Home

User Guide

1. Click the Lookup button 3 Scroll to the bottom of the Client Profile screen The Intake Service Entry section is displayed here There are currently no Intakes for this client Intake Service Entry no entries No items in list The Intake Service Entry section is displayed here There are currently no intakes for this client BE Client Activities not NG P 70 Characters remaining 14841500 To add an Intake to this client click the Add New icon Intake Service Entry no entries No items in list The Intake screen will appear 5 Click the arrow next to the Site field to display the list of available options H Addiction Services Home Lookup Clients Groups Daily Service Records Profile Help Logout Client Case Ho 1100008 Hame MacDonald Jimmy HCH 12345678901 HCH Issuer Other To determine ff a Full Intake is Required select from the following Site Please select Bed Required O Yes No O Unknown Withdrawal Management yes O No O Unknown Click the arrow next to the Site field to display the available options 6 Choose the appropriate site from the drop down list In this example Antigonish CBS is chosen ASsist __ M 7 nadictton services Home Home Lookup Clients Groups Daily Service Records s i i i i i i C d Clients Grou
2. Last Name First Name Date of Birth we J Lookup Click the Lookup button 3 Scroll to the bottom of the Client Profile screen to the Intake Service Entry section a If this program registration is for a new Intake click the Create New Add icon to create a new intake For more information on how to create a new Intake see section 5 9 of this ASsist Guide b In this example the program registration is for an existing intake Click the Edit icon to access the existing Intake Inlake Service Entry 1 tem Intake 32615 Level of Urgent Start Date and 207 1 02 07 14 49 Intake Site Si Richmond PCU ld Priority Time nit Continue with AS Program Bed Recommended Withdrawal Management inpatient Intake Outcome Program Assigned To Program Registrations no lems TEE Click the Edit Icon to access an existing Intake 78 The Intake screen will be displayed The Intake must contain all of the mandatory fields required to move forward completed prior to creating a Program registration 4 Scroll down to the Program Registration section of the screen 5 Click on the Create New Add icon EE to add a new Program Registration for this client Program Registrations no tems a TF E ae Click the Create New Add icon to add a new Program Registration for this client The Program Registration screen will display with
3. sist Home Lookup Clients Groups Daily Service Records Profile Help Logout Edit DSR Activity N Activity Id 545175 Created By Reeves Heather 100502 S Created On 2011 01 24 13 45 Last Updated By Reeves Heather 100502 Last Updated On 2011 01 24 13 45 The current DSR Activity is READ ONLY any changes will not be saved Staff Reeves Heather 100502 v Activity Date 201101412 TI Cyyyy Midd Activity Time 24hr 2 00 HH mm Group Session There are no available Group Sessions for selected Staff and Activity Date Location Select Site or Community Location Site lt Please select gt County Antigonish v Community Antigonish Harbour V Location 4 Occurred v Activity Duration 9 02 HH mm Activity Type Indirect Service Recipient Activity Collateral Contact s Phone Total No of Participants 2 Client Participants 1 item 101 Example 2 Search using Date A Daily Service Record can also be found by entering in the Daily Service Record date In this example the date field is used 1 From the Home page click Treatment 2 Click the Daily Service Records menu button 3 Type the date in the Date field or click on the calendar to choose the date In this example the calendar is used Home Lookup Clients Groups Daily Service Records Profile Help Logout Lookup
4. Is referral required Yes Create Referral Internal referral pa Register client for Yes program s Yes No Yes Additiona Activity Requried Does plient stil require Addiction Services No No a e HE Close Intake Discharge Client 29 5 2 Logging into ASsist ASsist is a browser based application so it utilizes the web browser that resides on each workstation The standard browser is Internet Explorer The application is only available on the NShealth network and is unavailable outside Nova Scotia healthcare and Addiction Services facilities Follow these steps to get to the Login page of ASsist 1 Open an Internet browser To do this click on the Internet Explorer icon It is available either on the desktop of the application or from the Start menu in the lower left of the screen Internet yo Internet Explorer 2 When the browser opens enter the following web address in the address line of the browser https assist hss gov ns ca assist home do 3 The ASsist Login page will appear 5 2 1 Logging into ASsist In order to login to ASsist every user requires an ASsist username and initial password The initial password provided by Addiction Services will need to be changed when the user first logs into ASsist The username should be a maximum 8 letter combination of the user s last name and initials of first and middle name The username is
5. 3 In this example the Group ID is used to locate the group Addiction Services Home Lookup Clients Groups Daily Service Records Profile Help Logout PP Lookup by Group Id PP Lookup by Group Session Id E Lookup S ii In this example the Group ID Se is used to locate the group ia O Group Humber b ae a PP Date Range Ea Ea v Search Results Groups no entries Group Id A Organizing Staff FJ Program Group Affiliated With EJ Group Type A Group Topic E Start Date A Group Name F as There are no groups that match the given criteria 4 Click on the Lookup button f nadicton Services Home Lookup Clients Groups Daily Service Records Profile Help Logout PP Lookup by Group Id 19623 fh O Lookup by Group Session Id Ls okup l pe Staff b O Organizing Site pe Program 2 Group Type PP Group Number 7 PP Group Hame j Date Range ES Click the Lookup button Search Results Groups no entries Group Id A Organizing Staff EJ Program Group Affiliated With EJ Group Type Fj Group Topic FJ Start Date f Group Name There are no groups that match the given criteria 5 Scroll down to the bottom of the Edit Group Screen The Group Sessions lists all of the Sessions already associated with the Group 6 Click the Create New Add icon Z to add a session
6. Methadone Opioid 12 Note the Attempts to Contact section of the Intake This is an important section Fill it out correctly NOTE The Attempts to Contact section does not have to be filled in during the intake process it can be filled in at a later time It is intended to capture contact with a client that occurs in between the intake and the registration process See data definitions for details document on the date fields each of these date fields are very important Also ASsist provides some helpful information for this section by using the mouse over functionality Service First Available On TE CyyyyMIMidd Appt Date and Time EE cyyyyMMidd Hmm Method of Hotification Accepted 24hr Client Declined First Reason Client Declined Service Please select gt Y Offered Service which was e mal yyy yMMidd available on Client Removed Hame sd From Waitlist On E ew Intake Closed Offon yyy Reason Intake Closed Off Attempts to Contact Client Characters remaining 4000 4000 13 Click the Save button General Comments Click the Save button Characters remaining 1000000 75 5 9 2 Edit an Intake Service Entry A current Intake may require editing NOTE For some users Edits can only occur on Intakes in which the Completed On Date is not filled in Also edits may only occur on the Intake Disposition and Attempts to Contact Sections until the Intake C
7. 2 Swipe the card through the card reader The client s case number and name will appear on the screen Verify you have the correct client 3 Select the program registration from the drop down box Participants Total Ho of Participants 2 Client Participants 1 item a fcaseno client Name Program f 099999 O WAYZABC UAX 200802701 Halifax CBS CBS General lt Select a program Import clients from an Offline session 2008 02 01 Halifax CBS CBS General Browse 4 Determine whether the returned client is correct a Click on the Accept icon to add the client to the Daily Service Record oa Click the Accept Icon to add the client to Client Participants 1 tem the Daily Service Record P Case 1234567 O ABCDEFGH ZABCD Charge To AIP North of Smokey CBS Community Save New Cancel Delete b To cancel a Client Participant click on the Cancel icon ak 11l NOVASCOTIA ee eee Click the Cancel Icon to delete the client Sota a from the Daily Service Record Case in Name Program Action Oj ABCDEFGH ZABCD Charge To AIP North of Smokey CBS Community Save New Cancel Delete NOTE A Client Participant can be edited at this time by clicking on the Edit View icon Proceed to make necessary changes then click the Accept icon 5 Repeat these steps until all client participants in the group session have been
8. Health Card Issuer v Last Hame j First Hame Date of Birth ZE cyyyyamimiaay The Daily Service Records screen will appear E T 5 service Home Lookup Clients Groups Daily Service Records Profile Help Logout 2 Lookup by DSR Activity Id 545175 Date 2011101 23 TE CyyyyaMinidel Daily Service Records no entries TE No Daily Service Records found The ASsist Treatment Daily Service Record Activity page appears 100 5 12 1 Search for an existing Daily Service Record Example 1 Search using Activity ID To locate an existing Daily Service Record using the Activity Id perform these steps 1 From the Home page click Treatment 2 Click the Daily Service Records menu button 3 To look up a Daily Service Record using the Activity ID enter it in the field as shown a ASsist 8 Service Home Lookup Clients Groups Daily S lt enace Records Profile Help Logout 2 Lookup by DSR Activity Id 545175 4 m To look up a Daily Service Record i Daily Service Records no entries Rae ae using the Activity ID enter it in A A spats ciens Actions 4 Click the Lookup button Home Lookup Clients Groups Daily Service Records Profile Help Logout J Lookup by DSR Activity Id 545175 2011 01 24 ms yyy yMiMidd i ite lt Please select gt Daily Service Records no entries D
9. The Daily Service Records are displayed on the screen 6 To open a Daily Service Record click the Edit icon ASsist ME Home Lookup Clients Groups Daily Service Records Profile Help Logout Lookup by DSR Activity Id Da k 2011 02 15 TE cyyyymMmda Daily Service Records 2 items E Se ee a e S ed 54520 3 00 Antigonish CBS Calls to Physician Occurred Tis 54520 12 00 Physician Visit Cancelled by Client 0 00 0 s To open the Daily Service Records click the Edit Icon 5 12 2 Create a Daily Service Record To create a new Daily Service Record follow these steps 1 Click on the Create New Add icon EZ to add a new Daily Service Record Be i ASsist MR 2 Lookup by DSR Activity Id wise TE yyyyMMida Daily Service Records no entries si rmen sea aay sausa No Daily Service Records found Click on the Create New Add icon to add a new Daily Service Record 2 Fillin the appropriate information regarding the new Daily Service Record 103 ST icin service Home Lookup Clients Groups Daily Service Records Profile Help Logout Edit DSR Activity Staff Reeves Heather 100502 v Activity Date 201 10123 TS CyyyyuMiMidd Activity Time 24hr 2 30 HH mm Group Session There are gt available Group Sessions for selected Staff and Activity Date Fill in all the appropriate Site lt Peese information regarding the new Dail
10. save An example of an informational message appears below Reason for Client s Contact is required Client s Last Use or Gamble is required Treatment History is required The Intake has been successfully saved Site Amherst CBS v Bed Required yes No O Unknown Withdrawal Management yes No O Unknown Intake Introduction Intake Id 19105 Start Date gp i 2008002101 20 43 ZE cyyyyMmidd HH mm Internal Referral within 2008 01 10 Antigonish CBS TO STP 21 Day Y Provincial AS F Pregnancy Indicated Referring Agency lt Please select gt b Referral Received On ms CyyyyMiMidd C Referral Mandatory Referring Contact Hame Referring Telephone Requirements History 2 HTTP Status 500 Error An example or an HTTP Status 500 error is below This type of error generally would only occur if there is an issue communicating with the ASsist server A loss in network connectivity would be an example of when a user may encounter the HTTP Status 500 error 27 HTTP Status 500 UAH Exception report 1essage The server encountered an internal error O that prevented it from fulfilling this request exception Javan serwlet gerwletExceptior Drg apache struts action RequestProcessor processkxception Liavax CO CC framework adapter struts FUTilesRkReguestProcessort processict Ca ns gGov assist struts action AssistRequestProcess
11. Pick the Save DUGA Characters remaining 9351000 av 8 To be sure the client has been discharged from the Program go back to the client profile screen Note the client has been successfully discharged from the program Intake Id 93587 Level of Priority Urgent Start Date and Time 2011 01 31 10 46 Intake Site St Richmond PCU Outcome Continue with 4S Program Bed Recommended Program Vvithdrayal Management Inpatient Intake Assigned To Program Registrations 1 item a gt 67624 CBS Alcohol Antigonish CBS 2011 01 31 2011 01 31 Left Against Advice Intake Id 93581 Level of Priority Emergency Start Date and Time 2011 01 25 11 20 s Outcome Continue with another AS Program Recommended Program STP Men amp Anger N ote the Cc ent has S been Program Registrations 1 item disc ha rged from this e eme e e program Ef 67618 STP CHOICES Residence Glace Bay CBS 2011 01 25 No Show Stopped Attending P NOTE At this point the Program Registration will become read only and any further editing of the program registration for this client cannot be done by most ASsist users If editing is necessary escalation is required and the user should contact the RSO QMC PPA or other person who has privileges to edit read only screens 5 11 Groups and Sessions In ASsist the purpose of a group is to define the reason and details for which a group of Addiction Services clients convene The meeting
12. To determine if a Full Intake is Required select from the following Site Antigonish CBS Bed Required Yes C No O Unknown Withdrawal Management Yes R o O Unknown Indicate whether Withdrawal Management is required for this client by chosing either Yes or No or Unknown for the Withdrawal Management field In this example No is chosen The rest of the client intake fields will appear Conduct the Intake interview with the client and proceed to enter information into the data fields NOTE At any time click on the Save button to save the contents of the data fields When finished with the Intake screen the Save button should be clicked Any errors will be displayed in a red message box at the top of the form and each erroneous field will display an error icon amp 9 Fillin all the details regarding the intake for this client NOTE Details on specific fields can be found in the Data Definitions document and in the Training Video specific to Intakes The following are some business rules regarding specific fields but be aware to populate as many fields as are known to fully complete the intake process 72 Internal Transfer is selected when the client completed an Intake with a program worker and was referred to another provincial addiction service Referring Agency refers to the individual or agency that referred the client to currently enroll into program services offered by our agency
13. e What action was being performed when the error occurred and any client related information for example the action was saving the client profile and the client information is the case number or the client name rid 26 NOVASC An example of a database error is shown l AS S i st Addiction Servi Home Lookup Clients Groups Daily Service Records Profile Help Group Id 2237 Organizing Staff Hayward_txt Terrilyn 100246 Program Group Affiliated With CBS Nicotine Start Date 20080244 End Date 2008 02 14 Group Number Organizing Site Annapolis CBS Group Topic Smoke Free Environments Group Name STOP H The following errors must be corrected An unknown system error has occurred please contact support Group Session Group Session Id Session Date 2008024 HE Cyyyy MMidd Session Time 24hr 14 00 HH mm Session Duration Specify a location if other then Organizing Site Other Site lt Please select gt v Other County Annapolis v Other Community Deep Brook Other Location Facilitator s Informational Messages ASsist also provides informational and success notification messages A blue colored message indicates that more information may be required to move forward in the application An information icon will appear beside the field or section that is required to proceed An information message may be used to indicate a successful
14. s Last Name at Birth or Alias may be typed in the Last Name and First Name fields respectively 5 6 5 Client Found If the search is successful the client details will populate on the client profile screen as shown here Home Lookup Clients Groups Daily Service Records Profile Help Logout P Lookup by Casetto DLookupby Client Client Bias Case No 0600321 Old Statis Case Numbers Last Name Trial0600321 First Name Test0600321 Last Name at Birth Alias Goes By Date of Birth 1972 11 15 7 yyyymmvad Age 36 902 H555 H1212 Phone Call Allowed Message Allowed 10000600321 Health Card Expiry 2012 06 30 TE yyyymi dd Other Issuer Description Collection Date 2006 02 07 yyywmmiaa Client initially heard about Mailing Address 44 Trial Test 911 Civic Address 44 Trial Test b1b 2b2 Province Nova Scotia County Cape Breton ity New Victoria 5 6 6 Client not found If a client is not found a message will appear at the top of the screen another lookup can be performed 53 ta ASsist addicion Servi Addiction Services Home Lookup Clients Groups Daily Service Records Profile Help Logout Client not found To perform a quick lookup select one of the following Lookup Client By Case No I Health Card Number Health Card Issue
15. Protection of client privacy is the individual responsibility of every user of ASsist 3 1 2 Access to client information on the ASsist No user shall be authorized to have access to the ASsist until she or he has e Completed the mandatory ASsist privacy training and e Signed an ASsist Conditions of Appropriate Use document 3 1 3 Authorized versus unauthorized access 1 A user is only authorized to access information on ASsist to aid in the performance of his her job functions related to the provision support or tracking of client treatment 2 Unauthorized access to client information on the ASsist is prohibited e Unauthorized access is defined as access to client information that is not required to perform the functions of a user s job 3 Any incident of unauthorized access may be investigated as a breach of client privacy 3 1 4 User Profiles User profiles are determined and set by the Provincial ASsist Administrator and or the District Health Authority ASsist Champions RSO s QMC s etc and may not be amended or altered by any other user 3 1 5 Password Protocol 1 Do not reveal passwords to another person or allow passwords to be accessible by another person 2 If it is suspected that a password has become available to another person immediately change the password and notify the supervisor 3 Do not access client information or enter client information under using an ASsist username and password that is
16. added 6 Click the Save button Amount of Volunteer Time HH mm CI ick th Save b utton Completed By itive aie alin PE 112 NOVASCOTIA 7 PROVINCIAL ASSIST PAPER FORMS The paper versions of the Provincial ASsist Forms are available through the Assist Knowledge Centre To access the forms simply click the ASsist link in the Knowledge Centre on the ASsist Home Page The paper forms are to be used only when ASsist is unavailable either due to a planned or unplanned outage The only exception are staff who work in remote locations for example schools where there is no network access to ASsist Information captured on paper forms should be entered directly into ASsist as soon as possible after initially captured All data collected for any given month is expected to be entered into ASsist by the 5 business day of the following month Paper forms must be printed for use they are not intended for and do not allow electronic entry Each DHA varies in the policies and guidelines for the usage of paper forms including the printing storage and retention of them Check with the Provincial ASsist Champion RSO QMC etc in your DHA for details on the paper form process D gt E NOVAS 113 g COTIA
17. and the Referral Received On is the date the client was referred to Addiction Services Do not populate this field if the client is self referred The Referring Contact Name and Number fields should not be filled out if the Referring Agency field is self Level of Priority field i A value of Emergency means homicidal suicidal or rapidly decompensating If this is the case the client must be seen immediately and appropriately referred The Urgent option means the client is first time client and or highly motivated or is being transferred from another AS program and must be seen in 10 day business days or less Also urgent may mean the client is pregnant and must be seen in 3 business days or less The General option means all other cases and must be seen in 15 business days or less Note the Outcome section This section is meant to capture the outcome of the intake at this specific point in time For example if the client is going to continue with treatment indicate what program what site etc Notice that the intake is considered complete when this section is complete For some users the intake will become read only at this point however the sections below will still be able to be updated and Note the Intake Disposition section This section is intended to capture information on the team disposition of an intake This section is used in assigning an intake to an appropriate worker who will then follow up with the client
18. e View Enter and Update User Profiles e View Enter Update and Print Client Profiles e View Enter and Update Program Registration Discharge e View Enter and Update Internal Transfers External Outgoing Referrals e View Enter and Update Daily Service Records e View Enter and Update Groups e View Enter and Update Group Sessions e View Enter and Update TREAT e View Enter and Update P amp CE Module e Support the System for Data Entry Users e Requests for Information subpoenas and e Can delete clients after 10 years 4 1 7 Research and Statistical Officer Provincial This user type has Access to all Treatment screens except P amp CE screens and Administration screens Access to Routine Reporting Access Search Clients using the Case Number Health Card Number plus the Issuer or by using the First Name Last Name and Date of birth for the client Create a Client Case Number View Print Client Profiles View Program Registration Discharge View Referrals View Daily Service Records View Groups View Group Sessions and View TREAT 4 1 8 Treatment This user type has D gt E Q NOVASC TIA Access to all Treatment screens except P amp CE screens and Administration screens Access to Routine Reporting Access 17 Search Clients using the Case Number Health Card Number plus the Issuer or by using the First Name Last Name and Date of birth for the client Create a Client Case Number
19. password Cc Jy Empty Text Box A field where text may be entered Characters Remaining Count A visual counter found under a text box indicating the number of characters Shiela ce E a0e 08 remaining out of the total possible within the affiliated text box The arrow buttons are used to populate multi select boxes e Right Double Arrow All items are selected from an available select box on the left and moved to the selected box on the right Right Single Arrow A selected item in the available e e a aa select box will be added to the selected box on the right Left Single Arrow A selected item in the selected box will be deselected and removed from the selected box and Left Double Arrow All items in the selected box will be deselected and removed from the selected box E deals can be used to search or lookup details Lookup Button Clicking the Lookup button searches for the details corresponding to the item s being looked for For example to search for a client input a Case Number in the Search Case No field and click the Lookup button Create Case Number This button appears on the client profile screen Clicking it creates a case number for a new client Save Button This button saves the contents of a screen The save button can be used to save rid 22 NOVA SC Element Description information even if the screen is missing details Asterisk The presence
20. treatment or service elsewhere There are two types of referrals internal and external Internal referrals are referrals to another Addictions Services site or program within the province and external referrals are to another organization or agency outside of provincial Addiction Services 5 13 1 Create a referral Recommendation The Referral Recommendations screen can be accessed either through the Intake or Program Registration screen The process is exactly the same the only difference being the current screen the user is on either Intake or Program registration when adding a new Referral The following outlines the steps involved in creating a Referral from either the Intake or the Program Registration screen 1 Lookup the client to whom a referral will be made 7 a in service Lookup Clients Groups Daily Service Records Profile Help Logout To perform a quick lookup select one of the following W Lookup Client By Case No 87001 ao snes wee vi Lookup the client to aot OFP whom a ene will be Health Card Number Last Name 107 In this example the Case No field is used to find the client Home Lookup Clients Groups Daily Service Records Profile Help Logout To perform a quick lookup select one of the following
21. 5 6 1 Client Lookup using the Case Number The case number must be entered in the Case No field on the screen The case number is either the 7 digit ASsist Case Number assigned to the client or the 8 digit Statis number region code plus 6 digit number 1 Type the Case Number into the Case No field 4 M nadicton Services Home Lookup Clients Groups Daily Service Records Profile Help Logout Health Card Number Last Hame Date of Birth ra yyy Midd into the field 2 Click the Lookup button M nadicthon Services Home Lookup Clients Groups Daily Service Records Profile Help Logout To perform a quick lookup select one of the following Y i Lookup Client By j Case Ho 0905977 Health Card Humber p Health Card Issuer Last Hame First Hame Date of Birth ra Cyyyy MMe i bogie Click the Lookup button The ASsist Treatment Clients page appears DP S NOVASCOTIA 47 i AS S i st lan Services Home Lookup Clients Groups Daily Service Records Profile Help Logout PP Lookup by Case Ho ES pe Lookup by Client Id Old StatiS Case Case Ho 0905977 Numbers Last Name ABC DEFGHI First Name ZABCD Middle Hame DEFGHIJK LMNOPQR Last Hame at Birth Alias Goes By Age 25 ke The ASsi
22. ASsist e To provide information so we can better meet our clients needs H Assist Version 2 0 4 e To be able to readily report on our standards and accountabilities e Toreduce the manual processes currently required for programming and funding Mon Jan 24 2011 Resources ASsistis capable of collecting information related to intake and referrals registration tracking of appointments and groups and discharge Privacy Training To Do List no entries a S Release Notes Dat C tions There are no entries on your To Do list Links Wait and Active Client Caseload List no entries There are no entries on your Vait Caseload list zl Health Promotion 2 The ASsist User Profile Page appears Home Treatment Administration Profile Help Logout User Profile First Name Erica Last Name Royal Email eroyal barringtongrp ca Phone Number 424 8471 Activate Date 2011 01 18 Termination Date 2011 05 31 Staff Position Clinical Therapist Role Research Officer SSA DHA 9 User Id royale Current Password The password requirements are minimum of 8 characters in length a the inclusion of atleast 2 of the following ASsist User Profile Page alphabetic lower case alphabetic uppercase numeric special characters New Password Reenter Password Change Password 5 3 2 Help Button The Help button links to specific help functionality fo
23. Addcilon Sarices 2007 05 22 Introduction to Addiction 2448 Orientation i 3734 Peters Dawn 9829 CBS Women Training Other Z To open a grou p click 3940 Doyle Karen 11017 CBS Adolescent Training Addiction 2007 on a h e E d it ic on 7802 Godin Joey 100247 CBS CORE Training Acupuncture 2008 0 10204 Walsh Dorothy 30083 STP CDHA Training Healthy Living 2008 11 24 Forgiveness 10227 Cantley Jennifer 30091 STP CDHA Training Healthy Living 20084 1 25 Leisure amp Wellness 10003 Cantley Jennifer 30091 STP CDHA Training Healthy Living 200811411 Yoga BWHVVWVSW B B amp GR Example 3 Search using Session ID A group session can also be found by entering a known Group Session Id in the lookup function In this third example the Group Session ID is entered 1 Type in the Group Session ID into the Lookup by Group Session Id field 7 AS S i st MA Services Home Lookup Clients Groups Dail Service Records Profile Help Logout 2 Lookup by Group ld 29 i ro p Staff Zz a d onia Site o K j PP Program 2 Group Type PP Group Topic O Group Humber PP Group Name PP Date Range Search Results Groups no entries Group Id A Organizing Staff FJ Program Group Affiliated With Group Type A Group Topic F Start Date F Group Name FJ at There are no groups that match the given criteria 2 Click the Lookup button 4 M n
24. CBS 2011701 25 No Show Stopped Attending P J27 The ASsist Treatment Program Registration page opens 5 Scroll down to the Discharge Client Case Closures section of the screen 6 Fill in all the known information regarding the discharge or case closure Discharge Case Closures End Date Discharge Closure Staff TE cyyyyaMiMidd lt Please select gt v Reason for Discharge Closure lt Please select gt Interrupted Unable to Complete O Interruntedlinahle ta Complete Fill in the information ments regarding the discharge or Characters remaining 255 255 case closure atment O ves Ono Medication Reconciliation Complete yves Ono Onis Satisfaction Survey Provided yes O No Withdrawal Management Protocols Available Selected indicate all used 6 oho Withdrawal Protocol Amphetamine Withdrawal Management Barbiturate Yyithdrayal Management Benzodiazepine Withdrawal Protocol Cannabis Withdrawal Ma bii Cocaine Withdrawal Protoc Wethadone Stabilization Protocol Nicotine Withdrawal Proto v Liver Disease Dysfunction Protocol Seizure Protocol Administered Yes No Nia nE E Yes No NOTE For complete information on all the fields specific to discharging a client or closing the case file refer to the Data Definitions Document Here are some examples of how some fields should be populated but be aware that all fields should be po
25. Issuer field is also required and it is defaulted to Nova Scotia NS It only requires changing when the health card has been issued outside of Nova Scotia 2 Click on the drop down button next to the Health Card Issuer field to display the list of options 48 3 AS S i st AEA Services Home Lookup Clients Groups Daily Service Records Profile Help Logout To perform a quick lookup select one of the following V Lookup Client By Q Case Ho Health Card Number 4 0000905977 Health Card Issuer c v Click the drop down ih IC e rop own button next to the Health Card Issuer field Last Hame First Hame 3 Select the appropriate Health Card Issuer from the drop down list In this example the issuer chosen is Other AS S i st li Services Home Lookup Clients Groups Daily Service Records Profile Help Logout To perform a quick lookup select one of the following v I Lookup Client By Case Ho Health Card Humber 10000905977 Health Card Issuer Last Name First Name NU Select appropriate PE Issuer from the RCMP drop down list Conversion 5 6 3 Client lookup using Last Name First Name and Date of Birth Looking up a client using the name fields and the date of birth are based on EXACT MATCHES Spelling must exactly match the spelling used when the client was originally entered
26. Results Groups 1 to 10 of 17 Program Group Affiliated mo Type Start Cormier Mary 11018 CBS General Quitting Smoking 2006 0202 2355 Garby Kris 6022 CBS Adolescent Training Adolescent Services p 2007 05 04 ITA Teacher Training 2143 Peters Dayyn 9829 CBS General Training Life Skills REE nee eee Dwyn Gwenyth Addiction Services A g rou p sm atc hi InN g t h e 100185 Orientation search criteria are 3734 Peters Dawn 9829 CBS Women Training Other cik displayed here 3940 Doyle Karen 11017 CBS Adolescent Training Addiction 7802 Godin Joey 100247 CBS CORE Training Acupuncture 2008 05 21 Acupunture amp Relaxation 10204 VValsh Dorothy 30083 STP CDHA Training Healthy Living 20084 1 24 Forgiveness 10227 Cantley Jennifer 30091 STP CDHA Training Healthy Living 2008 11 25 Leisure amp Wellness 10003 Cantley Jennifer 30091 STP CDHA Training Healthy Living 200841411 Yoga 2448 CBS General Training BWV VV VB VB VVsV A group can be opened or edited by clicking on the Edit View icon 92 Search Results Groups 1 to 10 of 17 Group Id F Organizing Staff EJ og Group Siiinted a Type Group Topic E en g Group Name F Cormier Mary 11018 ET para NER Quitting Smoking 2006 0202 2355 Garby Kris 6022 CBS Adolescent Training Adolescent Services 2007 05 04 ITA Teacher Training 2143 Peters Dayyn 9829 CBS General Training Life Skills 2007 04 30 Anxiety skills group pi a CBS General Training
27. View Enter Update and Print Client Profiles View Enter and Update Program Registration Discharge View Enter and Update Referrals View Enter and Update Daily Service Records View Enter and Update Groups View Enter and Update Group Sessions and View Enter and Update TREAT 4 1 9 Treatment View Only This user type has D gt E g COTIA NOVAS Access to all Treatment screens except P amp CE screens and Administration screens Access to Routine Reporting Access Search Clients using the Case Number Health Card Number plus the Issuer or by using the First Name Last Name and Date of birth for the client Create a Client Case Number View Print Client Profiles View Program Registration Discharge View Referrals View Daily Service Records View Groups View Group Sessions and View TREAT 18 5 ASSIST GUIDE 5 1 Introduction This document should be referenced by users of the ASsist application as a guide to navigate through the system and perform specific functionality 5 1 1 General Information and User Requirements The following are the pre requisites to using the ASsist application e Network Access The Novell username and password that gains access to workstations in Addiction Services environment will be provided by local Information Technology IT personnel e g CHOICES employees will receive their network access from the IT personnel of the IWK e PC with web browser that is o
28. collects and manages information on clients receiving treatment specific to substance and or gambling issues at all points across the continuum or care health enhancement to intensive treatment In particular the application collects the following data components Client Profile Intake Assessment Program Registration Group Session Activity Workload Discharge and Referral The two main objectives of ASsist are improved client care and improved accountability These objectives are met by e Collecting more inclusive client information e Tracking client treatment history across the continuum of care e Increasing accessibility of client information to treatment providers and e Conducting quality initiatives and developing report functionality Addiction Services staff within the District Health Authorities DHAs use ASsist as an integral part of client treatment which has created a streamlined approach to some components of service delivery Addiction Services both DHAs and Department of Health and Wellness DHW also utilize ASsist to monitor and evaluate programs services measure service standards and produce accountability reports 1 1 1 Scope of this Guide This guide contains information and procedures that is pertinent to the use of the ASsist system The intent is to provide enough detail to the reader so the steps required to complete specific functions in ASsist can be executed This guide is not specific to user rol
29. field is not required Emergency Contact and Next of Kin contact information should be filled in with correct information Do not use language such as See above or same Each field needs to be detailed The number of dependants should include both children and adult dependants The Ethnicity field should be filled in with information provided by the client and never assumed or guess by Addictions Staff It is better to leave this blank than to guess The Employment field dropdown options do not include Student or Homemaker These are captured in the occupation field In the Occupation field collect the current occupation If the client is not currently employed collect the most recent occupation and See section in this manual on client indicators and populate appropriately 2 Click on the Save button to save the details on the screen Client Indicators no entries racao O sar O Sanoa Ena Date Description J aenor There are no Indicators associated with this Client General Comments Click the Save button Characters remaining 1500 1500 5 8 2 Client Indicators The Client Profile screen contains important demographic information that should be completed prior to or at the time of Program Registration A client indicator is a Red Flag that will show up on the top of the client profile page that indicates to staff if the client an indicator that must be known such as a sev
30. i Addiction Services Home Treatment Administration Profile Mimo mmm T ET Welcome 2 wledge ASsist Addiction Services Statistical Infor Click the Profile button ters Erica Royal The main objectives of the system are Welcome to ASsist To provide information so we can better meet our clients needs ASsist Version 2 0 4 e Tobe able to readily report on our standards and accountabilities e Toreduce the manual processes currently required for programming and funding Mon Jan 24 2011 ASsistis capable of collecting information related to intake and referrals registration Resources tracking of appointments and groups and discharge To Do List no entries Dat C There are no entries on your To Do list Wait and Active Client Caseload List no entries There are no entries on your Vait Caseload list zl Health Promotion 2 Type in the current password in the Current Password field 39 ASsist Treatment User Profile Home Administration First Name Erica Email eroyal barringtongrp ca Activate Date 2011 01 18 Staff Position Clinical Therapist f M nadicton Services Profile Help Logout Last Name Royal Phone Number 424 8471 Termination Date 2011 05 31 Role Research Officer SSA DHA 9 Current Password User Id royale The password requirements are minimum of 8 characters in length the inclusion of atleast 2 of the following alphabe
31. into ASsist Date of birth is also required 1 Type in the last name of the client in the Last Name field 49 Home Home Lookup Clients Groups Daily Service Records sssi i i i s sSCSCi s Clients Groups Daily Service Records Profile ic Logout To perform a quick lookup select one of the following Y v E Lookup Lookup Client By Case Ho ts Health Card Number Health Card Issuer Last Name x First Hame Date of Birth CyyyyMMidd Type the Last Name of the client into the Last Name field 2 Type in the first name of the client into the First Name field Home Lookup Clients Groups Daily Service Records Profile Help Logout To perform a quick lookup select one of the following V es Lookup Client By Case Ho fs Health Card Number Health Card Issuer NS v Last Name ABC DEFGH First Name Z4BCD Date of Birth yyyy Mida Type the First Name of the client into the First Name field 3 Enter the client s date of birth into the Date of Birth field It must be in the format must be YYYY MM DD Home Lookup Clients Groups Daily Service Records Profile Help Logout To perform a quick lookup select one of the following Vo i Lookup Client By Case Ho Health Card Number I Health Card Issu
32. no entries Ce e e E ien Start Date and Time 2008 02 14 01 12 Recommended Program CBS Nicotine Intake Site Barrington CBS Intake Assigned To No items in list Intake Id 19106 a Level of Priority Start Date and Time 2008 0241 4 01 11 Outcome Recommended Program CBS Women Intake Site Annapolis CBS Intake Assigned To Program Registrations no entries a a E eaae No items in list 4 The Intake screen will display with the details of the client s Intake 5 To edit one or many fields simply go to the field and update change the contents of the field 6 When all edits have been completed click on the Save button 5 10 Program Registration 5 10 1 Create a Program Registration A program registration is performed to register a client into a single Addiction Services program The Program Registration screen contains information regarding client treatment issues along with other substance and gambling activity that the client has been involved with in the last 12 months The following diagram illustrates the business processes for a client s registration into a program REGISTRATION PROCESS a Arrives for scheduled f meeting with Treatment Staff PREPARATION FOR FIRST i MEETING WITH CLIENT Conduct Client Interview Perform Add new Program 8 Registration for Client i Login to ASsist f Navigateto f and search for correct Intake Client screen F proper intak
33. not your own and do not allow another person to access or enter information using your username and password 4 The ASsist Administrator s will not reset a password until the user has provided a completed Challenge amp Response form pt X NOVASCOTIA 5 Do not store passwords in a file on a computer where it can be accessed by another person who can then subsequently access ASsist 3 1 6 Protection of Information on ASsist Screens If client information is visible on a computer screen take all reasonable precautions to ensure that the information is not visible to any person who is not authorized to view the information 3 1 7 3 1 8 D U an NOVA SC Audit and Monitoring An access log is the report generated by the Provincial ASsist Administrator which contains information related to a specific user s access to client information An audit may be performed on any user s system access history any time and without notice or warning The Provincial ASsist Administrator shall produce access logs on randomly chosen users on a regular basis The Provincial ASsist Team shall forward access logs to the relevant District Health Authority for review Every District Health Authority shall have in place a process for a review of access logs that is consistent with ASsist guidelines Every District Health Authority shall identify a position or committee who will be accountable for the review of access logs
34. of an asterisk beside a field denotes that the field is mandatory and must contain valid data Error Icon Appears beside a field that requires information or contains invalid data Information Icon Appears beside a field that requires data in order for other actions to occur This icon is also used to indicate that information entered on a screen has been successfully saved Create New Add Icon Allows the user to create a new item For example when found on the Intake screen it allows for the creation of a new Intake Edit View Icon Clicking the edit icon enables the user to view and or edit the contents of the field the icon appears beside Calendar Control Icon This icon appears next to every field requiring a date Clicking the calendar opens a calendar which allows for easy date selection The date is defaulted to current date when the date field is blank Accept Icon Accepts the contents of a row Cancel Icon Cancels or deletes the content in a row Refresh List Icon Refreshes the items in a list for example To Do List Appears in the columns of lists and controls the sorting of the items in the list Up Arrow Sorts in ascending order Down Arrow Sorts in descending order and Double Arrow Denotes that the column may be sorted Print Icon Prompts a print filter for printing documents Documents can be printed to paper using this icon or they can be viewed on the screen print preview Print Button
35. session has timed out Any unsaved work has been lost Please logout and log back in to ASsist P N Logout Home Lookup Clients Groups Daily Service Records Profile Help 2 Lookup by DSR Activity Id lt Please select gt Date 2003 02 13 TS CyyyyaMiMiddl Staff Hayward Terrilyn M 80029 E Daily Service Records no entries da Time sites acmya Status uration Part Clients Actions No Daily Service Records found The Login screen will be displayed with the following message 36 Login Error s H g s u Your session has timed out Any unsaved work has been lost Please logout and log back into ASsist 2 Log back in to ASsist and reenter any unsaved work that has been lost due to the session time out 5 3 4 To Do List and Wait and Active Client Caseload List The Home Page provides information including the To Do List and the Wait and Active Client Caseload List To view the details of any outstanding item on the To Do List or to view the details of a client found on the Wait and Active Client Caseload List click on the desired item To Do List The To Do List can be access from the ASsist Home Page The To Do List is a list of tasks that are required to be completed by the ASsist user For example for a group session with more than one facilitator one person creates the group in ASsist and identifies the other facilitators on that group The system w
36. summary Client Profile and Intake information displayed in the top section this cannot be edited on this screen 6 Populate all the fields regarding the Program Registration gt ASsist T pdaictton Serv i Addiction Services Home Lookup Clients Groups Daily Semice Records Profik Help Logout Cliant Case No 1100002 Name Pan Peter HEN 12345672007 HCH Issuer YT Intake Id 22519 Start Date 207 10307 Intake Site Si Richmand PEU Priority Urgent Program Registration Prg Reg Id Start Date E iyyyymmaa Registration Staff lt Please select Primary Staff Please select a Program i Please seg i Site Plase see rn Populate all the fields Housing no ters regarding the Program _ Housing Option Registration Housing End Date Action Client Asked to Participate C Yes C Ho Client Consented ves No involve Oihers Client Consented to Involve Others C ves C Mo injection Drug Use Client used injection drugs in past ee ae Oves Ne Unknewn Treatment Issues no tams Order Treatmentissue Substance or Activity Client s Additional Sell ddentified Substance Use and Gambling Activities in the Past 12 Months no tere Details on specific fields can be found in the Data Definitions document and in the Training Video specific to Program Registrations The following are some business rules regarding specific fields
37. the ID that is provided by Addiction Services To Log into ASsist 1 In the Username textbox type the username For this example the username Reevesh is used TN a service Username ree Password col Type the username in the Username field For this example Reevesh is the username 2 In the Password textbox type the password that was provided by Addiction Services The password is not displayed on the screen for security reasons S x 30 NOVA SCOTIA 4 Username reevesh Password EType the password in the Password field The password is not displayed _ on the screen for security reasons 3 Click the Login button Username reevesh Password eT Iii iiiii ty Click the Login button If this is the first time ASsist has been logged into a change of password will be required To change the password perform the following 1 Type in the current password in the Current Password field M nadicton Services Home Treatment Administration Profile Help Logout User Profile First Name Erica Last Name Royal Email eroyal barringtongrp ca Phone Number 424 8471 Activate Date 2011 01 18 I Termination Date 2011 05 31 Staff Position Clinical Therapist Role Research Officer SSA DHA 9 User Id royale Current Password The password requirem
38. yes Ono O wA Containers Physical Required Before Mental Health Consultation Admission Yes Ono Required Before Admission Oves ONo Currently in Methadone Opioid Substitution lt Please select gt Methadone Opioid O O Provider Details if not AS Substitution Maintenance YES A No Program 11 Fill in the information regarding the booking of an intake Populate as many of the fields as possible All fields populated in this example are filled in randomly Booking 2 Recommended Housing Please select v Diagnosed Health Available Selected Conditions Allergies N Asthma Probl Blood Pressure Problems i Dl l Bronchitis Cancer Fill in the information regarding the Communicable Diseases Other Delirium Tremens Booking of an intake Diabetes Health Conditions General Comments All the fields populated in this example are filled in randomly Characters remaining 750 750 Current Prescriptions medication name dosage frequency Client Advised to Bring Medications in Original yes Ono O wA Containers Characters remaining 750 750 Physical Required Before Mental Health Consultation Admission Yes Ono Required Before Admission Oves Ono Currently in Methadone Opioid Substitution Please select Methadone Opioid O O Provider Details if not AS Substitution Maintenance Y amp S No Program
39. 14 36 Intake Site Sydney CBS l Outcome Continue with AS Program No Bed Recommended Program CBS General Intake Assigned To MacCuish Gary 1097 Program Registrations no entries a ie No items in list Click the Edit icon to access the Intake screen The Intake Screen or Program Registration Screen will be displayed 108 5 Scroll to the bottom of the Intake screen to the Referral Recommendations section 6 Click on the Create New Add icon EZ to add a new Referral for this client Referral Recommendations no entries D Referring Staff Click the Add New icon There are no referral recommendations for this client to add a new Referral for this client The Referral Recommendations screen will be displayed 7 Fill in all the appropriate information regarding the referral ASsist Home Lookup Clients Groups Daily Service Records Profile Help Logout Client Case Ho Hame ABCDEFGH ZABCD HCH HCH Issuer Other Intake Id 55018 Start Date 2008 11 24 Intake Site Sydney CBS Priority General Referral Recommendation Ref Rec Id Internal Referral within Provincial AS Is Internal Referral within Provincial AS Refer to Program p Please select gt v Refer to Site Please select Fill in all the appropriate f lt Please select Contant info information regarding the Characters reme N R efe rra Is External Refe
40. 1734268 5 Click the checkbox next to the StatIS Substance History component 66 Display Level Select from the following components gai Summary Detail tail g E Client i O List of Daily Service Record Activities i L List of Group Sessions fA E Intakes Oe lt 1 Li O Referral Recommendations g 0 List of Daily Service Record Activities i O List of Group Sessions Statis Treatment History Fi rs Refresh Display Options is ions Click the checkbox next to the StatlS E Pen een nispay ren Substance History component j EE 6 Scroll down to the bottom of the screen 7 Click the Print button S S Ss 4 Select each of the following summary summary E E3 Referral Recommendations summary Click the Print button iE L Transter 9721 On 2009 05 14 From Amherst CBS To null 8 The Print Preview page appears The client information is displayed Scroll down to view the StatlS history 67 ASsist Chent Profile and History John Ringo Smith Case No 0900005 Printed On 2011 02 15 ff AC dee Con Services Status Client Inactive Old ae Case 04987053 Numbers Last Name at Birth Alias Goes By Date of Birth 19660606 44 years old Gender hale Phone callis NOT allowed Contact Phone 907 995 2884 The Client Information is displayed Scroll down to view the StatIS History Health Card Number 0001734268 Health Card Issuer MS Client in
41. ASsist Guide Addiction Services Statistical Information System Technology ASsist ff Addiction Services March 2011 i X NOVA SCOTIA Addiction Services Nova Scotia Health and Wellness P O Box 487 Halifax Nova Scotia B3J 2R7 General Phone 902 424 7220 DOCUMENT VERSION HISTORY Filename Version Date Changes Made Author Original version Prior to 2009 Creation of document Roland Babinec Terrilyn Hayward and Sheri Cunningham ASsist User Manual October 15 Updated entire document Formatting David Kabalen draft 7 doc 2009 and content ASsist Guide March 2011 Document re invented due to system Erica Royal changes and usability Barrington Consulting Review and Approved By Name Title Signature TABLE OF CONTENTS Ds INR OU I IN aaacaeeaneee me eae cecewaulete ES 6 LL SOS Of NS GG ieee tac claeuseatse EE E E E 6 1 1 2 FRE VCC OG UN GS ars osartocrec tity E E E EE ona T E E 7 LES CORE SUE E E E E 7 114 Glossiy O AONMS e EEEE EE T 7 Zs THE PURPOSE OFASSIS T iiine 8 3 ASSIST PRIVACY POLICY amp TRAINING sssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnan 9 sL POMCICS o E E uusee vans ieteaneesebunaren onan ners 9 3 1 1 PONCY 2 eNe a E E E E E A ee eee en eee 9 3 1 2 Access to client information on the ASsiSt eeesnsessusssenssrreserrrrrsrressrressrrresrrressrerssressrrresereeserene 9 3 1 3 Authorized versus unauthorized ACCESS ccccceeccceseccesecececccenc
42. Displays a print friendly preview of the information on the screen and allows for printing to a printer Refresh Display Options Refreshes the database with a Refresh Display Options changes made to display level for example summary or detail on the print filter Back Button Returns the view to the previous page rid 23 NOVA SC Element Description Close Button Safely closes the printer window Open Active Icon Indicates that a client file is open and active Open Inactive Icon Indicates that a client file is open and inactive The file needs to be updated or closed TREAT Button Appears on the Client Profile screen When clicked takes the user into The Roster of Electronic Assessment Tools TREAT staff record on Staff Admin screen Refresh Defaults Refreshes the list of default charge to accounts of the Staff Admin screen Delete Button Only accessible to Quality Management Coordinator QMC Research and Statistical Officer RSO and the Provincial ASsist Administrator PAA When clicked the system will delete a complete or partial client record from the database however the record will remain on the history tables Shred Button Only accessible to the Provincial ASsist Administrator PAA and will permanently delete a complete client record from both the database and history tables Merge Button Only accessible to the Provincial ASsist Administrator PAA and will merge two client ca
43. Fields denoted with an asterix are mandatory and the system will prevent saving the new client until they are populated with information The following fields are mandatory upon creation of a new client in ASsist a Last Name b First Name c Date of Birth Health Card Number Health Card Issuer Health Card Expiry Date Gender Collection Staff and Collection Date 3 After all the required fields have been populated with the client information click the Create Case Number button Home Lookup Clients Groups Daily Service Records Profile Help Logout O Lookup by Case Ho PP Lookup by Client Id Old StatiS Case Case Ho Numbers Last Name MacDonald First Name James Middle Name Last Name at Birth Alias Goes By Gender Male Date of Birth 1987 1 0 22 73 yyy yiida Age 902 H Contact Phone C Phone Call Allowed C Message Allowed Health Card Humber 100009059700 EE TE cyyyyMMidd Health Card Issuer Other v Issuer Description Collection Staff Reeves Heather 100502 Y Collection Dah pos CE cyyyymmida S Create Case Number p Client initially heard lt Please select gt Click the Create Case Number button ai about service from The system will generate a case number and save the client information Note the new ca
44. Lookup Client By E Case Ho Health Card Humber S v Last Hame In this example the Case Date of Birth TE cyyyymidd No is used to find the client 2 Click the Lookup button Home Lookup Clients Groups Daily Service Records Profile Help Logout To perform a quick lookup select one of the following V e Lookup Client By l Case Ho zy Health Card Number Health Card Issuer NS v Last Name First Hame Date of Birth 5 yyyyMmMida Tooku Click the Lookup button The client details will be displayed on the Client Profile screen 3 Scroll down to the section of the Client Profile screen that displays Intake and Program Registration information Open either the Intake or the Program Registration screen to add a referral In this example the Intake screen is used 4 Click the Edit View icon to access the Intake screen Intake Service Entry 2 items E Intake Id 77862 Level of Priority General Start Date and Time 2010 01 06 11 07 Intake Site Sydney PCU Outcome Placed on Waiting List Recommended Program Vithdrawal Management Inpatient Intake Assigned To f gt Program Registrations 1 item Co ene gt 56296 Withdrawal Management Inpatient Sydney PCU 2010 01 07 2010 01 11 Dismissed Rules Policy Breach Intake Id 55018 Level of Priority General Start Date and Time 2008 11 24
45. Service Record Pre requisites Logged in and Daily Service Record to which the client will be added is visible on the screen 1 From the Home page click on the Treatment button Click on the Daily Service Record button 3 To add a client to a Daily Service Record first locate the Daily Service Record to which the client will be added Aaa In this example the Activity Id is entered a Home Lookup Clients Groups Daily Service Records Profile Help Logout J Lookup by DSR Activity Id 5451 Date 3014 01 23 TEL rsmeseihthaicied p a aA 1 ke 16 adda client to a DSR first locate ECEE te Daily Service Record to which Co 54517 2 30 Antigonish the client will be added x 4 Click the Lookup button 5 AS S i st f nadiction Services Home Lookup Clients Groups Daily Service Records Profile Help Logout Lookup by DSR Activity Id 545176 m ooFup Date 201400123 TE yyy Daily Service Records 1 item Click the Lookup button E Site 8 Rcty Status F Duration Part Clients Actions 1 2 54517 2 30 Antigonish CBS Assessment Occurred 0 01 5 Click on the Add New Icon under Client Participants to add a client to this Daily Service Record 105 Activity Type Direct Service Recipient vw 5 E Click the Create New i add icon to add a client Total No of Participants a hik DSR CO Action Click the to add a Client Participant to this Activit
46. acicton Services Home Lookup Clients Groups Daily Service Records Profile Help Logout po Lookup by Group Id Ee PP Lookup by Group Session Id 2 Statt Organizing Site i Program Group Tye Click the Lookup ae v 2 Group Number PP Group Hame j gt Date Range Ey E Search Results Groups no entries Group Id E Organizing Staff EJ Program Group Affiliated With EJ Group Type FJ Group Topic EJ Start Date F Group Name FJ i There are no groups that match the given criteria The group will be displayed on the screen If there are multiple pages of groups found matching the search criteria they can be viewed by using the arrow button as circled in the following screenshot 93 Search Results Groups 1 to 10 of 17 Group Id 3 Organizing Staff EJ om Group AMiiiated a Type Group Topic A ar g Group Name F Cormier Mary 11018 CBS a re Quitting Smoking 20060202 2355 Garby Kris 6022 CBS Adolescent Training Adolescent Services 2007 10504 ITA Teacher Training 2143 Peters Dawen 9829 CBS General Training Life Skills 2007 04 30 Anxiety skills group misi alah CBS General Training Addiction Services 2007 0522 Introduction to Addiction Orientation 3734 Peters Dawn 9829 CBS Women Training Other 2007 0808 tae Skits Group with Mental 2448 3940 Doyle Karen 11017 CBS Adolescent Training Addiction 2007 09 21 5 11 2 Edit a Gr
47. ake Service Entry screen collects the preliminary information for a client and his or her request for treatment and services An Intake for a client can only be created if a client already exists in ASsist Also the Intake screen can only be navigated from the Client Profile Screen The intake is to be completed during the initial contact with a client and whenever a client is registering for a new program is returning to a program after discharge or after three months of inactivity An intake is also required for each admission to a Primary Care Unit PCU An Intake is also referred to as a booking The following diagram represents the business process flow for an Intake procedure with ASsist INTAKE PROCESS H If appropriate contact a Phones or visits client to schedule i Addiction meeting appointment f Services admission i NOT PART OF INTAKE J Client Requires Inpatient Care Oe Login to ASsist _ and search for Client Not Recommended for AS oe i i Hutcome o Client z Or Does Not Meet AS Mandate Transfer Referra End of Client Add anew Client Contact f i Chent rar NO in ASsist REFERRAL Intake Worker assigns Case RECOMMENDATION Worker or appropriately Enter Information refers into ASsist i REGISTRATION Perform Team f Teed to update Disposition of Client Profile i F Intake EndINTAKE NOTE An intake has two specific distinctions W
48. al characters New Password Reenter Password TN a MER Profile Help Logout Last Name Royal Phone Number 424 8471 Termination Date 2011 05 31 Role Research Officer User Id royale a Change Password Type in the new password a i second time NOTE A password must meet the requirements set by Addiction Services e Minimum of 8 characters in length e The inclusion of at least 2 of the following o Alphabetic lower case Alphabetic upper case Numeric and Special characters 4 Click the Change Password button k AS S i st aan Services Home Treatment Administration Profile Help Logout User Profile First Name Erica Last Name Royal Email eroyal barringtongrp ca Phone Number 424 8471 Activate Date 2011 01 18 Termination Date 2011 05 31 Staff Position Clinical Therapist Role Research Officer SSA DHA 9 User Id royale Current Password sessessesss The password requirements are minimum of 8 characters in length the inclusion of atleast 2 of the following alphabetic lower case alphabetic upper case numeric special characters New Password seesseeeeeees Click the Change Password button Reenter Password eevsccssecces 2 BI Change Password NOTE If you forget your password you must contact the QMC RSO or PAA to provide you with a new password Steps 1 5 will be repeated 5 3 Home Page an
49. alth Card Issuer NS v Last Hame MacDonald First Hame James Date of Birth 4987022 3 yyy yiMidd Lookup i E Click the New Client button The system will open a new client profile and automatically pre populate any information that was filled in on the lookup screen such as the Last Name First Name and Date of Birth fields 2 Populate the fields in on the client profile page with the correct client information Home Lookup Clients Groups Daily Service Records Profile Help Logout O Lookup by Case Ho pe Lookup by Client Id i Old StatiS Case Case Ho Numbers Last Hame MacDonald First Hame James Middle Hame Last Hame at Birth Alias Goes By Gender lt Please select gt Y Date of Birth 1987 10 22 5 yyyymmicda Age Contact Phone ani il A Populate the field Pi Message Allowed with the correct client Health Card Humber information i TE yyyyMMida Health Card Issuer NS vi Issuer Description Collection Staff lt Please select gt v Collection Date TE CyyyyMiMiddl ea Create Case Number Client initially heard lt Please select gt about service from Mailing Address 911 Civic Address Postal Code Province Nova Scotia County lt Please select gt Y Home Community Please select gt Y NOTE
50. am Group Affiliated With F Group Type F 19620 Acker Cindy 100378 CBS Alcohol Information criteria Click the Clear button to ne fj clear the current search 8 Re enter new search criteria i ASs i st f niciction Services Lookup by Group Id co Lookup by Group Session Id E O Staff b O Organizing Site v Program v Group Type Group Topic v 2 Group Humber EE O Group Hame ER za ent ers ome ms a 3 different search ae Search Results Groups no entries criteri ato find the E STE existing group CMA There are no groups that match the given truer In this example the Group Type field is used to search for existing groups 1 Click on the arrow next to the Group Type field to display the list of available options Home Lookup Clients Groups Daily Service Records Profile Help Logout O Lookup by Group Id f O Lookup by Group Session Id hs 2 Staff lt O Organizing Site v Program v Group Type DN Group Topic v Pr crowm mavver __ laa ani Click the arrow next 7 F to the Group Type Search Results Groups no entries field to display the cco available options Exim There are no groups that match the given criera 2 Choose the group type from the drop down list In this example Training is chosen 91 o Home Lookup Clients Gr
51. am pl e are d one so Bernard Darlene 100173 Bernard Kimberley 30097 randoml y Black Shaun 3001 4 oz Buckley Michael 100137 Cantley Jenniter 30091 Os 4 Other Location NOTE Details on specific fields can be found in the Data Definitions document and in the Training Video specific to Groups and Sessions 8 Click the Save button Amount of Volunteer Time l HH mm Click the Save button Completed By RPEN v i 5 11 5 Adding Client Participants to a Session One or multiple participants can be added to a session to record their participation To add a client participant to a session following these steps 1 A participant can be added by clicking on the Create New Add icon in the Client Participants section Babin Myrtle 1060 Benoit Murrin Lisa 11016 Blanchard Tom 1066 Click the Create New Add icon to Participants i add a client to the session Total Ho of Participants Wo Client Participants no entries Case No Ciert Name Client Participants Import clients from an Offline session 2 Type in the client s Case Number in the Case No field to retrieve the client from the database Participants Total No of Participants 2 Client Participants 1 item x Caseno cient Name Program tion 87001 g v 3 o Type the Case Number inthe Eons Case No field to retrieve the am Cli
52. and provide treatment Note this section does not have to be filled in during the intake process it can be filled in at a later time Intake Introduction Intake Id Start Date and Time 24hr CE yyyyMmidd HH mm Internal Referral within Please select gt Y Provincial AS Referring Agency Referral Received On F Referral Mandatory 1 Fill in all the details regarding the intake for this client Referring Contact Hame elephone Confidentiality Policy Intake Booking Process Explained Oves ONo Explained Oves Ono Smoke Free Policy z eae ts Explained Oves Ono Scent Free Policy Explained yes No Reason for Client s Client s Last Use or Gamble Contact Q B NOVASC 10 The booking section is available because the Bed Required field at the beginning of this Intake was set to Yes Otherwise it would be collapsed Recommel ine aa va The booking section is available S ected because the Bed Required field at the beginning of this Intake was set to Yes Otherwise it would be collapsed Diabetes v Health Conditions General R Comments Client Hospitalized in Last 12 ss Months O ves Ono Characters remaining 750 750 Current Prescriptions medication name dosage frequency Characters remaining 750 750 Client Advised to Bring Medications in Original
53. and other ASsist privacy issues including a Receiving the access logs from ASsist b Investigating the access logs to determine if any access was unauthorized Ensuring that unauthorized access is dealt with appropriately Requesting additional access logs as appropriate Identifying ASsist specific privacy training needs and f Reviewing internal recommendations for changes to access privileges 020 7 Within 30 days of receiving the access logs the position or committee accountable for ASsist privacy issues shall provide a summary of the findings of the review to the Provincial ASsist Administrator Client right to request an audit A client may request the production of an access log for his her ASsist treatment record All requests for access logs must be in writing Every District Health Authority shall have in place a process for handling requests for access logs that is consistent with the ASsist guidelines Clients must follow the DHA request for information processes Clients will be encouraged to provide any information related to their request which may help define the scope of the access log 10 3 1 9 Confidentiality 1 Confidentiality is defined as the obligation of one person to preserve the privacy of another s personal information 2 Nothing in this policy diminishes the existing confidentiality obligations on ASsist users aS defined in employee contracts confidentiality agreements with their employe
54. aracters in length a the inclusion of atleast 2 of the following alphabetic lower case alphabetic upper case numeric special characters New Password anseia Reenter Password Type in the new password a second time NOTE A password must meet the requirements set by Addiction Services e Minimum of 8 characters in length e The inclusion of at least 2 of the following o Alphabetic lower case o Alphabetic upper case o Numeric and or o Special characters 5 Click the Change Password button 4 f Addiction Services Home Treatment Administration Profile Help Logout User Profile First Name Erica Last Name Royal Email eroyal barringtongrp ca Phone Number 424 8471 Activate Date 2011 01 18 Termination Date 2011 05 31 Staff Position Clinical Therapist Role Research Officer SSA DHA 9 User Id royale Current Password Poo The password requirements are a minimum of 8 characters in length the inclusion of atleast 2 of the following alphabetic lower case alphabetic upper case numeric special characters New Password seveecccccees Click the Change Password button Reenter Password wevececcceees 2 BI Change Password 5 5 Knowledge Center On the Home Page the Knowledge Center is displayed on the right The Knowledge Centre includes detailed information regarding the ASsist application Privacy Training Release Notes
55. arged If it is necessary to edit a Program Registration after a client has been discharged or the case file has been closed contact the ASsist Champion for information on editing these Program Registrations 1 Navigate to the Program Registration screen section of the Client Profile or Intake screen 2 Click the Program Registration Edit icon to edit the existing Program Registration p niake Service Entry 1 tem Intake 53513 wel of Start Date and 2011 0307 14 49 Intake Site Si Richmond PCU ld iri Time ae 3 Cont nue with AS Program Bed Recommended Withdrawal Management Inpatient Intake _ pny Program Assigned To Program Registrations 1 ten TT eee fe cm me Broad Withdrawal Management Inpatient St Richmond POU 201 VOaoF Client Activities not Associated to Program no ters the existing Prog There are no Client Activities associated gt Re gi st ratio n The Program Registration screen displays the details of the client s Registration ok 8 NOVA SCOTIA 3 To edit simply update change the contents of the field s 4 When all edits have been completed click the Save button Click the Save General Comments bu tton Characters remaining 1001000 5 10 3 Discharge Client from a Program or Close Case File When a client is no longer participating in a program he or she must be discharged from that program or have the case file closed Addiction Services collects dis
56. as well as Links to Addiction Services and Health Promotion and Protection websites When accessing the Knowledge Center and other resources the ASsist Home Page will remain visible and work can be continued in the application even when browsing through the reference materials 5 5 1 ASsist Link Click the ASsist Link to access many resources such as training videos manuals and paper based forms AS SI st Addiction Services Profile Help Logout Welcome SO Knowledge ASsist Addiction Services Statistical Information System Technology Centers Heather Reeves The main objectives ofthe system are Welcome to ASsist e To provide information so we can better meet our clients needs E Version 2 0 4 e Tobe able to readily report on our standards and ae ELR e To reduce the manual processes currently requires Fri Feb 4 2011 ASsist is capable of collecting information related to int Click the ASsist buntan tolirces tracking of appointments and groups and discharge access ASsist resources To Do List no entries such as training videos Date Subject Initiated by manuals and paper There are no entries on your To Do list fo rms ase Notes Wait and Active Client Caseload List 2 items f t Ghent Name CCS B ection serces ABCDEFG ZABCD registration Health Promotion ABCDEFG ZABCD registration The following screen will be displayed 42 Address https assiststaging hss qov ns ca 9028 assist knowledgec
57. ase Closure and Referral Recommendation e Provides clinicians with complete client history e Includes functionality for workload measurement e Automates many of the manual data collection processes for reporting i e CIHI e Provides Nova Scotia Department of Health and Wellness DHW District Health Authorities DHAs and IWK Health Centre with Addiction Services data e Enables measurement of Provincial Addiction Services System Standards and e Enables reporting for federal provincial recoveries and other accountabilities ASsist provides improved service to clients because e Clinicians have a provincial client history and more information to help provide better treatment e There is an increase of privacy and security of information and e There is consistency between offices within the province of Nova Scotia ASsist will benefit the organization because it provides e More accessibility and flexibility for the business e Matches to outcomes and performance e More data fields collected for research analysis and reporting and e Satisfies funding agreements BS g NOVA SC 3 ASSIST PRIVACY POLICY amp TRAINING 3 1 Policies 3 1 1 Policy Statement This policy was adopted with permission from the Nova Scotia Hospital Information System Privacy and Security policy The ASsist Project recognizes the client s right to have his her personal information protected against unauthorized access or misuse of information
58. asenox the Search yielded too many results is Health Card Humber displayed Last Hame Pan First Hame Peter Multiple clients have been found please narrow your search Middle Name Home Phone Gender lt Please select gt w __ Date of Birth 19530205 ma CyyyyMMidd To narrow the search follow these steps 1 Type additional search criteria to narrow down the results 51 Home Home Lookup Clients Groups Daily Service Records 0 Clients Groups Daily Service Records Profile M Logout H The following errors must be corrected n Too many results I To perform a quick lookup select one of the following Lookup Client By Case Ho Health Card Number Health Card Issuer NS Last Hame Pan First Name Peter Date of Birth 1953 02 05 ma yyyyMiMidd iple clients have been found please narrow your search Middle Name Home Phone ST Gender Please select vi Type in additional search i criteria to narrow down the search results A Middle Name Home Phone Number and or Gender can be used to narrow the search In this example the Home Phone number is used to narrow down the search a TN T i Service Home Lookup Clients Groups Daily Service Records Profile Help Logout H The following errors must be corrected n Too many results To perform a quick lookup select one of the foll
59. ate Groups e View Enter and Update Group Sessions e View Enter and Update TREAT and e View Enter and Update P amp CE Module 4 1 4 Manager This user type has e Access to all Treatment and P amp CE screens except Administration screens only to view e Access to Routine Reporting functionality e Search Clients using the Case Number Health Card Number plus the Issuer or by using the First Name Last Name and Date of birth for the client e Create a Client Case Number e View Enter Update and Print Client Profiles e View Enter and Update Program Registration Discharge e View Enter and Update Referrals e View Enter and Update Daily Service Records e View Enter and Update Groups e View Enter and Update Group Sessions e View Enter and Update TREAT and e View Enter and Update P amp CE Module 4 1 5 P amp CE This user type has e Access to all P amp CE screens e Access to Routine Reporting e Search clients within P amp CE module e View Enter Update P amp CE modules e Cannot delete and e Access to any P amp CE screens available within the application 4 1 6 Research and Statistical Officer This user type has ip E X NOVASC TIA 16 e Access to all Treatment and P amp CE screens except Administration screens e Create new users e Access to Routine Reporting e Access to Ad Hoc reporting through ReportNet e Access to expanded search functionality e Create a Client Case Number
60. atment Profile Help Logout 4 Knowledge ASsist Addiction Services Statistical Information System Technology Centers Heather Reeves The main objectives ofthe system are Welcome to ASsist e To provide information so we can better meet our clients needs B Version 2 0 4 e Tobe able to readily report on our standards and accountabilities e Toreduce the manual processes currently required for programming and funding Resources Privacy Training Fri Feb 4 2011 ASsistis capable of collecting information related to intake and referrals registration tracking of appointments and groups and discharge To Do List no entries Dat C tions There are no entries on your To Do list Wait and Active Client Caseload List 2 tems a E Addiction services ABCDEFG ZABCD _ registration E Health Promotion sasea ian i Provincial websites can be accessed by clicking on the links shown here 5 6 Client Lookup Pre Requisite Logged into application 45 Perform a Client Lookup for all clients interacted with new and current For a new client a Client Lookup is performed in order to ensure a Case Number does not already exist in the application and to avoid creating duplicate clients The following steps outline how to perform a Client Lookup 1 From the Home page click on the Treatment button A reatment Profile Help Logout Click the Treatment button 3enices statistical Information System Tech
61. but be aware to populate as many fields as are known to fully complete the Program Registration process a Housing To add a Housing Option the user must click on the Create New Add icon EU in the housing section of the screen A row will be enabled in the Housing section for the user to enter Housing details Save the housing row by clicking the Accept icon i To edit a Housing Option click on the Edit View icon F in the correct housing row Edit details and click the Accept icon ii To cancel a housing option click on the Cancel icon OMS The OMS section consist of write once fields which appear as enabled fields until the fields are set Once saved the details of this section will appear as read only and cannot be changed Treatment Issues Multiple treatment issues for a client can be entered in the Treatment Issues section A treatment issue can be added by clicking on the Create New Add icon in the Treatment Issues section Fill in the client s treatment issue details and save by clicking on the Accept icon i To edit a treatment issue click on the icon amp in the correct Treatment Issue Once the edits are complete click the Accept icon To cancel a treatment issue click the Cancel icon After the Treatment Issues have been entered there is an optional section called Client s Additional Self Identified Substance Use and Gambling Activities in the Past 12 Months The additional use has t
62. by DSR Activity Id F Dat 20110215 E cyyyyaMiMicied Daily Service Records no entries mm Type the date in the Date field or click Ee aan on the calendar to choose the date In this example the calendar is used 4 The calendar window appears Choose the date In this example February 15 2011 is chosen Home Lookup Clients Groups Daily Service Records Profile Help Logout J Lookup by DSR Activity Id F https assiststagi 5 X February lt j 2011 gt Date 20110245 ih Mo Tu We Th Fr Sa Su eT E sc No Daily Service Reco Peon 12 13 14 15 16 17 18 19 20 Cee eee 26 27 28 Today February 15 2011 The calendar window appears Choose the date In this example February 15 2011 is chosen WE E z Internet Eyy yy Midd Daily Service Records no entries 5 Click the Lookup button Home Lookup Clients Groups Daily Service Records Profile Help Logout J Lookup by DSR Activity Id Date 2011 02 04 Daily Service Records no entries 102 CULL Ma Mle tt R h Iil lT eDaily Service Records Profile Help Logout J Lookup by DSR Activityld J Loku 2011 02 15 yyy yMIMidd Daily Service Records 2 items D EEES EA 54520 3 00 Antigonish CBS Calls to Physician Occurred WEIS 54520 12 00 Physician Visit Cancelled by Client 0 00 0 r
63. ceeuececenceceneecaeceeueceseneeseneeseeeeeees 9 A MTOE E A AEE AEE N AAA E E E E ee cee 9 3 1 5 FS SV Oi EOC O ecclesia cic tees oes srscstt ecard ce oie nsaie ab adnate vies oe ae pc nsiecictns cae Se r ev elense ed anonee cane 9 3 1 6 Protection of Information ON ASSISt SCFEENS ccccccsseccceesececesccecesececeuseceeeeeceseusecessueceeseneeets 10 3 1 7 Audit and Monitoring cccccceesccccsseecccessccceueeeccceuecccseecesausecessuseesseuecessuecessuscessauseesaaeeessaases 10 3 1 8 Client right to request an audit cisscccsceccicsstini caerninteavinteteen auseateivinnme was aee damned ca een 10 349 COMMGCIEANEY sssrinin nei E a A leans aneensaeiseeateaduaneds 11 3 1 10 Change in user employment status sssennsseensseesssresssresssrresssrressresssreessrressrressreessrressreesse 11 3 2 Privacy AMIDE secccseespicesanaveenpacassanieccsacanecnssqvessnnceutaneveentancevonntasepaaacannpecesanaveceiacnvesniaastanciaenneqeienanis 11 3 2 1 PIN ICY E EE E E A A A EA T ENA EA EE ATE 11 3 2 2 PIN ICY seq satan E sesaacieanieannasuueneaseusinacteseodsceatenneamea atten E E E E 12 Z2 TCORMACHIE AN EY eseririk era E bon tanteatad getua E 12 CU eters er ete tee eer E E area passwd ATE shen EEA E se seaman T ET 12 Sede SECU NOUE e E EA AEA EEE 12 S E a E E E E E E E 13 3 2 7 Appropriate Use of the System sccscsissscsansandcocnesancacnocisvarencinedis dawenesuncamoussacsun edeenieatoudsaitadoassandandas 13 3 2 8 Unauinorized Ue oseni e e oetenee
64. charge information for clients in order to better understand client outcomes A Discharge or Case Closure can only be performed in the Program Registration screen The following diagram describes the discharge business process PROGRAM DISCHARGE CASE CLOSURE PROCESS Client finishes treatment oris f inactive for 3 months Gitent REFERRAL H Discuss i Discharge Plan with Client te xf Does Clien Treatment W require other Completed yf services Treeatment lt Staff Provide more information on f Discharge other services if aiant specifics into parani ae Br ASsist and Paper it e g File End PROGRAM DISCHARGE coalition The following diagram describes the case closure business process flow 82 CASE CLOSURE PROCESS Client finishes Program attends final session or is inactive for 3 REFERRAL RECOMMENDATION Treatment Staff End CASE CLOSURE To discharge clients or close a case file follow the steps below Perform a client lookup using any of the available methods to locate the client to be discharged or have the case closed in ASsist In this example the Case Number is used 1 First locate the client in ASsist who will be discharged i AS S i st Pike Services Home Lookup Clients Groups Daily Service Records Profile Help Logout 2 Lookup by Case Ho PP Lookup by Client Id iis Client if Sa First locate the client in Case M
65. cs 3 2 11 Key Points to Remember 1 D gt E Q NOVASC TIA All users of the system are responsible for safeguarding the information they have access to see 13 2 The procedures outlined in this training session are not to be exclusive to any existing Addiction Services or District Health Authority policies 3 Please contact your supervisor if you have questions or wish to obtain a copy of AS or DHA specific policies 4 When you share your password YOU are responsible for any actions carried out by the person who has your password 3 2 12 Acknowledgement Acknowledgement is given to the Nova Scotia Hospital Information System NShIS for amended use of their Privacy amp Security documentation 3 2 13 Congratulations You have successfully completed your ASsist Privacy amp Security Training Session Please sign your Conditions of Use document and submit to your supervisor D gt E Q NOVASC TIA 14 4 USER ROLES amp RESPONSIBILITIES Each user of the system will be assigned a role based on their usage needs of the ASsist application Each role grants different privileges to the user Below are the User Roles along with the Access each role provides to the application NOTE This user guide does not indicate which functions are specific to which users This guide focuses on system functionality Be aware of your own role and realize that you may not have the permissions to perform all the system fu
66. d General ASsist Navigation After successful login the Home Page is displayed AS S i st MEA Services Home P amp CE Treatment Administration Profile Help Logout Knowledge ASsist Addiction Services Statistical Information System Technology Centers Glenn Dahigren The main objectives of the system are Welcome to ASsist e To provide information so we can better meet our clients needs ASsist Version 2 0 4 e Tobe able to readily report on our standards and accountabilities Toreduce the manual processes currently required for programming and funding Thu Oct 8 2009 ASsist is capable of collecting information related to intake and referrals registration tracking of appointments and groups and discharge Resources Privacy Training To Do List no entries E S Release Notes cate SSC d Suet SSSSS dinteatySSSSS There are no entries on your To Do list s Links Wait and Active Client Caseload List no entries Ghent Name CM E ccicton serces There are no entries on your Wait Caseload list Health Promotion 5 3 1 Profile Button The profile is where the current user s information is stored To view it follow these steps 33 1 Click the Profile button m a AS S l st raain Services Home Treatment Administration Prefile S a C Mm T T wledge ASsist Addiction Services Statistical Infor Click the Profile button ters Erica Royal The main objectives of the system are Welcome to
67. d appears only within the application D gt E Q NOVASC TIA 25 5 1 7 Error and Informational Messages ALERTS WARNINGS MOUSE OVERS Mistakes are inevitably made when entering data or performing transactions Within ASsist errors are commonly the result of an omission to enter information in a mandatory field attempting to enter numeric values in an alpha character field or trying to access the application with the wrong username password Errors When errors occur the application will automatically prompt the user by placing an error message at the top of the screen A red message generally means that the application requires further information or information has been entered incorrectly If there are multiple errors or omissions each error will be displayed in the message box Login Error s EEr 3 e Invalid username or password please try again Username nckinntr Password Also an error symbol A will appear beside the field or section that contains the error or omission as shown here circled in red Community Douglas Road wt Location Activity Duration HH rrr Sometimes an unexpected system or database error will occur In such instances the designated person in the Shared Service Area SSA or the Provincial ASsist Team should be contacted When reporting such occurrences note the following e Time of day the error occurred e The exact wording of the error message and
68. d to return a list of groups 1 From the Groups screen enter in known search criteria so it can be found in ASsist Home Lookup Clients Groups Daily Service Records Profile Help Logout PP Lookup by Group Id PP Lookup by Group Session Id nek po Staff 2 Organizing Site b PP Program PP Group Type 2 Group Topic I v po Group Humber ia PP Date Range Ys Ta a T Enter in known criteria about the Group so it can be found Search Results Groups no entries isle in ASsist start Date Group Name B There are no groups that match the given criteria 2 In this example the Program field will be used to locate groups Click the arrow next to the Program field to display a list of available options 88 Clients Groups Daily Service Records Home Home Lookup Clients Groups DailyServiceRecords si s si lt i i i i s sSsSs r 2 Lookup by Group Id 2 Lookup by Group Session Id eee Profile ic Logout Staff v organizing Site v 2 Program PP Group Type be PP Group Humber Search Results Groups no entries Click on the arrow next to the Program field to display the available options O Group Topic O Date Range D Program Group AfatedwWan 8 Group Type B Group Topic Star Date E Group Name B There are
69. e Welcome to ASsist e To provide information so we can better meet our clients needs B ty Version 2 0 4 e Tobe able to readily report on our standards and accountabilities e Toreduce the manual processes currently required for programming and funding E Fri Feb 4 2011 ASsistis capable of collecting information related to intake and referrals registration esourcos tracking of appointments and groups and discharge Bi Privacy Training To Do List no entries subject inated by There are no entries on your To Do list a_i re erivies on your ToDolst ______ Release Notes Wait and Active Client Caseload List 2 items information on upgrades to ASsist can ssenices ABCDEFG ZABCD istat be accessed by clicking i ABCDEFG ZABCD istrat o oo onthe Release Notes link The release notes will be displayed 44 22 Snagit E 5 Tien a w abe f httpsijassisttest hss gov ns ca 9023 assist docs Rel e H dh p Page iG Tools SaaS eer eeofe i d A lE diie Department of Health Department of Health Promotion amp Protection tat lh Addiction Services ASsist v2 0 4 Release Notes October 1 2009 5 5 4 Links The links section of the ASsist home page contains links to the current provincial websites including Addiction Services and Nova Scotia Health and Wellness These provincial websites can be accessed by clicking on these links TS a i service Home Tre
70. e available options 5 Choose the appropriate Organizing Site from the drop down list available In this example Antigonish CBS is chosen 89 a Home Lookup Clients Groups Daily Service Records Profile Help Logout Lookup by Group Session Id O Lookup by Group Id 2 Staff b pe Organizing Site X 2 Program CBS Alcohol be 2 Group Type amherst CBS roup Topic v 2 Group Number PP Group Name eee Date Range Es eos Ea Baddeck CBS arch i gt i meat e payers Roaa cas Choose the Organizing Site from g Belmont HouseCB the drop down list In this Groupid amp Organizing Staff Program Group Affiliated With F G oe Pp Anti L h CBS i There are no groups that relat fee exam p e nti g onis IS Chester CBS ch osen Cheticamp CBS Church Point CAS Search Results Groups no entries 6 Click the Search button to display all the groups that match the search criteria entered Home Lookup Clients Groups Daily Service Records Profile Help Logout PP Lookup by Group Id O Lookup by Group Session Id we 2 Staff O Organizing Site RULER Ess b Program CBS Alcohol Group Type Group Topic v 2 Group Number O Group Name PP Date Range Eal Ce mal 0 Search Results Groups no entries J EME Click the Search button The
71. e client entry or other similar reasons The result will be one Case ID for one client with all the combined data The Client ID and Case ID from the first client selected will be kept as the prime The client profile that will be used will be the more recently updated profile based on Collection Date NOTE Most users do not have the capability or authorization to merge clients This is a system administrator function To merge two clients into one file follow these steps 1 Fill out the ASsist Client File Correction form a copy of this form can be found on Knowledge Center 2 Submit the completed ASsist Client File Correction form to the DHA RSO or the Provincial ASsist Team a Q NOVASC TIA 110 6 SWIPE CARD FUNCTIONALITY IN ASSIST Instructions for Directly Adding Client Participants to Group Sessions on ASsist Changes have been made to ASsist to allow group facilitators to directly add client participants to ASsist using the swipe card system This new method prevents staff from having to manually enter client participants on ASsist Requirements 1 An Internet connection 2 Access to ASsist and 3 Swipe card reader Directions 1 On the Group Session screen click on the Create New icon 41 circled in red Participants Total Ho of Participants 5 Client Participants no entries caseno Ghent Name Client Participants Import clients from an Offline session Browse
72. e is selected if lt there is more than one for the client assessment Review Policies and sf Complete i Procedures incl x Registration for f consent Enter f Er the Client E Registration i a Information into ASsist Conducts continues i session and at f endthenext f appointment is f scheduled Complete Registration for f the Client Search for Client 3 in ASsist End 7 REGISTRATION l A client registration can only be created from an Intake screen The following steps outline how to create a program registration for a client 1 First locate the client who will be registered in a program In this example the Case Number is used to locate the client a AS S st li Addiction Services Home Lookup Clients Groups Daly Semice Records Profile Help Ligon To perform a quick lookup select ona of the tollowing 2 Lookup Client By Case lo 110008 Heath Card Number iz er Demme E locate the client who PEETRE E ovma will be registered in a program In this example the case number is used to locate the client 2 Click the Lookup button ASsist ff Addiction Services Home Lookup Clients Groups Daily Service Records Profile Help Logout To perform a quick lookup select one of the following v Lookup Client By Case No 1100008 Health Card Humber Health Card Issuer
73. e select Please select General History of Seizures Epilepsy General MRSANRSA Severe Allergies Do Not Select Choose the Indicator from the drop down list In this example History of Seizures Epilepsy is chosen Client Indicators 1 item Co History of SetzuresfEpleps EMeasesctect gt jv 4 cif Click on the arrow next to the Staff field to display the list of available options General Comments Characters remaining 15004500 6 Choose the appropriate person from the list In this example Reeves Heather is chosen Client Indicators 1 item a oD History of Seizures Epilepsy Please select ie Please select Reeves Heather 100502 General Comments Choose the appropriate Staff from the drop down list In this example Characters remaining 1500 1500 Reeves Heath er is chos en 7 Select the Start Date by clicking on the small calendar next to the Start Date field Client Indicators 1 item MOC EE Start Date Imca End Date Te History of Seizures Epilepsy Y enera a H 2 General Comments Select the Start Date bir Stil 8 Select the End Date by clicking on the small calendar next to the End Date field Client Indicators 1 item PT nacat tant T Start Date Sea End Date CC History of Seizures Epilepsy YW Reeves Heather 100502 v 201 1401 27 ral General Comme
74. ecme n E E EE 42 fee ol A L a e A E AA A nee ere 42 5 5 2 PTAC TAINO ary cecacsc TE na 0 sine eetv pesca nal bgt etna oeeee a Pale eletenele cuenta 43 5 5 3 KACEREN OL IE 44 5 5 4 E a EE EEEE PAESE A A E E PAE E E sunk FE EAE A E ETE 45 5S0 Cen LOOKU apace sre carats TTO OET OAE OTT 45 5 6 1 Client Lookup using the Case Number ccccsseccccseecceeesceceascccseeecseueeeseueeesseueeessassessaeeees 47 5 6 2 Client Lookup Using the Health Card Number and ISSuUe f ccccccssecceesseceeesececeesseceeseeeeeeenecs 48 5 6 3 Client lookup using Last Name First Name and Date of Birth cccceccccssececeeseceeeeeeeeeeeees 49 5 6 4 Client lookup Expanded Search Functionality ccccccccssssseeceeceeeccecseeseccessaeeeecesseaneeeeeseees 51 20 Cem FOUNO sarei ica essni cana haoastweasoracut adaunaoerseadiognacieuiaecaeauiut adevaigecusstanasunmruets 53 ss CINE TOE FOUN esersetsete aces nas acateannanceecaadeb E E E ee 53 567 Alkternauvye Cent LOOKUD iiscssaceqrocpeecieedpennurerignchenstiasanawntaesiantnonemessieiieentiensancieedinuternnatexanentuas 54 5 7 Creating a new Case Number in ASsiSt sesesesessssesececscscsesecececscsesecececscsesesecececsesesecececseseseseceeeeee 54 S8 Chent PROT vi swacenarsncgavnrevesarancssaantnessnenamassaunarevcoss AE AATA AE N AEE EE 57 58 1 Create a chent Profile ersinnen aa E 57 5 8 2 Client INCICATOMS cece ceeeccceeseccceecccceeececcusececeuecccceuececeuececaueeceeeuec
75. eeves The main objectives ofthe system are the Logout button Welcome to ASsist e To provide information so we can better meet our clients needs a ASsisi Version 2 0 4 e Tobe able to readily report on our standards and accountabilities e To reduce the manual processes currently required for programming and funding Resources Privacy Traininc Fri Feb 4 2011 ASsist is capable of collecting information related to intake and referrals registration tracking of appointments and groups and discharge To Do List no entries E Release Notes Date Subject initiated by Actions There are no entries on your To Do list Links Wait and Active Client Caseload List 2 items a Client Name CE B accicuon services ABCDEFG ZABCD registration ABCDEFG ZABCD registration Bi iat eometon ASsist will time out the session automatically after 30 minutes of inactivity Warning messages at set intervals will be displayed indicating the amount of time remaining in the session prior to a time out The system will also give an alert message if the session is timed out See examples of time out messages below 35 NOTE Closing the web browser by using the X button in the upper right hand corner shown in the following screenshot does not log a user out and he she is still technically logged in until 30 minutes of inactivity has passed Do not close out of ASsist using the button indicated here A ASsist Trea
76. elp Logout PP Lookup by Group Id hega PP Lookup by Group Session Id l PP Staff b O Organizing Site 3 l pa poama J Picrouptype Click the Lookup button J O Group Humber O Group Hame E Ay Date Range Ly i Search Results Groups no entries Group Id EJ Organizing Staff EJ Program Group Affiliated With EJ Group Type El Group Topic 3 Start Date 3 Group Name F A There are no groups that match the given criteria The ASsist Treatment Group page appears Group Id 19623 Start Date 01101724 75 End Date 2011 0129 75 Organizing Staff Royal Ericati100501 Organizing Site Bayers Road CBS Program Group Affiliated With CCSS Women s Treat Serv ls Group Type Information v ae Group Topic Recreation Therapy Functional Intervention v Group Humber Group Name Group Definers Audience Categories Selected a real Adut Children of Alcoholics DA Referrals EAP Referrals Example 2 Search using Group Information A group can also be searched using various other searching criteria Different types of search parameters can be used to filter the list including Staff Organizing or Facilitator Organizing Site Program Group Type Group Topic Group Number Group Session ID Group Name and Date Range In this second example the Program and Organizing Site fields are use
77. ent from the database Completed By lt Please select gt 3 Click the Lookup icon l to locate the client Participants Total Ho of Participants 2 Client Participants 1 item CO s 87001 FI f lat Click the Lookup icon to locate Enee EL meor the client 4 Determine if the client returned is the correct client a If this is the correct client click the Accept icon and rid 98 NOVASCOTIA Participants Total No of Participants 1 Client Participants 1 item E CC Program ction fi 100008 O MacDonald Jimmy Import clients from an Offline session If this is the correct client Click the Accept icon Amount of Volunteer Time HH mm fh i Completed By lt Please select gt b If this is not the correct client click the Cancel icon Client Participants 1 tem Caseno cient Name 1100008 O MacDonald Jimmy x import siemenoman omne sessen I this is not the correct client 9 click the Cancel icon Amount of Volunteer Time HH mm Completed By lt Please select gt y NOTE A Client Participant s profile can be edited at this time by clicking on the Edit View icon Proceed to make necessary changes then click the Accept icon Additional clients can be added by repeating these steps beginning with clicking the Create New Add icon Repeat
78. enter viewAssist do w gt Go Links 2a ASsist Knowledge Center Posted Date Document Name k zooa iya Training Manya Training Manuals 2004 7007 Business Process Business Processe Zog 7007 Quahiy Enhancement raining ideo Training Viden OOS THOT Queries Training Video Training ideg zog 7007 i Assist Paner Forms 20091001 All ASsist Resources are listed here in the Assist Paper Forms zooa TOO Assist Paper Forms eee Knowledge Center including paper forms ae OOS THOT dadic ators Assist Paper Forms OOS TOO intake Assist Pager Forms LOO THOT Referral Assist Paper Forms 2008 7007 Registration Assist Paper Forms OOS THO Site Dany Service Record Assist Paper Forms 200d TOO Stat Oany Record Assist Pager Forms 20047007 Treatment Grows Assist Paper Forms w Done 5 Internet p This window includes the date when the document was posted the document name and a document description To view a document click on it When finished with this area simply close the window 5 5 2 Privacy Training Click the Privacy Training link to view the privacy training s AS S i st an Ae Home Treatment Profile Help Logout Knowledge ASsist Addiction Services Statistical Information System Technology Centers Heather Reeves The main objectives of the system are Welcome to ASsist e To provide information so we can better meet our clients needs A ASsist Version 2 0 4 Tobe able to readily r
79. ents are minimum of 8 characters in length the inclusion of at least 2 of the following Type in the Current Password alphabetic lower case alphabetic upper case numeric special characters New Password Reenter Password 4 Change Password 31 2 Type in the new password in the New Password field Home Treatment Administration User Profile First Name Erica Email eroyal barringtongrp ca Activate Date 2011 01 18 Staff Position Clinical Therapist SSA DHA 9 Current Password eevevececes The password requirements are a minimum of 8 characters in length a the inclusion of atleast 2 of the following a alphabetic lowercase a alphabetic uppercase numeric special characters New Password Reenter Password Type in the new password Profile Help Logout Last Name Royal Phone Number 424 8471 Termination Date 2011 05 31 Role Research Officer User Id royale 9 Change Password 3 Type in the new password a second time in the Reenter Password field Home Treatment Administration User Profile First Name Erica Email eroyal barringtongrp ca Activate Date 2011 01 18 Staff Position Clinical Therapist SSA DHA 9 Current Password seccccccees The password requirements are a minimum of 8 characters in length a the inclusion of atleast 2 of the following alphabetic lower case alphabetic upper case numeric a a a a speci
80. eport on our standards and accountabilities e Toreduce the manual processes currently required for programming and funding Fri Feb 4 2011 ASsistis capable of collecting information related to intake and referrals registration Resources tracking of appointments and groups and discharge FA Privacy Training Privacy Training To Do List no entries MEE Click the Privacy Training button w There are no entries on your To Do list view the Privacy Training Wait and Active Client Caseload List 2 items Cent Name an ooo BD ctx sees ABCDEFG ZABCD registration g Health Promotion ABCDEFG ZABCD registration The Privacy Training PowerPoint presentation appears 43 Address 2 https iassiststaging hss gov ns ca S028 assist docs Assist 20Privacy 20Training pdf k gt 0 Links eB searh Sil ip share Aycheck gt O Snn eCli2 ee Bey r The Privacy Training PowerPoint presentation appears Hy Tp a ik SCC i Addiction Services Department of Health ET Unknown Zone Click on a slide to advance the presentation to the next slide 5 5 3 Release Notes Release Notes information on upgrades to ASsist can be accessed by clicking on the Release Notes link Home Treatment Profile Help Logout elcome amp l a Knowledge ASsist Addiction Services Statistical Information System Technology Centers Heather Reeves The main objectives ofthe system ar
81. er NS v Last Name ABC DEFGHI First Name ZABCD Date of Birth 1985 tyyyyMidd Enter the client s Date of Birth into the Date of Birth field It must be in the format of YYYY MM DD 4 Click the Lookup button 50 Home Lookup Clients Groups Daily Service Records Profile Help Logout To perform a quick lookup select one of the following V Lookup Client By Ni CaseNo i Health Card Humber Health Card Issuer NS v Last Hame ABC DEFGHI First Hame ZABCD Joe Date of Birth 1985 10 29 ZE yyyymmido Lookup Click the Lookup button 5 6 4 Client lookup Expanded Search Functionality While searching for an existing client it is possible that multiple clients have the same first and last name and date of birth If this happens a message will be displayed indicating that there are too many results ASsist then prompts the user to narrow the search by entering further information to lookup the unique client The error message indicating that the search yielded too many results is displayed as ASsist MER Home Lookup Clients Groups Daily Service Records Profile Help Logout H The following errors must be corrected a Too many results To perform a quick lookup select one Lookup Client By The error message indicating that 2 c
82. er 100502 Fil in as many fields about the i client as possible Client initially heard Please select about service from Mailing Address 911 Civic Address Postal Code Province Nova Scotia County Please select iv Home Community Please select gt Phone Call Allowed O Message Allowed NOTE Any time that a client profile is reviewed even if there are no changes the Collection Staff and Collection Date fields should be populated to reflect the last time the information about the client had been verified by a staff member of Addiction Services expected to be fill in each one see the Data Definitions Document Here are some examples of how some fields should be populated but be aware that all fields should be populated whenever possible for a more complete client profile a Health Card Number If this is unknown at the time of creating a new client profile the system will accept Last Name First Name exactly as shown and the issuer in this case should be To Be Assigned Mailing address and civic address should both be populated with correct information Do not use language such as see above or same Each field needs to be detailed even if they are the same Current Community refers to the community that the client is currently residing if it is different than the home address For a typical client who is living at his or her home this
83. ere allergy PIS 58 NOVA SCOTIA To add a client indicator to a client profile follow these steps Pre Requisite Logged into application performed client lookup and on the Client screen 1 Scroll down to the Client Indicator section of the Client Profile screen 2 Click the Create New icon to add a new Client Indicator to the client profile Ethnicity Please select gt Education highest lt Please select gt level completed Current Employment Please select v Current Most Recent lt Please select v Click on the Create New v Status Occupation Add icon to add a new Client Indicator Difficulty Reading O yes No O Unknown Difficulty Writing O yes O No O Unknown Client Indicators 1 item E Action Please select gt Please select gt Y X 3 Click on the arrow next to the Client Indicator field to display the list of available options Client Indicators 1 item E iracar a a SCI Please seet div lt Please select eene Comments a Click on the arrow next to the General Comments Indicator field to display the list l of available options Characters remaining 1500 1500 4 Choose the client Indicator from the drop down list available In this example History of Seizures Epilepsy is chosen Client Indicators 1 item e History of Seizures Epilhg Pleas
84. es at Addiction Services It covers the system functionality but does not describe the business processes which relate specific system function This guide does not include specific information on the TREAT application Please refer to the ASsist Knowledge Centre for more information on TREAT and to access the TREAT User Manual This guide does not include instruction of the ASsist reporting functionality PES 6 NOVA SC 1 1 2 Related Documents In order to fully understand the content of this guide it is encouraged that the following documents are read and understood These can all be found on Knowledge Center e TREAT User Manual e ASsist Data Definitions e Flash File Training Videos e ASsist Client File Correction Form e ASsist Training Checklist and e Other user reference material 1 1 3 Getting Started First access to the ASsist application is required Depending on level of access you may not be able to view or execute certain functions described in this manual Specific user access and privileges will be reviewed in Section 4 User Roles and Responsibilities NOTE The words application and system will be used interchangeably in this manual in reference to ASsist 1 1 4 Glossary of Acronyms A number of Acronyms are used throughout this manual A complete list is presented below 1 ASsist Addiction Services Statistical Information System Technology CIO Chief Information Office DHA D
85. eseenecessueeeseuecessunecetsgeeeseners 58 5 8 3 Editing a chent Prote aioreisnsonsiinieeani oriei EEEE EEEE 61 304 Printinge a cient Proll Ecossmoorienreni n a E E E 63 5 8 5 Client Profile History including StatIS History cccccccccccsssssecceeeceeeeeeeseeeeceeeeeeeeseeeeeeseeeeeees 65 59 Intakes Service EMY sson iinn EE E E E 69 Sol OU ARE aa E E T 69 5 9 2 Editan intake Service EMY corepressor aa a A aa 76 5 10 Program Repistrati i desis cccinaesesianecsnaccunsanaceanccececnncebasciesesacenvesbacewscascecwnecbesdwuestuuneeestucceessaceesneate 77 5 10 1 Create a Program Registration ccsscccseccsscceecccsecceecceeceeseceeeceeeeeseeeseeeeeeeeseeesseseeseneeeneeeees 77 5 10 2 Edit a Program Registration ccccssccccsssccccsssecceeecccseececseeceseeeeeeseuecesseuseesaueseessaeeessaaeeesees 81 5 10 3 Discharge Client from a Program or Close Case Fil ccccccsssseccccceeseeeecceeeseeeceeeeeeeessaeasees 82 5 11 Groups and SCSSION S sccdasscncivnuscadetveicacenvescececeescesvasaceatedvasuadentaccudwceasdutecsesesssdweduudeatacdasannasdanecsesas 86 5 11 1 Search TOF an existing GrOU D ccdvsasvsscscasancaccanganixcasieansasoassaw AEDE E SE EE 86 5 11 2 2 9 heer Ma EI 2 10 0 EE AE E E A N ET O A E N A T A A oe ee ee TT 94 5 11 3 Create a new GroUp s sssssesseseeseessoresrrseeseeresresresrenesrrseessenesresresseneereoressesroresreseeneereoreseenrore 94 5 11 4 Create a Session for a GIOU Ds cncoarsaceer
86. formation which is directly related to their job Don t look and Don t Tell Security The procedures and systems used to restrict access and preserve the integrity of the information Canada Health Infoway OHIH 1999 Security doesn t just relate to the technical infrastructure of the system It includes security measures within the control of the user including compliance with the standards Security Standards Do not share a password with any other person including any other user Sharing of passwords is considered to be a serious breach of security and will be followed up with as such Remember when a person shares his or her password he or she is responsible for any actions carried out by the person who has the password Do not allow anyone to enter information under your username and password If you believe that any person has knowledge of your password change your password immediately and notify your supervisor Never leave the terminal unattended while logged into ASsist Log off the system as soon as work is completed 12 3 2 6 3 2 7 3 2 8 3 2 9 1 2 3 4 5 As with paper records ensure that the active screen is not visible to any other person except those directly involved with the client s treatment Prevent any attempts by clients the public or any other person to read your screen by covering the screen or suspending the work Breach Breach of electronic informati
87. g of full protection 3 The obligation to conduct oneself ethically and responsibility in terms of client privacy is not new a Obligations to conduct oneself ethically and appropriately are found in professional Codes of Ethics or Conduct agreements etc 4 The ASsist project puts a spotlight on the importance of protecting client privacy a Some practices which may have existed in the past will no longer be permitted and rid 11 NOVASCOTIA 3 2 2 3 2 3 3 2 5 D gt E Q NOVASC TIA b Because of the way access to the system is designed access to client information is much more standardized and monitored The next several sections will examine the importance of understanding the difference between privacy confidentiality and security and the role of each in ASsist Privacy An individual s right to protection of the data regarding him her against misuse or unauthorized disclosure COACH 1995 a Each client in Addiction Services information system has the right to have his her information treated with respect and b This right applies to all information not just information that the user considers to be sensitive Confidentiality The obligations on one person to preserve the secrecy of another s personal information Canada Health Infoway OHIH 1999 Confidentiality agreements are not enough they usually only cover the obligation not to disclose Users of ASsist are only authorized to view in
88. gram In this case the client name will be found on the Wait and Active Caseload list for all staff assigned to work on the unit The following screen shot shows an example of a Wait and Active Caseload list with three clients in it JASsist o A Home Treatment 2 e Treatment Profile Help Logout komt SSS Knowledge ASsist Addiction Services Statistical Information System Technology Terrilyn Hayward The main objectives ofthe system are Ce nters Welcome to ASsist To provide information so we can better meet our clients needs Version 2 0 3 To be able to readily report on our standards and accountabilities zl ASsist To reduce the manual processes currently required for programming and funding p TREAT Sat May 30 2009 ASsistis capable of collecting information related to intake and referrals registration tracking of appointments and groups and discharge Resources To Do List no entries Ce Se Ate hy E Privacy Training There are no entries on your To Do list E Release Notes Wait and Active Client Caseload List 3 tems EEE L Ghent Name caene Ss S i Brewster Punky 0700222 intake Simpson Homer 0600222 registration Spears Brittney 0700111 registration g Addiction Services zl Health Promotion 5 4 Changing the Password From the profile page the current password can be changed To change the password first go to the Profile page from the home screen 1 Click the Profile button
89. he same functionality to create add edit read accept and cancel items as those defined for Treatment Issues The Gambling Profile questions are mandatory fields if gambling has been identified as a treatment issue These fields are multi select Available options are selected by clicking on an item and then using the arrow icons qc gt a f aq to populate the Selected items box When all the information regarding the Program Registration process has been entered on the screen click save this can be done at any time provided all mandatory fields are populated The Save button is found at the bottom of the Program Registration screen in the Discharge section 7 Click the Save button SQ 80 NOVASCOTIA Click the Save General Comments b LI tto n Characters remaining 1000 1000 NOTE At the bottom of the Program Registration screen there are summary sections for Client Activities Groups and Referral Recommendations These sections will display Daily Service Record activities Group Sessions and Referrals Recommendations associated with the Client and the current Program Registration The items are read only and therefore cannot be edited from the Program Registration screen 5 10 2 Edit a Program Registration At any time a Program Registration may require changes The following steps outline how a Program Registration can be edited NOTE Edits can only occur on Program Registrations that are not disch
90. ient profile Q 61 NOVA SCOTIA i AS S i st M asciction Services Home Lookup Clients Groups Daily Service Records Profile Help PP Lookup by Case Ho i N PP Lookup by Client Id Client 2 Logout Case No 1100008 Old StatlS Case Numbers Last Name MacDonald First Name Jiminy Make all necessary e me Last Name at Birth Alias Goes By chan ges tot he Gender Male Date of Birth 1975 10 22 client p rofile Age 35 902 Contact Phone O Phone Call Allowed F Message Allowed Health Card Humber 12345678901 SAREN scart 2012001126 CE tyyyyMmidd Health Carel lecuer Other leener Necerintian Update the Collection Staff and Collection Date fields These fields should always reflect the last date the client s information was either updated or verified with the client 3 Populate the Collection Staff field Health Card Humber 12345678901 een eae paral 201200126 E cyyyyMMidd Health Card Issuer Other v Issuer Description Collection Staff Reeves Heather 100502 v Collection Date 2011 01 27 mal vyyydMMidd SS See ee about service from C ollection Staff E Mailing Address 123 Fake Street L i fi eld Ax Postal Code 414282 Province Nova Scotia v County victoria Home Community Dingwall v 4 Populate the Co
91. in List Program Admin Available from all Admin screens Messages P amp CE Not yet developed Not Available Will be part of a future phase Intake Booking Client Profile Login To Do List Profile Timeout Oe The complete set of Administration screens is only available to ASsist Administrators Research and Statstical Officers RSOs may create view update privileges on the Query Viewer and Staff Admin screens and view only privileges on the remaining administration screens 20 5 1 4 General Layout There are three main sections to each screen in the ASsist application 1 Treatment Menu Items outlined in yellow The user has the following menu item choices in the Treatment module e Home Links to the ASsist Home screen e PCE Links to Prevention Module Not yet available e Treatment Links to the following o Lookup Links to the Client Lookup screen o Clients Links the Client Profile Intake Booking Program Registration Discharge and Referral Recommendation screens o Groups Links to the Group Search Group Edit and Group Session screens and o Daily Service Records Links to the Daily Service Record Search and Daily Service Records screens and e Administration Links to the Query Viewer Staff Admin List Admin Program Admin Messages and Timeouts screens 2 User Menu outlined in green These links are available from each
92. istrict Health Authority DHW Nova Scotia Department of Health and Wellness PAC Provincial ASsist Committee PIA Privacy Impact Assessment SSA Shared Service Area and TREAT The Roster of Electronic Assessment Tools 2 3 4 5 6 7 8 pt Q NOVASCOTIA 2 THE PURPOSE OF ASSIST To better account for Addiction Services clients and to improve reporting capacity the Nova Scotia government acquired a web based computer application Catalyst from the Ontario Ministry of Health in 2004 Catalyst was redesigned and modified to meet the needs of Nova Scotia it was transformed into the ASsist application and initially rolled out in 2005 Provincial Implementation was complete in 2007 The application is funded and maintained by Nova Scotia Department of Health and Wellness At a provincial level the system is supported by the Provincial ASsist Administrator and the ASsist Application Specialist as well as CIO DHW IT and external consultants ASsist requires the input of client information and enables improved client record management and reporting capacity The ASsist application promotes accountability to clients staff programs and stakeholders Primary Objective Better Client Care amp Improved Accountability To do this ASsist e Includes functionality for tracking client treatment services Client Profile Information Intake Booking Program Registration Daily Service Record Group Session Discharge C
93. ith a bed and without a bed Each can be further classified as either Requiring Withdrawal Management or Not Requiring Withdrawal management The significant difference between whether or not a bed is required in ASsist is the necessity to fill out the booking information which includes medical history Specifically Bed Required The Booking section is required and is visible on the screen Bed Not Required The Booking section is not required and is collapsed on the screen The following steps detail how to create an Intake for an existing client 1 First locate the client to which an Intake will be performed In this example the Case Number is used to locate the client a Home Lookun Clients Groups Daily Service Records Profile Help Logout To perform a quick lookup select one of the following Y Lookup Client By Case Ho Health Card Number an Last Name First locate the client to whichan ate of Birth TE cyyyyMmida Intake will be performed In this example the Case Number is used to locate the client lL 2 Click the Lookup button Home Lookup Clients Groups Daily Service Records Profile Help Logout To perform a quick lookup select one of the following Y Lookup Client By Case No 1100008 Health Card Humber Health Card Issuer Last Name First Hame Date of Birth TERR EL Lookup
94. itially heard 1 Acquaintance OMS Mot asked yet about service from Collection Staff Tester Treat 00353 Contact Information Address Collection Date 2009 05 13 Mailing PO Box 245 1 1Ciic 3 Red St Afton Station Antigonish Nova Scotia A1A 141 Current Community StatlS history is shown here statis Treatment History 9 items Feson raci aare outcome esters 04 Springhill Detox 19955102412 Gambling Profile Springhill Detox amp TOP 1998 0342 NORMAL Springhill OPD 1990103417 Information Other Amherst OPD 1998 03 20 Information Spirituality Amherst OPD 199680325 ASSESSMENT Amherst OPD 195810325 Gambling Profile Amherst OPD 1995 0405 ASSESSMENT Amherst OPD 19960422 ASSESSMENT Amherst OPD 19960545 ASSESSMENT Other DOSD Services Self Help Addictioni Self Help Addiction Self Help Addiction Other DDSD Services gt elf Help Addiction Self Help Addiction Self Help Addiction StailS Subs Client StatlS History is shown here ee MONE te TISOY Onl OF j1 02 11 0G Cannabis Alcohol Amphetamines Ax Stimulant Micotine Cocaine 1996034 2 1995031 2 1996054 2 1995031 2 1996054 2 19950323 19990323 19950323 19900323 19950323 To close the window click the X in the upper right hand corner Be sure to always close this window when finished even if it was not actually printed and just viewed 68 5 9 Intakes Service Entry 5 9 1 Create an Intake An Int
95. j Gender Male v ge 44 302 H555 L25864 Contact Phone C Phone Call Allowed O Message Allowed Health Card Humber 0001734268 Health Card EXPY 20134242 73 yyyymMico Health Card Issuer NS v 2 Issuer Description Collection Staff Tester Treat 100353 v Collection Date 2009 0543 Cyyyy MMidd Client initially heard about service from oUatance 3 To view the history for this client including StatlS information click the Print button AS S i st f nadicton Services Home Lookup Clients Groups Daily Service Records Profile Help Logout Lookup by Case No Lookup by Client Id a Client Case No 0900005 Old StatlS Case 4 04987053 r Numbers Click the Print Last Name Smith First Name John bu tt on Last Name at Birth Alias Goes By Lanslar hdole as w Nata nf Rirth 106R MEME fol favleLel MAhd iede Anas AA The Print page appears 4 Click the black checkbox next to the StatIS Treatment History component Display Level Select from the following components Sy Client 3 List of Daily Service Record Activities 0 List of Group Sessions uf Ga Intakes Click the checkbox next to the StatlS Treatment History component s KA aI 0900005 John Smith NS 000
96. llection Date field with the current date Health Card Humber 12345678901 Pine Ear set 2012101126 CE cyyyyaMidldd Health Card Issuer Other v Issuer Description Collection Staff Reeves Heather 100502 Y N Collection Date 2011 01 27 F yyyyMmMida ee ee ney Client initially heard __ Po p u ate th e about service from Social Vorkor H Collection Date a Address O O O OO field sode 414262 7 Mailing Address 123 Fake Street 911 Civic Address Halifax Province Nova Scotia County victoria v Home Community Dingwall v 5 Click the Save button General Comments General Comments h Click the Save Characters remaining 14841500 b u tto n 5 8 4 Printing a Client Profile There may be situations in which a client profile will need to be printed however it is important to note that ASsist records wherever possible should be viewed on the screen and not printed If a client profile is to be printed follow these steps 1 Search for the existing client using any of the various search methods 2 Click the Print button ASs i st Addiction S jvices Home Lookup Clients Groups Daily Service Records Profile Help Lot PP Lookup by Case Ho 2 Lookup by Client Id Gs Old StatiS Case aes Numbers Click the prints Last Name ABCDEFGH First Name ZABCD Middle B
97. losed Off On date is set or a Program Registration is added Otherwise the intake is View Only To make changes to an intake that is no longer edit able contact the ASsit staff with the privilege to make the change e g Super Data Entry Research and Statistical Officer or Administrator The following steps describe how to edit an intake 1 Perform a Client Lookup for a client who has an existing Intake 2 Scroll down to the bottom of the Client Profile to the Intake Service Entry summary section The image below shows the Intake Service Entry section from a Client Profile There are two intakes for this client Intake ID 19107 and Intake ID 19106 both circled Intake Service Entry 2 items Level of Priority General Start Date and Time 2008024 4 01 12 Intake Site Barrington CBS Outcome Continue with 4S Program No Bed Recommended Program CBS Nicotine Intake Assigned To Program Registrations no entries Terem e e E ennor Se No items in list Start Date and Time 2008 0241 4 01 11 Intake Site Annapolis CBS Recommended Program CBS Women Intake Assigned To 3 To edit an Intake click on the corresponding Edit View icon circled in the following screen shot in the edit column Note that each Intake has its own Edit icon gt i 76 NOVA SCOTIA Intake Service Entry 2 items Intake Id 19107 Level of Priority General KOD Outcome Continue with AS Program No Bed Program Registrations
98. n tracking of appointments and groups and discharge 2 system are Resources Privacy Training B To Do List no entries C actions There are no entries on your To Do list Links Wait and Active Client Caseload List no entries There are no entries on your VaitiCaseload list Health Promotion 2 Click the Groups button a AS S i st f nadicton Services Home Lookup Clients iit Daily Service Records Profile Help Logout A To perform a quick lookup select one Lookup Client By Click the Groups button Case Ho c A Health Card Humber Health Card Issuer NS Last Name First Name Date ofBirth ZE yyyyMMidd okup 3 Enter the search criteria In this first example the Group ID is used T Addiction Services Home Lookup Clients Groups Daily Service Records Profile Help Logout Lookup by Group Id Lookup by Group Session Id Pam Enter the search criteria P cronni In this example the Group ID is used PP Group Topic PP Date Range Search Results Groups no entries Group Id F Organizing Staff FJ Program Group Affiliated With F Group Type A Group Topic FJ Start Date FJ Group Name DR There are no groups that match the given criteria 4 Click on the Lookup button M nacicthon Services Home Lookup Clients Groups Daily Service Records Profile H
99. n the NShealth network or Virtual Private Network VPN to the Provincial Database Network The application is not available outside of the Nova Scotia health or provincial database environment e g it is not possible to access the website from your home computer e Basic computer and web skills The ASsist application is very similar to other web based applications and forms e Privacy Training and ASsist Conditions of Use Form All users will need to complete Privacy Training and sign a Conditions of Appropriate Use form prior to being given access to ASsist and e ASsist Username and Password The username and initial password will be provided by the Research and Statistical Officer RSO or Provincial ASsist Administrator PAA Only authorized Addiction Services employees have access to the ASsist application 5 1 2 High Level Client Progression Process The following diagram depicts the high level process for a client that is treated in an Addiction Services program D gt E X 19 NOVA SCOTIA reaalmen Client Registration 5 1 3 Navigation Map The following diagram depicts the site map for the ASsist application Each box represents a different page or screen and also shows how screens can be navigated Referral Recommendation Program Registration Group Group Group Search Edit Session Edit Daily Service Daily Service Records Search Records Query Administration Viewer Staff Help Adm
100. nctionality as described in this manual 4 1 1 Administrator This user type has e Complete access to the entire application e Access to Routine Reporting e Access to Ad hoc Reporting e Access to User and Staff Administration e Access to List Administration and e Can delete clients after 10 years 4 1 2 Data Entry This user type has e Access to all Treatment and P amp CE screens except Administration screens e Access to Routine Reporting e Search Clients using the Case Number Health Card Number plus the Issuer or by using the First Name Last Name and Date of birth for the client e Create a Client Case Number e View Enter Update and Print Client Profiles e View Enter and Update Program Registration Discharge e View Enter and Update Referrals e View Enter and Update Daily Service Records e View Enter and Update Groups e View Enter and Update Group Sessions e View Enter and Update TREAT and e View Enter and Update P amp CE Module 4 1 3 Data Entry Supervisor This user type has pt Q NOVASC TIA 15 e Access to all Treatment and P amp CE screens except Administration screens e Access to Routine Reporting e Access to expanded search functionality e Create a Client Case Number e View Enter Update and Print Client Profiles e View Enter and Update Program Registration Discharge e View Enter and Update Referrals e View Enter and Update Daily Service Records e View Enter and Upd
101. no groups that match the given criteria 3 Choose the appropriate Program from the drop down list In this example CBS Alcohol is chosen Home Lookup O Lookup by Group Id Clients Groups Daily Service Records Lookup by Group Session Id Profile Help Logout O Organizing Site v Search Results Gre Group Id A Orga CBS Alcohol CBS CHOICES CBS Gambling CBS General CBS Nicotine CBS Wi _ gt Sendak ee drop down list In this example ve CBS Alcohol is chosen RM Driver Competency aT O Group Type v PP Group Hame Choose the program from the 2 Group Topic PP Date Range Start Date f Group Name FJ i 4 Click the arrow next to the Organizing Site field to display the list of available options Home Lookup Clients Groups Daily Service Records O Lookup by Group Id O Lookup by Group Session Id Profile Help Logout Staff Pp Program 2 Group Number i PP Organizing Site CBS Alcohol v Group Type O Group Hame Search Results Groups no entries Group Id F Organizing Staff FJ Program Group Affiliated With F Group Type 3 Group Topic FJ Start Date F Group Name F ae There are no groups that match the given criteria Click on the arrow next to the Organizing Site field to display th
102. nology Centers Heath 4 system are Welcome to ASsist e To provide information so we can better meet our clients needs Assist Version 2 0 4 e Tobe able to readily report on our standards and accountabilities e Toreduce the manual processes currently required for programming and funding Resources zl Privacy Training To Do List no entries ra S E Release Notes C tions There are no entries on your To Do list Fri Feb 4 2011 ASsistis capable of collecting information related to intake and referrals registration tracking of appointments and groups and discharge Links Wait and Active Client Caseload List 2 items Ghent Name CC CS BD ecccton saves ABCDEFG ZABCD registration Health Promotion ABCDEFG ZABCD registration The Lookup page will display AS S i st lf AA Service Home Lookup Clients Groups Daily Service Records Profile Help Logout To perform a quick lookup select one of the following V Lookup Client By Case Ho Health Card Number Health Card Issuer NS Last Name First Hame Date of Birth TE CyyyyiMiMidd NOTE The cursor is automatically defaulted to the Case No field A search can be performed by using the following methods a Case Number or by using the 8 digit StatIS number in the Case Number field Health Card Number and Issuer or First Name Last Name and Date of Birth 46
103. nts Select the End Date 9 Click the Accept icon to add the indicator to the Client Profile X 60 NOVA SCOTIA Client Indicators 1 item E E History of Seizures Epilepsy v Reeves Heather 100502 v 2011701 127 a 201401 127 f General Comments General Comments Click the Accept Icon to add the Indicator to the Client Profile 10 The blue icon T indicates the client indicator has been added to the client profile successfully Client Indicators 1 item e a History of Seizures Epilepsy Reeves Heather 100502 2011 01 27 2011 01 27 The blue icon indicates that the Client Indicator has been added to the client profile successfully Characters remaining 1500 1500 5 8 3 Editing a Client Profile A client profile can be edited at any time when located in the system 1 First locate the client to be edited by using a Case Number client ID or other form of search In this example the Case Number is used to find the client TNS I Service Home Lookup Clients Groups Daily Service Records Profile Help Logout PP Lookup by Case Ho x PP Lookup by Client Id First locate the client to be edited In this example the Case Number is used to find the client When the client is located the client profile will be displayed on the screen Change the client information as required 2 Make all the necessary changes to the cl
104. oassaceactveesseudonedesonsaseses aeii aidian abdesit 95 5 11 5 Adding Client Participants to a SCSSION ccccsccccsssecccesscecceececeeeeceseueceeseseessaseeesaaeeessaneeess 98 5 12 Daily Service Records ssesesesessesesecececscsesecececsesesececececsesececececsesesecececsesesecececsesesesececeeseseseceee 100 5 12 1 Search for an existing Daily Service Record cccccsssssecccesesecceeceesecceeseeseeceesaaaeecessueeeeeees 101 5 12 2 Create a Daily Service Record ccccsesecccesseccceeeccccenscecsueceseuecesseueeesaeeeesaueeeesauseessansessaes 103 5 12 3 Add a client to a Daily Service Record ccccccccsssssecceceeseececcauesecceseaeeeceeseaeecessuaaeeesseges 105 5 13 PREIS arsarsc ers a vaste E aio ew nc eatep au vale oars Soins aera punta ana ea eae ain ue NaN aueN 107 5 13 1 Create a referral Recommendation seccacssstacucesansoncsushcovessteadoaroalsmcducausad aueecavensaeedusaiabecedsanas 107 5 14 VIGNE NAS CHEMU arerin EO OE E 110 6 SWIPE CARD FUNCTIONALITY IN ASSIST sssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 111 7 PROVINCIAL ASSIST PAPER FORMS wssssctitcnscscescassneiesnscsdaccesicienenssicntssincesnsnnntesinnietirtnn 113 1 INTRODUCTION Addiction Services Statistical Information System Technology ASsist is a secure web based provincial client management application ASsist runs on an Oracle database engine which is hosted at Chief Information Office CIO The application
105. of group members is called sessions and a group can have one or many sessions With ASsist a group needs to be registered prior to the details of one or many sessions being inputted and associated with the group The following diagram represents the business process for Groups and Sessions Community Based Sessions GROUP AND SESSION PROCESS CBS PROCESS REPEATED FOR EACH SESSION Add new Group to f ASsist and ent anil Seist and Ar Add New Session Attach Clientsto End GROUP specitics and associate with f Sesulia P AND SESSION i Group inASsist f i es 5 11 1 Search for an existing Group A group can be searched for using various methods In this section a group will be searched for using e The Group ID e Group Definers or e The Session ID Example 1 Search using the Group ID 1 From the Home page click on the Treatment button pid 86 NOVA SCOTIA ASsist Addiction Services Treatment g ELE EL Profile Help Logout Knowledge Click on 4 erence Services Statistical Information System Technology Centers utton Welcome to ASsist e To provide information so we can better meet our clients needs i Assist Version 2 0 4 e Tobe able to readily report on our standards and accountabilities e Toreduce the manual processes currently required for programming and funding Mon Jan 24 2011 ASsist is capable of collecting information related to intake and referrals registratio
106. on is defined as an abuse of authorized access leading to inappropriate disclosure or use of information This abuse may or may not have a detrimental impact on the client family and or the facility IWK 1998 Appropriate Use of the System Users are never authorized to use ASsist for any personal non work related reason When in doubt ask your supervisor Unauthorized Use Looking up the treatment record of any client if you are not required to do so for your job This includes but is not limited to a Looking up the treatment records of a friend relative or colleague to check up on them even with the permission of the client and b Looking up one s own record Monitoring amp Audit All activity on the system is recorded and can be pulled out in an audit log Users of the system can be audited at any time and without notice Random audits will be conducted every month regularly A client has the right to request a full audit log be pulled for his her course of treatment All audit logs will be reviewed and all potential breaches investigated 3 2 10 Conditions of Use Document 1 Every user of the system is required to sign a Conditions of Use Document prior to receiving a username and password The document outlines the appropriate use of the system from both a standards and privacy perspective The document supplements all current obligations related to the user s work and appropriate conduct and ethi
107. or ASsist who will be Last Name NOPORS _ d ISC ha rged 3 MNOPOR Middle Hame QRSTUVVY In this example the Case No is used to find the client NS T i sevice Home Lookup Clients Groups Daily Service Records Profile Help Logout Lookup by Case Ho j Lookup by Client Id E Client je r In this example the Case No is used to find the client Last Mame NOPORS Middle Hame QRSTUYVY Case Ho mir se Anama T 2 Click the Lookup button 83 eT icin service Daily Service Records Lookup by Client Id Home Lookup Clients Groups Profile Help Logout 2 Lookup by Case Ho Client i Click the Lookup button Middle ane QRSTUYYY Old StatiS Case Numbers First Name MNOPQR Case Ho Last Name NOPORS The client profile page appears 3 Scroll down to the section that refers to client Intakes and Program Registrations 4 Identify the program and click on the Edit View icon to open it id Program Name Site Start Date Date 2011 01 31 Reason for Discharge Edit ry 67624 CBS Alcohol Antigonish CBS 93581 Intake Id Level of Priority Emergency Start Date and Time 20 Outcome Continue with another AS Program Recommended Program fy Program Registrations 1 item Identi the p rog ra m a nd click the Edit icon to open it TTEA E E z f 67618 STP CHOICES Residence Glace Bay
108. or process ctic Org apache struts action RequestProcessor process Lijavax serylet t Org apache struts action Actionserylet process Ljavax seryvylet htty Ca ns G0V aSS1St 3Struts action Assista ctionserylet process Li iavax org apache Sstruts action Actionseryvlet doGet Ljavazx servlet http It Javan servlet http Attpservlet service Lijavax servlet http HAttpser jJavax servlet http Httpservlet service Ljavazx servlet servletReque Mouse Overs ASsist also provides users helpful information when filling out specific fields or performing specific functions by using the Mouse over functionality These tips pop up in a yellow frame and display helpful information about that specific field or function to assist the user in entering the correct details An example of a mouse over tool tip is below In this example the mouse over is explaining details about the Save button Hold the mouse cursor over the save button and the mouse over pops up 5 1 8 TREATMENT process flow for ASsist The following diagram represents the regular flow for the Treatment usage of ASsist 28 ASsist TREATMENT Check Case Heath Card No Client found First nam last name and DOB Yes Verify Current Yes information is d A correct Client foun ial ag Populate the Completed and LF Completed by Heds Create Case LEELA E Createsnew Intake TELH EHO Ah Complete client CIL JREN EL profile
109. ould automatically create a Daily Service Record and place it on the to do list for the co facilitators of that group The following screen shot is a To Do List on the home screen PIS 37 NOVA SCOTIA TN 5 Service Home Treatment Profle Help Logout Extended Wait and Active Client Caseload list is enabled but no Charge To s configured Knowledge ASsist Addiction Services Statistical Information System Technology Centers Treat Tester The main objectives of the system are Welcome to ASsist e To provide information so we can better meet our clients needs ASsist Version 4 0 e Tobe able to readily report on our standards and accountabilities e Toreduce the manual processes currently required for programming and funding Tue Mar 1 2011 ASsistj s acti Resources racking of appointments and groups a Privacy Training To Do List 1 item G a l Release Notes a 2011 03 01 11 02 Complete the DSR Activity for the Group Session you facilitated Babinec Roland 100245 l Links Wan tve Client Caseload List 5 items LastName Test FirstNameTest intake CBS CHOICES a Health Promotion LastName Test FirstNameTest intake CBS CHOICES King Leon registration STP Men amp Anger King Leon registration STP Men amp Anger Lewis Huey intake CBS General Wait and Active Client Caseload List The Wait and Active Client Caseload List allows quick access to all current active clients assigned to the specific ASsis
110. oup When multiple groups are displayed each column may be sorted as depicted by the double arrow icon in the column header Clicking on this button will sort the corresponding column either descending H or ascendingltl 1 To open a group click on the Edit View icon amp and the Edit Group Screen will appear Search Results Groups 1 to 10 of 17 Group Id FJ Organizing Staff EJ og r T a Type Group Topic FJ cr g Group Name F Cormier Mary 11018 ae m Quitting Smoking 2006 02 02 2355 Garby Kris 6022 CBS Adolescent Training Adolescent Services 2007 05 04 ITA Teacher Training 2143 Peters Dayyn 9829 CBS General Training Life Skills 2007 04 30 Anxiety skills group lh cla al CBS General Training meamas 2007 05 22 Introduction to Addiction 2446 Orientation 100185 3940 Doyle Karen 11017 CBS Adolescent Training Addiction 2007 on t h e E d it ic on 7802 Godin Joey 100247 CBS CORE Training Acupuncture 2008 2 10204 VYalsh Dorothy 30083 STP CDHA Training Healthy Living 2008 1 24 Forgiveness 10227 Cantley Jennifer 30091 STP CDHA Training Healthy Living 20084 1 25 Leisure amp Wellness 10003 Cantley Jennifer 30091 STP CDHA Training Healthy Living 20081111 Yoga 3734 Peters Dawn 9829 CBS Women Training Other To open a group click I WRWUGSB B BW VVWV 2 Make changes to the group information as necessary 3 Click the Save button 5 11 3 Create a New Group The following steps outline h
111. oups Daily Service Records Profile Help Logout 2 Lookup by Group Id PP Lookup by Group Session Id es i PP Staff vi Organizing Site v 2 Program b O Group Type N re Group Topic PP Group Humber iz PP Group Hame Search Results Groups no entries Group Id EJ Organizing Staff EJ Program Group Affiliated With EJ L Group Name F a There are no groups that match the give from the drop down list In this example Training is chosen 3 Click the Search button Home Lookup Clients Groups Daily Service Records Profile Help Logout J Lookup by Group id i LookupbyGroupSessionid A Staff Organizing Site v Program v Group Type Group Topic v 2 Group Number PP Group Name 2 Date Range OoOo ree mal Search Results Groups no entries D IMETI Click the Search button There are no groups that match the given criteria All the groups in ASsist that match the search criteria are displayed Home Lookup Clients Groups Daily Service Records 0 Home Lookup Clients Groups Daily Service Records 0 Clients Groups Daily Service Records O Lookup by Group Id ham 2 Lookup by Group Session Id E PP Staff bi PP Organizing Site b 2 Program 4 2 Group Type Training Y 2 Group Topic PP Group Number a PP Group Name 2 Date Range Search
112. ow Groups are registered in the ASsist application 1 Navigate to the Groups Search screen From the Home screen click on the Treatment button and then click on the Groups menu item 2 The search results will be displayed 3 Click the Create New Add icon IZ to add a new group 94 A a servic Home Lookup Clients Groups Daily Service Records Profile Help Logout pe Lookup by Group Id pe Lookup by Group Session Id 2 Staff Reeves Heather 100502 v 2 Organizing Site i fh Papi Pano Y Click the Add New icon to add a new group Search Results Groups 1 item Group Id E Organizing Staff EJ Program Group Affiliated With FJ Group Type E Group Topic FJ Start Date F Group Name F 19629 Reeves Heather 100502 CBS Adolescent Education High Risk Problem Drinking 2011 01 20 4 Populate the fields with the information about the group ASsist Home Lookup Clients Groups Daily Service Records Profile Help Logout Group Id Start Date rm End Date o m Organizing Staff Please select i arla Araanjizing Site Please select Populate the fields with the information about the Group Type Please select Gr ou p p Topic Please select Program Group Pee lt Please select gt Group Number j Group Hame Group Definers Audience Categorie
113. owing Lookup Client By Ga Case Ho Health Card Number Health Card Issuer NS x ES Last Hame First Name Peter Date of Birth 1953 02 05 ra yyy yaMiMidd Multiple clients have been found please narrow your search Middle Hame Home Phone 302 I Gender lt Please select gt W In this example the Home Phone number is used to narrow the search 2 When the additional search criteria have been entered click the Lookup Button ASsist OE Home Lookup Clients Groups Daily Service Records Profile Help Logout H The following errors must be corrected A Too many results To perform a quick lookup select one of the following V Lookup Client By Ga Case Ho P Health Card Humber Health Card Issuer NS v Last Name First Name Peter Date of Birth 4 95302105 a yyy yiida Middle Hame fl Home Phone 902 555 5555 Gender z Please select Lookup Click the Lookup button 52 If the expanded search is successful the client details will populate on the Client Profile Screen If the user is unable to narrow the lookup the Research and Statistical Officer or ASsist Administrator should be contacted to retrieve the correct client record NOTE To lookup a client using different name variations the client
114. ps Daily Service Records Profile Help Logout Client Case No 1100008 Hame MacDonald Jimmy HCH 12345678901 HCH Issuer Other To determine if a Full Intake is Required select from the following Site lt Please select gt N Bed Required yes ONo O Unknown Withdrawal Management Yes No O Unknown Please select Antigonish CBS Choose the correct site from the drop down list In this example Antigonish CBS is chosen 7 Indicate whether or not a bed is required for this intake by choosing either Yes No or Unknown for the Bed Required field In this example Yes is chosen 71 Q NOVASC TIA TN a in service Home Lookup Clients Groups Daily Service Records Profile Help Logout To determine if a Full Intake is Required select from the following Site PEE CBS v Bed Required Q es ONo O Unknown Withdrawal Management yes No Unknown N Indicate whether a bed is required for this client by chosing either Yes or No or Unknown for the Bed Required field In this example Yes is chosen 8 Indicate whether or not Withdrawal Management is required by choosing either Yes No or Unknown in the Withdrawal Management field In this example No is chosen TA MER Home Lookup Clients Groups Daily Service Records Profile Help Logout Client Case No 1100008 Name MacDonald Jimmy HCH 12345675901 HCH Issuer Other
115. pulated whenever possible Note the Client Requires Further Treatment field This field is to be populated with the professional opinion of the staff member and does not mean the client agreed to further treatment If set to yes and discharge status is normal attach a referral recommendation Note the Interrupted Unable to Complete field should only be used on an exceptional case basis For example if a client leaves treatment and the staff member determines that it will not be possible to collect the rest of the discharge information including the mandatory fields this field can be checked making the mandatory fields no longer mandatory Note the Medication Reconciliation Complete field i Select N A when this is not a required process of the program ii Select No when the process was required but it was not completed and iii Select Yes if the process was required and was completed and Special Program Indicators If the program discharge or case closure is for Withdrawal Management Methadone Opiod Treatment or for Driving While Impaired or Alcohol Ignition Interlock programs these additional fields are mandatory 7 When all known information has been entered into the discharge section of the screen click the Save button If Save is not clicked or if the user navigates to another screen all information will be lost diosaudtoisaudoisadu cisaduoiasduo isaduoias du acisdusacidu oisal General Comments
116. r NS Last Name Doe First Name Jane Date of Birth 1980 12 25 ms yyyy MM dd New Client 5 6 7 Alternative Client Lookup Pre Requisite Logged into application For existing clients only perform a lookup by executing the following 1 From the Home page click on the Treatment button 2 Click on the Client button The Client Screen will display 3 Type in the search criteria to locate the client in ASsist a In the Lookup by Case No field enter the 7 digit ASsist Case Number or the 8 digit StatIS number region code plus 6 digit number or b In the Lookup by Client Id field enter in the Client ID ASs i st MA Service Home Lookup Clients Groups Daily Service Records Profile Help Logout O Lookup by Case Ho i pe Lookup by Client Id ii 4 Click the Lookup button If the search is successful the client will populate on the Client Profile Screen 5 7 Creating a new Case Number in ASsist If the client does not already exist in the database proceed to create a new client by clicking the New Client button The New Client button will only appear after an unsuccessful search for an existing client is performed 1 Click the New Client button pt Q NOVASCOTIA 54 CS aD services Home Lookup Clients Groups Daily Service Records Profile Help Logout Client not found Lookup Client By Case Ho aia i Health Card Humber He
117. r and the code of conduct or regulating legislation of their profession 3 1 10 Change in user employment status 1 To ensure that user access is properly maintained every District Health Authority Shall provide the Provincial ASsist Team with information related to the following changes in a user s employment status a Termination of employment b Change in job functions which changes the user s need for access where the change is for longer than 30 days Suspension of employment Maternity or parental leave of over 30 days Leave of absence of over 30 days and Sick leave short or long term disability of over 30 days 2 The District Health Authority shall provide the information to the ASsist Project prior to or immediately upon the date that the DHA confirms that there will be a change in status oao 3 2 Privacy Training The following training information must be reviewed before access to ASsist can be granted Following the training a Conditions of Appropriate Use form must be signed and submitted to a manager or supervisor A copy of the signed form will be sent for retention at DHW and the original will be placed in the user s personnel file 3 2 1 Privacy amp ASsist 1 The protection of client privacy is extremely important to ASsist and is the obligation of every individual user of the system 2 All client information held on the system and in any paper records should be considered sensitive and deservin
118. r ASsist 34 _ ASsist_______ _ _ _ _ M Maaien Services Home Treatment nT Help Logout ma dge ASsist Addiction Services Statistical Information The ASsist aga Adele sce Satta ema oll ce es Page can Heather Reeves The main objectives of the system are be accessed by clicking Welcome to ASsist e To provide information so we can better meet our the Help button Version 2 0 4 e Tobe able to readily report on our standards and e Toreduce the manual processes currently required for programming and funding E esources Fri Feb 4 2011 ASsistis capable of collecting information related to intake and referrals registration tracking of appointments and groups and discharge To Do List Gl C tions There are no entries on your To Do list no entries Release Notes Links Wait and Active Client Caseload List 2 items G Cieni Name C oon coo ABCDEFG ZABCD registration E Health Promotion ABCDEFG ZABCD registration 5 3 3 Logout Button and Timing out When finished using the ASsist application logout of the application to safeguard private information see ASsist Privacy Training for procedures on appropriate use of the system 1 To logout of ASsist click the Logout button ASsist _ s sas M Home Treatment Profile Help Lpqout To Logout of ASsist click ASsist Addiction Services Statistical Information System Tec Heather R
119. re are no groups that match the given criteria All groups matching the search criteria would be displayed In this example the search returned no groups ASsist indicates that no groups were found Home Lookup Clients Groups Daily Service Records Profile Help Logout O Lookup by Group Id PP Lookup by Group Session Id _ 2 Staff PP Organizing Site v pe Program 2 Group Type PP Group Topic O Group Number O Group Name PP Date Range Search Results Groups no entries Ly Group Id Organizing Staff EJ Program Group Affiliated With EJ Group Type A Group Topic EJ Start Date FJ Group Name F en There are no groups that match the given criteria If no groups are found matching the search criteria the message indicating so will appear here 7 To search again first clear the current search criteria by clicking the Clear button 90 me Home Lookup Clients Groups Daily Service Records Profile Help Logout Lookup by Group Id Lookup by Group Session Id A Stat i Organizing Site Antigonish CBS v pS Program CBS Alcohol v PP Group Type v O Group Topic v Group Number Group Name Date Range ms O e ms Search Results Groups 1 item Group Id EJ Organizing Staff 3 Progr
120. rogression Process sccccccssecccssececcesccecenececaueeecseuscesseuecessussesseesessanseesees 19 5 1 3 WEN S a e E E E E ET LN EE TE E E E T 20 Sla Generi CVOL gee eeren EEE ee ee eee eee eee 21 515 ASsisticons and Elements eee ee ee eee eee 22 5 1 6 Mandatory and Optional Fields ccccccccsseccccsecccseeccceesccccenscecseueceseusecessuecesseuseesaaesessaaess 24 5 1 7 Error and Informational Messages ALERTS WARNINGS MOUSE OVERS 26 5 1 8 TREATMENT process flow for ASSISt c cccccccsssecccceesseccecsessececseeaseceeseuaeeceesuenseeeessaaeeeessaganses 28 52 LOEME MILO 05 SIGE vate avunatevanuiastouaseustaaacasatiecscousievansosspuiacentnaaeequbieaseomseeandaaesnaidusetnaadnnssieesssnueeevawasteuids 30 Deed LG VS MO ASSIS sees ina tes a TA wags oleae ng cma esau te te aise 30 5 3 Home Page and General ASsist Navigation ccscsscsscsccsccsccsccsccsccnccnccnccsccscescesceccescesceccescnscnsonss 33 tel POE BU O Ene en Ree to RSP a E EATE E A oe ee ee 33 5 3 2 FH Fa 1 arasez tend nse E EAEE E A A O A O 34 5 3 3 Logout Button and Timing OU ce eeeesseeccccccceeeeeeeeecceeeseeeseeceeeeseaeeeseceeeeseaeenseeeeeeseeeeees 35 5 3 4 ToDo List and Wait and Active Client Caseload LiSt cccccccssscccsssececeeeeccsescecseusecseanseeseaees 37 5 4 Changing the Password s ssssesecesecsesesececscsesesecececsesececececscsesecececscsesecececsesesesececsesesesececeeseseseceee 39 55 Knowledge Center s
121. rral O Refer to Agency Please se gt Hame of Refer to Contact Contact Info Hotes NOTE For complete information on fields specific to a Referral see the Data Definitions document Here are some fields to note e fthe referral is an internal referral click the respective radio button and enter the details in the internal referral section of the screen If the referral is an external referral click on the respective radio button and enter the details in the external referral section of the screen and If there are additional comments provide this in the notes field and proceed to complete the rest of the referral recommendation details Client details and the Intake ID automatically populate the top part of the referral recommendations screen This summary information cannot be edited from the referral recommendation screen 8 Click the Save button Characters remaining 500 500 Referring Site Sydney CBS v Referral Date 2011 01 28 E Click the Save button Referring Staff Reeves Heather 100502 v ave Ha Save New ce Cancel NOTE The Save button saves the single referral The Save New button saves the referral but reloads the page to add an additional referral and To cancel a referral without saving click the Cancel button 5 14 Merging Clients There may be instances where a user needs to merge two client cases together This may be due to duplicat
122. s Available Selected Adult Children of Alcoholics Child Protection Referrals Clients Awaiting Service Community Based Clients Concerned Significant Others Concurrent Disorder Clients Criminal Justice System Referrals Senior 65 Young Adult 19 to 29 Youth Adolescent 18 and under Fields denoted with an asterix are mandatory 5 Click the Save button Available Selected Aboriginal Status NA Indian Aboriginal non status Acadian African American 5 11 4 Create a Session for a Group 95 A Session can be defined as a meeting of a Group There can be one or many sessions associated with a Group The following steps outline how a Session can be added to a Group 1 From the Home page click on the Treatment button and then click on the Group button 2 Enter the search criteria to locate the group CE a hn Service O Lookup by Group la 2 Lookup by Group Session Id 2 Stat Enter the search _ gt aanizing site v PP Program crite ria to ocate Group Type pe Group Topic pe Group Number th e g rou p Group Hame PP Date Range Search Results Groups no entries Group Id A Organizing Staff EJ Program Group Affiliated With EJ Group Type EJ Group Topic EJ Start Date FJ Group Name F EE There are no groups that match the given criteria
123. s Case Numbers Last Name at Birth At DEFGHI Alias Goes By Date of Birth 41 years ald Gender Contact Phone Phone call is allowed i Message is allowed Health Card Number anti Card Expiry 3011 08 31 The Pri nt CI lent pa g e a p pea rs Health Card Issuer Other Issuer Description Client initially heard SHOUT senice iii Famihv Significant Other OMS Mot asked yet Collection Staff Graham Margareti 907 Collection Date 2010 01 06 The page can be printed from this screen by clicking the Print button at the top of the page The page can then be printed to the printer The user can also click the Close or Back buttons from this screen to return to the Client Profile screen 64 5 8 5 Client Profile History including StatlS History The client profile can be viewed on screen in ASsist The current details for the client profile can be viewed by scrolling up and down the client profile page In some cases clients may have received treatment from Addiction Services prior to the implementation of ASsist and have had information migrated from the old StatlS application To view the client history including any StatlS history first locate the client using any of the various search methods case number health card number plus issuer or first name last name and date of birth To do this perform the following steps 1 Locate the client in ASsist In this example the Case Number is used to locate the client a
124. screen e Profile Displays user information and allows users to change their own password e Help Links to the training manual and e Logout Explicitly ends a user s session in ASsist 3 Main Body outlined in red Where the data fields and the content of ASsist are found The following diagram depicts the general layout of each screen ASsist lm Home Lookup Clients Groups Daily Service Records Profile Help Logout Client Old StatiS Case Numbers Last Name First Name David Middle Name Last Name at Birth Alias Goes By Main Body ad reatm nt Data Contact Phone 9 y Allowed Message Allowed Health Card Health Card Expiry Number i ae TE yyy seo ea NS Issuer Description Issuer i Collection Staff lt Please select gt v Collection Date TE yyyymmidd 4 Create Case Number Client initially lt Please select gt heard about service from rid 21 NOVASCOTIA 5 1 5 ASsist icons and Elements The following table lists the graphical icons and elements used in the ASsist application to help users enter information and navigate the application Icon Element Description Login This button when clicked authorizes whether the username and password are valid If valid then the user gains access to ASsist if not the user is denied access Change Password This button when clicked resets a
125. se numbers and associated client records into one file in both the database and history tables a Refresh Defaults Delete 5 1 6 Mandatory and Optional Fields The information that is entered into ASsist should be as complete and accurate as possible The field requirements within the ASsist application include the following Field Filling Requirement Definition Explanation Mandatory on Save The field must contain information before the screen can be saved Mandatory on save fields are denoted with an asterisk Mandatory The field must contain valid information The next step in the process cannot be accessed if a mandatory field does pt Q NOVASCOTIA 24 Field Filling Requirement Definition Explanation not contain a valid value for example cannot proceed from Intake to a Program Registration if mandatory fields are not populated correctly Dependant Mandatory The field must contain information but only as a result of previous field being populated with a value for example the Relationship and Emergency Telephone fields become mandatory fields only when an Emergency Contact Name is provided Optional The field is not required to contain information Note Some fields that are defined optional by ASsist may be Mandatory according to a business process in a specific DHA In such a case users would be expected to populate the field the system for example Activity ID or Case Number created by an
126. se number is located at the top right left of the client screen Home Lookup Clients Groups Daily Service Records Old Staths Case Numbers A new Case Number T i r Gender i Date of Birth 19871022 TE yyin 5 8 Client Profile 5 8 1 Create a client profile The previous section defined how a user could create a Case Number for a Client The rest of the Client Profile screen contains important demographic information that should be completed prior to or at the time of Program Registration Pre Requisite Logged into application performed client lookup and on the Client screen Obtain client information from the client This information includes address contact information as well as demographic information for example Marital Status or Ethnicity 1 Fillin as many fields about the client as possible f Addiction Services Home Lookup Clients Groups Daily Service Records Profile Help Logout PP Lookup by Client Id m Old StatiS Case Case No 1100008 Numbers Last Hame MacDonald First Hame Jimmy Middle Hame Last Hame at Birth Alias Goes By Gender v Date of Birth 1975 10 22 E yyyy MMdd Age 35 02H tb Contact Phone Ht C Phone Call Allowed C Message Allowed Health Card Number 12345678901 spent Sant ssa 201200126 5 CyyyyiMMidd Health Card Issuer Other v Issuer Description Collection Staff Reeves Heath
127. st Treatment Clients page appears 234 587 8901 234 5678 Health Card Humber 10000905977 Pean ot sar TE yyyyMIMidd LV Phone Call Allowed Ed Message Allowed Contact Phone Collection Staff Poirier Maureen 1036 v Collection Date 2010029 E yyyyntido EE Client initially heard about service from Address Mailing Address 89 QRSTU VWXYZ A i 911 Civic Address PQRST UAA i Postal Code At A AIA Health Card Issuer Other v aE Issuer Description Health Professional Other Province Nova Scotia County Cape Breton Home Community Glace Bay Home Phone C Phone Call Allowed C Message Allowed 5 6 2 Client Lookup Using the Health Card Number and Issuer The Health Card Number field requires the 11 digit Health Card Number assigned to the client by the province of Nova Scotia 1 Enter the client s 11 digit Health Card Number in the Health Card Number field 2 ASsist Addiction Servi Addiction Services Home Lookup Clients Groups Daily Service Records Profile Help Logout Lookup Client By Case Ho ok Health Card Humber x Health Card Issuer NS O O Enter the client s 11 digit health card number into the Heath Card Number field To perform a quick lookup select one of the following YW Date of Birth cvyyyaimvaay The Health Care
128. t ASsist fle i A i Addiction Services Home Lookup Clients Groups Daily Service Records Profile Help Logout To perform a quick Io Et one of the folowing v Lookup Client By Q Case Ho osoo ies Health Card Humber Health Card lesnerlne lt v Lastname Locate the client in ASsist In X Date of Birth 3 yyyymmiao this example the Case No is used to find the client 2 Click the Lookup button KA i Addiction Services Home Lookup Clients Groups Daily Service Records Profile Help Logout To perform a quick lookup select one of the following v i E Lookup Client By Case No 0900005 Ww Health Card Number Health Card Issuer NS Last Hame o First Hame Date of Birth E yyyyMmidd Click the Lookup button The current client information can be viewed on the screen The current client information can be viewed by scrolling up and down this page DP S X 65 NOVA SCOTIA Home Lookup Clients Groups Daily Service Records Profile Help Logout PP Lookup by Case Ho I 2 Lookup by Client Id y Old StatiS ma 04987053 Case Ho 0900005 Numbers Last Name Smith he Li La aaan ang e E The current client information can be viewed Last Hame at Birth by scrolling up and down this page re
129. t user This section shows treatment providers the list of clients currently assigned to them either clients waiting for treatment Open Intake only or receiving treatment Open Registration Click on the Client Name Case No or Status and the system will open the client s profile Note the following ways a client will be found on your Wait and Active Caseload List e Intake o The client will appear on the list belong to the person indicated in the Intake Assigned To field or o If the Intake Assigned To field is blank the client will be found on the staff member whose name in the Intake Completed By field or o If the Intake Assigned To and Intake Completed By fields contain different names the client will appear on the Wait and Active Case Load List for the staff member whose name is in the Intake Assigned To field and e Open Program Registration o The client will appear on the list for the staff member whose name is indicated in the Primary Staff field or o If the Primary Staff field is blank the client will be found on the list for the staff member whose name in the Registration Staff field or o If the Primary Staff and Registration Staff fields contain different names the client will appear on the Wait and Active Case Load List for the staff member whose name is in the Primary Staff field and 38 e There is a special rule applied if the registration program name or an intake recommended program is a Primary Care Pro
130. these steps until all the clients participating in the session have been added The clients may require registration to the program to be added to the list Refer to Program Registration section 5 10 of this guide for details on how to register a client for a program Refer to section 6 of this manual for instructions on how to add clients using the swipe card method 5 Click the Save button Amount of Volunteer Time HH mm ick th Save b utton Completed By Rea ae 99 NOVASCOTIA 5 12 Daily Service Records Addiction Services Treatment staff record a variety of service recipient and non service recipient activities The ASsist application provides an efficient means for capturing this information The following diagram outlines the business process for Daily Service Records in ASsist Enters Daily Service Record information into ASsist Conduct Direct and Indirect client activities f End DAILY SERVICE RECORD INPATIENT F Treatment staff 1 To access the Daily Service Records in ASsist from the Home page click the Treatment button 2 Click on the Daily Service Records button AS S i st an Services Home Lookup Clients Groups Daily Service Records Profile Help Logout To perform a quick lookup select one of the following W Lookup Client By Click the Daily Service Records button Q a gt a o Case Ho Health Card Humber
131. tic lower case Type in the Current Password a alphabetic uppercase numeric special characters New Password Reenter Password ey Change Password 3 Type in the new password in the New Password field Treatment User Profile Home Administration First Name Erica Email eroyal barringtongrp ca Activate Date 2011 01 18 f wadicton Services Profile Help Logout Last Name Royal Phone Number 424 8471 Termination Date 2011 05 31 Staff Position Clinical Therapist Role Research Officer SSA DHA 9 Current Password wevecsoeses The password requirements are minimum of 8 characters in length a the inclusion of atleast 2 of the following alphabetic lower case alphabetic upper case numeric special characters New Password x Reenter Password User Id royale Type in the new password ee Change Password 4 Type in the new password a second time in the Reenter Password field 40 Home Treatment Administration Profile Help Logout User Profile First Name Erica Last Name Royal Email eroyal barringtongrp ca Phone Number 424 8471 Activate Date 2011 01 18 Termination Date 2011 05 31 Staff Position Clinical Therapist Role Research Officer SSA DHA 9 User Id royale Current Password secsessesss The password requirements are a minimum of 8 ch
132. tment Client Print Options Microsoft Internet Explorer File Edit view Favorites Tools Help x gt B aa l a A gt x a A pe Search Pp Favorites 4 CS a St rel ClientPrintOptions do printObjectName client amp amp clientId 11223 amp printObjectId 11223 v Go Links Ap Check Translate sf AutoFill 9 A Signin i gt Bact E https fassiststaging hss gov ns ca 9028 assist treatment view v J search gt ial N Share S Address Google e Typing text into the field text boxes does not count as activity To avoid losing important information frequently click the Save button If a session has timed out the following screen will be displayed The following errors have occurred while retrieving system messages Your session has timed out Any unsaved work has been lost Please logout and log back in to ASsist Profile Help Logout Home Lookup Clients Groups Daily Service Records J Lookup by DSR Activity Id Date 2008213 CE cyyyyMMidd Staff Hayward Terrilyn M 80029 Jaily Service Records no entries AA Timen sted actwiys Staus Duration Parti Cents Actions No Daily Service Records found Site Please select gt To log back into ASsist perform the following steps 1 Click the Logout button circled in this screenshot The following errors have occurred while retrieving system messages Your
133. to this group 96 Click the Create New Add icon to add a session to this Group Sessions 1 item group a Date Time Duration te Tocation T Completed by Pacer 26295 2011 01 24 02 45 0 01 Bayers Road CBS Royal Erica 100501 The Group Session screen will display 7 Populate the fields with information specific to this session The fields in this example are populated randomly Take care to enter in correct information The Session Time 24 Hr field is to indicate the starting time of the session and The Session Duration field is used to indicate how long the session took from start to completion i e how many hours and or minutes AS S i st Addiction Services Home Lookup Clients Groups Daily Service Records Profile Help Logout Group Id 19623 Organizing Staff Royal Erica 100501 Program Group Affiliated With CCSS Women s Treat Serv Start Date 2011 01 24 End Date 2011 01 29 Group Number Organizing Site Bayers Road CBS Group Topic Recreation Therapy Functional Intervention Group Hame Group Session Group Session Id Session Date Ca yyyydMMidd Session Time 24hr HH mm Session Duration HH mm Specify a location if other then Organizing Site r other sxe Le aa Populate the fields with information specific to the session Other County v Facilitator s Available Anderson Rick 30034 i i Shigeo All fields filled out in this Bates Brendaf100243 ex
134. uees 13 3 2 9 Monitarne car 6 ogee ane ne ee eee 13 3 2 10 Conditions OF Use DOCUMENT cccccssecccescceeeececcesececeuseceeeuececeuseceseueeesenecessuaecessueessenecs 13 3 2 11 Key Points to Remember sssssccscsssssccccvsssssecuccsssscencesssscetcesssscescesssssensesssssensesssssensesssss 13 3 2 12 ACKNOWIEAEEMENL cccccccssssecccccsssecceccesseceeseeeeceessaeeceeseueseceeesuaueceessueaseeesseaaeeeesaneeeeessages 14 3 2 13 VU UN AON eaire EEEE cae Gage vont E ETE 14 4 USER ROLES amp RESPONSIBILITIES sssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnna 15 Beds PROMISE OM a A E thaeeueaeaneeceasece 15 4 1 2 DD ater EVEN aie E ETAS 15 4 1 3 at aE UC O aces sancicaninaneasaueneanensinactesoodsceasemneaaesaitene te E E E EAE E 15 4 1 4 PUVA AON E E A E T E A A A E T A E E E 16 LS PE Eepe E E E A A A A EE S 16 LO RESCA CO IIC O eonen E 16 4 1 7 Research Officer Provincial scsiccecsuccienveniuscasevnclwadsmanaaveasenwonceuesatmsienacweewenstuacaeeuceensanetesammausucae 17 4 1 8 ME MENT E p A E E A E E E E EE E E erin spa EE E ETE E E 17 A19 Treatment View ONIY ec tcadoscsccnsewatsnbsiuesassonooaidineduneiiandcnbsduansanbeustantteabanesnesdaahetuedasmseateabdemeduaabies 18 Ds ASSIST GUIDE sisisi a a AEE aaa 19 SL NTO O E E E E E 19 5 1 1 General Information and User Requirements cccccccssssccceceeseeccceeeeeceesaeseceesaeaeeeessaeaeeeeees 19 5 1 2 High Level Client P
135. utton Last Name at Birth BCDEFGHI Alias Goes By Gender Male v oF Date of Birth Cyyyy Midd Ho H The ASsist Treatment Client Print Options page appears ASsist fem Print Filter Intake Filter All intakes Active Intakes Only Intakes for years back Select from the following components Mc 7 Sy Client mom r anann a The ASsist Treatment Client Print Options page appears Su Referral Recommendations B AS Program Registrations OE O Referral Recommendations J G List of Daily Service Record Activities ET List of Group Sessions C Q StatlS Treatment History Only the client profile should be printed 3 Deselect all the checkboxes except for the Client checkbox Q 63 NOVASCOTIA AS S i st gm Addiction Services Print Filter Intake Filter AIl Intakes O Active Intakes Only O Intakes for years back Summary Detail ail Ha Client a 3 List of Daily Service Record Activities PJD List of Gro ma Intakes LD retre Deselect all checkboxes except the Client checkbox Select each of the following Summary i EJ Intake 77862 2010 01 06 11 07 Sydney PCU The Print Preview page appears ASsist Chent Profile and History ZABCD DEFGH ABCDEFGH PF Case No li Services Printed On Status Client Closed Personal Information Ohl Stath
136. y Client Participants no entries 6 Type the Case Number in the Case No field Activity Assessment v Client Participants 1 item a T A a 9 v Eai Type in the client s Case Domne Number in the Case field i 7 Click the Lookup icon Client Participants 1 item E 1234567 1D v x O Yo i r v eel Click the Lookup icon 8 Determine whether the returned client is correct a Click on the Accept icon to add the client to the Daily Service Record and Total Ho of Participants h Client Participants 1 item Click the Accept Icon to add the client to the Daily Service Record Case 1234567 ABCDEFGH ZABCD h b To cancel a Client Participant click on the Cancel icon Total llo of Participants Click the Cancel Icon to delete the client Client Participants 1 tem from the Daily Service Record Case E a Name Program Actio ABCDEFGH ZABCD F 106 9 Click the Save button Client Participants 1 item E 1234567 ABCDEFGH ZABCD 3 Charge To AIP North of Smokey CBS Community v E Eel Click the Save button Repeat this process until all clients participating in the session have been added to the Daily Service Record in ASsist 5 13 Referrals Referral Recommendations are recommendations that an Addiction Services client seek
137. y Service Record cae Location County Activity Status lt Select an activity gt v gt Activity Duration HH mm Activity Type lt Select an activity type gt Yv E Activity Total Ho of Participants Client Participants no entries NOTE e The Activity Time 24 Hr field indicates the starting time of the DSR Activity and e The Activity Duration field is used to indicate how long the activity took from start to completion i e how many hours and or minutes 3 Click the Save button Client Participants no entries Click the Save button Click the to add a Client Particip Charge To p Please select gt v Ee NOTE The Save button saves the single activity and returns user to the DSR search The Save New button saves the single activity but allows user to remain on the Activity page to add an additional activity and To cancel a Daily Service Record without saving click on the Cancel button When saved the Daily Service Record will then be displayed on the Daily Service Record screen 104 ASsist Home Lookup Clients Groups Daily Service Records Profile Help Logout The DSR Activity has been successfully saved Lookup by DSR Activity Id 545175 Date 20110123 E cyyyymhida Daily Service Records 1 item a E E 54517 2 30 Antigonish CBS Assessment Occurred 0 01 5 12 3 Add a client to a Daily

User Guide

Contents

Download Pdf Manuals

Related Search

Related Contents