation Start Date End Date Its gt Reports Dean Steve Family Cousin 2005 07 12 5 gt Facility Hotes Farrington Michael Social Friend 2005 08 26 gt Alerts Page s 1 New Relation eG For any person who is related to a client their address information is now part of the client s a
114. re Admit Active Follow Phase Phase Phase up Phase You decide not to X accept the case You are adding a X progress note to the file You have discharged X the client You have decided to X admit the client Module 6 1 Pre Admit 2 Admit or cancel a case Module 7 1 Affiliates or members 2 Notes 3 General or Supervision Module 8 1 Goal Objective Action 2 My Cases View Case Plan from CARIS context Module 9 1 Case Face Sheet Meeting Minutes Psychiatric Admission Notes Provisional Diagnoses Child Care Nursing Admission Notes Alerts 2 Initial Provisional Diagnoses Form initial and final Child Care Nursing Admission Note initial and final Psychiatric Admission Notes Module 10 1 DSM IV TR Diagnostic Classifications ICD 10 Provisional Diagnoses Medications Progress Notes Module 11 1 Referral Observation Meeting and Contact Note Progress Notes Correspondence Log Documents Process Management Health Visit Legal Order Personal History Presenting Issues 2 1 1 Session Clinical Case Conference Note Clinical Consultation Correspondence Log External Meeting Family Session Fax Rec d Sent Note General Note GP Session Note Group Activity Note Group Session ICM Meeting Intake Meeting Letter Rec d Sent Note Medication Note Phone Call Note Module 12 1 Activities in which participants can register 2 Case context Eligibility Lists Summary View Add P
115. rovisional Diagnoses Child Care Nursing Admission Notes CARIS Administrators Manual Module 9 Psychiatric Admission Notes 1 Open Admission and Discharge Forms in the Navigation Tree and then Psychiatric Admission Notes 2 Enter text in the Presenting Problems Mental Issues on Admission Diagnostic Impression on Admission and Initial Plan fields 3 Once the form has been completed click Save Bifrost 13398 Active is Book Close Summary Participants Case Plan Case History Close Psychiatric Admission Notes Presenting Problems Mental Issues on Admission Diagnostic Impression on Admission Initial Plan D mo ua m Saved forms can be finalized at a later date and printed using the Finalize and Print buttons CARIS Administrators Manual Module 9 Diagnostic Classification Formulation s Open Admission and Discharge Forms in the Navigation Tree and then Diagnostic Classification Formulation Note information for this form is drawn from the DSM IV or and ICD 10 form Click New Formulation Complete the fields as required Click Save or Save amp Print AON Record Diagnostic Classification Formulation O DSM IV Assessment Order Code Description Attention deticittnyperactiyvity disorder combined type Attention AN deficibhyperactivity disdr predomin hyperactive impulsive t 2 300 02 Generalized anxiety disord
116. s gt Beds El Basic Demographics gt Eligibility Lists Family Name Skywalker Given Name Luke Reports Middle Initial Preferred Name gt Organization Hotes Aliases Gender Male gt Utilities Date of Birth January f23 fi 988 Date of Death Ea f xtended Demographics E hysical Characteristics Exercise 1 1 Create a client in CARIS based on a fictional character as demonstrated by the facilitator 2 Using the client you created a Add an item to the client s basic demographic information Click Save Changes to save b Add an item to the client s extended demographic information Click Cancel to remove the item c Add an item to the client s physical characteristics Click Reset to start over and then Save Changes once you have re entered the information CARIS Administrators Manual Module 4 TO Definitions of Various Persons in CARIS Affiliate Someone who has direct or indirect interest to the Client s case but does not have access to the client s file Typically a family member social worker probation officer minister or police officer Non MCFD Client The primary person in a Case who is receiving a service Contact A person who is connected to a Case but who cannot view the Case File For example a family member friend or neighbour Member A Maples staff member who has access to the client s file in CARIS CARIS Administrators
117. s TO Case Face Sheet The tick boxes allow you to choose the content for this report When the report display you can reorder the content by dragging and dropping the sections Print by clicking Export to PDF There is no option to Export to Word because Word documents can be easily edited 14 3 CARIS Administrators Manual Module 14 fete Fico GPa Fogger 170 Ph 1B e eal Britis COLIMBIA Case Face Sheet Report Ung MATA Preqgran Cronmtads Madera Report Coia 5H feed Generated By TRAINING 10 GARE Clark urbe 1000212 Esl CienliDise HA Clk Hara Soueranon loin AREA Ban ath ches er fan Birti Daik raSi Danma Vaba lara HI Case Information Cee Typ Creaa Feces Taar Ci Be ee FH Gorse VFRE Haera Typ Trh Holtrrel Dali BEM Boece Aspect Csu DE Cea 11 icin iad Drit AER i Dic harge Cain Seq Gia Dapa Exim aise ls Holwr Ao Weohoni Extended Demogra phics Seated in Cangcs Pare Pacer Emi pling race Gipiug Linkin PXAne cu Rural Bese gece res Brit Edili Lerik Kz Fema bharg Priame lenguage T echa Education Typa rkreraT tang Spoken ai Acer Eagar Primer Living Arrangera inkrerat Acligicua Precice Fic I pegeri Haidd Compeosiiicn Lave ATH hor ginal Grigir Porr vebecare5 rad Darin Pian Fas ai Siint PEH Bard Tas Mo PHY ETIE Salus Aegisirvtion Hamis SIN Humber 1H ke Diiia Piian Dard Maree pp Jik Hell Soa nice of Birth Heng Kong Physical Characteristics Height icra Wolght ep
118. s by using a keyword GB CARIS CARIS 1 1 03 Login Name TRAINING_10 CARIS Login Time 8 28 2006 3 06 06 PM fenn Wictents is searen adv Search Heip Bifrost 23423 Active Summary Participants Case Plan Case History Close i Apple Fritter 1000561 Cases Details Relationships Address Book Close Y CARIS Search Case History Waiting Lists gt Archives gt Beds gt Reports gt Referrals Date of Activity 672172006 6 28 2006 Eak Keyword Activity Type Start Date gt Organization Hotes gt Eligibility Lists gt Alerts End Date gt Admission and Discharge Forms Em e gt Clinical Forms and Assessments gt Case Forms CARIS Administrators Manual Module 7 f Apple Fritter 000551 Bifrost 23423 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Case History Waiting Lists gt Archives gt Beds Activity 5 gt Reports Presenting Issues gt Referrals H Poyeniatric admission notes goos as29 nt At gt Organization Notes H admission Form 4 Meeting Minutes 2006 0829 upat Case Member gt ity Liste retera onseraton meee Lon are emen Eads I Provisionat Diagnoses goosos29 asin tam 4 Mesting Minutes gt Admission and Discharge Forms Progress Notes gt Case Forms Page s 12 You can filter the case history further by choosing one of the ac
119. se List by location code client name etc by clicking on the column name header Clients always show Date of Birth Sort your cases with a filter or by clicking on the title bar Don t use Close Case button Power Users If a client designation changes you must start a new case Remember if you assign yourself to a case in client context open Cases Learning Checkpoint Answers Module 1 1 CARIS Client and Case 2 a The banner is blank b Main Activities My Cases 3 a The client s name is in the banner on the left b Cases Details Relationships Address Book Close a The case name is in the banner on the right b Summary Participants Case Plan Case History Close 5 Click My Cases in CARIS context Module 2 1 Announcement Communication Note Safety Procedure Topic Based Consultation 2 CCALA Inspection Earthquake Drill Facility Fire Alarm Tests Fire Alarm false File Alarm real Fire Department Inspection Fire Escape Drill Health food Inspection OSH Inspection Security Alarm Smoke Detectors 3 Conference Consultation Lecture Training Education Workshop 4 No Module 3 1 Search for the client using simple and advanced search techniques Must also search the Online Healthware system 2 Last name first name gender date of birth 3 Copy or merge Module 4 1 a Client b Details 2 Social or Family 3 Brother sister friend parent etc Module 5 Referral P
120. se Plan Case History Close meos Mabe Search Adu Search Help Module 13 Beds have a status of active inactive blocked or closed A bed that is blocked can be overridden by a high level user i Apple Fritter 1000561 Cases Details Relationships Address Book Close Y CARIS Edit Bed Waiting Lists gt Archives Y Beds Administration Name Gender Management Status Reservations Type Occupancy Notes Reports Referrals Organization Hotes Eligibility Lists Alerts Admission and Discharge Forms o e a a ee G Bed 1 Female Bifrost 23423 Active Summary Participants Case Plan Case History Close 13 9 tll CARIS Administrators Manual Module 13 Exercise 3 1 Reserve a bed for a client with a case in active phase 2 Assign the client to the bed 3 Relocate the client to a bed in another unit Learning Checkpoint 1 To assign a client to a bed what must you do first 2 Once a client has been assigned to a bed what actions can be performed 3 Name three client bed statuses 13 10 CARIS Administrators Manual Module 14 Module 14 Reports At the end of this module participants will be able to 1 Access the Reports menu 2 Create a report CARIS has a number of reports that can be generated online These forms can be found from the Navigation Tree under Reports The current list of reports inclu
121. se and one for a new affiliate CARIS Administrators Manual Module 7 Add a Member to the Case To add a member to your case 1 Bring the case into context Open Participants Perform a Search for the member you wish to add to the case gt 2 Select the member you want from the list and click View 2 gB CARIS Login Time 8 11 2006 1 58 06 PN Members Y Search Adv Search Heip CARIS 1 1 02 Login Time 8 11 2006 1 58 06 PM karis Members v Adv Search f Harold Potter 1000127 Bifrost 13398 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Member Search Results Waiting Lists gt Archives gt Beds Member Name Organization J gt Reports CARIS TEST 1 gt Referrals CARIS TEST 2 View gt Organization Notes CARIS TEST 3 P ENNY ee CARIS TRAINING_08 View gt Alerts CARIS TRAINING 01 gt Admission and Discharge Forms CARIS TRAINING_05 View gt Clinical Forms and Assessments ine Fenian CARIS TRAINING_12 gt Utilities Page s 1 v a a aa CARIS Administrators Manual Module 7 5 Click Add to Case AGOrESS SJ Nttps leader mct gov Dc ca caris_sys_test gerault asp yj ggo s yr A GB CARIS CARIS 1 1 02 Login Time 8 11 2006 1 58 06 PM oaris Search Help Harold Potter 1000127 Bifrost 13398 Active Cases Details Relationships Address Book Close Summary Participants Case Pl
122. sh button often Save your data before you move onto the next screen Allow three frames to load before proceeding Use CARIS context for most searches General alerts can only been viewed in the location where they were created Always search CARIS first then OHW before creating a new client Bringing files from OHW Merge means there is an existing client on CARIS Copy means there is no existing client on CARIS View your address book carefully Make sure you have the current address for the client and not one of the addresses for relations contacts If you are going to change an address end the old address first and add a new address If a client s parents are case participants they may have to be added to the case as affiliates This way their attendance in case activities can be recorded Waitlists currently appear for some organizations and not others Client details can be seen by anyone in CARIS On the Single Document Processing window the date is the date you enter the document today s date Use Provisional Diagnoses to create a Formulation on admission there are 3 stages of formulation Use DSM IV with a code upon discharge For attaching reports the office and typist responsible for the report will attach it using Document Management Processing Archives Close closes a box forever don t use this function In Archives when you create an accession or a box add location in notes You can sort My Cases Ca
123. t m aaria Discharge Note Y Admission and Discharge Forms Case Face Sheet Meeting Minutes Summary of Services Received Psychiatric Admission Notes Provisional Diagnoses Child Care Nursing Admission Notes Alerts Report Post Service Recommendations Discharge Form gt Clinical Forms and Assessments gt Case Forms gt Utilities Save J Cancel The Case Summary window will display showing the discharge date The discharge date is created by clicking the Discharge button aS al La are eee Lor are aa Eber 1S Pe rA a Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Case Summary Waiting Lists gt Archives gt Beds Case Type Bifrost Referral Date Aug 11 2006 E Case Status Follow up AcceptReject Date Aug 11 2006 a gt Reports eas Case Id 13704 Admission Date Aug 11 2006 Referrals Case Manager CARIS TRAINING_01 Est Discharge Date Organization Hotes Referral Source School Discharge Date Aug 13 20068 11 29 AM Eligibility Lists Referral Mode Mail Courier Case Close Date gt Alerts Phase Days 0 gt Admission and Discharge Forms Require Care Plan No Respite No Eneu Ea Forensics Referral No Reet eee ee Client Designation Designation Date Case Forms MHA Status Involuntary Admission Type Assessment gt Utilities Bed Information Waitlist Information Referral Note Reject Referral Canc ii
124. t Alerts Start Date en 0 2006 ely End Date Eak gt Admission and Discharge Forms Y Clinical Forms and Assessments DSM IV TR Diagnostic Classifications ICD 10 Add Medication Provisional Diagnoses Administration Instruction Medications Progress Notes 10 4 CARIS Administrators Manual Module 10 To administer a medication click the sign next to the name of the medication Luke Skywalker 1000314 General Treatment 27608 Active Treatment Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Medications Waiting Lists gt Archives sj i i ay gt Beds Expand sign next to medication Administration Date Filter Today View By Medication gt Eligibility Lists gt Reports icati Medication Class Prescribing Physician Dosage Start Date End Date gt Referrals Prescription Dr Aho 2 puffs 2006 09 08 2006 09 29 gt Organization Hotes as needed Admin Date Time Admin Code Admin By Hote ee Delivery Route inhaler Admission and Discharge Forms Times Y Clinical Forms and Assessments Instructions 3 DSM IV TR Diagnostic Discontinue Administer Classifications ICD 10 Medical Diagnostic Page s 1 Add Medication GMHT Evaluation gt Case Forms 1 Click Administer 2 Select Code from the list in the drop down box and enter text if appropriate in the Notes field 3 Click Save f Luke Skyw
125. tart in Case context 1 Open Beds in the Navigation Tree 2 Click Reservations 3 Click Search Bed Availability Cain Timer BHARI 5 0865 PM Search Help f Harold Potter uo0127 ATP 14358 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Bed Reservations Waiting Lists gt Archives Y Beds Unit Fitter AII Y 2006 08 12 Administration Management Bed Hame Start Date Time End Date Time Duration Reservations Occupancy gt EigtriHe his gt Reports gt Case Transfers Search Bed Availability gt Referrals Pagels 1 gt Organization Hotes gt Alerts 4 Fill in the date you wish to reserve the bed for and the number of days the client will stay 5 Click Search 13 1 CARIS Administrators Manual Module 13 Harold Potter 1000127 A ATP 14358 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Search Bed Availability Waiting Lists gt Archives Y Beds Start Date 2006 08 12 Administration Minimum Duration e Management Reservations Occupancy gt Eligibility Lists Reports Case Transfers gt Referrals gt Organization Hotes gt Alerts gt Admission and Discharge Forms gt Clinical Forms and Assessments gt Case Forms gt Utilities 6 Click Select next to the appropriate bed hay Search Harold Pot
126. ter 1000127 A ATP 14358 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Reservation Availability Bed Status Bed Type Bed Gender Availability Start DurfAtion Administration Test Unit Room 1 Bed 1 i 2006 Aug 12 Management Reservations Occupancy gt Eligibility Lists gt Reports E gt Case Transfers 7 The Create Reservation window will display 8 Select the Start Date and enter the Duration 9 Click Save Reservation https fleader mcf gov bc ca caris_sys_test default asp GB CARIS 409 coon timer analogs Site4s PW ham Search Adv Search Help CARIS 1 1 03 Login Time 8 12 2006 3 08 45 PM Clients vy Search Adv Search Harold Potter 1000127 ATP 14358 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Create Reservation Waiting Lists gt Archives Y Beds Name Test Unit Room 1 Bed 1 Administration Start Date jan22006 Start Time Management Duration Se Reservations End Date 08 3 2006 End Time f 40 PM p Occupancy gt Eligibility Lists gt Reports Assign to Bed gt Case Transfers gt Referrals gt Organization Notes 13 2 CARIS Administrators Manual Module 13 ogin Name TRAINING _0O1 CARIS F ogin Time 8 12 2006 3 08 45 PM enanz v Search Adv Search Heip Harold Potter 1000
127. tivity 2006 08 10 Legal Unit Staff Admission Checklist 2006 08 07 MATC Potter Harold Personal History pel w oo M v m 11 9 CARIS Administrators Manual Module 11 Options on Save Save Cancel Meeting amp Contact Note Document Management Discharge Form Record Cancel Health Visit Legal Order Save Save amp Print Cancel Diagnostic Classification Formulation Save Save amp Print Finalize Print Meeting Minutes Child Care Nursing Admission Notes Save Cancel Finalize Print Psychiatric Admission Notes Exercise 1 1 Add a progress note to the file of one of your cases Learning Checkpoint 1 Name three types of forms that could be used with a client 2 Name three types of meetings you might use the Meeting amp Contact Note for 11 10 CARIS Administrators Manual Module 12 Module 12 Eligibility Lists At the end of this module participants will be able to 1 Create Eligibility List 2 Update and delete an Eligibility List 3 Add and remove a participant to an Eligibiliy List Eligibility List Management Eligibility lists in CARIS are activities in which clients and their affiliates can be registered to participate The Eligibility List Management function allows you to edit delete or close activities 1 Open Eligibility Lists in the Navigation Tree and then Management GB CARIS CARIS 1 1 08 Eain Wala TRAIN O4 PARIS oop Search Adv Search
128. tivity filters eG This feature could be used for example to obtain an update on a client following vacation By entering the start and end date and then filtering by Progress Notes a list of all the relevant notes will appear CARIS Administrators Manual Module 7 Add Case Participants There are 2 types of case participants affiliates and members An Affiliate is someone who has a direct or indirect interest in a particular case An affiliate is typically a physician a case worker from another agency or a probation officer A Member is a person who has access to the case files and who is actively involved in the case You can appoint a member to one of your cases from the list of members only if you are the Case Manager Note Case Managers who are not Maples employees are considered Community Case Managers in CARIS and are added to a case as an Affiliate Social Workers with guardianship status are added to the case as non relatives with a note on their guardianship role Workflow Diagram Add Case Participants Assign Participants Client Context Case Context Le Perform Perform Contact a Member search search i Paricipants Meni Crate New j i i Assign Case Assign Selita j i Contact Atiliate j Ble i j Miember Case j Perform ierit search Case Lisi Add to Caze CARIS Administrators Manual Module 7 Add an Affiliate to the Case To add an affiliate
129. to the file You have discharged the client You have decided to admit the client CARIS Administrators Manual Module 6 Module 6 Manage Waitlists At the end of this module participants will be able to 1 Adda Client to a waitlist for service 2 Admita client or cancel a case Waiting lists in CARIS are used as a way of prioritizing clients for program services Waiting Lists can be quickly viewed in CARIS context by clicking Waiting Lists in the Navigation Tree In this view you can edit waitlist notes or change the priority for a client by clicking View GB CARIS USM ee ree Tue ee jo ciens Search Adv Search Help CARIS 1 1 03 Login Time 8 11 2006 10 45 12 PM Adv Search Main Activities My Cases Y CARIS Waiting Lists Summary Waiting Lists gt Archives gt Beds Hame gt Reports Waiting List Bifrost view gt Organization Hotes Waiting List Careplan Consultants View gt Eligibility Lists Waiting List Community Outreach View gt Utilities itina Li Si Crossroads Non ue Waiting List Crossroads Residential View Waiting List Dala Residential View Waiting List Dala Non Residential View Waiting List Response Community View Waiting List Response Residential View Waiting List Response Non Residential View Page s 1 ogin Name TRAINING 01 CARIS ogin Time 8 12 2006 3 58 18 PM monster I contacts Search J Adv Search Help Betty Boop 10003
130. ton on your open window will take you back to the previous window and cancel the operation you were performing in the open window Log off CARIS 1 To log off CARIS simply close your browser window File gt Close or click the red x Note that there is time out feature on CARIS You could be logged off automatically if you do not work on your files for 40 minutes CARIS Microsoft Internet Explorer File Edit view Favorites Tools Help Qm O A D Pw ers A D aA S Address https leader mcf gov bc ca caris default asp v Go Links Ea CARIS Login Name TRAINING_01 CARIS 7 CARIS 1 1 03 Login Time 8 19 2006 71 44 07 AM MATC O E _ Search Help Main Activities My Cases Y CARIS Welcome TRAINING_01 CARIS MATC Waiting Lists gt Archives Announcements gt Beds gt Reports Time Fitter Last 1 Month v gt Organization Hotes gt Eligibility Lists Date Subject Importance Detail You are cordially invited to a buffet prepared by the youths in the program The buffet will be held in 2006 08 17 buffet Medium Cottage one on Sept 10h06 at 1800 hours ai There will be a sit in at the admin building 2006 08 17 Sitin Low on Aug 19 2005 gt Utilities Page s 1 Add Announcement 1 8 CARIS Administrators Manual Module 1 Exercise 1 1 Log on to CARIS as a MATC Power User 2 Are there any announcements on your main page If so what is the nature of the announcement 3 Log off CARI
131. u can access the client details by clicking on the Full Name link To access the case details click the Case link 1 0236 Login Time 8 2 2006 3 52 41 PM Clients Search Adv Search Main Activities My Cases v CARIS Waiting List VHRP Waiting Lists gt Beds gt Eligibility Lists Priority Full Name gt Reports 1 Templar Sarah Jean gt Organization Notes 1 Drew Nancy a Page s 1 CARIS Administrators Manual Module 6 Admit a Client or Cancel a Case CARIS automatically removes a client from the Waiting List when you Admit or Cancel a Case 1 Bring the Client Case into Context remember it must be in Pre Admit phase 2 Inthe Client Summary window click Admit now the case is in Active Phase aE a aE el ede monster Contacts v Search Adv Search Help Login Time 8 12 2006 3 58 18 PM Conta ots a Adv Search Betty Boop 1000324 Court Ordered Assessment 14646 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Case Summary Waiting Lists gt Archives gt Beds Case Type Court Ordered Assessment Referral Date Aug 12 2006 lt n ee Case Status Pre Admit Accept Reject Date Aug 12 2006 gt Eligibility Lists PERS Case Id 14646 Admission Date Reports Case Manager CARIS TRAINING_01 Est Discharge Date Case Transfers Referral Source Community Living Services Discharge Date Referrals Referral
132. ummary Participants Case Plan Case History Close Y CARIS Accept Referral Waiting Lists gt Archives gt Beds Effective Date 2006 08 19 gt Reports gt Referrals Accept Referral gt Organization Notes gt Eligibility Lists gt Alerts gt Admission and Discharge Forms gt Case Forms Accepting the case changes the phase of client service to Pre Admit If you choose Reject Referral you will be asked for a Rejection category and a Rejection Reason ss Book Close Summary Participants Case Plan Case History Close Reject Referral lt lt SBR Effective Date 2006 08 09 Rejection Category v Rejection Reason v Notes Reject Referral Cancel Admit a Client 1 Click on My Cases in CARIS context 2 Click View for a case in the Pre Admit phase of client service v s Login Mme 219 208 206 26 FH muffin Search Adv Search Help CARIS 1 1 03 een Timer aHenos 5 06 58 PM MATC Clients v Adv Search Main Activities Y CARIS My Case List Waiting Lists gt Archives Case Status Filter Lillia ull gt Beds gt Reports Case Type Case Status Location CARIS ID Client Hame Start Date gt Organization Notes Bifrost Pre Admit MATC_3 1000314 Skywalker Luke 2006 08 19 gt Eligibility Lists Bifrost Pre Admit MATC_3 1000559 Muffin Cranberry 2006 08 19 gt Utilities Pag 7 CARIS Administrators Manual Module 5
133. us OK Party Details PH OK Party Details Birth Date OK Locations Postal Code Click the words to MISSING Locations Address make changes B MISSING CARIS Administrators Manual Module 5 1 Select Admission Type from the list in the drop down box and use the calendar to select an Est Discharge Date 2 Click Admit CARIS 1 1 03 f Betty Boop 1000324 Cases Details Relationships Address Book Close Y CARIS Waiting Lists gt Archives gt Beds gt Reports gt Referrals gt Organization Hotes gt Eligibility Lists gt Alerts gt Admission and Discharge Forms gt Clinical Forms and Assessments Login Name TRAINING_01 CARIS Login Time 8 13 2006 1 15 14 PM Admission Detail Effective Date 2006 08 13 15 15 Ea Admission Type v MHA Status Est Discharge Date Admitting the case changes the phase of client service Active Discharge a Client woe memes v Search Adu Search Help Bifrost 14917 Pre Admit Summary Participants Case Plan Case History Close When you discharge a client you effectively cease to work with the client on this case discharge from active service but the case remains open and will appear on the client s Case List until you close the case This is the Follow Up Phase of client service To discharge a client 1 Bring the Case into context 2 Open Cases and then click View for the appropriate c
134. ve changes f Luke Skywalker c00314 Cases Details Relationships Address Book Close Add new address telephone or email info Y CARIS Address Book Skywalker Luke Waiting Lists daiis Use this filter to display only addresses gt Beds phone or email OR all types Tere Latest Add Address Add Telecom Add Email T gt Eligibility Lists gt Reports Address Details Start Date End Date Note gt Organization Hotes gt Utilities j Address 420 ca Edit address delete address or add another person who B Address 101 Ret resides atthe address Address 01 1234 death st death star p Loc 01 1234 death st death star BC YSMON7 CA Edt Add Person Dei Address 1st Alley Whalley BC V2V3X3 CA VBMON7 CA Address expanded Home Skywalker Anakin Address 2006 09 01 for editing Address 456 Pender St Vancouver BC V5R2B7 CA Change Usage Address 1 Meteorite Marsville BC L2L2L2 CA CARIS Administrators Manual Module 4 Address Statue Active Province British Columbia Postal Code Country Canada Address Motes 2nd house on the lett Directions notes will display first without opening an address Relate personto Address Address 125 4th Ave Vancouver BC VOYOVO CA i Usage Home Address Start Date ey CL i 2 Usage Notes Usage notes when does the contact live here
135. ven though organization notes are not connected to cases Client information should not be recorded in organization notes as anyone with CARIS access can view the notes Exercise 1 1 Create an Announcement and then delete it 2 Record a safety event 3 Create a Topic Based Consultation and then change the mode CARIS Administrators Manual Module 2 Learning Checkpoint 1 Name three types of Organization Notes 2 Name three types of Safety Procedures 3 Name three types of Topic Based Consultations 4 Can Topic Based Consultations be printed or reported CARIS Administrators Manual Module 3 Module 3 Creating a New Client At the end of this module participants will be able to s Search for a Client Create a Client Add basic information to a Client s record Search the Online Healthware system for a client a a eS Copy or merge an OHW client into CARIS and activate the case Create a New Client or Referral To avoid creating duplicate clients you must first search for an existing client before creating a new one Basic Search The basic Search function is inclusive in that it will produce a list of all persons whose demographics contain all or part of the criteria entered in the field The field requires as few as two letters to function The more letters you enter the narrower your search will be For example If you typed in mal you would get a list that conta
136. y Lemon Aliases Fuzzy Lemon gt Organization Hotes Date of Birth 01 Jan 00 Gender Female gt Eligibility Lists Date of Death an Y Alerts Address Book General Alerts ee oe Addto Case J Relate to cient J Reletionshins Jf Address Book Jff Eat Contact Alerts Report n gt Admission and Discharge Forms gt Case Forms 5 Click Add Case Affiliate Login Name TRAINING _01 CARIS lemon f Search Adv Search Login Time 8 31 16 14 PM Contacts yy v Help Betty Boop 1020324 Bifrost 14917 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Add Case Affiliate Waiting Lists gt Archives gt Reports cre nane Case nt gt Organization Notes gt Eligibility Lists Y Alerts General Alerts Add Case Atfiiate Ji Cancel Supervision Alerts CARIS Administrators Manual Module 7 If the person is NOT in the system try their name spelled differently or perform an advanced search If they still don t show up click Create Contact and fill in the appropriate dates and information Once you have created the new contact repeat as above for existing contacts EB CARIS Build 058 Login Name Ann CYMH Login Time 8 22 2005 2 06 14 PM Moe Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activiti
137. y Lists Family Name Given Name gt Reports Middle Initial Preferred Name gt Organization Hotes gt Utilities Aliases Gender 1 Fill in the fields for Basic Demographics 2 Click on the sign to open the Extended Demographics box 3 Fill in as many fields as you can 4 Click on the sign to open the Physical Characteristics box 5 Fill in as many fields as you can 6 Click Create Client 7 A dialogue box will display asking you if you want to create this client Click OK 8 You can exit this Client now by clicking Close in the Context Bar Once the client has been created you can add address information and identify client case relationships The minimum information needed to create a client is first name last name date of birth and gender CARIS Administrators Manual Module 3 Exercise l The following characters may be clients on CARIS Can you find them on CARIS Circle Yes or No P S C ives NO a Marypoue Yes 2 You suspect Darth Vader may be the kidnapper of Princess Leia You also know that Darth Vader is an alias a What is Princess Leia s family name maiden es What is Darth Vader s real name given and family name SS i What is his last known address 3 Han Solo could also be searching for Princess Leia What is his Status in Canada 4 Create a client on CARIS based on a fictional character You can use this client inf

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