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Pirouette – Version 4 User Manual

1. unchecked Address City Province None Selected None Selected Postal Code Comments E Local intranet The Contact Information page is used for identifying the client s contacts Client Smith John N Client Record N Basic Information Demographics E Contacts amp Documents amp History E Notes Reports Enter a search term below and click Search Psearch Client contacts could include friends family members and other service providers anyone who has been identified as someone of relevance to the client The nature of each contact person s relationship with the client may vary The contact person may be someone who is involved with the client on a short term basis a long term basis or possibly someone who should be contacted in the event of an emergency This information provides the organization with valuable details about who is involved with the client and how they can be reached 48 Creating a Contact Information Record 1 Open the client s record and select the Contacts section from the detail area at the left of the screen All of the clients Contact records will be listed If no Contact records have been created for the client yet a prompt will appear advising that there are no items available to show This prompt will also provide an icon to click in order to create
2. Internet The master organization list is used throughout the database You will see examples throughout the database such as documenting a referral that originated from an organization or associating a contact person with a specific organization 1 Click on Client Management from the menu and then select Organizations Organizations that have already been entered in the database will be listed System bert Managemert Irienna Lherts Anceumous Contacti 53 2 Use the search tool to determine if the organization is already in the list Organizations Enter a search term below and click Search P search Ly Enter the name of the organization or part of the name in the search field and click on the search button All of the organization records with your search criteria will be listed Review the list carefully to ensure the organization you wish to add is not already there 3 To enter a new organization click on New from the button bar An Organization page will appear 4 Proceed with entering information about the organization Organization is a Hospital Select this checkbox to indicate that the organization is a hospital Name This field is used to indicate the name of the organization Enter the name of the organization in the field Address This field is used to indicate the address of the organization Enter the address of the organization in the field Organization Type This
3. 64 In order to see a list of all of your tasks both outstanding and completed click View All from the Tasks box heading All of your task records will be listed Adding a Task Click on the Tasks box heading where it states Tasks This will take you to a new Task page Fill out the Task page as follows S Tasks Mi view all Task Completed This checkbox is used to indicate whether the task is outstanding or completed While a task is outstanding it will appear in the Tasks box on your homepage When you first enter a task leave this checkbox unselected to indicate that the task is outstanding The Date Completed field will remain hidden Due Date This field is used to indicate the date that the task is due by Enter the appropriate date in the field Subject This field is used to indicate what the task pertains to Enter the appropriate information in this field Priority This field is used to indicate the priority level of the task normal low or high priority Select the appropriate option from the drop down menu Details Use the Details text box to enter other information pertaining to the task such as a detailed description of the task or additional details Marking a Task Complete The Tasks box lists all tasks that are outstanding and the due date for each task When you have completed a task locate that task in the Tasks box and click on it This will take you to the actual task page
4. How to Enter a Verification Record 1 Search for and retrieve the client s database record refer to Searching for Clients Upon retrieving the client s record you will be brought to the client s summary page 2 At the client summary page open the History section of the client s file menu If any History Item records have already been created for the client they will be listed If no History records have been created for the client yet a prompt will appear advising that there are no items available to show This prompt will also provide an icon to click in order to create a new entry Ars 3 Select New from the button bar Or if no previous History items are shown and you receive the prompt described in 2 above you may click the designated icon This will bring you to the New History Item Helper page 4 Select Verification from the Housing category and click the Create New Housing Item command This will bring you to the Verification page Verification Verification in Progress M Start Date 09 10 2007 iz Tip The End Date and Successfully Verified fields are currently hidden because the verification is in progress Verification Type None Selected ly Documents Provided Possible Documents Letter From Employer None Selected ODSP Documents ee OW Documents Comments 5 Complete the record as follows Verification in Progress Select
5. A incident Documented By Beckford Susan Subject Incident Date 03 14 2008 Incident Time 3 00AM Jia Incident Type None Selected Iv Incident Report Who Was Involved Employee Beckford Susan Home Page Client Smith John Client Record gt Incident Actions Taken Incident Details Internet An Incident Report record is a History item within the client record This page is used to document incidents that occur involving the client The nature of the incidents that may be documented here are varied crisis harm to others illness injury etc This information provides the organization with valuable details about each incident thereby enabling the required follow up to occur as necessary This information can also be used to help identify and meet a client s needs How to Enter an Incident Report 1 Search for and retrieve the client s database record refer to Searching for Clients Upon retrieving the client s record you will be brought to the client s summary page 2 At the client summary page open the History section of the client s file menu If any History Item records have already been created for the client they will be listed If no History records have been created for the client yet a prompt will appear advising that there are no items available to show This prompt will also provide an icon to click in order to creat
6. Ontario L6V 3B3 Region Residence Type Living Arrangement Support Type Downtown Private Non Profit Housing Non relatives Assisted Supported internet When a client moves out from a residence you must update the client s Residence record to reflect the move out How to Document a Move Out 1 Search for and retrieve the client s database record refer to Searching for Clients Upon retrieving the client s record you will be brought to the client s summary page 2 At the client summary page open the History section of the client s file menu All of the client s History records will be listed including Residence records Locate the client s current Residence record 140 A Client Record A Basic Information A Demographics amp Contacts amp Documents mi N Reports Enter a search term below and cick Search Parch 3 Open the clients current Residence record and update only the data that pertains to the client moving out In most cases only three fields need to be updated Current Residence End Date and Comments Current Residence Deselect this checkbox to indicate that this is no longer the client s current residence When you deselect this checkbox the Current Status field will be hidden and the End Date field will come into view End Date This field is used to indicate the date the client m
7. Title None Selected vy First Name John Last Name Smith Alias Current Phone Alternate Phone E mail Contact Comments Additional Details Client is Anonymous If you are unable to enter the client s first and last name select this checkbox This applies to situations where the client s name is unknown or when a decision has been made to omit the client s name from the database When you select this checkbox the Title First Name and Last Name fields are hidden from view and the Alias field remains Use the Alias field to give the client an alternate name or number by which s he may be identified in the database In the absence of a first and last name this will serve as the primary means for accessing the client s record in the future Title Use this field to indicate if the client has a preference for how s he is addressed First Name Use this field to enter the client s first name Middle names can also be entered in this field Last Name Use this field to enter the client s last name Alias Use this field to enter any alternate name s that the client has used If you selected the Client is Anonymous checkbox ensure that the Alias field is filled in as it will serve as the primary means for accessing the client s record in future Current Phone Use this field to enter the client s phone number a phone number where the client can
8. of Prior Incidents Homeless T Residence Type None Selected Living Arrangement None Selected Support Type None Selected internet R10 A client s baseline status is his her status just prior to registration or program admission Baseline status is documented in the History section of the client s file as a Baseline record For most agencies this will be the second history item to be entered for a client following entry of the client s intake record Client Record A Basic information A Demographics amp Contacts E Documents wee N Erter a search term below and cick Soarch Tuer For detailed information about the Baseline record and how to complete it refer to the corresponding section in this manual under Section 4 History Items in Detail 547 Discharging a Client Pirouette v4 0 Windows Internet Explorer Bot mooy fpwe N intake A Housing Preferences Program Casa Management Ths Sie tas several sectens Sewct a secton Was there a reiated referral from te tat stove by cicing on t Decision Pending C Use the Intake page to document a client s discharge from a program Find the Current Intake Record 1 Open the client s record and select the History section from the detail area at the left of the screen Client Smith John A Client Record A Basic Information A Demographics amp Cont
9. Other Criteria Section House Townhouse Select this checkbox to indicate the client s interest or preference for a house or townhouse Low rise apartment walk up Select this checkbox to indicate the client s interest or preference for a low rise apartment or walk up 3 When you are finished save the record 123 History Legal Status Pirouette v4 0 Windows Internet Explorer http v4demo roxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0ADESF95 A06S 4830 AA84 97BE71746CF9 Pirouette v4 0 System Client Xcut Tacopy frpaste N Legal Problem Legal Problem E Related Notes amp Status History Current Legal Problem 4 This file has several sections Select a section Start Date 03 14 2008 from the list above by clicking on it Current Status New Legal Problem A Update Legal Status Tip The End Date field is hidden because this is a current legal problem Subject Comments Employee Beckford Susan Home Page Client Smith John Client Record Legal Problem Charge of Counts None Selected Mh BP additem remove item Internet A100 The Legal History page is used for collecting information about a client s legal involvement The Status History section of this record allows you to track developments that occur in the client s legal situation How to Enter a Legal
10. Z refresh f home note A march 5 2008 Ft view all amp Recent Clients Client No Appointments No Clents Accessed Button Bar Appointments for the selected day shown to the right To create a new appointment click on the Appointments header ce Messages Employee Smith Sally Home Page internet Title Bar The Pirouette title bar contains a Minimize button and a Maximize button for controlling the appearance of the Pirouette window on your computer screen It also contains the application Close button Each button is described below Minimize This button allows you to remove the Pirouette window from your computer screen without closing the application The Pirouette icon will still be visible in the Windows taskbar at the bottom of your screen To restore the Pirouette window to your computer screen click on the Pirouette icon Maximize Restore Down This button allows you to alternate between maximizing the Pirouette window so that it occupies your entire computer screen and reducing it down to a smaller size Close This button allows you to close the window and exit the Pirouette application entirely Whenever you click the Close button you will receive the following pop up prompt asking you to verify that you wish to exit the application 7 Windows Internet Explorer f 4re you sure you want to navigate away from this page This will close the application Any unsaved d
11. Dual Diagnosis Marital Status Married Native Language German Client Since Preferred Language French Prevention Plan Phone 905 888 6565 Alternate Phone Assigned Workers ABI Aquired Brain Injury Anxiety Disorder No No 09 21 2009 None The client summary page begins with a summary of data taken from the Basic Information and Demographic sections of the client record 21 Current Status Key Items H Current Status Key Items Mi view all Program s Client Enrolled Community Outreach and Referral 09 29 2009 No Related Referral Residence s Program Residence 09 01 2009 101 Beckford Residence Education No current education information Community college at baseline Click here to add Employment No current employment information None Selected at baseline Click here to add Financial Source s No Source of income 03 01 2008 Monthly income 0 00 Legal Problem s No current legal problems None Selected at baseline Hospitalized Not currently in hospita This section of the summary page reflects current key statistical items from the History section of the client s record If there is no current History item entered in a particular area this will be indicated If there is no relevant information to document there is no need to enter a current History item Click on any of the items listed to open it or click on an item with no current information in order to enter a
12. E History E Notes E Reports Concurrent Disorder Birth Date Ages Dual Diagnosia Maral Status Native Language Preferred Language O30A 1950 Age 59 yrs Mared Client Since Prevention Pan German French This te has severni sections Select a section from the ket above by clicking on Phone Amernate Phone 905 33 6565 Assigned Workers Employee Beckford Susan D Alerts Home Page Client Spratt Jack Chem Record Alter gle to bee stings ABI Agured Brain iiury Secondary Diagnosia Anity Cksordier No No 09 21 2009 Neen E Current Status Key Items Programs Residences Loucation Lmployment financial Source s Legal Problem s No Related Reterral 101 Beckford Residence Morthty income 30 00 El Local intranet When you retrieve a client s record in Pirouette you are taken to the summary page of the client record This page provides a summary of the client s current information If you are in another section of the client record and you wish to return to the summary page select Client Record from the detail area at the left of the screen This page is divided into several sections so we will provide an overview of each section Summary of basic and demographic information Client Spratt Jack Client Number 28 Primary Diagnosis Gender Male Secondary Diagnosis Concurrent Disorder Birth Date Age 03 09 1950 Age 59 yrs
13. General History is a History item within the client record This page is used to document information that has not been documented elsewhere in the database Unlike a case note which cannot be edited once it is saved a General History note may be edited at any time How to Enter a General History Record 1 Search for and retrieve the clients database record refer to Searching for Clients Upon retrieving the client s record you will be brought to the client s summary page At the client summary page open the History section of the client s file menu If any History Item records have already been created for the client they will be listed If no History records have been created for the client yet a prompt will appear advising that there are no items available to show This prompt will also provide an icon to click in order to create a new entry Select New from the button bar Or if no previous History items are shown and you receive the prompt described in 2 above you may click the designated icon This will bring you to the New History Item Helper page Select General History from the Case Management category and click the Create New Case Management Item command This will bring you to the General History page 103 General History Date 3 14 2008 i Entry Type Medical History lv Subject Comments 5 Complete the record as follows Date This field is used to indicate t
14. Residence record and Stage 2 consists of creating a new Residence record Ensure that you follow the sequence of steps outlined below so that all of the data is documented accurately in the database Stage 1 Updating the Current Residence Record 1 Search for and retrieve the client s database record refer to Searching for Clients Upon retrieving the client s record you will be brought to the client s summary page 2 At the client summary page open the History section of the client s file menu All of the client s History records will be listed including Residence records Locate the client s current Residence record 138 A Client Record A Basic information A Demographics amp Contacts amp Documents amp History E Notes N amp Reports Enter a search term below and cick Saarch Frc 3 Open the client s current Residence record and update only the data that pertains to the client moving out Do not enter data pertaining to the client s new residence In most cases only three fields need to be updated the Current Residence checkbox the End Date and the Comment text box Current Residence Deselect this checkbox to indicate that this is no longer the client s current residence When you deselect this checkbox the Current Status field will be hidden and the End Date field will come into view End Date This field is used to indicate the date the client moved out from th
15. a new entry Select New from the button bar Or if no previous Contact records are shown and you receive the prompt described in 2 above you may click the designated icon This will bring you to the New Contact Helper page The database will guide you through a search process to ensure the contact has not already been entered This helps to avoid the accidental entry of duplicate records Enter some of the contact s information and click on Locate Contact All Contact records containing similar information will be listed Review the list to see if the contact is listed If the contact is listed select the record then click on Open Selected Contact This will open the contact s record If the contact s record is not listed click on Create a New Contact This will create a new Contact Information page Contact Information Title None Selected vy First Name Jane Last Name Smith Phone Alternate Phone Fax E mail r Associated With Organization 7 Tip The Organization field is currently hidden because the Associated With Organization checkbox is unchecked Address City None Selected Province None Selected Postal Code UKKEL Comments Click here to confiqure this contact s role for client Smith John 49 5 Complete the record as follows Title Us
16. and date of birth on this page ie Qrehech home note Contact Information Client is Anonymous 7 Title None Selected First Name Last Name Alias Current Phone Alternate Phone Text Box E mail Contact Comments Additional Details Employee Beckford Susan Home Page New Client Client Record Memo Field Key Information r Exact Date of Birth is Unknown I Date of Birth Checkbox Text Boxes e Text boxes are larger than the box window appears on the screen Continuing to type past the end of the text box will cause your text to scroll sideways firstname TT Memo Fields e These are the larger text areas provided to type narrative text Text typed in these areas will not generally appear on reports Contact Comments Additional Details e Once the text amount exceeds the box window size a scroll bar will appear enabling you to scroll within the text box in order to view the full text 12 Checkboxes e To select a checkbox click inside the checkbox The selected checkbox now contains a checkmark Client is Anonymous e To deselect a checkbox containing a checkmark click it again The checkmark disappears e n some cases selecting or deselecting a checkbox causes hidden items to be made visible When this is the case you might see a Tip ben
17. s involvement with the organization Each note record can be as brief or as extensive as deemed necessary Once a note record is created and saved it cannot be deleted This ensures that the documentation pertaining to each client remains complete and accurate Corrections and changes can only be made to a note through the addition of an addendum In view of this the content of each case note should be reviewed carefully before the record is saved 40 Details Subject Relates to Program Case Management vy This Note is Associated With Client Brown Sally Associate With Client Notes Entered By Beckford S Date of Contact 07 18 2008 ed Notes A Hote Report Bj Check Spelling Subject This field is used to indicate the subject of the note It also serves as the official title of the note When filling out this field consider how clear and understandable the information will be when it is viewed in the future possibly among many more note records or if it is viewed by other employees The subject is often used to search for historical case notes of significance so please fill one in and make it descriptive Relates to Program This field is used to identify the program that the client s case note is associated with This is useful in cases where a client is enrolled in more than one program Select the appropriate program from the drop down menu Th
18. under based on the NOC The NOC which stands for National Occupational Classification provides a system for describing occupations within Canada Data collected through this standardized system can then be used in labour market analysis Select the appropriate NOC category from the drop down menu Avg Hours Week This field is used to indicate the average number of hours that the client works per week If the clients hours of employment differ from week to week the total number of hours worked for a longer period e g a month may be used to determine the average number of hours worked per week Enter the approximate number of hours worked per week in the field 91 Hourly Wage This field is used to indicate how much money the client earns per hour assuming that he she is being paid an hourly wage Enter the amount earned per hour in the field NOTE the data entered under Avg Hours Week and Hourly Wage can be used to calculate the client s monthly income If this calculation is greater than the monthly income documented in the client s Financial Source history record the client s primary financial source will be identified as Employment on CDS reports Benefits Select this checkbox to indicate that the client is receiving benefits as part of his her employment situation If the client does not receive benefits leave the checkbox unselected Comments Use this text box to enter other information pertaining to
19. 17 SearchiNg arnee e a E E EE AA ae ae EE AEA ERE EREE AEE 17 SECTION 2 CLIENT MANAGEMENT FUNDAMENTALG 18 SEARCHING FOR CLIENTS iva tetticcecteesd cesscte ee ase 18 Method 1 Search Based on Designated Client Criteria cccceeeeeeesseeeeeenneeeees 18 Method 2 Search by Reviewing the Database Client List ccccccceecceeesetteees 19 THE CLIENT SUMMARY PAGE shit tose aie ue iea tellin ON 21 ADDING A GLENT sirere aa ra ec tianies 23 BASIC INFORMATIONS a icteisss eesti ieee net alice lott ads 25 Contact Information esd alae sana sisgaatans st ansnt cassnncyazencaucs aevkoaveesoraaieanmdecsnduandaneadeuntackae 25 PRS VOL OLMIAL OD es eacte ccs cemaashecadt tea tetas a Cedelecen cau A E Mace Ma Ea cit da hentai STRESS 27 DEMOGRAPIAIG Se E E E 29 Dem graphi S sersan naaa a A eE Ea chan A A T T aii 29 Clinical Informatio N a E E E A E 31 ADDING A NEW HISTORY ITEM cccccccccccesssseeeeseeeeeeeeeeseeeeeeees 33 How to Create a New History Item Record ccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeesenaeeeeeee 33 REFERRAL AND ENROLLMENT wescecesettcosescsnuecvensascedencccossanbentecste 36 BASELINE E E E E EE R 37 DISCHARGING A CLIE NM cisiioedorkheinie irrotan reada naire aani 38 Find the Current Intake Record sssseesssnnenosrsrnreeenrrsstrrnnortrnrrssttrnstrnnnrrrnnntereetn nennen 38 Step 4 Enrollment Detalls cei ccstecvescchecesestennecenua schenyaaasatanvescnsectns ecttecausenesteeesdhcce
20. A484 97BE71746CF9 Pirouette v4 0 System Client Management Internal Xcut copy fapaste print v ete Warereh home W note Wsave g cose Client Smith John A Verification Verification in Progress 4 Start Date 03 14 2008 Tip The End Date and Successfully Verified currently hidden because the verification is in progress Verification Type None Selected E Documents Provided Possible Documents Letter From Employer None Selected ODSP Documents OW Documents Employee Beckford Susan Home Page Client Smith John Client Record Verification Comments internet 100 The Verification page is used for documenting the process of verifying a client s status in a designated area such as income or citizenship Verification of a client s status along with the specified supporting documentation may be required to establish a clients eligibility for service In view of this every effort should be made to ensure that the verification process outlined by the organization is adhered to and that the relevant documentation has been provided Verification records are stored as History Items in Pirouette When a Verification record is first entered it appears in the History item listing as New Verification Later when the record is updated to show that the required verification has been completed it appears as Verification Closed
21. Address Use this field to enter the client s street address A second line has been provided to accommodate lengthier addresses City This field is used to identify the city the client is living in Select the appropriate item from the drop down menu Province This field is used to indicate the province the client is living in Select the appropriate item from the drop down menu 135 Postal Code Use this field to enter the client s postal code Region This field is used to identify the area of the province that the client is living in Select the appropriate option from the drop down menu Residence Type This field is used to identify the type of residence that the client is living in Select the appropriate option from the drop down menu If you previously used the Homeless checkbox to indicate that the client is homeless you can use this field to clarify the nature of the client s homelessness e g No fixed address hostel shelter etc Living Arrangement This field is used to indicate who if anyone the client is living with Select the appropriate option from the drop down menu Support Type This field is used to indicate the type of housing support that is provided at the client s residence Select the appropriate option from the drop down menu Residence Phone This field is used to identify the phone number at the client s residence This may or may not be the client s personal phone Depending on the ty
22. Cancer Cardiovascular a Diabetes Eating Disorder gt Epilepsy ABI Fibromyalgia Gastrointestinal Clinical Information Comments Primary Diagnosis This field is used to indicate the client s primary psychiatric diagnosis as identified by a licensed mental health professional or self reported by the client Select the appropriate item from the drop down menu Secondary Diagnosis This field is used to indicate the client s secondary psychiatric diagnosis as identified by a licensed mental health professional or self reported by the client Select the appropriate item from the drop down menu 31 Concurrent Disorder Select this checkbox to indicate that the client has a concurrent disorder This is defined as a psychiatric disorder co occurring with either a substance use disorder and or a gambling disorder Dual Diagnosis Select this checkbox to indicate that the client has a concurrent disorder This is defined as a psychiatric disorder co occurring with a developmental disability Health Issues This box is used to indicate if the client has any health issues present Select the appropriate item s from the Possible Health Issues list use the scroll bar to see all of the items listed and use the arrow feature to copy the selected item to the Health Issues box The reverse arrow is used to remove previously selected items from the Health Issues box Clinical Information Comments Use this text box
23. Client Management _ Internal Xcut lcopy fipaste ap Pref home Enote Wsave cose Client Smith John A Education Status Education Status r Currently Enrolled in Education Program 4 Start Date 03 14 2008 Tip The End Date and G e currently hidden because the tly enrolled in the ex program Education Type None Selected Facility Name Approx HoursiWeek Comments Employee Beckford Susan Home Page Client Smith John Client Record Education Status internet Education is a History item within the client record The Education Status page is used to reflect information about any education programs the client may be enrolled in during his or her involvement with the organization Create a new Education Status record for every education program that the client enrolls in Some organizations may require that education information be verified with designated references and or supporting documentation refer to Attach Electronic Documents This information serves several purposes for the organization It provides valuable details about who is requesting and using the organization s services This information may prove helpful in identifying a client s needs strengths and or areas for follow up In some cases this information may be used to determine client eligibility for programs and services It may also be used for
24. Pirouette v4 0 Windows Internet Explorer E http 4demo raxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0ADESF95 A065 4820 AAB4 97BE71746CF9 Pirouette v4 0 cut Mcopy fa paste Sprint v le g refesh home W note Ag March 14 2008 vi Recent Clients 9 00 AM Meetin Cli Knight Susan 4 00PM Case Management Meetir Brown Charles E Brown Sally Appointments for the selected day shown to the right To create a new appointment click on the Appointments header we Messages Tasks Ft view all 2 Employee Beckford Susan Smith Jane March 17th Meeting Cancellation Submit final reports 8 Home Page Meet with project team Follow up on project status Tasks Box internet Pirouette allows you to schedule tasks document details about each task and identify the priority level of each task Pirouette s task function is accessed from the homepage When you login to Pirouette you are immediately taken to your homepage the Tasks box is occupies the lower right corner of the page amp Tasks Mi view all Submit final reports 03 14 2008 Meet with project team 03 17 2008 Follow up on project status 03 28 2008 Tasks Overview The Tasks box lists all tasks that are outstanding and the due date for each task To see more details about any of the tasks listed click on the task This will take you to the actual task page where all of the related details are provided
25. an Incident Report s ciccksnoetaccte arden a ide aerials 111 HISTORY INTAKE iiini raiar a A OEA EL 114 How to Enter an Intake Re CGOre se s edaedads ienwndeewtanadetene uenay ce vetey agence pevechaates aepee sects 114 Step 1s Referral Details ariaren ereraa e a tends snd neeuancst Ov emietaeersdeeedenneiase 115 Step 2 Initial Eligibility Assessment ssnnnssesnnneeenneessnrrsserrrrterrnnnrssrnrnsrrennnnennne 117 Step 3 Does the Client Qualify for Service ssssseeeesneresserrnnerrrerssrrrrssrrrnrrrre 118 Step 4c Erroll mMenitcecis clccccsevencotereessnesanbacedl aca eaae a E aE a e aE ARE AAEE EAE REEERE 118 SE ESADI ak 72 ener fer reer rar CPR oR PR PET Penne A EE 119 HISTORY INTAKE HOUSING PREFERENCES 0 0 08 121 How to enter a Housing Preferences Record cccccccccesesseeeeecceeeeseeeesesseneneeeees 121 Housing PGTEVENCES os cancnndeeseel a aeaa t E Gass kala A E ae 122 General Criteria Section Lo cece ccceeececeeeeececesueeesessueeuseseeeeaseseueueseveneuaueeesauaueeeeaneees 123 Housing Criteria Section xia wh oon et eaare ct anette cal ent Nac aioe be gatta gkko eat 123 Other Criteria SOCtion scscccccec ese ee Success tenes oe cee eee devens E ive EE 123 HISTORY LEGAL STAT WS acai sire econ addons ages G anna cd 124 How to Enter a Legal History Record i ei sisccatssccteciesuccia vedvanutees sade shenivndneveioencimbeles 124 GIVE GOS srsebiasiesisris tons vhesttenaar vba O E
26. arrows to left and right of the month and year to move the date backwards or forwards The calendar feature requires that you select the date beginning with the year then the month then the day Selecting a specific day will close the date tool and display the selected date in the provided field 15 Working with Lists Pirouette v4 0 Windows Internet Explorer http v4demo roxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0ADESF95 A065 4830 4484 97BE71746CF9 Pirouette v4 0 System Clier nt intemal Xcut copy fi paste Client Knight Susan N Client Record A Basic Information A Demographics E Contacts E Documents E History E Notes Reports Enter a search term below and click Search P search Open Items Employee Beckford Susan Home Page Lists Client List New Client Client Record E delete Z refresh home note Wsave cose 03 14 2008 03 14 2008 03 07 2008 03 07 2008 03 03 2008 03 01 2008 03 01 2008 03 01 2008 03 01 2008 03 01 2008 03 01 2008 Category General History Financial Source Ended General History General History Intake Staff Role Assigned New Intake Intake Baseline Residence Financial Source Psychiatric History Other Medical History Personal History Client Enrolled Case Management Primary Worker Referred to Case Management Client Eligible Case Management Private House Condo Other Other
27. atta see r ot fat 86 How to Enter an Education Records c cc 2ce 3 aoe a ee a ee 86 HISTORY EMPLOYMENT wsxtcew cee tsetse sersicde 89 How to Enter an Employment Record seccccccncscczceacvevssvenne saececeeadevcueseteeramecetvedebeetetateenes 90 PUIS TORY EVICTION arrene eE E a N neds 93 Howto Enteran Eviction RECO ocsascccstestatcnetainacielansientgataieaiaeabeadaurniauetshsataebonaoenes 93 Eviction Status History cceethii ooo hig ARS Saat less tals call aae che oh etal hen Med sce salted Camas 95 HISTORY FINANCIAL SOURCE ccccccseceeeeeeesssseeeeessseeseees 97 How to Enter a Financial Source Record i 2ccseitds cee ganeiheienaniar eae cee 98 HISTORY FORM S SENT arrien tetas cre oleis 100 How to Enter a Forms ROCOr Ch es ivcccc ci detschetinectiundiutadayeoedeattanadiavelicnsen nauaniaedereentates 100 HISTORY GENERAL HISTORY cccccsssesseeeeeeeeceeeenseesseeeees 103 How to Enter a General History Record cccceccessseeceeeeeeeseceenneeeeeeeessessesneeeeeeeees 103 HISTORY GOALS sisson Sac a E ad an ene tld hints A 105 How to Enter a Goal Record s cies ccna tkctetsencnssdedicacy suableneiys taeta deld shasaiaeldfiad ya aaheieueeeee 105 HISTORY HOSPITALIZATION o 2vcccsrsvecetctenwi ets 108 How to Enter a Hospitalization Report ccccccccsseeeenccceeeeeeeeeeeseeeeeeeeeeeeesseseneeeees 108 HISTORY INCIDENT REPORT a sescecesccdcpbtnews scsndaadsdeke tcensseciedsssss 111 How to Enter
28. be reached or a phone number where messages can be left for the 26 client You may wish to identify what type of phone number you have entered using text in the same field example home cell work etc Alternate Phone Use this field to enter an alternate phone number where the client can be reached if available Email Use this field to enter the client s email address Contact Comments Additional Details Use this text box to enter other information pertaining to the client s contact information This may include additional details or comments regarding a client s anonymous status or further details on the how to contact a client Note that information in the text box will not be captured in reports Key Information The Key Information section of this page contains the following fields Key Information Exact Date of Birth is Unknown 7 sin Health Card Alerts General Comments Exact Date of Birth is Unknown Select this checkbox if you do not know do not wish to document the client s date of birth When you select this checkbox the date of birth field is hidden from view and the Approximate Age field appears Use this field to enter an approximate age for the client In the absence of a date of birth this will serve as the primary means by which the client s age is calculated for report purposes 27 You will not have to manually increm
29. internet When working in Pirouette you will encounter a variety of lists Every list is comprised of individual records clicking on a record opens it enabling you to view the full contents There are a variety of features available which will enable you to navigate lists quickly and easily prior to opening the individual records Sorting Psychiatric History Details Psychiatric History Summary 03 14 2008 General History 03 14 2008 Financial Source Ended 03 07 2008 General History 03 07 2008 General History 03 03 2008 Intake 03 01 2008 Staff Role Assigned 03 01 2008 New Intake 03 01 2008 Intake 03 01 2008 Baseline 03 01 2008 Residence 03 01 2008 Financial Source Other Medical History Personal History Client Enrolled Case Management Primary Worker Referred to Case Management Client Eligible Case Management Private House Condo Other Other Medical History Summary Personal History Summary Beckford Susan Primary Worker Self Referral Address 1220 Main Street Monthly Income 500 00 You can choose which column a list should be sorted by and you can choose whether the column is sorted in ascending or descending order This is useful when you wish to see specific information or records quickly For instance sorting a date column in ascending order will result in the record with the most recent date being listed first 16 Every column within a list contains a heading The presence of an arrow
30. is left intact and new records are added to reflect new developments and status changes As a result you are able to view not only a client s current status but also all of the changes that may have occurred over time The following is an overview of how to create a new history item record For detailed instructions on how to complete each type of history item record contained in Pirouette refer to Section 4 History Items in Detail How to Create a New History Item Record 1 Open the client s record and select the History section from the detail area at the left of the screen 33 ae A Client Record A Basic Information A Demographics amp Contacts amp Documents amp History E Notes amp Reports Enter a search term below and cick Search Puech If any History Item records have already been created for the client they will be listed It is imperative that you look through the existing history items to see if the type of item you are about to create exists already You may have to end an earlier history item before creating the new item For example if your client already has a residence listed you should end the existing residence record before creating a new one Select New from the button bar this will bring you to the New History Item Helper page Select the desired item from the list of available history items and click the appropriate New Item link For example if you select Intake
31. new History item Contacts and Case Notes Contacts Ft view all Recent Case Notes Ft view all Smith Jane S Friend 0901 2009 First Contact with Client This section of the summary page lists the client s contacts and most recent case notes Emergency contacts appear with a red phone icon Click on any of the contacts or case notes listed to open the record Current Status Additional Items H Current Status Additional tems Mi view all Category Goal s Employment 09 01 2009 Employment Goal This section of the summary page reflects non statistical items from the History section of the client s record It only appears if there is a relevant current History item to show Click on any of the items listed to open it 22 Adding a Client Step 1 Go to the Client Management menu and click on All Clients to open the master client list Step 2 Press the New button on the button bar The database will guide you through a search process to ensure the client has not already been entered This helps to avoid the accidental entry of duplicate records Enter some basic information to help locate this client Before we create a new client we first need to do a final check that the client is not already in the database FirstName Sandra Date of Birth KN Locate Client Tip All fields are optional Enter some information such as the client s fi
32. pertaining to the client s dependants This may include information about the relationship or the living arrangement When you have finished entering all of the client s data save the record by clicking the Save button on the menu bar The completed Residence record will be added to the client s record 137 Changing a Client s Residence Pirouette v4 0 Windows Internet Explorer http v4demo roxysoftware com 8050 FetchPage asp PageName Main8SessionID OADEGF9S A065 4830 AAG4 97BE71746CF9 Pirouette v4 System Client Xcut ficopy fapaste Client Smith John N Residence Employee Beckford Susan Home Page Client Smith John Client Record Residence diciesh f home W note Wave gE close Residence r Current Residence T Start Date End Date 7 1 2008 E Clientis Living in a Program Residence T Tip A program residence is a residence building or unit operated by this agency r Client is Homeless T Address City Province Postal Code 2020 Pinetree Way Toronto Ontario L6V 3B3 Region Residence Type Living Arrangement Support Type Downtown Private Non Profit Housing Non relatives Assisted Supported r internet Changing a client s address is done in two stages Stage 1 consists of updating the old
33. the client s employment status This may include additional details regarding dates or comments regarding the client income or benefits Note that information in the text box will not be captured in reports When you have finished entering all of the client s data save the record by clicking the Save button on the menu bar The completed Employment record will be added as a History Item to the client s record 92 History Eviction Pirouette v4 0 Windows Internet Explorer http v4demo roxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0ADESF95 A065 4830 AA84 97BE71746CF9 Pirouette v4 0 System Client Xcut Mcopy fa paste N Eviction Order Eviction Order E Related Notes amp Status History Current Eviction Order 7 This file has several sections Select a section Start Date AA from the list above by clicking on it Current Status New Eviction Order A Update Eviction Status Tip The End Date and Outcome fields are hidden because this is a current eviction order Subject Reason For Eviction None Selected ly File Number Comments Employee Beckford Susan Home Page Client Smith John Client Record Eviction Order Internet A100 The Eviction Order page is used for documenting the details of a client s eviction The Status History section of this record allows you to track the e
34. the client summary page open the History section of the client s file menu If any History Item records have already been created for the client they will be listed If no History records have been created for the client yet a prompt will appear advising that there are no items available to show This prompt will also provide an icon to click in order to create a new entry 3 Select New from the button bar Or if no previous History items are shown and you receive the prompt described in 2 above you may click the designated icon This will bring you to the New History Item Helper page 4 Select Outbound Referral from the Intake category and click the Create New Intake Item button This will bring you to the Outbound Referral page igi Outbound Referral Date 09 10 2007 ES Reason for Referral None Selected Iv Referred To Possible Organizations AIDS Committee of Toronto a Albany Medical Clinic Boggs amp Levin eo Bradford Community Support Services CAMH Archway gt CAMH Queen St Camrose Mental Health Clinic Casey House Comments 5 Complete the record as follows Date This field is used to indicate the date the client was referred to another organization Reason for Referral This field is used to indicate the reason the client was referred to another organization Select the appropriate item from the drop down menu Referred To This box is used to in
35. the drop down menu Discharge Notes Use this text box to enter other information pertaining to the client s discharge This may include additional details regarding the client or comments regarding the circumstances surrounding the client s discharge 120 History Intake Housing Preferences Pirouette v4 0 Windows Internet Explorer L http v4demo roxysoftware com 8050 FetchPage asp PageName MainSSessionID OADESF9S A06S 4890 AAB4 97BE71746CF9 Pirouette v4 0 System Client ent Intemal Xcut Mcopy Mpate apit v delete refresh home W note Client Smith John A Intake Housing Preferences N Housing Preferences Client Has Requested Housing M Does the Client Have Any Regional Preferences T Tip Requested Regions is hidden because this client does not have any regional preferences t Does the Client Prefer a Specific Building or Buildings IT Open Items Tip Requested Buildings is hidden because this client does not have any building preferences Employee Beckford Susan Home Page Client Smith John Seem Client Record gt Intake Are you able to live independently without support services T Is there a personal situation that makes your housing need urgent 7 Housing Criteria Are you interested in shared accomodation Can you live with pets A Housing Preferences record may be created when a client has request
36. this checkbox to indicate that the verification process has begun but is not yet complete When you select this checkbox the Date Completed and Successfully Verified fields are hidden from view the Start Date field remains Deselect this checkbox by clicking in the box to indicate that the verification process is complete When you deselect this checkbox the End Date and Successfully Verified fields which were formerly hidden from view will be visible Start Date This field is used to indicate the date the verification process began Enter the appropriate date in the field End Date This field is used to indicate the date the verification process is completed and no further action is required Enter the appropriate date in the field 148 Successfully Verified Select this checkbox to indicate that the client s status was verified as required When you select this checkbox the Applies Until field is visible enter the appropriate date in the field to indicate how long the verification is valid Deselect this checkbox by clicking in the box to indicate that the client s status could not be verified as required When you deselect this checkbox the Reason Verification Failed field is visible select the appropriate item from the drop down menu to indicate the reason why the client s status could not be verified Verification Type This field is used to indicate the type of status verification being performed for th
37. to enter a new Baseline record when a client is admitted to an additional program If baseline data has not been tracked historically a client s status as of April 1st of the reporting year can serve as the baseline afos How to Enter a Baseline Record 1 Search for and retrieve the client s database record refer to Searching for Clients Upon retrieving the client s record you will be brought to the client s summary page 2 At the client summary page open the History section of the client s file menu If any History Item records have already been created for the client they will be listed If no History records have been created for the client yet a prompt will appear advising that there are no items available to show This prompt will also provide an icon to click in order to create a new entry 3 Select New from the button bar Or if no previous History items are shown and you receive the prompt described in 2 above you may click the designated icon This will bring you to the New History Item Helper page 4 Select Baseline from the Intake category and click the Create New Intake Item command This will bring you to the Baseline page Status At Baseline Baseline Date m Level of Education Education Level None Selected Iv Graduated Completed 7 Tip If the client is in school on the baseline date you must create a current status item in addition to documenting the status at b
38. to the client s summary page 2 At the client summary page open the History section of the client s file menu If any History Item records have already been created for the client they will be listed If no History records have been created for the client yet a prompt will appear advising that there are no items available to show This prompt will also provide an icon to click in order to create a new entry 127 3 Select New from the button bar Or if no previous History items are shown and you receive the prompt described in 2 above you may click the designated icon This will bring you to the New History Item Helper page 4 Select Medication from the Case Management category and click the Create New Case Management Item command This will bring you to the Medication page Medication Currently Taking Medication M Start Date 09 10 2007 E Tip The End Date field is hidden because the client is currently taking the medication s Medication Order 7 Tip Additional fields relating to medication orders are currently hidden as this is not a medication order Prescribing Doctor 0 5 Complete the record as follows Currently Taking Medication s Selecting this Checkbox select this checkbox to indicate that the client is currently taking a given medication When you select this checkbox the End Date and Reason for Discontinuation fields are hidden from view and the S
39. total time Your time will automatically be divided between each service and activity that you select The division of time between services and activities will be updated with each additional selection deselection If you indicated that you wish to fill out the form by entering specific times Each time you select a service or activity a field will come into view for you to enter the time spent If you deselect a service or activity the field provided for time spent will be removed Notes Time minutes Use this box to record the amount of time you spent documenting the note Enter the appropriate time in minutes in this box Time Spent Comments Use this text box to enter additional information regarding your time spent 47 Contacts F Pirouette v4 0 9 Microsoft Internet Explorer Pirouette v4 0 System Client Management Internal Links Bcut copy fapaste New Contact N Contact Information Contact Information E Buildings E Clients This file has several sections Select a section from the list above by clicking on it Open items Employee Beckford Susan Home Page Lists Contact People New Contact Contact Information Title First Name Last Name Phone Alternate Phone Fax E mail r Associated With Organization T Tip The Organization field is currently hidden because the Associated With Organization checkbox is None Selected
40. you have made changes in the database and these changes are not immediately visible click the refresh button to reload the updated page Home This button serves as a shortcut to take you back to your Pirouette Homepage without closing any other Pirouette pages that may be open at the time Note This button serves as a shortcut for creating a case note from anywhere in Pirouette When you click this button the New Note Helper page will appear to guide you through the steps of creating a case note Save The Save button allows you to save the current Pirouette page If you make changes to an existing file the Save button will enable you to save the updated information Close The Close button allows you to close the current Pirouette page If you try to close the page after changes have been made to it you will receive the following pop up prompt asking you to verify what you would like to do VBScript Save Changes Select the appropriate response from the pop up prompt Detail Area This box is located on the left side of your Pirouette window immediately beneath the Button Bar It serves as a valuable orientation tool as you move around in Pirouette since it always identifies exactly where you are in the database Client Barker Misty A Client Record A Basic Information A Demographics amp Contacts amp Documents E History amp Notes Z Reports Document basic information such as name critical alert
41. you would click on Create New Intake Item to start creating a new intake record For some items a new page for the desired item will be created immediately for other items you will be guided through some additional steps before a new page is created 34 Intake Baseline Outbound Referral Intake Create New Intake Item r Management Charges Arrears and Notifications O Review Form s Sent Staff Role Create New Management Item r Case Management Assessment Crisis Prevention Plan Employment General History Hospitalization Legal History Community Treatment Order Education Financial Source Not Employment Goal Incident Medication Create New Case Management Item Housing Eviction O Verification Residence Create New Housing Item Enter all of the relevant data for the client in the new page When you have finished entering all of the client s data save the record by clicking the Save button on the menu bar The completed history item will be added to the client s record 35 Referral and Enrollment Pirouette v4 0 Windows Internet Explorer N intake N Housing Preferences Progr None This Sie has severs sectons Select a secton is e trom me tat above by cicung on t as Mere a related referral Decision Pending Yes Open tems
42. 0 SECTION 3 Additional Features in Pirouette Appointments Pirouette v4 0 Windows Internet Explorer http v4demo roxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0ADESF9S A065 4830 AA84 97BE71746CF9 Pirouette v4 0 System Clier ement _ Internal Xcut copy fa paste Sprint v leis Qrefreh home note Recent Clients s 26 2 28 29 1 S00AM Meeting with Client Knight Susan 03 14 2008 1 26 PM Calendar 2 3 3 7 41 00PM Case Management Meetin Bitiniai SSAA a eee Brown Sally 03 08 2008 8 18 PM 1 5 Appointments Box Appointments for the selected day shown to the right To create a new appointment click on the Appointments header messages Tasks Fe view all From Employee Beckford Susan Smith Jane 02 14 2008 March 17th Meeting Cancellation Submit final reports 3 8 Home Page Meet with project team Follow up on project status Pirouette s calendar allows you to schedule appointments document details about each appointment and receive reminders about appointments Pirouette s calendar and appointment functions are accessed from the homepage When you login to Pirouette you are immediately taken to your homepage the calendar is visible in the left margin of your page and the Appointments box is located immediately to the right of the calendar March 2008 Eg March 14 2008 Mi view all Time Appointment 9 00 AM Meeting with Client 1 00 PM Case Man
43. 03 14 2008 Tip The End Date field is hidden because the client is currently employed Employers S SE Employment Type None Selected Sector None Selected NOC Group None Selected Open items Avg Hours Week Employee Beckford Susan 5 Hourly Wage Home Page y Weue Sh Client Smith John Client Record Employment Status Benefits Comments Internet Employment Status is a History item within the client record This page is used to reflect information about the client s employment status during his or her involvement with the organization Create a new Employment Status record whenever the client enters into a new employment situation Some organizations may require that employment information be verified with designated references and or supporting documentation refer to Attach Electronic Documents This information serves several purposes for the organization It provides valuable details about who is requesting and using the organization s services This information may prove helpful in identifying client needs and or areas for follow up In some cases this information may be used to determine client eligibility for programs and services It may also be used for reporting and funding purposes Inadequate documentation and incorrect reporting of a client s employment data can have significant repercussions on reports pertaining to th
44. 08 EJ Education Level Graduated Completed None Selected r Employment Type Financial Source Type None Selected None Selected Legal Status Legal Status of Prior Incidents None Selected Homeless Residence Type Living Arrangement Support Type None Selected None Selected None Selected internet R10 Baseline is a History item within the client record Baseline status is a client s status just prior to registration or admission to the program This information serves as a reference point for measuring changes that occur once a client begins receiving services from the organization Data collected for clients during their enrollment in the program is compared to the baseline data to determine if and where there have been changes For example a program s data may reflect that most of the clients enrolled in the program have a source of income The baseline data will indicate if most clients already had a source of income prior to enrollment or if a change in income status has occurred post enrollment Baseline data is normally collected upon client registration or during the client s initial assessment Once collected it remains the same for the duration of the client s involvement with the organization or until the client is discharged from the program for an extended period There is no need
45. Employee Beckford S Home Page Client Smith John Cont Record intake A client s referral and program enrollment is documented in the History section of the client s file as an Intake record For most agencies this will be the first history item to be entered for a new client Client Record A Basic information Demographics amp Contacts E Documents micas N amp Reports Enter a search term below and cick Soarch Tuer For detailed information on how to fill out an Intake record refer to the corresponding section in this manual under Section 4 History Items in Detail 36 Baseline Pirouette v4 0 Windows Internet Explorer E http v4demo roxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0ADESF95 A065 4830 AA84 97BE71746CF9 Client Smith John N Baseline Status At Baseline Baseline Date 03 14 2008 r Level of Education Education Level None Selected iy Graduated Completed Tip If the client is in school on the baseline date you must create a current status item in addition to documenting the status at baseline This applies to all other status categories as welll Employment Type None Selected Financial Source Type None Selected Open Items Legal Status Employee Beckford Susan Home Page Client Smith John Client Record Baseline Legal Status None Selected
46. Enter the appropriate date in the field End Date This field is used to indicate the date the client s CTO expired and ceased to be effective Enter the appropriate date in the field 81 Subject This field is used to provide a brief summary description of the circumstances surrounding the client s placement on a CTO This serves as the title of the record Enter an appropriate description in the field CTO Type This field is used to indicate the nature of the CTO For instance whether the CTO is being issued for the first time or whether it is being renewed Select the appropriate item from the drop down menu Comments Use this text box to enter other information pertaining to the client s CTO When you have finished entering all of the client s data save the record by clicking the Save button on the menu bar The completed Community Treatment Order record will be added as a History Item to the client s record 82 History Crisis Prevention Plan gt Pirouette v4 0 Windows Internet Explorer http v4demo roxysoftware com 8050 FetchPage asp PageName Main amp SessionID OADESF9S A065 4830 AA84 97BE71746CF9 Pirouette v4 0 System Client Management Intemal Xcut Micopy fapaste aint v delete prehresh home W note Client Smith John N Crisis Prevention Plan Crisis Prevention Plan Prepared By No name specified Date 03 14 2008 y Review Date 03 14 2009 CP
47. History Record Search for and retrieve the clients database record refer to Searching for Clients Upon retrieving the client s record you will be brought to the client s summary page At the client summary page open the History section of the client s file menu If any History Item records have already been created for the client they will be listed If no History records have been created for the client yet a prompt will appear advising that there are no items available to show This prompt will also provide an icon to click in order to create a new entry Select New from the button bar Or if no previous History items are shown and you receive the prompt described in 2 above you may click the designated icon This will bring you to the New History Item Helper page Select Legal History from the Case Management category and click the Create New Case Management Item command This will bring you to the Legal History page siad Legal Problem Current Legal Problem M Start Date 09 10 2007 Current Status New Legal Problem Update Legal Status Tip The End Date field is hidden because this is a current legal problem Subject Comments 5 Complete the record as follows Current Legal Problem Selecting this Checkbox select this checkbox to indicate that the information provided reflects the client s current legal status When you select this checkbox the En
48. New Eviction Order To update the client s eviction status click on the Update Eviction Status link provided This will bring you to a new Eviction Status page The Eviction Status page contains the following fields Date Enter the date of the status udpate Status Select the appropriate option from the drop down menu to indicate the client s current eviction status When you are finished save and close the page to return to the main Eviction page 06 History Financial Source 7 Pirouette v4 0 Windows Internet Explorer http v4demo roxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0ADESF9S A065 4830 AA84 97BE71746CF9 Pirouette v4 0 System Client Management Intemal cut Tecopy fa paste A Financial Source Financial Source r Current Financial Source M Start Date 03 14 2008 Tip The End Date field is hidden because this is Financial Source Type None Selected Monthly Income Comments Employee Beckford Susan Home Page Client Smith John Client Record Financial Source Internet Financial Source is a History item within the client record The Financial Source page is used to reflect information about the client s financial status and income during his or her involvement with the organization Create a new Financial Source record whenever there is a change to the client s financial source or in
49. P Report Risk Factors Current Crisis Pattern Employee Beckford Susan Home Page Client Smith John Client Record Crisis Prevention Plan Problem Behaviours Personal Triggers internet R100 Crisis prevention plans are designed to help identify what constitutes a crisis for this particular client as well as potential ways of addressing those situations How to Enter a Crisis Prevention Plan Record 1 Search for and retrieve the client s database record refer to Searching for Clients Upon retrieving the client s record you will be brought to the client s summary page 2 Atthe client summary page open the History section of the client s file menu A summary of the client s History records will be listed 3 Select New from the button bar this will bring you to the New History Item Helper page 4 Select Crisis Prevention Plan from the Case Management section and click Create New Case Management Item A blank Crisis Prevention Plan page will be created 5 Enter all of the relevant data for the client as outlined below 83 Crisis Prevention Plan Prepared By Date Review Date Administrator E E M CPP Report Risk Factors Current Crisis Pattern OOA Problem Behaviours Personal Triggers Required To Feel Safe Manage Feelings Support People Hospital Conditions Police Co
50. Roxy Software Inc Pirouette Version 4 User Manual INTRODUCTION rar e cost ae ere ar EEEa 6 Ao t Pirouette tats e ae AE a rae anA segdehgadondecneedbacheacaacadaatendearaaneressanneene tee 6 How to Use This Manuals ieioea e a inn a e aO lain 6 SECTION 1 WORKING IN PIROQUETTE ccccssssssseeeeeeeeeeeeeeees 7 OVERVIEW OF THE PIROUETTE INTERFACE cccceeseeeeeees 7 WWM GsB At fecuecivis ca ces datced tvadessedein divorces aatsh gesbaccaneccaenesseeack couch caushcanthastecesudncadencacateedsthoaees 7 MOUS als ss sSaacieocsasccetecanaheasatasiueidiesuaahgae tases tas E E E E 8 BUTLON Ste aeS E E E steeds stasis Gas tissue esa an eel linea dG awe salient 8 Detail Are ass tala testis edison niet are a Mina Nein 10 Navigation Bar Open FileS s poctsec ccecdtsbsceias whtcanaatadewesspenerth eee csieieeetlnel teen 10 TAE BASICS gee aria SRR PERT Cran tn Caer tert EE EE AUR TEEN Re eee eee EEE 12 MEXE BOXES 6 20 Sec E E T E neapun cts E E E E E 12 Memo FibldSs ssescestssssadstesisteessintine Gaacietunas vate aire a ESE EE AES a a ena 12 Checkboxes aineen aana tiated E AT tei E E am ska EAE E AS 13 Drop JOWN DO KGS ianaeaieo a aar eens a aa A vee a A E E AERES 13 Radio Buttons eaea aaa a a a ar Aa a Aa a aa a a a erata 14 Entering Dates Ferir a a a aaar a aa a aA Eaa 14 WORKING WITH LISTS caricia ie cece aatteen a baiar Ae 16 SONG eha O A de ada A A E E AE dlatas Hetneed Thats 16 Colum RESIZING arai e e a aa a E A A E
51. Upon retrieving the client s record you will be brought to the client s summary page 2 At the client summary page open the History section of the client s file menu If any History Item records have already been created for the client they will be listed If no History records have been created for the client yet a prompt will 100 appear advising that there are no items available to show This prompt will also provide an icon to click in order to create a new entry 3 Select New from the button bar Or if no previous History items are shown and you receive the prompt described in 2 above you may click the designated icon This will bring you to the New History Item Helper page 4 Select Form s Sent from the Management category and click the Create New Management Item button This will bring you to the Forms page Form Form Completed by Client 7 Given To Client 3 14 2008 Tip The Received Completed Date and Valid Until Date fields are hidden because this the client has not completed the form Description Form Type None Selected Iv Comments 5 Complete the record as follows Form Completed by Client Initially this checkbox is left unchecked to indicate that the form has been given to the client but has not yet been completed and returned When this checkbox is unchecked the Received Completed and the Valid Until fields are hidden fr
52. aa ak Meee aaa da Ma neh A A a a aaa 65 Marking a Task Complete cass sc3 530 s kota manasa ete nines ley ea ane lye aS 65 VIGW Al arreen ea cata vag a a ad eis ebeawaca Sass WesJeseadvbadZ deus aetacebdunactugarinan a ata 66 MESSAGING Serseri E encase A A A EE ease ee 67 MESSAGES OVSIVIO N cs cecce leds ieaisagatetivsuenseapadtsnedennsdoededesstbaenenlewteedssydetgeensiaeeensee beens 67 Grealinga Message exci soe ile eee cea eee hace hs ction ts swede ee de a det etd Geeta 68 PMV RU enana ene St Sete at Morsay ad Ne Cea dine sates Saga aaa tad nance God tees 68 Deleting a Message siiiicececachten sete te niintin iride abel sazalehecsandeaanSied nittaels ean 68 ATTACH ELECTRONIC DOCUMENTS cceeeeeeeeeeeeeeeeeeeees 69 SECTION 4 HISTORY ITEMS IN DETAIL aooaa 72 HISTORY BASELINE ieii eaa a E ee ala 72 How to Enter a Baseline Record c cccecceeeeeeeeeececeeeeeeeeeesseeeeeeseeeeeeeesseeseeneneeeenees 73 HISTORY CHARGES ARREARS AND NOTIFICATIONS 77 How to Enter a Charges Arrears and Notifications RECOmrd ccccccceesseesreeeeees 77 HISTORY COMMUNITY TREATMENT ORDERS 0 0008 80 How to Enter a Community Treatment Order Record eeceeeseeeeeeeeneeeeeneeeenneeeee 80 HISTORY CRISIS PREVENTION PLAN cccccceeeceeeesseeeeeeeees 83 How to Enter a Crisis Prevention Plan Record c ccceeeeeeeeeeeeeneeeeeeeeneeeeeesenneeeeeees 83 HISTORY EDUCATION acest
53. acts amp Documents amp History E Notes gt amp Reports Enter a search term below and cick Searciy Parch 2 All of the client s History records will be listed Click on the client s Intake record to open it If the there are several History items listed you can use the search feature in the detail area to help locate the intake record 38 Tip 3 Locate Enrollment Details on the Intake page and proceed as follows Important The intake process varies depending on whether or not there was a related referral for the client Normally Enrollment Details will appear as Step 4 on the intake page However if there was no related referral it will appear as Step 2 instead Step 4 Enrollment Details Client is Currently Enrolled Deselect this checkbox to indicate that the client is no longer enrolled in the program When this checkbox is deselected the Discharge Date Discharge Reason and Discharge Notes fields are visible Discharge Date Use this field to indicate the date the client was officially discharged from the program Enter the appropriate date in the field Discharge Reason Use this field to indicate the date the official reason the client was discharged from the program Select the appropriate option from the drop down menu Discharge Notes Use this text box to enter other information pertaining to the client s discharge This may include additional details regarding the client or comme
54. agement Meeting Appointments for the selected day shown to the right To create a new appointment click on the Appointments header 61 Calendar Overview The calendar automatically defaults to the current date However you can click on a different date to select a different day of the month or use the arrow buttons directly to the left and right of the month and year heading to move the date backwards or forwards accordingly Appointments Overview The Appointments box lists all appointments scheduled for the date shown in the calendar Upon logging in this will automatically be the current date However if the calendar is changed to reflect a date other than the current date the Appointments box will list all appointments for the new calendar date reflected To see more details about any of the appointments listed click on the appointment This will take you to the actual appointment page where all of the related details are provided If you wish to see a record of all your past appointments select the View All button from the appointments box heading All of your appointment records including old appointments will be listed Scheduling an Appointment Click on the Appointments box heading where it states Appointments and the date selected This will take you to a new Appointment page Fill out the page as follows All Day Event Select this checkbox to indicate that your appointment will occupy the
55. are shown and you receive the prompt described in 2 above you may click the designated icon This will bring you to the New History Item Helper page Select Staff Role from the Management category and click the Create New Management Item command This will bring you to the Staff Role page 144 Staff Role Current Staff Role M Start Date 07 22 2008 Tip The End Date field is hidden because this is a current role Employee No name specified ly Staff Role Type None Selected I r Role Applies to Specific Programs Only T Tip The list of applicable programs is hidden because the role applies to all programs Check the specific programs only box to select a subset of programs Comments 5 Complete the record as follows Current Staff Role Select this checkbox to indicate that the staff role being identified for the client is currently active Deselect this checkbox by clicking in the box to indicate that the staff role being identified for the client is no longer active When you deselect this checkbox the End Date field will become visible in order for you to enter the date that your role with the client is no longer in effect Start Date This field is used to indicate the date that your role with the client took effect Enter the appropriate date in the field Employee This field is used to identify the name of the employee who ha
56. art Date 09 10 2007 EB Current Status New Eviction Order Update Eviction Status Tip The End Date and Outcome fields are hidden because this is a current eviction order Subject L Reason For Eviction None Selected Iv File Number Comments 5 Complete the record as follows Current Eviction Order Select this checkbox to indicate that the client has a current eviction order and is in the process of being evicted When you select this checkbox the End Date and Outcome fields are hidden from view and the Start Date field remains The Current Status will automatically be identified as New Eviction Order Deselect this checkbox by clicking in the box to indicate that the client s eviction order has been resolved and is no longer active When you deselect this checkbox the End Date and Outcome fields which were formerly hidden from view will be visible Start Date This field is used to indicate the date the client s eviction order was issued Enter the appropriate date in the field End Date This field is used to indicate the date the eviction order concluded whether by the client s departure or the cancellation of the order Enter the appropriate date in the field 94 Outcome This field is used to indicate the means by which the eviction order concluded either the client moved out in accordance with the eviction order or the eviction order was cancelled and the cli
57. aseline This applies to all other status categories as well Employment Type None Selected vy Financial Source Type None Selected vy m Legal Status Legal Status None Selected vy of Prior Incidents Homeless Residence Type None Selected Iv Living Arrangement None Selected ly Support Type None Selected ly Tip The Residence Type Living Arrangement and Residence Support Type fields are currently hidden because this client has been marked as homeless at baseline 5 Complete the record as follows Baseline Date This field is used to indicate the date that the client s baseline data was collected Enter the appropriate date in the field 73 Education Level at Baseline This field is used to identify the highest level of education that the client had achieved at the time of program admission Select the appropriate option from the drop down menu Graduated Completed Select this checkbox to indicate that the client successfully completed the specified education program If the client did not successfully complete the education program prior to the baseline date leave the checkbox unselected Employment Type This field is used to identify the client s employment status at the time of program admission Select the appropriate option from the drop down menu Financial Source Type This field
58. ata will be lost Hit cancel to return to the application Press OK to continue or Cancel to stay on the current page Should you wish to keep Pirouette application open click the Cancel button to stay on the current Pirouette page Otherwise click the OK button to exit Menu Bar The Pirouette menu bar contains four menus System Client Management Internal and Help These menus enable you to access different areas of the database Each menu is described below System Client Management Internal Help System Menu This menu enables you perform some additional Pirouette functions It also provides an alternate way for you to save a page in Pirouette and for you to exit the application entirely Client Management Menu This menu enables you to access different categories of files in Pirouette that pertain to client data such as Client files Crisis Call files Crisis Visit Files etc Internal Menu This menu enables you to access categories of files in Pirouette that pertain to the organization in general such as Employees Programs Reports etc Help Menu This menu provides access to reference information to assist with using Pirouette Button Bar The Pirouette button bar is located just below the menu bar These buttons enable you to perform various functions in the database Depending on the nature of a button s function it may not apply to all pages in the database If a button does not apply to the current Pirouet
59. ate 03 14 2008 El Tip The End Date field is hidden because the client is currently taking the medication s r Medication Order 7 ip Additional fields relating to medication orders are currently hidden as this Prescribing Doctor Employee Beckford Susan Home Page Client Smith John Client Record Medication Medication Type None Selected Medication Name Dosage Frequency additem remove item Internet Comments The Medication page is used for collecting information regarding medication s that a client may be taking This information serves several purposes for the organization It is important to have a record of the medication s that a client may be taking in order to be aware of possible side effects that could develop as a result These side effects could have an impact on the client s physical health and behaviour This record also serves as a useful reference if new medications are prescribed to determine if there are potential concerns around medication combinations Information regarding discontinued medications is equally important as the discontinuation of certain medications can also have potential health implications How to Enter a Medication Record 1 Search for and retrieve the client s database record refer to Searching for Clients Upon retrieving the client s record you will be brought
60. ate the date it was determined that the client s goal was achieved or the date it was determined that the client no longer required assistance with the goal Resolution When a goal is no longer active use this field to indicate the reason why the clients goal has been deemed resolved Select the appropriate option from the drop down menu 106 Current Status By default the current status of a newly entered goal record is New Goal Over time you may wish to document the changing status of the goal e g progress made or perhaps the client no longer wishes to pursue the goal Click on the Update Goal Status button to access the Goal status page and use the fields provided to identify the date and updated status of the goal When you are finished with this page save and close it to return to the main goal page To see a record of the goal s status as it has progressed select Status History from the detail area at the left of the screen Subject This field is used to indicate the subject of the goal It also serves as the official title of the goal Enter the subject of the client s goal in this field Goal Type Use this field to indicate the type of goal that the client has by selecting the appropriate option from the drop down menu Comments Use this text box to enter other information pertaining to the client s goal 6 When you have finished entering all of the client s data save the record by clicking
61. box is selected a drop down menu will appear enabling you to select the preferred area for housing If the client has more than one preferred area for housing use the Add Item button to indicate additional selections Use the Remove Item button to remove a selection Does the Client Prefer a Specific Building or Buildings Select this checkbox to indicate that the client has a preferred building where s he would like to reside Once this checkbox is selected a drop down menu will appear enabling you to select the preferred building If the client has more than one preferred building use the addition arrow to indicate additional selections Use the removal arrow to remove a selection 122 General Criteria Section Are you able to live independently without support services Select this checkbox to indicate that the client is able to live independently without the aid of support services Is there a personal situation that makes your housing need urgent Select this checkbox to indicate that the client has a personal situation that makes his or her housing need urgent Housing Criteria Section Are you interested in shared accommodation Select this checkbox to indicate that the client would be interested in or willing to accept accommodations that are shared Can you live with pets Select this checkbox to indicate that the client would be interested in or willing to accept accommodations where pets are on the premises
62. box to enter other information pertaining to the review Note that information in the text box will not be captured in reports When you have finished entering all of the client s data save the record by clicking the Save button on the menu bar The completed Review record will be added as a History Item to the client s record 143 History Staff Role tmpioyoe No name specited Start Role Type None Selected The Staff Role page is used to identify an employee s role for a particular client When this record is created the client is added to the My Clients list for the specified employee The My Clients list does not show all clients in the database it only shows clients that are currently associated with the employee through a Staff Role record How to Enter a Staff Role Record 1 Search for and retrieve the clients database record refer to Searching for Clients Upon retrieving the client s record you will be brought to the clients summary page At the client summary page open the History section of the client s file menu If any History Item records have already been created for the client they will be listed If no History records have been created for the client yet a prompt will appear advising that there are no items available to show This prompt will also provide an icon to click in order to create a new entry Select New from the button bar Or if no previous History items
63. come amount Some organizations may require that financial information be verified with designated references and or supporting documentation refer to Attach Electronic Documents This information serves several purposes for the organization It provides valuable details about who is requesting and using the organization s services This information may prove helpful in identifying client needs and or areas for follow up In some cases this information may be used to determine client eligibility for programs and services It may also be used for reporting and funding purposes Inadequate documentation and incorrect reporting of a client s financial data can have significant repercussions not just for the organization but for the individual client as well It can lead to a client failing to access the full financial resources that he she is eligible for Conversely if a client receives an overpayment of funds due to errors in reporting these funds may be clawed back at a later date In view of this every effort should be made to ensure that client financial records are as accurate as possible 97 How to Enter a Financial Source Record 1 Search for and retrieve the client s database record refer to Searching for Clients Upon retrieving the client s record you will be brought to the client s summary page 2 At the client summary page open the History section of the client s file menu If any History Item records have al
64. croll bar to see all of the names listed and use the arrow feature to copy the selected name to the Present box You may select as many names as required The reverse arrow is used to remove previously selected names from the Present box Related Items This section only appears on the page if there are relevant items to list For instance there could be History items in the client s file Eviction Record Goal Record etc that might potentially be related to the note being entered If so these items will be listed as shown below Related Items Check off any current goals that relate to this note Personal Goals Sep 2007 Check off any current eviction orders that relate to this note Eviction Oct 2007 Select the checkbox provided to indicate if an item listed is related to the note being entered When you indicate that a note and a History item are related the note appears in the Related Notes section of the History item Time Spent The Time Spent section of this page is used to provide a breakdown of time spent with the client 45 Time Spent How do you want to fill out this form Average Total Time Ce Enter Specific Times C Total Time minutes 0 Tip If you select average total time the total time will be automatically divided equally between each checked activity or service Selecting enter specific times allows you to enter specific times
65. d Postal Code Region None Selected m Residence Type None Selected wl Living Arrangement None Selected E Support Type None Selected y internet A Residence record is a History item within the client record A Residence record is used to reflect information about the client s housing status during his or her involvement with the organization When the client s address or housing situation changes the current Residence record is given an end date and a new Residence record must be created This information serves several purposes for the organization In addition to providing details about who is requesting and using the organization s services this information may help to identify client needs and or areas for follow up In some cases it may also be used to determine client eligibility for programs and services based on catchment areas for service delivery It may also be used for reporting and funding purposes How to Enter a Residence Record 1 Search for and retrieve the client s database record refer to Searching for Clients Upon retrieving the client s record you will be brought to the client s summary page 2 At the client summary page open the History section of the client s file menu If any History Item records have already been created for the client they will be listed If no History records have been created for the cli
66. d Dosage This field is used to indicate the dose of medication that the client is taking Enter the medication dosage in the field Frequency This field is used to indicate how often the client is required to take the specified medication Enter the medication schedule in the field Add Medication This button enables you enter information for more than one medication When you Click this button another set of the aforementioned fields Medication Type Medication Name Dosage and Frequency will appear on the screen Use this button as many times as necessary depending on how many medications the client is taking at one time NOTE If you have more than one medication on the same page they MUST share the same start and end dates Deletions to the list are done from the bottom up so if you wish to delete an item from the middle of the list you must delete all items below it first 129 Comments Use this text box to enter other information pertaining to the client s medications This may include additional details about the information provided or comments about information that was not available Note that information in the text box will not be captured in reports 6 When you have finished entering all of the client s data save the record by clicking the Save button on the menu bar The completed Medication record will be added as a History Item to the client s record Reminders e Verify the name of each med
67. d Date field is hidden from view and the Start Date field remains Use the Start Date field to identify the date the client s current legal status took effect Deselecting this checkbox deselect this checkbox by clicking in the box to indicate that the legal status identified has come to an end When you deselect this checkbox the End Date field which was formerly hidden from view will reappear Use the End Date field to indicate the date the client s legal situation came to an end Subject Provide a subject or title for this legal incident to assist in finding the incident within the history list at a later date Comments Use this text box to enter additional information not provided elsewhere on this page pertaining to the client s legal situation Note that information in the text box will not be captured in reports Charges The Charges section of the Legal record allows you to identify any charges that the client has 125 Charges Charge of Counts None Selected v i a add item remove item Charge and of Counts The Charge field is used to indicate if the client has been charged and to identify the nature of the offence s The of Counts field is used to indicate the number of times a client has been charged for a specified offence Select the appropriate offence from the Charge drop down menu enter the number of times the client has been charged with the offence in the of Counts field I
68. d below 1 Search for and retrieve the client s database record refer to Searching for Clients Upon retrieving the client s record you will be brought to the client s summary page 69 2 At the client summary page open the Documents section of the client s file menu If any documents have already been attached to the client s file they will be listed If no documents have been attached to the file yet a prompt will appear advising that there are no items available to show This prompt will also provide an icon to click in order to create a new entry 3 Select New from the button bar Or if no documents are listed and you receive the prompt described in 2 above you may click the designated icon This will bring you to a new Document page Document Date 07 23 2008 Client Summary Photo 7 Document Description 4 Fill out the page and attach your document as follows File field Browse button Click the browse button you will get a pop up screen showing your saved files Find the file you wish to attach and double click to select The selected file will be identified in the File field Important do not attempt to simply type the name of the document in this field You must use the browse button to select it Date Use this field to identify the date on which you are attaching the document to the client s file Description Use this field to identify the document being attached This wil
69. d to indicate whether or not the client is eligible for the program s services If the client is eligible select Yes proceed to Step 4 below If the client is not eligible select No Close the Intake the remaining fields in Step 3 will enable you to close the Intake Reason for Ineligibility This field is used to indicate the reason the client is ineligible for service Select the appropriate option from the drop down menu Date Intake Closed Use this field to indicate the date the Intake was closed Enter the appropriate date in the field Step 4 Enrollment Once a client has been referred Step 1 assessed Step 2 and deemed eligible for service Step 3 s he may be enrolled in the program Use this field to indicate whether or not the client is being enrolled in the program Step 4 Enrollment r Enroll in Program Yes No Close the Intake Date Intake Closed 09 10 2007 re 118 If the client is being enrolled select Yes The database will confirm that the client is currently enrolled in the program By default the current date will be used as the enrollment date This information is visible in Step 5 of the record which is later used to document the client s discharge If the client is not being enrolled select No Close the Intake the remaining fields in Step 4 will enable you to close the Intake Resolution This field is used to indicate the final outcome of the intake
70. dicate which organization s the client is being referred to Select the appropriate item s from the Possible Organizations list use the scroll bar to see all of the items listed and use the arrow feature to copy the selected item to the Referred To box The reverse arrow is used to remove previously selected items from the Referred To box Comments Use this text box to enter other information pertaining to the client s outbound referral 6 When you have finished entering all of the client s data save the record by clicking the Save button on the menu bar The completed Outbound Referral record will be added as a History Item to the client s record 132 History Residence Pirouette v4 0 Windows Internet Explorer E http v4demo roxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0ADESF9S A065 4830 AA84 97BE71746CF9 Pirouette v4 0 System Client Management Intemal cut Tecopy fa paste Client Smith John N Residence Residence r Current Residence M Start Date 03 14 2008 he End Date field is hidden because this is a current residence Client is Living in a Program Residence T ip A program residence is a residence building or unit operated by this agency Client is Homeless 7 Employee Beckford Susan Address Home Page Client Smith John Client Record on gt Residence Province None Selected None Selecte
71. e client Select the appropriate item from the drop down menu Documents Provided This box is used to indicate which documents were provided in order to provide status verification Select the appropriate item s from the Possible Documents list and use the arrow feature to copy the selected item to the Documents Provided box The reverse arrow is used to remove previously selected items from the Documents Provided box Comments Use this text box to enter other information pertaining to the client s verification When you have finished entering all of the client s data save the record by clicking the Save button on the menu bar The completed Verification record will be added as a History Item to the client s record 149
72. e a new entry 3 Select New from the button bar Or if no previous History items are shown and you receive the prompt described in 2 above you may click the designated icon This will bring you to the New History Item Helper page edits 4 Select Incident from the Case Management category and click the Create New Case Management Item command This will bring you to the Incident page Incident Documented By Administrator Subject Incident Date Incident Time Incident Type None Selected Iv incident Report Who Was Involved Actions Taken Incident Details 5 Complete the record as follows Documented By This field automatically identifies the employee who is responsible for entering the Incident record This is useful in situations where more than one employee may be connected to a client This information cannot be changed by the user Subject This field is used to indicate the subject of the incident record It also serves as the official title of the incident record When filling out this field consider how clear and understandable the information will be when it is viewed in the future possibly among many more incident records or if it is viewed by other employees Incident Date This field is used to indicate the date of the incident Incident Time This field is used to indicate the time that the incident took place Enter the time of the inc
73. e client s primary source of income 89 How to Enter an Employment Record 1 Search for and retrieve the clients database record refer to Searching for Clients Upon retrieving the client s record you will be brought to the client s summary page At the client summary page open the History section of the client s file menu If any History Item records have already been created for the client they will be listed If no History records have been created for the client yet a prompt will appear advising that there are no items available to show This prompt will also provide an icon to click in order to create a new entry Select New from the button bar Or if no previous History items are shown and you receive the prompt described in 2 above you may click the designated icon This will bring you to the New History Item Helper page Select Employment from the Case Management category and click the Create New Case Management Item command This will bring you to the Employment page Employment Status Currently Employed V Start Date 09 10 2007 Tip The End Date field is hidden because the client is currently employed Employer Employment Type None Selected Sector None Selected ajaja NOC Group None Selected Avg Hours Week Hourly Wage Benefits Comments 5 Complete the record as follows Current Empl
74. e item can be selected from a drop down Picking an item will close the drop down and place the selected item in the field Radio Buttons e To select an option click the radio button next to that option The selected radio button is now filled in Was there a related referral Decision Pending C Yes No e Tochange your selection click a different radio button The original button is now empty and the new selection is filled in e In some cases clicking on the same radio button a second time will de select the item Entering Dates Entering directly into the date field Enter the date into the date field using the date format MM DD YEAR e If you have typed the date incorrectly you will receive an error message when trying to save the page To correct the error return to the date filed and re type the date in the format shown above Using the date tool e Click on the calendar icon on the right side of the date field to open the pop up calendar Referral Received 03 14 2008 March 2008 SMTWTFS 24 25 26 27 28 29 1 234567 68 9 10111213 1415 16 17 18 19 20 21 22 23 24 25 26 27 28 29 3031123 4 5 14 The calendar provides drop down menus from which you can select the year and the month Click on the year to reveal the year drop down menu and select the desired year Click on the month to reveal the month drop down menu and select the desired month You can also use the related
75. e program that the group session is associated with It is limited to the program s that the person entering the note is associated with 57 For example if the person entering the note is identified as a support worker for the organization s Case Management program only Case Management will be the only program that appears in this field s drop down menu Whereas if the person entering the note is identified as a support worker for All Programs then all of the organization s programs will be listed in this field s drop down menu Select the appropriate option in this field Group Use this field to identify the group that the note is associated with Select the appropriate group from the drop down menu Registered Clients and Unregistered Clients These fields are used to indicate the number of clients attending the session who are categorized as registered and unregistered members of the group program The terms registered and unregistered are defined by each organization Enter the appropriate number in each field Take Attendance Tip You must enter your note text before the system will permit you to use the Take Attendance feature Click on the Take Attendance button to access the related Attendance page This page allows you to access a list of all clients in the database To identify clients in attendance either double click the client s name in the list or select the name and use the add ite
76. e record by clicking the Save button on the menu bar Do not close the record you must now configure the contact s role for the client Configuring the Contact s Role for the Client Once you have created and saved the Contact Record you must configure it so that it reflects the contact person s role in relation to the client In some cases more than one role may be attributable to a contact e g the contact could be a doctor by profession and a friend of the client Therefore it is important to specify the contact s role for the client in the immediate context Click here to configure this contact s role for client Smith John 51 1 Select the configuration button located at the bottom of the Contact Information page beneath the Comments text box This will bring you to the Role page Role for Smith John Emergency Contact 7 Contact Role None Selected lv Under what conditions may we contact this person Contact Role Comments 2 Complete the Role page as follows Emergency Contact Use this checkbox to indicate that this person may be contacted in the event of an emergency If the individual will not be serving as an emergency contact for the client do not check off this box Contact Role Use this field to identify the contact s role in relation to the client Select the appropriate option from the drop down menu Under what conditions may we contact this person Use t
77. e residence Comments It would be a wise idea to use the Comments text box to indicate the reason for the client s residence change 4 Save the updated record You can now enter a new Residence record to reflect the client s new address Stage 2 Creating a New Residence Record Refer to How to Create a New Residence Record in the History Residence section Reminders e Do not use the existing previous Residence record to document the client s new residence if you type over the existing data you will lose the historical information To show a new residence you must enter a new Residence record 139 Move out from a Residence Pirouette v4 0 Windows Internet Explorer http v4demo roxysoftware com 8050 FetchPage asp PageName Main8SessionID 0ADEGF9S A065 4830 AA84 97BE71746CF9 Pirouette v4 0 System Client Management _ Internal Keut copy frpaste Client Smith John N Residence Open Items Employee Beckford Susan Home Page Client Smith John Client Record Residence lete Wprefresh home Enote Residence r Current Residence M Start Date End Date 1 1 2008 E 3 14 2008 Tip A program resi r Client is Living in a Program Residence 7 idence is a residence building or unit operated by this agency r Client is Homeless T Address City Province Postal Code 2020 Pinetree Way Toronto
78. e this field to indicate the contact person s preferred way to be addressed First Name Use this field to enter the contact person s first name Last Name Use this field to enter the contact person s last name Phone Use this field to enter the contact person s telephone number Alternate Phone Use this field to enter an alternate telephone number where the contact person may be reached Fax Use this field to enter the contact person s fax number Email Use this field to enter the contact person s email address Associated with Organization If the contact person is not connected with or acting on behalf of an organization do not select this checkbox By leaving this checkbox unselected the Organization Name field and the Use Organization Address checkbox are hidden from view If the contact person is connected with or working on behalf of an organization select this checkbox When you select this checkbox the Organization Name field and the Use Organization Address checkbox are visible and the relevant information may be entered Organization Name This field is used to indicate the organization that the contact person is connected with or working from If the contact person is associated with an organization select the appropriate option from the drop down menu Use Organization Address If you wish to have the address of the contact person s organization automatically recorded based on information alr
79. eady contained in the database select this 50 checkbox When this checkbox is selected the Address City Province and Postal Code fields are hidden from view In the absence of explicit instructions otherwise this is usually the most appropriate option If you have been provided with an alternate address for the contact person that differs from their organization s usual address do not select this checkbox By leaving this checkbox unselected the Address City Province and Postal Code fields are visible and the relevant data may be entered Address This field is used to identify the contact person s mailing address Enter the address in the space provided using both spaces if necessary City This field is used to indicate the contact person s city Select the appropriate option from the drop down menu Province This field is used to indicate the contact person s postal code Enter the province in the space provided Postal Code This field is used to indicate the contact person s postal code Enter the postal code in the space provided Comments Use this text box to enter other information pertaining to the contact person This may include additional details about the contact person s relationship to the client or comments regarding communications with the contact person Note that information in the text box will not be captured in reports When you have entered all of the contact s information save th
80. eath the checkbox that identifies the hidden items Drop down Boxes Radio Buttons and Entering Dates Pirouette v4 0 Windows Internet Explorer http v4demo roxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0ADE8F95 A065 4830 AA84 97BE71746CF9 Pirouette v4 0 System Client Management Internal Client Smith Jon A Intake Step 4 Referral Details x Housing Preferences Drop down Program None Selected This file has several sections Select a section from the list above by clicking on it Was there a related referral Box Decision Pending C Yes No C Radio Buttons Referral Received 03 14 2008 Date Field Priority None Selected r Source of Referral Employee Beckford Susan Home Page Client Smith Jon Client Record Organization C gt Intake Internal Self Individual Presenting Issues Possible Presenting Issues ee Drop down boxes Program Assertive Community Treatment Team Case Management Community Support Homeless Initiative None Selected Street Outreach Van Program 13 Activities of Daily Living Attempted Suicide Developmental Disability Financial Housine Internet e To access the menu of options click on the arrow icon at the right of each field The field s menu of options will appear e Select the desired option from the menu e Only on
81. ed 03 14 2008 Priority None Selected r Source of Referral Employee Beckford Susan Home Page Client Smith John Client Record Organization C Intake Self Individual Internal Presenting Issues Possible Presenting Issues Activities of Daily Living Attempted Suicide Developmental Disability 8 Financial Housin Internet When a client is first referred to the organization an Intake record is created This record is used to document every stage of the intake process If the client s intake is closed prior to his her enrollment in the program this is also documented in the Intake record along with the date and reason for closure How to Enter an Intake Record 1 Search for and retrieve the client s database record refer to Searching for Clients Upon retrieving the client s record you will be brought to the client s summary page 2 At the client summary page open the History section of the client s file menu 3 Select New from the button bar This will bring you to the New History Item Helper page 4 Select Intake from the list of available history items and click the Create New Intake Item button This will bring you to a new Intake page Fill out the Intake record as follows eA Step 1 Referral Details The client s referral is his or her first contact with the organization to initiate a request for service This could be in pers
82. ed housing This record is used to document details about the client s housing needs and preferences This information is usually collected and documented when the client s Intake is being completed How to enter a Housing Preferences Record The Housing Preferences record is accessed through the Intake record 1 When the client s Intake record is open select Housing Preferences from the left client menu box This will bring you to a new Housing Preferences record sjat Housing Preferences Client Has Requested Housing 7 Tip Regional preferences building preferences and housing criteria are hidden because this client has not requested housing General Criteria Are you able to live independently without support services Is there a personal situation that makes your housing need urgent 7 Housing Criteria Are you interested in shared accomodation Can you live with pets Other Criteria House Townhouse _ Low rise apartment walk up 2 Complete the record as follows Housing Preferences Client Has Requested Housing Initially this is the only item on the page Select this checkbox to indicate that the client has requested housing Once this checkbox is selected additional checkboxes will come into view Does the Client Have Any Regional Preferences Select this checkbox to indicate that the client has a preferred area that s he would like to live in Once this check
83. ee Start Date and Current Status below Start Date This field is used to indicate the date the client s living situation took effect Enter the appropriate date in the field 2164 End Date Note This field is hidden when the Current Residence box is checked This field is used to indicate the date the client officially moved out from the residence Client is Living in a Program Residence Select this checkbox to indicate that the client is living in a residence building or unit that is operated by your organization When you select this checkbox the Program Residence and Current Status fields will appear see below The Address City Province and Postal Code fields are hidden from view as they are no longer applicable Program Residence If the previous box Client is Living in a Program Residence is checked the Program Residence field will be visible This field is used to identify which of the program s residences the client is living in Select the appropriate item from the drop down menu Current Status If the previous box Client is Living in a Program Residence is checked the Current Status field will be visible This field is used to identify the immediate status of the client s move in Client is Homeless Select this checkbox if the client is currently homeless When you select this checkbox the Address City Province and Postal Code fields are hidden from view as they are no longer applicable
84. eeeseesueeeeeesueeaseseueeuseseeeaaseneaea 144 HISTORY VERIPIGA TION Aines uana aa doke 147 How to Enter a Verification Record e sssesseesseerneerneerneerreerrrrrrrrrenrinrrrerrrerrrenrrerreenna 147 Introduction About Pirouette Pirouette is a software tool designed to help you manage your client data and related activities When you retrieve a client s record the client summary page provides an immediate overview of all of the client s current data Go to the History section of the record to view all of the client s historical information or go to the Notes section to view a list of all the client s case notes In addition a variety of work management features are integrated into the software such as a calendar with scheduling capabilities messaging between users and the ability to create task lists all of which make it easier for you to manage your daily workload How to Use This Manual To help you get the most out of this manual it is divided into four sections Each section deals with a different aspect of using the database There is no need to go through the manual in order from sections 1 through 4 Refer to the section that best addresses the database activity that you need to perform A brief description of each section in the manual is provided below Section 1 Working in Pirouette This section is intended for users with limited computer experience It provides an overview of the Pirouette interface and
85. ement internal Client h Anonymous Contacts aS Group Sessions Crisis C Crisis Visits Organizations Contact People 18 2 In the Search field located in the detail area enter the client s name birth date phone number or client number Searches can also be conducted on partial information for example searching for char will return all names with char anywhere in the name This example search could return names such as Charlie Charles Charlene or Richard since all of these names contain char Multiple search criteria can be entered leaving a space between criteria Enter a search term below and click Search N P search 3 Click the Search button The client record s that meets the specified criteria will be listed 4 Locate the desired client record in the list and double click the record to retrieve it This will bring you to the client s summary page Tip this search method is useful when the database contains a long list of client records However the effectiveness of this search method depends upon the uniqueness and accuracy of the search criteria If multiple clients meet the specified search criteria such as a shared first name multiple clients will be listed as a result of the search Adding additional search criteria will make it easier to locate a unique client Also if you misspell a client s name the client will not be found in the search Method 2 Search by R
86. ent did not move out Select the appropriate item from the drop down menu Subject This field is used to provide a brief summary description of the client s eviction circumstances i e a title For instance this field may be used to identify the specific building or unit that the client is being evicted from Enter an appropriate description in the field Reason for Eviction This field is used to indicate the reason why the client is being evicted Select the appropriate item from the drop down menu File Number This field is used to identify the applicable file number for the client s eviction order Enter the appropriate file number in the field Comments Use this text box to enter other information pertaining to the client s eviction 6 When you have finished entering all of the client s data save the record by clicking the Save button on the menu bar The completed Eviction Order record will be added as a History Item to the client s record Eviction Status History The Status History section of the record allows you to track the status of the client s eviction as it progresses Eviction Order r Current Eviction Order M Start Date 09 17 2009 E Current Status New Eviction Order Update Eviction Status Tip The End Date and Outcome fields are hidden because this is a current eviction order 95 Whenever you enter a new Eviction record the default status history is
87. ent this number each year the database will increment the number automatically on the anniversary of the date you created the client record Date of Birth Use this field to enter the client s exact date of birth SIN Use this field to enter the client s social insurance number There is no validation on this field in order to allow you to enter additional details Health Card Use this field to enter the client s health card number There is no validation on this field in order to allow you to enter additional details Alerts The information contained in this text box will appear on the client summary page making it immediately visible whenever the client s record is accessed Use this text box to enter important information that you would like to have shown on the client summary page This may include additional details or comments regarding the client s health service needs living arrangements etc Note that information in the text box will not be captured in reports For general information that does not need to be immediately visible when the client record is accessed use the General Comments text box General Comments Use this text box to enter other information pertaining to the client This may include additional details or comments regarding fields that have not been filled in Note that information in the text box will not be captured in reports For important information that needs to be immediately visible when
88. ent yet a prompt will appear advising that there are no items available to show This prompt will also provide an icon to click in order to create a new entry 133 3 Select New from the button bar Or if no previous History items are shown and you receive the prompt described in 2 above you may click the designated icon This will bring you to the New History Item Helper page 4 Select Residence from the Housing category and click the Create New Housing Item command This will bring you to the Residence page Residence Current Residence M tart Date 3 14 2008 B T The End Date field is hidden because this is a current residence Gliont ic Living in a Program Rosidonco 7 Tip A program residence is a residence building or unit operated by this agency Client is Homeless 7 Address Cty None Selected lv Provinze None Selected E Postal Code Region None Selected lv Residence Type None Selected y Living Arrangament None Selected y Suppor Type None Selected vy Residence hone Comments 5 Complete the record as follows Current Residence Select this checkbox to indicate that the information provided reflects the client s current living situation When you select this checkbox the End Date field is hidden from view and the Start Date and Current Status fields remain s
89. entire day When this checkbox is selected the Time fields will be hidden If your appointment will not occupy the entire day leave this box unselected The Time fields will remain in order for you to enter your appointment start and end times Start Date and Start Time Use these fields to enter the start date and start time of your appointment End Date and Time Use these fields to enter the end date and end time of your appointment 62 Subject Use this field to identify the purpose of the appointment Enter an appropriate description in the field This description will appear in your Appointments box Location Use this field to identify the location of the appointment Enter the appropriate information in the field Reminder Checkbox and Time Select this checkbox if you would like to receive a pop up message on your screen to remind you about your appointment When this checkbox is selected you will also be provided with a Reminder Time field Use this field to indicate how many minutes before the appointment you wish to receive your pop up reminder If you do not wish to receive a pop up message reminder leave this checkbox unselected The Reminder Time field will remain hidden Comments Use the Comments text box to enter other information pertaining to the appointment scheduled This may include additional details about the purpose of the appointment information you need to bring to the appointment etc 63
90. etc Select the appropriate option from the drop down menu Residence Support Type This field is used to identify the level of assistance that the client needs in order to perform general household tasks at the time of admission to the program For example the client may be able to cook clean and perform household tasks completely independently or s he may require a substantial amount of support in these areas Select the appropriate option from the drop down menu History Approximate Age Of Onset of Mental Illness First Hospitalization r Average Number of Hospitalizations Per Year Psychiatric Only All Hospitalizations r Average Days of Hospitalization Per Year Psychiatric Only Comments Approximate Age of First Hospitalization Use this field to indicate the approximate age when the client experienced his or her first psychiatric hospitalization Enter the age of the client rather than the year this occurred Approximate Age of Onset of Mental Illness Use this field to indicate the approximate age when the client first began to experience symptoms of mental illness Enter the age of the client rather than the year this occurred 75 Average Number of Hospitalizations Per Year All Hospitalizations Use this field to indicate the average number of hospitalizations that the client has had per year This should include psychiatric hospitalizations as well a
91. eviewing the Database Client List You can review the database client list for a client record based on the following criteria name date of birth phone number or client number 1 Click on Client Management from the menu and then select Clients All client records will be listed 19 System ChertManagemert intemal Client h Anonymous Contacts S Group Session Crisis Calls Crisis Visits Organizations Contact People 2 Review the database client list using the scroll bar along the right side of the page in order to locate the desired client record The client list is categorized by name date of birth phone number and client number Note that each of these categories may be sorted in ascending descending order by clicking on the heading of the category 3 When you have located the desired client record double click the record to retrieve it This will bring you to the client s summary page Tip this search method is useful if you have limited client data to search on Example you know the client s name but you do not know the exact spelling of the client s name 20 The Client Summary Page Pirouette v4 0 9 Microsoft Internet Explorer Pirouette v4 0 System Cert Management Intemal Links Bout copy Mh paste Client Spratt Jack N chont Record N Basic information N Demographics amp Contacts Chent Spratt Jack Chient lumber 28 Gender Mar E Documents Primary Diagnosis
92. f the client has been charged with more than one offence use the add item button to show additional charges Use the remove item button to remove any unnecessary fields Status History The Status History section of the record allows you to track the status of the client s legal involvement as it progresses Legal Problem Current Legal Problem M Start Date 3 14 2008 z Current Status New Legal Problem Update Legal Status Tip The End Date field is hidden because this is a current legal problem Whenever you enter a new Legal History record the default status history is New Legal Problem To update the client s legal status click on the Update Legal Status link provided This will bring you to a new Legal Status page The Legal Status page contains the following fields Date Enter the date of the status udpate Status Select the appropriate option from the drop down menu to indicate the client s current legal status When you are finished save and close the page to return to the main Legal page 126 History Medication Pirouette v4 0 Windows Internet Explorer E http v4demno roxysoftware com 8050 FetchPage asp PageNamne Main amp SessionID 0ADESF9S A065 4830 AA84 97BE71746CF9 Pirouette v4 0 System Client Management Internal Xcut icopy fi paste Client Smith John N Medication Medication r Currently Taking Medication 4 Start D
93. ferred Language This field is used to indicate the client s preferred language for speaking writing and receiving services This may differ from the client s Primary Native Language Select the appropriate item from the drop down menu Citizenship This field is used to indicate the client s current citizenship status Select the appropriate item from the drop down menu Race This field is used to indicate the client s race as reported by the client Select the appropriate item from the drop down menu Culture This field is used to indicate the client s culture as reported by the client Select the appropriate item from the drop down menu 30 Religion This field is used to indicate the client s religious status as reported by the client Select the appropriate item from the drop down menu Demographics Comments Use this text box to enter other information pertaining to the client s demographics This may include additional details or comments regarding fields with Unknown or None Selected Note that information in the text box will not be captured in reports Clinical Information The Clinical Information section of this page contains the following fields Clinical Information Primary Diagnosis None Selected k Kal Secondary Diagnosis None Selected Concurrent Disorder Dual Diagnosis Health Issues Possible Health Issues Allergies Life Threatening
94. field is used to indicate the type of organization Select the appropriate option from the drop down menu City This field is used to indicate the city that the organization is located in Select the appropriate option from the drop down menu 54 Province This field is used to indicate the province that the organization is located in Select the appropriate option from the drop down menu Postal Code This field is used to indicate the organization s postal code Enter the organization s postal code in the field Phone This field is used to indicate the organization s phone number Enter the organization s phone number in the field Comments Use this text box to enter other information pertaining to the organization This may include additional details about the organization s structure services or location Note that information in the text box will not be captured in reports Reminders e Create a new record for each organization you wish to show in the database e Perform a search before adding a new organization record so that you don t add a duplicate record by mistake 55 Group Session Notes 7 Pirouette v4 0 Windows Internet Explorer E http v4dero roxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0ADESF9S A065 4830 AA84 97BE71746CF9 Pirouette v4 0 Notes N Activities amp Services amp Related Assessments Subject Relates to P Noni This fi
95. gement of staffing requirements Client Smith John A Notes A Activities amp Services N amp Related Assessments Document contact details and time spent Contact Type The Contact Type section of this page contains the following fields 43 Contact Type Contact Type Number Client Family Other None Selected Mii VF FP P additem remove item r Contact took place offsite 7 Tip The Travel Time field is hidden because the contact did not take place offsite r Were other staff members present Tip The list of additional staff members is hidden because there were no other staff present Contact Type Number Client Family Other These fields and checkboxes allow you to document the type of contact you had with or on behalf of the client how many times the contact occurred and who the contact was with The Contact Type field is used to identify the type of contact you had with either the client or anyone else on the client s behalf Select the appropriate option from the drop down menu Use the Number field to indicate how many times you had a particular type of contact with a particular individual and use the checkboxes to identify who the contact was with If more than one instance of contact occurred make sure to use the Add item button to document each instance of contact individually For example if you had a phone call with the client and a phone call with t
96. he client s doctor these two contacts should be documented individually Document the phone call with the client contact then use the Add item button to add a second Contact Type field in order to document the phone call with the clients doctor If you have added a Contact Type field that needs to be removed use the Remove ltem button Contact took place off site Use this checkbox to indicate that your contact with the client took place away from the organization s premises For the remainder of this section client contact refers to contact with the client or with anyone else on the client s behalf When this checkbox is selected the Travel Time box appears Travel Time minutes This box only appears if you previously indicated that your client contact took place off site Use this box to document your travel time in minutes Example if your total travel time was 1 5 hours enter 90 in this box 44 Were other staff members present Use this field to indicate whether or not there were other staff members present during your contact with the client If you select this checkbox to indicate that there were other staff members present the Present box will appear Present This box only appears if you previously indicated that there were other staff present when your client contact took place Use this box to identify the other staff that were present Select the appropriate name from the Active Staff list use the s
97. he date the note was entered in the database Enter the appropriate date in the field Entry Type This field is used to indicate the type of note being entered Select the appropriate item from the drop down menu Subject This field is used to indicate the subject of the note and serves as the official title of the note When filling out this field consider how clear and understandable it will be when it is viewed in future possibly among other general history note records or if it is viewed by other employees The subject may be used to search for a historical note of significance so ensure that it is sufficiently descriptive Comments Use this text box to enter the main text of the note 6 When you have finished entering all of the client s data save the record by clicking the Save button on the menu bar The completed General History record will be added as a History Item to the client s record 104 History Goals 7 Pirouette v4 0 Windows Internet Explorer E http v4dero roxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0ADESF9S A065 4830 AA84 97BE71746CF9 Pirouette v4 0 ent intemal Xcut copy fapaste Client Smith John amp Related Notes amp Status History Current Goal This file has several sections Select a section Date Identified 03 14 2008 FE from the list above by clicking on it Current Status New Goa N Update Goal Status Tip The Da
98. his text box to explain the circumstances under which contact may be initiated with the person This should be explained clearly and in detail so that it is clear when and when not to contact the person Contact Role Comments Use this text box to include any relevant comments from or about the contact person and his her role 3 When you have entered all of the relevant information save the record by clicking the Save button on the menu bar Tip to view a list of all Contact records that have been entered in the database open the Client Management menu and select Contact People To add a new Contact record to this list click the New button from the button bar and proceed as prompted 52 Adding an Organization Pirouette v4 0 Windows Internet Explorer 2 http v4demo roxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0C8CASBA C249 4718 B718 611954A0DC38 New Organization N Organization information Employee Beckford Susan Home Page Lists Organizations New Organization Organization Information Organization Information Organization is a Hospital T Name Address Organization Type City Province Postal Code Phone Alternate Phone Fax Comments New Organization 2020 Maple Tree Way Community Mental Health Agency Toronto Ontario M3M 2L2 416 555 4848
99. ication that the client is taking as some medications have very similar names 130 History Outbound Referral Pirouette v4 0 Windows Internet Explorer http v4demo roxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0ADESF9S A065 4830 AA84 97BE71746CF9 Pirouette v4 0 System Client Management Internal Keut copy frpaste print v let fresh home W note Wsave g close Client Smith John N Outbound Referral Outbound Referral Date 03 14 2008 Reason for None Selected Referral l M Referred To Possible Organizations AIDS Committee of Toronto Albany Medical Clinic Boggs amp Levin Bradford Community Support Services CAMH Archway CAMH Queen St Camrose Mental Health Clinic Casey House Comments Employee Beckford Susan Home Page Client Smith John Client Record Outbound Referral internet R10 The Outbound Referral page is used to document a client s referral to a different organization Such a referral may occur when a client is ineligible for your organization s services Or a client may require services which are not provided by your organization but which are provided elsewhere How to Enter an Outbound Referral Record 1 Search for and retrieve the clients database record refer to Searching for Clients Upon retrieving the client s record you will be brought to the client s summary page 2 At
100. ided is no longer in effect When you deselect this checkbox the End Date field which was formerly hidden from view will reappear Use the End Date field to indicate the date that the financial status income amount provided ceased to be effective 98 Financial Source Type This field is used to indicate the client s current source of income Select the appropriate item from the drop down menu Monthly Income This field is used to indicate the amount of income that the client receives per month Enter the client s monthly income amount in the field Note This field is used to calculate the primary financial source for CDS If you do not know specific details but you know this is the primary source of income make sure the dollar value in this field is greater than the dollar value in any other financial sources for this client Comments Use this text box to enter other information pertaining to the client s financial status This may include additional details regarding dates or comments regarding the client s source of income or monthly income amount Note that information in the text box will not be captured in reports When you have finished entering all of the client s data save the record by clicking the Save button on the menu bar The completed Financial Source record will be added as a History Item to the client s record 99 History Form s Sent 7 Pirouette v4 0 Windows Internet Explorer ht
101. ident in this field 112 Incident Type This field is used to indicate the type of incident that took place Select the appropriate option from the drop down menu Who Was Involved Use this field to document all of the individuals involved in the incident Actions Taken Indicate what your role was in the incident if applicable Incident Details Describe the incident in detail 6 When you have finished entering all of the client s data save the record by clicking the Save button on the menu bar The completed Incident Report will be added as a History Item to the client s record Reminders e Text boxes are larger than the box window Once the text amount exceeds the box window size a scroll bar will appear to enable you to view the full text e Event incident records are referenced in the Event Summary Report 113 History Intake Pirouette v4 0 Windows Internet Explorer http v4demo roxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0ADESF9S A065 4830 4484 97BE71746CF9 Pirouette v4 0 System Client Mane ent Internal cut copy fa paste print v delete Qrefresh home W note Client Smith John Intake Step 4 Referral Details A Housing Preferences Program None Selected This fle has several sections Select a section from the list above by clicking on it r Was there a related referral Decision Pending C Yes No C Referral Receiv
102. ield is used to indicate the name of the facility where the client is enrolled Enter the name of the facility in the field Approx Hours Week This field is used to indicate the approximate number of hours per week that the client spends in attendance at the educational facility Enter the approximate number of hours spent per week in the field Comments Use this text box to enter other information pertaining to the client s education status This may include additional details regarding dates or comments regarding the client involvement in and completion of the educational program 6 When you have finished entering all of the client s data save the record by clicking the Save button on the menu bar The completed Education record will be added as a History Item to the client s record Reminders e Create a new Education Status record whenever the client enrolls in a new education program This enables you to keep a history of every education program that the client has been enrolled in 88 History Employment gt Pirouette v4 0 Windows Internet Explorer le http v4demo roxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0ADESF95 4065 4830 4484 97BE7 1746CF9 Pirouette v4 0 System Client Management Internal Aut fincopy fi paste prir delete Qrefresh home W note Wsave gE close Client Smith John N Employment Status Employment Status Currently Employed M Start Date
103. ility Assessment Was it Possible to Conduct the Assessment Yes No Close the Intake C Assessment Date 09 10 2007 Was it Possible to Conduct the Assessment Use this field to indicate whether or not you were able to conduct the assessment If you were able to conduct the assessment select Yes The Assessment Date field will be visible Enter the appropriate date in the field and proceed to Step 3 below If you were not able to conduct the assessment select No Close the Intake The Assessment Date field will be hidden the remaining fields in Step 2 will enable you to close the Intake Reason Not Conducted This field is used to indicate the reason the assessment could not be conducted Select the appropriate option from the drop down menu Date Intake Closed Use this field to indicate the date the Intake was closed Enter the appropriate date in the field 117 Step 3 Does the Client Qualify for Service Step 2 above only indicates whether or not the client s initial assessment was conducted In Step 3 you document the outcome of the assessment that is whether or not the client is eligible for service If it is determined that the client is ineligible for service enrollment cannot occur and the Intake is closed Step 3 Does the Client Qualify for Service r Client is Eligible for Service Yes No Close the Intake C Client is Eligible for Service Use this fiel
104. in each checked activity or service r Services Time With Client Activities of Daily Living Intake Crisis Intervention _ Legal 7 Education Mental Health Financial _ Physical Health Goal Setting J Skills Development 7 Housing 7 m Activities Client Related Advocacy Preparation 7 Networking Coordination J Research 7 Notes Time minutes 0 Time Spent Comments How do you want to fill out this form Average Total Time Select this option to have the total time spent divided equally between the services and activities which you select Proceed to Total Time minutes Enter Specific Times Select this option if you wish to enter specific times for each of the services and activities that you select Total Time minutes If you indicated that you wish to fill out the form by averaging your total time Use this box to enter the total time spent on services and activities The time will be divided equally between the services and activities that you select If you indicated that you wish to fill out the form by entering specific times Your total time will be calculated automatically based on the specific times that you enter 46 Services Time With Client and Activities Client Related Select the desired option s from the list of services and activities shown If you indicated that you wish to fill out the form by averaging your
105. in one of the headings indicates that the list is sorted based on that column Identify the column you wish to sort by and click in the heading of that column to place the arrow there The direction of the arrow indicates whether the information is sorted in ascending arrow pointing upwards or descending arrow pointing downwards order Click on the arrow to change the order of the sort as desired Column Resizing Date v Category Type 03 14 2008 General History Psychiatric History 03 14 2008 Financial Source Ended Other 03 07 2008 General History Medical History 03 07 2008 General History Personal History 03 03 2008 Intake Client Enrolled Case Management 03 01 2008 Staff Role Assigned Primary Worker 03 01 2008 New Intake Referred to Case Management 03 01 2008 Intake Client Eligible Case Management 03 01 2008 Baseline 03 01 2008 Residence Private House Condo Other 03 01 2008 Financial Source Other You can change the size of columns within a list This is useful when you wish to widen a column in order to see more information at a glance or when you wish to reduce a column in order to view less of its information Click and drag on the dividing line between headings in order to resize the designated column You can resize more than one column within a list Searching You can perform a search within a list based on a specified name word number or date This is useful when you wish to narrow your search based on
106. ion will be when it is viewed in the future possibly among other hospitalization records or if it is viewed by other employees 109 NOTE The subject may be used to search for historical hospitalization records of significance so please fill one in and make it descriptive Type Use this field to specify the type of hospitalization that occurred Select the appropriate option from the drop down menu Voluntary Select this checkbox to indicate that the client was voluntarily admitted to hospital If the client s admission to hospital was involuntary leave this checkbox unselected Action Taken Use this field to indicate what action if any was taken Enter the appropriate information in the field Hospital Name This field is used to indicate the hospital where the client was admitted Enter the hospital name in the field Comments Use this text box to enter other information pertaining to the client s hospitalization Note that information in the text box will not be captured in reports When you have finished entering all of the client s data save the record by clicking the Save button on the menu bar The completed Hospitalization record will be added as a History Item to the client s record 110 History Incident Report Pirouette v4 0 Windows Internet Explorer E http v4demo roxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0ADEBF9S A065 4830 AA84 97BE71746CF9 Pirouette v4 0
107. ions and changes can only be made to a Note record through the addition of an addendum In view of this the content of each note should be reviewed carefully before it is saved 56 Details Subject Relates to Program Case Management vy r This Note is Associated With Group None Selected vy Registered Clients 0 Unregistered Clients 0 A Take Attendance Hotes Entered By Beckford S Date of Contact 11 05 2008 Hotes A Hote Report Gj Check Spelling Documenting a Group Session Note 1 Select the Note button on your button bar This will take you to the New Note Helper page Indicate that the note applies to a group by selecting the corresponding button and click on Create Note for a Group This will create a new Note page Complete the record as follows Subject This field is used to indicate the subject of the note and serves as the official title of the note When you fill out this field consider how clear and understandable the information will be when viewed in the future possibly by other employees The subject is typically used to search for historical notes of significance so it should be descriptive It is generally unwise to enter the exact same subject for more than one note as this will make it difficult to search for and identify individual notes in future Note Relates to Program This field is used to indicate th
108. is Note is Associated With This area is used to associate a note with a specific client If the case note was created from within a client record that client will appear in the Associate With box This feature can be used to move a note to the appropriate client if it was created under the wrong client record 41 Entered By This field automatically identifies the employee who is responsible for entering the Note This is useful in situations where more than one employee may be connected to a client This information cannot be changed by the user Under certain circumstances data entry for case notes may not be conducted by the same staff that was in contact with the client The data entry staff requires security rights to be able to change this field Date of Contact This field is used to indicate the date of contact with the client that led to the creation of the Note Notes Use this text box to enter the main text of the Note Once the Note is saved it cannot be deleted Corrections and changes can only be made to a Note record through the addition of an addendum Therefore review the information entered in the text box carefully before saving the record Reminders e In most cases the accompanying Activities amp Services page should be completed whenever a Note is entered e Note records cannot be deleted they can only be changed through the addition of an addendum e Note records are referenced in the Case No
109. is used to identify the client s primary source of income at the time of program admission Select the appropriate item from the drop down menu Legal Status This field is used to identify the client s current legal status at the time of program admission Select the appropriate item from the drop down menu If you wish Number of Prior Legal Incidents This field is used to identify the number of legal incidents that the client may have had in the past Enter the appropriate number in the field Homeless Select this checkbox to indicate that the client is currently homeless When you select this checkbox the Residence Type Living Arrangement and Residence Support Type fields are hidden from view as they are no longer applicable Alternatively you may wish to leave this box unchecked and use the Residence Type field to provide a more detailed description of the client s homelessness such as no fixed address hostel shelter etc Residence Type This field is used to identify the type of housing that the client is living in at the time of admission to the program For example the client could be living in an 74 apartment unit a hostel or shelter a nursing home etc Select the appropriate option from the drop down menu Living Arrangement This field is used to identify who if anyone the client is living with at the time of admission to the program For example is the client could be living alone with relatives
110. l bring you to the New History Item Helper page 4 Select Hospitalization from the Case Management category and click the Create New Case Management Item command This will bring you to the Hospitalization page 108 Hospitalization Currently In Hospital M Admission Date 3 14 2008 Current Status Admitted lv Tip The Discharge Date field is hidden because the client is currently in the hospital Type Medical lv Voluntary Comments 5 Complete the record as follows Currently in Hospital Select this checkbox to indicate that the client is currently in hospital When this checkbox is selected the Current Status field will appear see below Deselect this box by clicking in the box to indicate that the client is no longer in hospital When this box is deselected the Discharge Date field will appear in order for you to indicate the date the client was discharged from hospital Admission Date Use this field to enter the date the client was admitted to hospital Current Status Use this field to indicate the client s current status with regard to the hospitalization Select the appropriate option from the drop down menu Subject This field is used to indicate the subject of the client s hospitalization It also serves as the official title of the hospitalization record When filling out this field consider how clear and understandable the informat
111. l serve as a title for the record so enter a description that is brief but clear Client Summary Photo Select this checkbox if you are attaching a photo of the client and you would like it to appear on the summary page of the client s file Simply uncheck this box if you wish to remove a photo from the client file summary page Document Description Use this memo field to provide a description of the document you have attached 70 5 When you have finished entering all of the relevant data save the record by clicking the Save button on the menu bar The completed record with the attached file will be added to the Documents section of the client s record If you selected the Client Summary Photo checkbox when you were filling out the record the attached picture will appear on the client s summary page If the picture is not immediately visible when you go the summary page click the Refresh button on your button bar ays ee SECTION 4 History Items in Detail History Baseline Pirouette v4 0 Windows Internet Explorer E http v4demo roxysoftware com 8050 FetchPage asp PageName Main amp SessionID OADESF9S A06S 4830 AA84 97BE71746CF9 Pirouette v4 0 lient Internal Xcut Micopy firpaste N Baseline Employee Beckford Susan Home Page Client Smith John Client Record Baseline te Qereresh home W note Status At Baseline Baseline Date r Level of Education 03 14 20
112. ld like to view a listing of all the messages you have received Select the View All button located on the right of the Messages box heading a Messages Mi view all From Date Subject All of the messages that you have received will be listed Click on any of the messages listed to open it You can sort this list of messages based on the sender the date sent or the subject Deleting a Message Select the message you wish to delete then click the Delete Message button provided in the upper right corner of the page The message will be deleted and you will be returned to your homepage 68 Attach Electronic Documents Pirouatte v4 0 Windows Internet Explorer 1EBOSIF 1 CE61 4920 915 ERSFESES E25 Chent Smith Jahn N Document Date 07 23 2008 Descnovon Client Summary Photo M Document Description Employee Beckford 5 Home Page Client Smith John Client Record Document Pirouette allows you attach scanned documents e g signed consent forms and documents from other applications e g Word Excel to a client s file through the Documents section of the file Client Smith John N Client Record Basic Information x Demographics E Contacts amp Documents amp History E Notes Reports Enter a search term below and click Search Psearch The steps for attaching an electronic document to a client s file are outline
113. le has several sections Select a section alates to Program Eee from the list above by clicking on tt r This Note is Associated With Group None Selected Registered Clients 0 Unregistered Clients 0 N Take Attendance Employee Beckford Susan Home Page Lists Group Sessions Date of Contact 03 14 2008 Entered By Beckford Susan Group b Notes Internet The Group Session Notes page is used for documenting notes on each group session based on individual organization policies and requirements Each Note record can be as brief or as extensive as deemed necessary Group notes also contain an attendance feature which allows you to identify the clients who were in attendance at the session When clients are identified in the note s attendance list the note also gets added to each client s file In view of this the content of a Group Session Note should be kept somewhat general in nature It should not contain information specific to any one client since the note could potentially be added to several clients files Important for organizations that plan to use Pirouette s MIS report you must use the attendance feature in order for attendance data to be captured on this report Once a Group Session Note is created and saved it cannot be deleted This ensures that the documentation pertaining to each session remains complete and accurate Correct
114. m button to add the name to the attendance list You can use the remove item button to remove names from the attendance list if necessary Remember that the note will appear in the individual file of every client who is identified on the attendance list When you have finished identifying all of the clients in attendance save and close the page to return to the main note page Important You must use the attendance feature if you want the number of registered clients in attendance to be reflected accurately on the MIS Report Note Entered By This field automatically reflects the user responsible for creating the note Date of Contact This field is used to indicate the date the Group Session was held Enter the appropriate date in the field Notes Use this text box to enter the main text of the Note Once the Note is saved it cannot be deleted Corrections and changes can only be made to a Note record 58 through the addition of an addendum Therefore review the information entered in the text box carefully before saving the record Activities amp Services Group Session Note records also contain an Activities amp Services section This section allows you to document details about your client contact and your time spent related to the group session A Notes A Activities amp Services E Related Assessments Document contact details and time spent When documenting the Contact Type for one group sessi
115. n This will bring you to the New History Item Helper page 105 4 Select Goal from the Case Management category and click the Create New Case Management Item command This will bring you to the Goal page Goal Current Goal M Date Identified 09 10 2007 Current Status New Goal A Update Goal Status Tip The Date Resolved and Resolution fields are hidden because the client is currently working on this goal Subject Goal Type None Selected vy Comments 5 Complete the record as follows Current Goal Select this checkbox to indicate that the information provided reflects an active goal that the client is working on When you select this checkbox the Date Resolved and Resolution fields are hidden from view and the Date Identified field remains Use the Date Identified field to indicate the date it was determined that the client would be working on the goal with assistance from the organization Deselect this checkbox by clicking in the box to indicate that the goal has been achieved or resolved It is possible for a goal to be resolved even if it is not achieved For example the client may decide not to pursue the goal any longer due to other issues goals or priorities When you deselect this checkbox the Date Resolved and Resolution fields which were formerly hidden from view will reappear Date Resolved When a goal is no longer active use this field to indic
116. n on the menu bar The completed Baseline record will be added as a History Item to the client s record Reminders In addition to entering baseline data remember to enter individual History items as well This will facilitate ongoing data analysis and comparisons against the baseline data Enter individual History items to document more detailed information if required For instance the Baseline record contains general information about a client s current residence but a Residence record is used to identify the actual address Complete additional History items as status changes and developments occur in order to keep the client record up to date 764 History Charges Arrears and Notifications 7 Pirouette v4 0 Windows Internet Explorer E http v4dero roxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0ADESF9S A065 4830 AA84 97BE71746CF9 Pirouette v4 0 N Notification r Notification Currently Applies Date Notified 03 14 2008 E Due Date 03 14 2008 E Tip The Date Closed field is hidden because this the notification currently applies r Balance Due 7 ip The Owed To Amount Due and Paid To Date fields are hidden because no balance i Employee Beckford Susan Notification Type None Selected Home Page Client Smith John Client Record Notification Comments The Charges Arrears and N
117. ncial Housing Legal None Selected Orrunational Fmninvment Voratinnal Y Comments Referral Received Use this field to indicate the date the referral was received Enter the appropriate date in the field Priority Use this field to indicate the level of priority for the referral Select the appropriate priority level from the drop down menu Source of Referral Use this field to indicate the source of the referral Presenting Issues This box is used to identify the reason s the client is seeking services from the organization Only those issues that the program is mandated to address should be identified Select the appropriate item s from the Possible Presenting Issues list use the scroll bar to see all of the items listed and use the arrow feature to copy the selected item to the Presenting Issues box The reverse arrow is used to remove previously selected items from the Presenting Issues box 4416 Comments Use this text box to enter other information pertaining to the client s referral Step 2 Initial Eligibility Assessment Initial Eligibility Assessment is the process of determining whether or not a client is eligible for the organization s services The way in which this the assessment process is conducted will vary from organization to organization However regardless of what the process entails it must be conducted Otherwise the Intake is closed Step 2 Initial Eligib
118. nditions Bad Interventions Prepared by This field is used to identify the individual responsible for creating the record Select the appropriate name from the drop down menu Date This field is used to identify the date the record was created Enter the appropriate date into the field Setting a Review Date Over time the content of the prevention plan record will likely need to be updated For instance the individuals noted under Support People may change Your organization may have a policy regarding the frequency with which these records should be reviewed to ensure that the content is still accurate and 84 relevant Use this field to indicate the date the client s prevention plan should be reviewed Enter the appropriate date in the field The remaining fields are all text boxes to allow for detailed information to be entered These should be filled out in accordance with organization requirements 6 When you have finished entering all of the client s data save the record by clicking the Save button on the menu bar The completed history item will be added to the client s record Tip click on CPP Report to generate a report of the crisis prevention plan record that you can print 85 History Education 7 Pirouette v4 0 Windows Internet Explorer http v4demo roxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0ADESF95 4065 4830 A484 97BE71746CF9 Pirouette v4 0 System
119. ntry Select New from the button bar Or if no previous History items are shown and you receive the prompt described in 2 above you may click the designated icon This will bring you to the New History Item Helper page Select Review from the Management category and click the Create New Management Item command This will bring you to the Review page Complete the record as follows 142 Review Currently Pending Select this checkbox to indicate that the review is scheduled to occur but has not been completed yet When you select this checkbox the Completed Date field is hidden from view Deselect this checkbox by clicking in the box to indicate that the review has been completed When you deselect this checkbox the Completed Date field is visible Date Scheduled This field is used to indicate the date the review is scheduled to take place Enter the appropriate date in the field Due Date This field is used to indicate the date the review is due for completion by Enter the appropriate date in the field Completed Date This field is used to indicate the date the review was actually completed Enter the appropriate date in the field Subject This field is used to indicate the subject of the review Enter the appropriate subject information in the field Review Type This field is used to indicate the type of review being conducted Select the appropriate item from the drop down menu Comments Use this text
120. nts E History E Notes E Reports Document demographic and clirical information such as gender language diagnosis and martal status on this page Demographics Gender Farman Marital Status S Novve Language French Preferred Language Frend Citizenship C Axe Cutture Religion Demographics Comments Pretered not to Specify caf ca al cal dide Primary Diagnosis ABI Aquired Brain injury Secondary Diagnosis None Selected Concurrent Disorder I Oust Ctegnosiss MT The Demographics section of this page contains the following fields 29 Demographics Gender None Selected Marital Status None Selected Primary Native Language None Selected Preferred Language None Selected Citizenship None Selected Race None Selected Culture Unknown Religion None Selected EEEE Bees Demographics Comments Gender This field is used to indicate the client s gender based on the biological sex of the client Select the appropriate option from the drop down menu Marital Status This field is used to indicate the client s current marital status Select the appropriate item from the drop down menu Primary Native Language This field is used to indicate the language that the client first learned at home Select the appropriate item from the drop down menu Pre
121. nts regarding the circumstances surrounding the client s discharge Note When discharging a client you may be required to complete additional information in the database Example for most housing program clients you would also be required to document that the client has moved out of the residence 39 Case Notes Pirouette v4 0 Windows Internet Explorer e http v4demo roxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0ADEBF95 A065 4830 AA84 97BE71746CF9 Pirouette v4 0 Hut copy fa paste Client Smith John N Notes A Activities amp Services Details amp Related Assessments This file has several sections Select a section from the list above by clicking on it Notes Employee Beckford Susan Home Page Client Smith John gt Notes r This Note is Associated With Subject Relates to Program None Selected Client Smith John A Associate With Client Entered By Beckford Susan Date of Contact 03 14 2008 internet The Notes page is used for documenting client case notes based on individual organization policies and requirements A Client Record Basic Information A Demographics amp Contacts amp Documents E History N Enter a search term below and cick Search Parch This information provides the organization with valuable details about each client s activity during the client
122. om view Select this checkbox to indicate that the form has been completed and returned When you select this checkbox the Received Completed and the Valid Until fields become visible Given to Client This field is used to indicate the date the form was given to the client Enter the appropriate date in the field Description Enter a brief description or the title of the form 101 Received Completed This field is used to indicate the date the completed form was returned If the form is given to the client completed and returned all on the same day the Received Completed field will contain the same date as the Given to Client field Enter the appropriate date in the field Valid Until This field is used to indicate the date the form remains valid until The default date that appears in this field is one year from the date on which the record is created Leave the default date in the field if it is correct or enter the appropriate date in the field Form Type This field is used to indicate the type of form being completed Select the appropriate item from the drop down menu Comments Use this text box to enter other information pertaining to the client s form When you have finished entering all of the clients data save the record by clicking the Save button on the menu bar The completed Form record will be added as a History Item to the client s record 102 History General History
123. on by phone email fax or through submission of an application form Complete this step of the Intake record as soon as a referral is made Step 1 Referral Details Program None Selected ly Was there a related referral Yes No Program Use this field to indicate the program the client will be admitted to pending eligibility and acceptance Select the appropriate program from the drop down menu Was there a related referral This checkbox is used to indicate if there was a related referral for the client If there was no related referral for the client Select No All of the related fields pertaining to client assessment and eligibility will be hidden and the next step on your screen will pertain to client enrollment Proceed to Step 5 Discharge for instructions on how to complete the enrollment discharge section of the record If there was a related referral Select Yes and proceed to the next field Referral Received as shown below 115 Step 1 Referral Details Program None Selected Iv Was there a related referral Yes No Referral Received 09 10 2007 Priority None Selected ly r Source of Referral Self Individual Organization Internal Presenting Issues Possible Presenting Issues Activities of Daily Living a Attempted Suicide Developmental Disability ee Fina
124. on only enter 1 in the Number box since there was only one occasion of contact even though it may have occurred with multiple clients Contact Type Contact Type Number Client Family Other Face to Face Iv il Vv Cr O P additem remove item Where applicable the related reports will multiply the number of contacts by the number of clients for whom attendance was taken If you enter more than one contact in this field your report totals will be inaccurate For detailed instructions on how to complete the Activities amp Services section refer to Case Notes Activities amp Services View All Group Session Notes To view a list of all the group session notes that have been entered in the database go to the Client Management menu and select Group Sessions Double click any of the records listed to open it 59 Reminders The Group Session Note appears in the individual file of every client on the Attendance list In view of this the content of the note as well as the content of any note addendums should be kept somewhat general in nature The accompanying Activities amp Services page must be completed if you wish to have an accurate record of client contact on reports Group Session Note records cannot be deleted they can only be changed through the addition of an addendum You must use the Take Attendance feature in order for your attendance statistics to be reflected in the MIS reports 6
125. otifications page is used for providing notification about any charges or arrears that the client has outstanding and for documenting details about the monies owing Pirouette enables you to close notification about the client s charges or arrears regardless of whether payment has been made or not thereby enabling you to maintain an accurate client record While the notification is active the record appears in the client s History item listing as Notification Later when no further follow up is required and the record is no longer active it appears in the History item listing as Notification Closed How to Enter a Charges Arrears and Notifications Record 1 Search for and retrieve the client s database record refer to Searching for Clients Upon retrieving the client s record you will be brought to the client s summary page 2 At the client summary page open the History section of the client s file menu If any History Item records have already been created for the client they will be listed If no History records have been created for the client yet a prompt will appear advising that there are no items available to show This prompt will also provide an icon to click in order to create a new entry 77 3 Select New from the button bar Or if no previous History items are shown and you receive the prompt described in 2 above you may click the designated icon This will bring you to the New Histor
126. oved out from the residence Enter the client s move out date in the field Comments It would be a wise idea to use the Comments text box to indicate the reason the client moved out from the residence 4 Save the updated record Ate History Review Pirouatte v4 0 Windows Internet Explorer E hitps demo rexeysoftwnercomFetchPage ap PageNameetiinkSessonIDe JEBI32F CE6 4920 945 ERSFESES LE25 None Selected Employee Beckford 5 _ Home Page Client Review is a History item within the client record This page is used to document information about a client review or any other review that the organization conducts The type of reviews documented will depend on the organization s policies and procedures The Review page allows you to begin documenting information about a review as soon as the review has been scheduled How to Enter a Review Record 1 Search for and retrieve the clients database record refer to Searching for Clients Upon retrieving the client s record you will be brought to the clients summary page At the client summary page open the History section of the client s file menu If any History Item records have already been created for the client they will be listed If no History records have been created for the client yet a prompt will appear advising that there are no items available to show This prompt will also provide an icon to click in order to create a new e
127. oyment Selecting this Checkbox select this checkbox to indicate that the information provided reflects the client s current employment situation When you select this checkbox the End Date field is hidden from view and the Start Date field remains Use the Start Date field to indicate the date the client s current employment situation took effect from see Start Date below 90 Deselecting this checkbox deselect this checkbox by clicking in the box to indicate that the employment situation identified has come to an end When you deselect this checkbox the End Date field which was formerly hidden from view will reappear Use the End Date field to indicate the date that the employment situation came to an end see End Date below Start Date This field is used to indicate the date the client s employment situation took effect End Date This field is used to indicate the date the client s employment situation came to an end Employer This field is used to identify the clients employer Enter the name of the client s employer in the field Employment Type This field is used to indicate the type of employment that the client is engaged in Select the appropriate item from the drop down menu Sector This field is used to indicate the sector that the client is employed in Select the appropriate item from the drop down menu NOC Group This field is used to indicate the category that the client s occupation comes
128. pe of residence the client may not have access to this phone Enter the phone number in the field Comments This box is used to document additional information about the client s living situation Dependents Living With Client This section of the Residence record provides information about any dependents that may be living with the client 136 Dependents Living With Client r Are There Dependents Living With the Client M Name Role None Selected lv Date of Birth E add item remove item Dependents Comments Are There Dependents Living With the Client Select this checkbox to indicate that there are dependents currently living with the client When you select this checkbox the Name Role Date of Birth and Dependents Comments fields will appear These fields are entered for each dependent If the client has more than one dependent use the Add item button to add more fields for each additional dependent To remove these fields use the Remove item button Name This field is used to indicate the name of the dependant that is living with the client Enter the dependant s name in the field Role This field is used to identify the dependant s relationship to the client Select the appropriate option from the drop down menu Date of Birth This field is used to indicate the dependant s date of birth Dependents Comments Use this text box to enter other information
129. process Select the appropriate option from the drop down menu Date Intake Closed Use this field to indicate the date the Intake was closed Enter the appropriate date in the field Step 5 Discharge Important if you indicated in Step 1 that there was no related referral for the client all of the fields pertaining to assessment and eligibility will be hidden and Enrollment Discharge will appear combined as Step 2 on your screen When you enroll a client in the program in Step 4 the Client is Currently Enrolled checkbox in Step 5 is selected automatically to indicate that the client is enrolled and only the Enrollment Date field is visible to show the date of the client s enrollment Discharge To discharge the client from the program deselect the checkbox to indicate that the client is not currently enrolled This will bring the Discharge Date Discharge Reason and Discharge Notes fields into view as shown below Step 5 Discharge Client is Currently Enrolled 7 Enrollment Date 09 10 2007 Discharge Date 09 10 2007 Discharge Reason None Selected vy Discharge Notes 119 Discharge Date Use this field to indicate the date the client was officially discharged from the program Enter the appropriate date in the field Discharge Reason Use this field to indicate the date the official reason the client was discharged from the program Select the appropriate option from
130. qlentwiauendnniaoaak 125 MEAS TAI SEONG as E ETE A A cauutsnet sages ace res alae eee ited Casa ces TS 126 HISTORY IMEDIGATION ssccacciteccecacsesteccedecodennsveansrateeczcbasesercueices 127 How to Enter a Medication Record cccccccccccccccceceseeeeeeeeeeeeeceeeeeeseeeueeueeeueeseeeegeeenaess 127 HISTORY OUTBOUND REFERRAL c cecececeeeeeeeeeneeeneeenes 131 How to Enter an Outbound Referral Record cccccccceeceeeeeseeeeeeeeeseeeeeseeeeeeeeeeeaes 131 HISTORY RESIDENCE saiiisitcs ce eeressennecretatiie it i ceebcenaneae tees 133 How to Enter a Residence RECOM ccccccceccccceeceesceeceeeeueeeeueeeeeeeeueueeeeceueeueueegeueneess 133 Dependents Living With Gents 2icietvee dare die Sea Ran aca See 136 CHANGING A CLIENT S RESIDENCE ce eeee eens 138 Stage 1 Updating the Current Residence Record c ccccceceeeeeeeeeteeeeeeetaeeeeeeeees 138 Stage 2 Creating a New Residence Record c ccccceeceeeeeeeceeeeeeeeneeeeeseetaeeeseneaes 139 MOVE OUT FROM A RESIDENCE cece cece eeceeeeeeeeeeeeeeeeeees 140 How to Document a MOVE OUt cece cccccccccsceececceeeeeeceesueeeseueueeeseneueeesaseueeaeevensneeeeenes 140 HISTORY REVIEW csc tte akan seed hee Cas hare yon one t 142 How to Enter a Review Record cccccceccceecceeceeeeceeeeeeeeeeueeeeueeeeceueeueueueueeeeceueegeuenaess 142 HISTORY O VAR ROLE a an ee tena 144 How to Enter a Staff Role Record ou cece ccccceccceeececeee
131. ready been created for the client they will be listed If no History records have been created for the client yet a prompt will appear advising that there are no items available to show This prompt will also provide an icon to click in order to create a new entry 3 Select New from the button bar Or if no previous History items are shown and you receive the prompt described in 2 above you may click the designated icon This will bring you to the New History Item Helper page 4 Select Financial Source from the Case Management category and click the Create New Case Management Item command This will bring you to the Financial Source page Financial Source Current Financial Source M Start Date 09 10 2007 Tip The End Date field is hidden because this is a current financial source Financial Source Type None Selected Iv Monthly Income Comments 5 Complete the record as follows Current Financial Source Selecting this Checkbox select this checkbox to indicate that the information provided reflects the client s current financial status income amount When you select this checkbox the End Date field is hidden from view and the Start Date field remains Use the Start Date field to indicate the date the client s current financial status took effect from Deselecting this checkbox deselect this checkbox by clicking in the box to indicate that the information prov
132. reporting and funding purposes How to Enter an Education Record 1 Search for and retrieve the client s database record refer to Searching for Clients Upon retrieving the client s record you will be brought to the client s summary page 2 At the client summary page open the History section of the client s file menu If any History Item records have already been created for the client they will be listed If no History records have been created for the client yet a prompt will 86 appear advising that there are no items available to show This prompt will also provide an icon to click in order to create a new entry 3 Select New from the button bar Or if no previous History items are shown and you receive the prompt described in 2 above you may click the designated icon This will bring you to the New History Item Helper page 4 Select Education from the Case Management category and click the Create New Case Management Item command This will bring you to the Education page Education Status Currently Enrolled in Education Program M Start Date 09 10 2007 E Tip The End Date and Graduated Completed Successfully fields are currently hidden because the client is currently enrolled in the education program Education Type None Selected Iv Facility Name Approx Hours Week Comments 5 Complete the record as follows Currently Enrolled in Education P
133. reviews the basic navigation tools you will be using to enter and select data within the database Section 2 Client Management Fundamentals This section is intended for users who are familiar with computer navigation tools in general but new to Pirouette It reviews how to document all of your client data Key database functions such as adding a new client record entering case notes and documenting relevant contacts and organizations are outlined in this section Section 3 Additional Features in Pirouette This section will introduce you to additional features that are available in Pirouette such as scheduling appointments sending messages to other Pirouette users and keeping track of tasks Section 4 History Items in Detail This section provides a detailed description of all the history items e g education employment financial legal etc that are available in the database It is intended for users who would like more detailed instructions when adding a new history item to a client s record A field by field breakdown of each history item is provided SECTION 1 Working in Pirouette Overview of the Pirouette Interface Detail Area Navigation Bar gt Pirouette v4 0 Windows Internet Explorer m j x Title Bar E http v4demo raxysoftware com 8050 FetchPage asp PageName Main amp SessionID 2DSE4B4D 2F21 4DA0 84C8 AA9C7756D3B1 Pirouette v4 0 softwa System Client Management Intemal el Menu Bar
134. rogram Selecting this Checkbox select this checkbox to indicate that the client is currently enrolled in an education program When you select this checkbox the End Date and Completed Successfully fields are hidden from view and the Start Date field remains Use the Start Date field to indicate the date the client began the education program see Start Date below Deselecting this checkbox deselect this checkbox by clicking in the box to indicate that the client is no longer enrolled in an education program When you deselect this checkbox the End Date and Completed Successfully fields which were formerly hidden from view will reappear Use the End Date field to indicate the date the client finished the program see End Date below and use the checkbox to indicate that the client successfully completed the program see Completed Successfully below Start Date This field is used to indicate the date the client began the education program 87 End Date This field is used to indicate the date the client finished the education program Completed Successfully Select this checkbox to indicate that the client has successfully completed the education program If the client did not successfully complete the program leave the checkbox unselected Education Type This field is used to indicate the type of education program that the client is enrolled in Select the appropriate item from the drop down menu Facility Name This f
135. rst and last name and click on the Locate Client button A list of potential matches will appear on your screen directly below the search box Look through the list of names to see if your client is present If your client is present in the list of matching clients click on the radio button to the left of the client s name then select the Open Selected Client button You will be taken to the client record Found the following similar clients Bianco Andrew Born 09 07 1959 Phone 905 351 9704 Brown Sandra Born 02 10 1975 Phone 416 895 4444 A Create a New Client KS Open Selected Client If your client is not present in the list of matching clients select the Create a New Client button You will be taken to the Basic Information page of a new client record Enter all of the appropriate information and save the record when you are finished 23 The following list identifies important information that typically should be entered whenever you create a new client record Basic Information specifically the client s age birth date Demographics Intake from referral to enrollment History Item Baseline History Item Additional History items if applicable Pons For detailed information on how to complete each section of the client file refer to the corresponding section in this manual 24 Basic Information Pirouette v4 0 Windows Interne Explorer fivideme rea
136. rysoftviarn comeB050 FeechPage asp PagetamenMsinaSesioni ve AOAFFIEE F79O 4ECT AIG SEE62OCCRAT Tie Moas ai E ooon tirat name ppa immm a SRy aa i 1 G Notes S Repons Decumeet tase rtermaton suca os sane Current Phone 005 455 5558 creca siera phone ans e mel ans cate of anaa M Pe ton C SNS SYy Contact Comments Additional Details Employee Beckford Susan Home Page Client Knight Alison Chont Record act Date of firth s Uni Oste of Birth The Basic Information page is used for documenting contact information and other key details about the client Client Record N Basic Information Demographics N E Contacts amp Documents amp History E Notes amp Reports Documert basic information such as name critical alerts phone and e mail and date of birth on this page This information serves several purposes for the organization It provides relevant details on how to reach a client for further contact and follow up It provides valuable details that may be referenced on an ongoing basis or that could be required in an emergency In some cases this information may be used to determine client eligibility for programs and services It may also be used for reporting and funding purposes Contact Information The Contact Information section of this page contains the following fields 25 Contact Information m Client is Anonymous
137. s hospitalizations that may have occurred for other medical reasons Typically this calculation is done by adding all of the hospitalizations over the past 2 years and dividing the number by 2 to provide a one year average Average Number of Hospitalizations Per Year Psychiatric Only Use this field to indicate the average number of psychiatric hospitalizations that the client has had per year Do not include hospitalizations that may have occurred for other medical reasons Typically this calculation is done by adding all of the psychiatric hospitalizations over the past 2 years and dividing the number by 2 to provide a one year average Average Days of Hospitalization Per Year Psychiatric Only Use this field to indicate the average length of stay for each of the client s psychiatric hospitalizations per year Do not include days when the client was hospitalized for other medical reasons This is calculated by adding all of the days spent in a psychiatric hospital over the past 2 years and dividing the number by 2 to provide a one year average Comments Use this text box to enter other information pertaining to the client s baseline data This may include additional details regarding the data provided or comments regarding data that may not have been available Note that information in the text box will not be captured in reports When you have finished entering all of the client s data save the record by clicking the Save butto
138. s phone and e mail and date of birth on this page The Detail Area is context sensitive meaning that the contents of the box change depending on where you are in Pirouette For instance when you are at your Homepage the Detail Area contains a calendar this corresponds with the features that are available on your Homepage If you are in a Client file the Detail Area identifies the client s name and lists the various sections of the Client file The Detail Area also provides context sensitive tips on the steps you can perform in various files Navigation Bar Open Files The Navigation Bar is located on the left side of your Pirouette window immediately beneath the Status Box This bar lists all the files and pages that you have open and highlights the page that is currently visible on your screen 10 Open Items a Lists Employee Administrator Home Page Search Clients smith Client Smith John Client Record 11 The Basics Text Boxes Memo Fields and Checkboxes Pirouette v4 0 Windows Internet Explorer http v4demo roxysoftware com 8050 FetchPage asp PageNeme Main amp SessionID OADEBF95 AQ6S 4830 AA64 97BE71746CF9 Pirouette v4 0 System Client Management Internal New Client N Client Record A Basic Information A Demographics E Contacts E Documents E History E Notes Reports Document basic information such as name critical alerts phone and e mail
139. s an assigned role with the client Select the appropriate name your name from the drop down menu Staff Role Type This field is used to identify the employee s role with the client Select the appropriate option from the drop down menu 145 Role Applies to Specific Programs Only This checkbox is used to indicate if the role that the employee has for the client only applies to specific programs When you select this checkbox the Applies to Programs box will become visible in order for you to identify the relevant programs When this checkbox is selected the Applies to Programs box will become visible Use this box to identify the programs where your role with the client applies Select the appropriate program from the Possible Programs list and use the arrow feature to copy the selected program to the Applies to Programs box The reverse arrow is used to remove a previously selected program Comments Use this text box to enter other information pertaining to your role with the client When you have finished entering all of the relevant data save the record by clicking the Save button on the menu bar The completed Staff Role record will be added as a History Item to the client s record and the client will be added to your My Clients list 146 History Verification Pirouette v4 0 Windows Internet Explorer http v4demo roxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0ADESF95 4065 4830
140. specific criteria eee etree When you have a Pirouette list or lists open the N Client Record information box at the left of your screen identifies the N Basic Information list that is currently active on your screen The N Demographics information box also contains a search feature that that E Contacts you can use to perform a search within the active list E Documents Enter the desired search term in the search field and E History click the Search button Only those records within the E Notes list that contain the specified search term will be listed amp Reports Cnter a search term below end cick Search Perca 17 SECTION 2 Client Management Fundamentals Searching for Clients Accessing client records in the database consists of searching for the desired record and opening the record once it has been located There are two methods you can use to search for client records in the database You can perform a search based on designated client criteria Or you can search for the record by reviewing the database client list Each method is described in detail below Method 1 Search Based on Designated Client Criteria You can search for a client record based on the following criteria e first and or last name e date of birth e phone number e client number 1 From your home page click on Client Management from the menu bar and then select Clients All client records will be listed Chest Manag
141. tart Date field remains Use the Start Date field to indicate the date the client began taking the specified medication Deselecting this checkbox deselect this checkbox by clicking in the box to indicate that the client is no longer taking the specified medication When you deselect this checkbox the End Date and Reason for Discontinuation fields which were formerly hidden from view will reappear End Date This field is used to indicate the date the client stopped taking the specified medication Reason for Discontinuation This field is used to indicate the reason why the client stopped taking his or her medication This information is important as the sudden discontinuation of prescribed medications can have potential health implications Select the appropriate option from the drop down menu 128 Details Medication Type None Selected vy Medication Name Dosage Frequency add item remove item Comments Medication Type This field is used to indicate the type of medication that the client is taking Select the appropriate item from the drop down menu Medication Name This field is used to indicate the name of the medication that the client is taking Note some medications have similar names but their purposes and side effects are very different Therefore care should be taken to ensure that medication names are reported accurately Enter the name of the medication in the fiel
142. te Resolved and Resolution fields are hidden because the client is currently working on this goa Subject Goal Type None Selected Comments Employee Beckford Susan Home Page Client Smith John Client Record Goal Internet The Goal page is used to identify any goals that the client may have which the organization will be assisting the client to achieve This information provides the basis for subsequent follow up to determine whether or not the client s goals have been achieved during his her involvement with the organization It may also prove helpful in identifying client needs and or areas for follow up How to Enter a Goal Record 1 Search for and retrieve the client s database record refer to Searching for Clients Upon retrieving the client s record you will be brought to the client s summary page 2 At the client summary page open the History section of the client s file menu If any History Item records have already been created for the client they will be listed If no History records have been created for the client yet a prompt will appear advising that there are no items available to show This prompt will also provide an icon to click in order to create a new entry 3 Select New from the button bar Or if no previous History items are shown and you receive the prompt described in 2 above you may click the designated ico
143. te Summary Report which can be accessed from the Reports section of a client s file 42 Case Notes Activities and Services Pirouette v4 0 Windows Internet Explorer le http v4demo roxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0ADEBF95 A065 4830 AA84 97BE71746CF9 Pirouette v4 0 Client Smith John A Notes Contact Type N Activities amp Services E Related Assessments Contact Type Number Client Family Other Document contact details and time spent None Selected Mh Bor OP W additem remove item r Contact took place offsite IT Tip The Travel Time field is hidden because the contact did not take place offsite r Were other staff members present Open Items Employee Beckford Susan Tip The list of additional staff members is hidden because there were no other staff present Home Page Client Smith John gt Notes Spent r How do you want to fill out this form Average Total Time Enter Specific Times Cc Total Time minutes 0 nin tint internet The Activities and Services page allows you to document details about your direct client contact as well as your contact with other individuals on behalf of the client This information can be used for internal reporting to determine the length of time required for specific activities In turn that information can be used to assist in the mana
144. te page it will be grayed out and inaccessible when you try to click on it The buttons are described below fe new Xcut icopy f pate a v Prof Bhome Enote Dve Ecoe New This button allows you to create a new page in Pirouette based on where you currently are in the database For instance if you are viewing a client s History files clicking the New button will enable you to add a new History Item Cut Copy and Paste These buttons allow you to move or copy text within Pirouette and between Pirouette and other applications example Microsoft Word The Cut function essentially moves text from one location to another Whereas the Copy function copies text the text continues to remain in its original location after it is copied Highlight the specified text and click the Cut or Copy button Place your cursor in the new location where you would like the text to be moved copied to and click the Paste button Print The Print button allows you print documents directly from Pirouette The print button is typically accessible with reports When you click the Print button the Print dialogue box will appear enabling you to specify additional print criteria Delete The Delete button allows records to be deleted in Pirouette provided the user has been granted permission to do this These rights are typically reserved for Administrators Refresh The refresh button updates or reloads the current Pirouette page If
145. the Save button on the menu bar The completed Goal record will be added as a History Item to the client s record Reminder e Create a new Goal record for each of the client s goals This enables you to keep a history of all of the clients goals and how each goal was resolved 107 History Hospitalization fiOT AAIO 4AD ARTT DCIIICISRAII A Hospitalization record is a History item within the client record This page is used to document all of the relevant details whenever a client is admitted to hospital This provides valuable information about the client s status during his or her involvement with your organization How to Enter a Hospitalization Report 1 Search for and retrieve the client s database record refer to Searching for Clients Upon retrieving the client s record you will be brought to the client s summary page 2 At the client summary page open the History section of the client s file menu If any History Item records have already been created for the client they will be listed If no History records have been created for the client yet a prompt will appear advising that there are no items available to show This prompt will also provide an icon to click in order to create a new entry 3 Select New from the button bar Or if no previous History items are shown and you receive the prompt described in 2 above you may click the designated icon This wil
146. the client record is accessed use the Alerts text box Reminders If you select the Client is Anonymous checkbox fill in the Alias field as this is how the client will be identified in the database If you don t know the client s age select the Exact Date of Birth is Unknown checkbox and fill in the Approximate Age field Reports will reflect the current selection in all drop down menus and checkboxes Text box information will not be reflected in reports Text boxes are larger than the box window Once the text amount exceeds the box window size a scroll bar will appear to enable you to view the full text 28 Demographics A Pirouelle v4 0 Windows Interne Explorer e jv tdemo ronysoftware com MSOF tA age ap PapehismeaManiSescniDe ADAE F7 O 4EC7 AD IWDCCBAS Oecvmert semesreanc one rince ntermeten och Ab genser language Sagaons asd matal sinies on Ma page Employee Beckford Susan Home Page Client Knight Alison Cent Record The Demographics page is used for collecting demographic and clinical information for each client This information provides the organization with valuable details about who is requesting and using its services In some cases this information may be used to determine client eligibility for programs and services It may also be used for reporting and funding purposes Client Smith John A Client Record A Basic Information A Demographics amp Contacts amp Docume
147. ting Cancellation Follow up on project status Box Internet R100 Pirouette allows users to send and receive messages directly within the database Pirouette s message function is accessed from the homepage When you login to Pirouette you are immediately taken to your homepage the Message box occupies the lower central region of the page between the Open Items margin and the Tasks box Me viow al Smth Jane 3 1442008 Urgent Recuest Sm th Jane 41442008 System Shutdown Maintenance Sm th Jane 03 14 2008 March 17t Meeting Cancelation Messages Overview The Messages box lists all of the messages that other Pirouette users have sent to you To see more details about any of the messages listed click on the message This will take you to the actual message page where the details of the message can be viewed 67 Creating a Message Click on the Messages box heading where it states Messages This will take you to a new Message page Fill out the Message page as follows Messages view all To This field is used to indicate who you wish to send the message to Select the appropriate individual from the drop down menu Subject This field is used to indicate what the message pertains to Enter the appropriate information in this field Details Use the Details text box to enter the full contents of the message you wish to send View All The Messages box allows you to specify if you wou
148. tnedione 39 GASE NOTES scsssnaeecsscce nee cece esse a eS 40 CASE NOTES ACTIVITIES AND SERVICES cceeeeeeeeeees 43 COMMACH LV o1 A AEE EEEE tate EA tate teat te create act eect soa E 43 Related Hems aisean gteas pdocudesots aAa A A Eiaa vay aAA AEE DE EAA AAE Napaa slam raana 45 Time Spenter e n a a a a eS a e eae EE a aN 45 CONTAC TS aa e a aaa a e 48 Creating a Contact Information Record sssssssssseeesssrrrrrererntestrrsserrnnnrrrnenrserrtneet 49 Configuring the Contact s Role for the Client ccccceeeeseeeeeeeeeeeeeeeeeeeeeteeeeeeeeeeennees 51 ADDING AN ORGANIZATION tieisceceutossanacracocoueamaudnennenieasiee 53 GROUP SESSION NOTES sus sszaceceazsecccouccansaivesueeecnbatccdoaaavesssceeutennes 56 Documenting a Group Session NOlesia s 5 ssi cinseeirteie teas ieneedient antes aries 57 Activities amp Services srede Ea a aaae aae RER aa Ea EERE E AAEE eaa Ne 59 View All Group Session Notes cc ce2 sc cscd coc ivecdacacndac aasieanheesecties Scedehen daceemeanecidsageeetre 59 SECTION 3 ADDITIONAL FEATURES IN PIROUETTE 61 APPOINTMENTS a nnn etre Stunna feccced a e A 61 AIBN AN QVErViEW nne i a a a e e a a a E eaa A i 62 Appointments Overview seis scausirceatiatie aaNet hai Rae ae ae 62 Scheduling an Appointment ssc2 icssstentelessabeneledissetsavaheleetentelectesenee dtaelstneyaevndeendenes 62 ASKS a E eos COPPER 64 Tasks OVGIVIOW era apa ee erana i aaae eaae EEA a R 64 Adding a TaS iat te
149. to enter other information pertaining to the client s clinical information This may include additional details or comments regarding fields with Unknown or None Selected You may want to identify additional diagnosis beyond the primary and secondary in this field Note that information in the text box will not be captured in reports Reminders e Reports will reflect the current selection in all drop down menus and checkboxes e Reports will reflect the current status of all checkboxes e Text box information will not be reflected in reports e Text boxes are larger than the box window Once the text amount exceeds the box window size a scroll bar will appear to enable you to view the full text 32 Adding a New History Item l Pirouette vi 0 Windows Internet Explorer hit fvidemo roxcysoftware com 0050 F etchPage esp7PapehiemeatMan Session ADAG SOF F7S0 4EC7 A I Employee Beckford Susan Home Page Client Knight Alison Chom Record Helper Nove History item O Community Treatment Order teucason Financial Souree hot Emgdoyment Goat incident Medication Pirouette enables you to keep a record of each client s history through the creation of History Items You can add as many history items as required as often as required When aclient s status changes the existing information in the client record is not deleted or typed over All of the historical information for the client
150. tp v4demo ro tware com 8050 FetchPage asp PageName Main amp SessionID 0ADESF95 A065 4830 4A84 97BE71746CF9 Form Completed by Client 7 Given To Client 03 14 2008 Tip The Received Completed Date and Valid Unti None Selected Employee Beckford Susan Home Page Client Smith John Client Record Form The Form page is used for documenting the status of forms that have been given to the client Create a new Form record for each form given to the client that you wish to track In addition to providing information about each form such as when it was given to the client and when it was returned the Form record also allows you to document the date the form remains valid until This is particularly useful in the case of forms that may become invalid while the client is still involved with the organization such as Consent to Disclosure forms Forms records are stored as History Items in Pirouette When a Forms record is first entered it appears in the History Item listing as New Form Later when the completed form has been returned the Forms record is stored a second time in the History Item listing In this second stage the record is listed showing the updated status Form Received Completed and the date the form is valid until How to Enter a Forms Record 1 Search for and retrieve the client s database record refer to Searching for Clients
151. u If any History Item records have already been created for the client they will be listed If no History records have been created for the client yet a prompt will appear advising that there are no items available to show This prompt will also provide an icon to click in order to create a new entry 80 3 Select New from the button bar Or if no previous History items are shown and you receive the prompt described in 3 above you may click the designated icon This will bring you to the New History Item Helper page 4 Select Community Treatment Order from the Case Management category and click the Create New Case Management Item button This will bring you to the Community Treatment Order page Community Treatment Order CTO Currently Applies V Start Date 09 10 2007 E Tip The End Date field is hidden because the CTO currently applies subject To CTO Type None Selected Iv Comments 5 Complete the record as follows CTO Currently Applies Select this checkbox to indicate that the client has been placed on a CTO and the CTO is currently in effect When you select this checkbox the End Date field is hidden from view Deselect this checkbox by clicking in the box to indicate that the client s CTO is no longer in effect When you deselect this checkbox the End Date field is visible Start Date This field is used to indicate the date the client was placed on the CTO
152. u have finished entering all of the client s data save the record by clicking the Save button on the menu bar The completed Notification record will be added as a History Item to the client s record 79 History Community Treatment Orders 7 Pirouette v4 0 Windows Internet Explorer E http j v4demo roxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0ADE8F95 A065 4830 AA84 97BE71746CF9 r CTO Currently Applies Start Date 03 14 2008 None Selected Employee Beckford Susan Home Page Client Smith John Client Record Community Treatment Order The Community Treatment Order page is used for documenting relevant information about a client s Community Treatment Order CTO such as the its effective date and its expiry date Community Treatment Order records are stored as History Items in Pirouette When a CTO record is first entered and the CTO currently applies it appears in the History item listing as New CTO Later when the CTO no longer applies and the record is closed it appears as CTO Closed in the History item listing How to Enter a Community Treatment Order Record 1 Search for and retrieve the client s database record refer to Searching for Clients Upon retrieving the client s record you will be brought to the client s summary page 2 At the client summary page open the History section of the client s file men
153. viction order as it goes through all its various stages Eviction Order records are stored as History Items in Pirouette When an Eviction Order record is first created it appears in the client s History item listing as New Eviction Order Later when the eviction order concludes and the Eviction record is no longer active it appears in the client s History item listing as Eviction Order Closed How to Enter an Eviction Record 1 Search for and retrieve the client s database record refer to Searching for Clients Upon retrieving the client s record you will be brought to the client s summary page 2 At the client summary page open the History section of the client s file menu If any History Item records have already been created for the client they will be listed If no History records have been created for the client yet a prompt will appear advising that there are no items available to show This prompt will also provide an icon to click in order to create a new entry 93 3 Select New from the button bar Or if no previous History items are shown and you receive the prompt described in 2 above you may click the designated icon This will bring you to the New History Item Helper page 4 Select Eviction from the Housing category and click the Create New Housing Item button This will bring you to the Eviction Order page Eviction Order Current Eviction Order M St
154. where all of the related task details are provided Proceed as follows 65 Task Completed Select this checkbox to indicate that you have completed the task The task will no longer appear in the Tasks box on your homepage and the Date Completed field will be visible Date Completed This field is used to indicate the date that the task was completed Enter the appropriate date in the field View All The Tasks box allows you to specify if you would like to view all of your tasks including tasks previously completed Click on View All in the Tasks box heading all tasks outstanding and completed will be listed 66 Messaging Pirouette v4 0 Windows Internet Explorer L http iv4demo roxysoftware com 8050 FetchPage asp PageName Main amp SessionID 0ADESF95 A065 4830 AA84 97BE71746CF9 Pirouette v4 0 Client Mar delete wrefresh home note A march 14 2008 view al Recent Clients 9 00 AM Meeting with Client Knight Susan 1 00 PM Case Management Meeting Brown Charles E Brown Sally Brown Michel Anonymous 353 Appointments for the selected day shown to the right To create a new appointment click on the Appointments header gt messages view al GS Tasks From Date E Employee Beckford Susan Smith Jane 03 14 2008 Urgent Request Submit final reports AE Smith Jane 03 14 2008 System Shutdown Maintenance Meet with project team M essag e Smith Jane 02 14 2008 March 17th Mee
155. y Item Helper page 4 Select Charges Arrears and Notifications from the Management category and click the Create New Management Item button This will bring you to the Notification Charge or Arrears page Notification Charge or Arrears Notification Currently Applies M Date Notified 09 10 2007 lz Due Date 09 10 2007 E Tip The Date Closed field is hidden because this the notification currently applies Balance Due 7 Tip The Owed To Amount Due and Paid To Date fields are hidden because no balance is applicable Notification Type None Selected lv Comments 5 Complete the record as follows Notification Currently Applies Select this checkbox to show that you wish to provide notification that the client has charges or arrears currently outstanding When you select this checkbox the Due Date field is visible and the Date Closed field is hidden from view Deselect this checkbox by clicking in the box to discontinue notification of the client s outstanding charges or arrears When you deselect this checkbox the Due Date field is hidden from view and the Closed Date field is visible Date Notified This field is used to indicate the date you were notified of the client s outstanding charges or arrears Enter the appropriate date in the field Due Date This field is used to indicate the date the client s charges or arrears are due for pa
156. yment Enter the appropriate date in the field 78 Date Closed This field is used to indicate the date it is determined that no further follow up is required Enter the appropriate date in the field Balance Due Select this checkbox to indicate that the client still has monies owing When you select this checkbox the Owed To Amount Due and Paid to Date fields will be visible in order for you to provide relevant details about the monies owed by the client Deselect this checkbox by clicking in the box to indicate that the balance owed by the client has been paid in full and that there are no longer any monies owing When you deselect this checkbox the Owed To Amount Due and Paid to Date fields will be hidden Owed To This field is used to indicate whom the client s charges or arrears are owed to Select the appropriate item from the drop down menu Amount Due This field is used to indicate the total amount of the payment owed by the client Enter the appropriate amount in the field Paid To Date This field is used to indicate the amount that the client has paid to date Enter the appropriate amount in the field Notification Type This field is used to indicate the nature of the client s outstanding payment that you are providing notification of Select the appropriate item from the drop down menu Comments Use this text box to enter other information pertaining to the client s charges and arrears When yo

Pirouette – Version 4 User Manual

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Pirouette &ndash; Version 4 User Manual

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Pirouette – Version 4 User Manual