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CARIS User Manual - Province of British Columbia

Contents

1. Eligibility Lists A Extended Demographics Reporte Statue in Canada B v Employment Status k w Facility lotes PR al Education Levet Y gt Case lotes di i ma gt m Case Forma Landa el Education Type sal gt Tools and Utilities Lang Spoken et p Primary Living r Heme m Arrangement l _ es f E Household po Religious Practice Y Composition a Aboriginal Ovigirc _ Dental Ple Band Simus No PEM Guardianship E Tal Status tt L Disabilty SIN Number kiendiiying Marks o i H Reset Cancel w i BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT The Edit Client window will display and you can proceed to complete more fields or change existing information If you change your mind click the Reset button and your changes will be erased and the original entries restored Clicking Cancel will return you to Client Details 2 Click Save Changes to retain your editing and the new demographic information will be saved 2 4 CREATING A NEW CONTACT To create a new Contact is to enter a new person into the system database A Contact is typically a person who is in some way connected to an existing or new Client or Case but who does not have access to the file A Contact can also be a person connected with the work that you or your co workers perform such as a physician minister police officer g
2. NOTE You cannot perform an advanced search for a Member An advanced search for a member is unnecessary because a basic search will always produce the required member 1 9 HELP The Help function will link you to a pdf version of this Manual 1 10 SYSTEM ERROR Occasionally you may receive a System Error prompt usually when you first log into the system If this occurs click on the Refresh button on your browser toolbar This will usually work If it doesn t then log off the system and log on again If this still doesn t solve the problem then you may have to shut your computer down and restart This typically is a local terminal problem rather than a CARIS problem ms BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 2 Client and Case Management It is important to remember that the database contains names of persons These persons can be clients contacts or members A person can be any one of those categories or they can be two of them or all three It is unlikely however that a member will also be a client It is important that you search for a person as a client or contact because the way you search will affect what you can do with the information afterwards see 1 8 1 2 1 CREATING A NEW CLIENT To create a new client is basically to enter a new person into the system database To avoid duplication the system requires you to perform a search for the person before you create a
3. Facility Notes Page s 1 Tools and Utiliti ools an 25 Other Client Cases E Affilicate Cases New Referral A list of existing cases will display In this case there are none 3 Click on New Referral to start the process of creating a case A BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GB CARIS Build0 54 Login Name Ann CYMH Login Time 8 4 2005 10 20 24 AM A Search Adv Search Help f Michael Farrington Cases Details Relationships Address Book Close Y CARIS Create Referral Waiting Lists Beds Internal Referrals Effective Date er4 2005 Case Type v gt Case Transfers Referral Mode Referral Source v Reports Fa gt Facility Notes Mail courier Tools and Utilities Create Referral The window that appears contains a series of fields The effective date which defaults to today s date must be entered and a selection from each of the drop down lists must be selected The notes field is optional When you have selected the options 4 Click Create Referral f Michael Farrington Cases Details Relationships Address Book Close Y CARS Accept Referral Birma Waking Lists gt Internal Referrals Case Transfers Effective Date femz005 EH Case Infa gt Eligibility Lists D a Cancel gt Facility Hotes Case Hotes gt Case Forms Tools and Utilities 5 The Accept
4. Beds gt Eligibility Lists Person Type Relation Start Date End Date Hts gt Reports Dean Steve ni asin ans gt Relationship Facility Notes gt Alerts Relationship Type Social Y Farrington Michael is of Marceau Jason Start Date 3 26 2008 E End Date Notes Page s 1 a Save Relationship 8 Fill in the appropriate fields 9 Click Save Relationship The Relationship window will now include the new relationship GB CARIS Build 0 57 Login Name Anm PSDHH Login Time 8 26 2005 4 15 45 PM me Search Adv Search Help fi Jason Marceau Cases Details Relationships Address Book Close y CARIS Relationships Marceau Jason Waiting Lists Beds gt Eligibility Lists Person Type Relation Start Date End Date Hts gt Reports Dean Steve Family Cousin 2005 07 12 gt Facility Hotes Farrington Michael Social Friend 2005 08 26 Alerts Page s 1 New Relation _ 2 12 FINDING AN EXISTING RELATIONSHIP To find details about an existing relationship with the client In Context on the Client Details window 1 Click on Relationships An 39 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GB CARIS Build 0 57 Login Name Ann PSDHH Login Time 9 12 2005 2 39 51 PM michael 0 Clients v Search Adv Search Help f Michael Farrington Cases Details Relationships Address Book Close y CARIS fi Client Det
5. The Client Details window will display GB CARIS Build0 54 Login Name Ann CYMH Login Time 8 2 2005 11 15 27 AM Marceau Clients v Search Adv Search Help fi Jason Marceau Cases Details Relationships Address Book Close y CARIS Client Details Marceau Jason Waiting Lists gt Beds gt Internal Referrals gt Case Transfers Family Name Marceau Given Name Jason gt Eligibility Lists Middle Initial be Preferred Name Jason Aliases s Gender Male Repos Date of Birth 28 Jul 78 Date of Death Facility Notes CARIS ID 1000000 Tools and Utilities E Extended Demographics Address Book Relationships Address Book Edit Client 11 Confirm the client s identity by clicking the Extended Demographics sign BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 2 2005 11 15 27 AM Marceau Clients v Search Adv Search Help fi Jason Marceau Cases Details Relationships Address Book Close y CARIS fi Client Details Marceau Jason Waiting Lists Beds gt Internal Referrals Basic Demographics gt Eligibility Lists Status in Canada Canadian Citizen Employment Status Part Time gt Reports Ethno cultural Background Canadian Education Level Grade 2 Preferred Language Armenian Education Type Home School Facility Notes Reet z Sie Lang Spoken at Home Asiatic Lanquage Primary Living Arrangement Group
6. Create a new organization Understand L Mostly Understand Questions Find an existing organization Understand Mostly Understand Questions Edit an existing organization OA _BRITISH COLUMBIA Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Understand Mostly Understand Questions Create a new Relationship Understand L Mostly Understand Questions Find an existing relationship Understand L Mostly Understand Questions Edit an existing relationship Understand L Mostly Understand Questions Case Management Create a new case referral Understand L Mostly Understand Questions Find an existing case Understand L Mostly Understand Questions Admit a Client Understand L Mostly Understand Questions Discharge a Client Understand L Mostly Understand tepa _BRITISH COLUMBIA Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Questions Deactivate a case Understand L Mostly Understand Questions Add a contact to a case Understand L Mostly Understand Questions Add a Member to a Case Understand L Mostly Understand Questions Develop a Treatment Plan Understand L Mostly Underst
7. Edit Organization Young Men s and YoungWomen s Christian Association 2 Organization Name Young Men s and Young Vomen s Christian Association Organization Acronym YM YWCA Organization Type Youth and Family Description press Training sports and self development facilities Save Changes If you change your mind click the Cancel button and you will return to Organization Details 2 Click Save Changes to retain your editing and the new demographic information will be saved 2 11 CREATING A NEW RELATIONSHIP A Relationship describes a connection between a client and a person who is familiarly or socially related The relationship is for reference purposes since the person has no access to the case To Create a Relationship 1 Bring the client into context 2 Click on Relationships A BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GB CARIS Build 0 57 Login Name Ann PSDHH Login Time 8 26 2005 4 15 45 PM CI Search Adv Search Help fi Jason Marceau Cases Details Relationships Address Book Close y CARIS Relationships Marceau Jason Waiting Lists Beds gt Eligibility Lists Type Relation Start Date End Date its gt Reports Family Cousin 2005 07 12 E Facility Hotes 3 gt Alerts Page s 1 2 If the person is not already on the list 3 Click New Relation A Search window will display
8. Last 1 Month y Add Eligibility Lists Date Subject Importance Detail 2005 07 14 Message of no Importance Low Subjest of randomness Reports Facility Hotes Tools and Utilities Page s 1 To conduct a search 1 Enter a name or part of a name in the Search Criteria field 2 From the drop down list select Client Contact Member or Organization 3 Click on the Search button A list of all persons in the database whose name s or demographics match the search criteria and who fit the drop down Search category will display sl 18 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GB CARIS Login Name Ann Login Time 9 29 2006 3 32 16 PM fruan cen y f Search Adv Search Heip f Ida Ann Lake 1022226 Bifrost 129736 active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close RRE Client Search Results Waiting Lists gt Archives Si pede CARIS ID Client Name Birth Date gt Reporte 140048 Liang Huan Huan 1988 06 22 View gt Referrals 140083 Huang hua 1999 01 02 View gt Organization Hotes 140102 Huang Jasmin Jasse 1975 12 12 View gt Eligibility Lists 140058 Liang Huan qwe 1988 03 02 View gt Alerts 140100 Liang Huan 1988 03 02 View vi omieston and Diecherge rere 140101 Liang Huan 1988 03 02 view Meeting Minutes 140109 Liang Huan 1988 03 02 V
9. Reports You may select the Client or any Affiliate to participate in the program or activity and you may designate a priority for that participation Once you have made your selection 2 Click Save Login Name Ane VY MH Logn Time 2413 fi Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS View Eligibility List Wiading Lists Beda List Mame Computer Literacy Internal Referrals Start Date 2005 08 02 End Date 2005 08 03 3 gt Case Transfers Mininvun Maxine y Eligibility Lists Participants Participants 2 Current Participants Management Determination of Computer Lierac Summary List Description prelude to course offerings eer Reporte Case Hotes 1 Farrington Michael 1 1288 2005 08 19 P Case Forme Tools and Utilities The person will be added to the List and you may then add another Participant if you wish You may also change the Priority of a Participant 3 Click on Edit ES BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT ES CARIS Build 1 gt Ti Login Names AL TMH Login Tins 2442005 236 3E Fh f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CAPRIS Edit Participant Wise Lists Bede Internal Refe
10. Vialia Liss Archives SE Activity Integrity Criteria Thar ar open goals for this came Reports Referrals Organization Hotes Eligibility Lists gt Aleris Admission and Discharge Forms gt Clinical Forme and Assesements Case Forme 2 18 CLOSING A CASE Closing a Case means that you will no longer have any dealings with the client in relation to this particular case nor will any affiliates or members The Case will be closed and will no longer appear on the client s Case List You will be able to resurrect the case for reference purposes by selecting the Closed Cases filter in the client s Case List a BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GD Ars RB CARIS Michael Farrington 1022057 VHRP 74880 Follow up Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Case Summary Waking Lists Beds gt Eligibility Liste Case Type WHRP Referral Date Oct 31 2005 Case Status Folgw up Accept Reject Date Oet 31 2005 1 Case kk 74880 Admission Date Oct 31 2005 Organization Hotes Case Manager Villeneuve Ann Est Discharge Date Nov 23 2005 gt Case lotes Referral Source Set Discharge Date Cret 31 2005 Alerta Referral Mode Aiai in Case Close Date Be Case Forms Piai Daye ha Bed Information Waitlist information Referral Note Rejeci Reterral PM Accept Referral es
11. a client to another authorized person within the business domain of CARIS with the additional element of where the individual client has come from i e self referral agency contact walk in etc Referral The process of opening a new case for a client Basically New Referral means Start a New Case Room A specific room in a Unit Start Date The date upon which an event is scheduled to start Transfer The process of providing responsibility for the client to another agency or receiving agency Unit A Unit in the context of this Manual is a facility such as a house ward or other building containing rooms and beds es BRITISH COLUMBIA A Ea 8 15 Adding a Bed to a RO0M occcoccccnncnnnncnnnnccnnnanos 122 Adding a Member to a Case ccocccccncccccccnccncnnno 52 Adding a new Eligibility List 65 Adding a Participant to an Eligibility List 69 Adding a Room to a Unit cccooccccccccnnccc 121 Adding a Unit tt 119 Address BOOK snoot 13 Admitting a Cline ada 51 Advanced SEA 20 Afiliate o 144 Agency Specific FunctiOnNS ccoccccccoccnccoo 119 A teaes ee EA 1 2 86 ASSIGNING a BOO vitesse ssacnncgeeasiwntniesdetsais 127 Attaching a File o cooocccocccocnccoooo 102 103 BASIC SCaICh cas ao 18 Bed Administration ccccccccseeeeeeeeseeeeeees 119 Bed Manageme nt ccccceeeeeseeeeeeeeeseeeeeee
12. 2 17 DISCHARGING A CLIENT When you discharge a client you effectively cease to work with the client on this case but the case remains open and will appear on the client s Case List until you Close the Case Section 2 18 This feature allows occasional client contact eg Consultations phone calls to be recorded on the client file when the client is no longer receiving regular services To discharge a client 1 Place the client into context 2 Open Cases 3 Select View for the case you wish to discharge him from GB CARIS Build 0 57 Login Name training1 PSDHH Login Time 8 26 2005 11 59 30 AM Clients v Search Adv Search Help Michael Farrington Cases Details Relationships Address Book Close y CARIS Case List Waiting Lists gt Beds gt Eligibility Lists gt Reports Case Status Filter All v gt Facility Hotes gt Alerts Case Type Case Status My Case Role Start Date Administration Pre Adimit Case Manager 2005 08 23 a ol Active Case Manager 2005 08 23 Consultative Services Pre 4 dmit Case Manager 2005 08 25 Deaf Access Office Active Case Manager 2005 08 23 Victory Hill Residential Program Referral Case Manager 2005 08 23 3 Page s 1 Other Client Cases E Affilicate Cases The Case Summary will display ss 47 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT mareo fees searen AWSeareh mo f Cole Marceau 100223 Response Community 668
13. 83 CARIS Build 0 57 Login Name Ann PSDHH Login Time 8 26 2005 4 15 45 PM CO _ Search Adv Search fi Jason Marceau Cases Details Relationships Address Book Close y CARIS Relationships Marceau Jason Waiting Lists Beds gt Eligibility Lists Person Type Relation Start Date End Date Hts gt Reports Dean Steve j j Person Search gt Facility Notes gt Alerts Search Criteria Search 4 Enter the person s name 5 Click Search 88 CARIS Page s 1 Build0 57 Login Name Anm PSDHH Login Time 8 26 2005 4 15 45 PM ma members Search Adv Search Help fi Jason Marceau Cases Details Relationships Address Book Close y CARIS Relationships Marceau Jason Waiting Lists Beds gt Eligibility Lists Person Type Relation Start Date End Date Hts Reports Dean Steve j ONE Person Search Facility Hotes gt Alerts Search Criteria Duncan Michael 1990 01 31 Farrington Michael 1936 03 10 Relate Page s 1 Create Contact COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT Page s 1 6 Select the appropriate person from the search results 7 Click Relate The Relationship data window will display EB CARIS Build 0 57 Login Name Anm PSDHH Login Time 8 26 2005 4 15 45 PM me Search Adv Search Help fi Jason Marceau Cases Details Relationships Address Book Close y CARIS Relationships Marceau Jason Waiting Lists
14. Cages Details Relationships Address Book Close Summary Participants Case Plan Case History Close maga Provisional Diagnoses Formulation Notes List Archives Date Type Status Clinician Hote Reporta Page sy 4 Organization Notes New Formulation A list of existing provisional diagnoses will display To add a new Formulation 3 Click on New Formulation The Record Formulation form will display sl 90 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GB CARIS Logi Hama Arr Login Time M2027000 32 16 PM Huan Liang taos Crossroads Residential 135824 Follow up Cages Details Relationships Address Book Close Summary Participants Case Plan Case History Close v CARS Walig Lists gt Archives E Beds t Reports Referrals Organization Notes Eligibility Lists Alerts Y Admission and Decharge Forms Onder Code Description Meeting Minutes Dar Peychestric Adnission Motes Score Description Provisional Diagnoses Crd CarevNuraing Admission Notes Value Discharge Form gt Clinical Forms and Assessments Case Forme Utilities save lj Save 8 print Cancel 4 Fill in the form and 5 Click Save The information will be saved and stored in the Case History file 3 10 2 Discharge Form The Discharge Form which displays when you click on this function provides an opportunity to record information and observation
15. Pie ice dor Est Discharge Date Reports gt Facility Hotes P Case lotes Case Forma Tools and Utilities The effective date will be today and you can select the estimated discharge date or leave it blank 3 Select the appropriate dates 4 Click Admit 2 21 ADDING A MEMBER TO A CASE A Member is a person who has access to the case files and who is actively involved in the case You can appoint a member to one of your cases from the list of members only if you are the Case Manager The person who creates the Case usually the Intake Clinician is automatically assigned the role of Case Manager He or she will be able to assign the role to the appropriate clinician when one is determined To add a member to your case 1 Bring the client and case into context 2 Perform a Search for the member you wish to add to the case sl 52 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT Login Name Anm F SORA Login Time WAOS 4 16 45 PM f Jason Marceau Victory Hill Residential Program 8092 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Member Search Results Waiting Lists Beds Eligibility Lists Member Name Organization gt Reports Anthony Marc DFSP Facility Notes Clinician Marion PA view gt Case Itotes Huber Anna Maria CYMH view gt Alerta Hustwick Barb MAC vew Caso Forme Marceau Jamon DF
16. ccccsecceesseeeeeaeeeeeenees 7 Making Referral Observatio0nsS oooccccoo 72 Memper e onaran aa 17 18 22 144 WY Gases ias 10 Navigation Tre occcoccocccncoccconcncncnconcnoncnnos 7 86 PP ant os cansceataental N 141 OCCUDANGCY iii iio loli icids 128 ORGANIZATION NOTES o cooccccccconcnccnnccnonccnnnos 76 RarieipanlS srs 14 Presenting ISSUES oocccononccoonncconnconcnnnnannss 110 Recording a Safety Event Fire Smoke Test 83 Recording Administration of Medication 95 Recording Session Notes cooccccccccccccccoocno 109 Referral i osa cd eee 144 Relationship ici ie Aeeeeine 39 144 FREIATIONSMIDS varia 13 Removing an Affiliate or a Member 44 ws _Brmtisu COLUMBIA REPORT aii tia 71 Reserving a Bed cccccescceseeeeceeceseeeeenseeenees 125 SCC AO Ss eh ast cat deere letrada cli 130 Screen Display ccccccssececcsseeecceeeecseeeeeeseeees 7 Search and Advanced Search a se 7 Security ANd Privacy ccccceeeceesseeeecaeeeeeeaeeees 3 Self Evaluation sc 134 SUMMA eae 14 System lO re 22 The OTC Checklist 99 Training Course Evaluation o ccccooomoo 134 Training Plan and Scenarios cccceeceeees 129 Tras ac n 144 What CARIS d008sS cocccoccccccoccccococonoconcnnonanonoss 2
17. 1 Expand Utilities 2 Click on Templates The list of available templates will display Y CARIS Templates Beda Template llame Version fate Created Description gt Internal Referrals Sample Letter 10 20050719 El gt Case Transters Temple ormine soo asoa A C Ene Bena Eligibility Lists Reports Pape si 4 b Facility lotes Y Toole and tition Templates sl 111 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT NOTE You can view templates and create them without being in Client or Case Context but you have to have a Case In Context in order to generate a document i e activate and complete the template for transmission 3 Click on Create Template Main Activities My Cases y CARIS O Create Template Wat ut gt Beds Date Created Internal Referrals Name gt Case Transfers Version gt Eligibility Lists Description Reports gt Facility Notes Y Tools and Utilities Body Templates En Ex 4 Give the new template a name 5 A Version 6 A Description and 7 Enter the actual letter or note in the Body You will notice the lower part of the form contains a list of Tag references These are HTML tags which when you type them in exactly as shown will produce the tagged information when you generate the letter This avoids errors and also saves you time which is the whole purpose of creating the template Description OR Textbox Blank textbox 2
18. 1289 Active Case Plan Case History Close Cases Details Relationships Address Book Close rticipar gt Internal Referrals gt Case Transfers gt Eligibility Lists gt Reports gt Facility Hotes Referral Mode Walk in Case Close Date 1 gt Case totes gt Case Forms gt Tools and Utilities 1 Click on Participants The list of participants including affiliates attached to the client case will display Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close le e Transfer m Case Tr s 2005 08 04 ps One Ann_3 Coso Manager Eligibimy Lists l Paes 2005 08 08 2005 08 30 gt Facility Notes sa gt Caso llotos as Eie le Start Date End Date 7 Tools and Utilities Reginald David cane a Dean Steve General 2005 08 22 Snid 2005 08 22 2005 1007 Page s 1 To add a new affiliate to the list 2 Perform a Contact search Section 1 8 1 and if the contact is in the system they will display 3 c ARIE Cymh Outreach 1289 Pre Admit _ Summary Participants Case Plan Case History Close COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT If the person is NOT in the system try their name spelled differently or perform an advanced search Section 1 8 2 If they still don t show up Create a New Contact as in Section 2 4 3 Click View Bu
19. Also displayed are Affiliates who are all the people who are affiliated with the Case These are people who have an interest in some way in the Client and or the Case but who do NOT have access to the case files Buld O57 Login Name Annies MH Login Tina Aranoa 3 12 44 PM Michael Farrington Cages Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Participants List Waking Lists Boda gt Internal Referrals Case Transfers Name Case Access Start Date End Date i a One Ann_3 Case Manager 2005 08 04 Anna Maria Ca j 30 Remove da Huber se Worker 2005 08 08 2005 08 Facility Notes Page s 1 gt Mot a Paes TOND llame Role Start Date End Date gt Tools and Utilities Reginald David General 2005 06 22 Dean Steve General 2005 08 22 Theresa Ekzabeth General 2005 08 22 2005 10 07 Page s 1 sl 14 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 1 7 3 Case Plan The Case Plan contains the Goals and Objectives regarding the Client and this Case There can be more than one Geal and more than one Objective for each Goal See Section 2 22 f Michael Farrington Pach 1289 Active Summary Participants Case Plan Gase History Close Cases Details Relationships l Address Book Close Y CARIS O Goals and Objectives Waling Lists b Beda b Internal Referrals GOAL Help himfind a job gt Case Transters Goat Details i
20. COLUMBIA 1 5 BASIC PROCEDURES 1 5 1 Logging In Authentication and Authorization Process Access to CARIS is limited to persons who have a valid BCelD or IDIR account and have been provided with specific roles within CARIS The authorization for access and the role descriptions are provided to CARIS by MCFD The User must also have a valid password specifically for CARIS access The process is shown in the following diagram MCFD AUTHENTICATION SERVICES SECURITY REGISTRY CARIS WEB SERVER Multiple Roles Selection Screen Welcome Screen CARIS Authorization and Authentication Process ley sks 4 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT For a User to gain access to CARIS Either 1 Type in the URL for the CARIS website in the User s web browser http caris mcf gov bc ca or 2 Click on the Icon on the User s desktop ARIS A User ID Password request will display BRITISH j COLUMBIA leader mcf gov bc ca requires you to logon How would you like to logon Business Organization using a BCelD How to get a BCeID Government Employee using an IDIR Account COPYRIGHT DISCLAIMER PRIVACY ACCESSIBILITY When you type in your IDIR or BCelD number and your password the CARIS server contacts the MCFD Authentication Services Security Registry which checks and validates your ID and Password If both are correct the Registry confirms that you have access privi
21. Case Noles Report Case Face Sheet Alerts Repini Referrals Note Type s Assessment A 3 Select the date range for which you want the report sl 71 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 4 Select any other criteria that the particular report asks for in this case Note type and Group The report will be automatically generated Ea S206 110055 431 fi Jason Marceau posas Careplan Counsultants 120671 Active Cases Details Relationships Address Book Close i Summary Participants Case Flan Case History Close Y CARIS Case Notes Report Preview Wating Lists Archives Export PDF P Beda Y Reports CARS Usage Report Case Losd Report by Case Types BRITISH Cesa na pit fy Mimi COLUMBIA Case Load Snapshot Report by Case I Types Case Load Snapshol Report by Memberz OR Case Notes Report V aiting List Duration Report A ee ent Preview Date 2006 09 22 Generated By Ann Cane Face Sheel Alerts Repor Referrals Y Organization Hotes Announcement Communication Motes Safety Procedure Case ld 120674 Topic Based Consultation ita da fiat Eligibility Lists Management Summary Signature _ Date YY MM DD Birth Date 1577 01 18 t Alaria 3 6 REFERRALS 3 6 1 Making Referral Observations When you refer a Client to another facility you will need to record the reason why the referral was made This form enables you to do tha
22. Reports gt Organization Hotes Client Forms gt Case Hotes Alerts 3 Y Case Forms Lab Tests Y Medication Management Medications OTC Checklist Since no Checklist is shown 4 Click ADD GB CARIS Login Name Ann YFY Login Time 9 22 2005 3 45 08 PM cies v Search Adv Search Help Jason Marceau Program B 35749 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YFV CARIS OTC CheckList Waiting Lists gt Eligibility Lists gt Internal Referrals Date 8 22 2005 gt Case Transfers Reports E A Pain Reliever Organization Hotes Client Forms Hame Comment gt Case Hotes 1 Advil Oves Ono 7 Alerts Nise ean 2 Tylenol Chewable Lab Tests OvYes Ono _ tends to spit them out Y Medication Management gre Medications ves Ono OTC Checklist Diagnostic Assessments Tylenol Regular Oves Ono Budget Notes Other Forms gt Assessments External Services gt Tools and Utilities Signed off by physician Oves Ono ls the original document placement on client s central file O Yes No The Checklist must be COMPLETELY filled in before it can be saved In other words all the listed items must be checked as Yes or No A prompt will appear if you have missed any before you can Save it 5 Complete the Checklist 6 Click Save a 100 BRITISH COLUMBIA CARIS User Manual 2006 YFP
23. The non prescription medication that you gave see d is having a minor adverse effect upset stomach on the child You call the parents Record the phone call and record an observation Problems arise when two residents are having conflict requires relocation of one of the residents type an announcement for other staff that the child has been relocated to another place Type in a progress note in each resident s file explaining the incident Complete a Communication note indicating contact with each parent vs BRITISH COLUMBIA A family meeting has been scheduled because there are conflicts within the family complete a session note Complete three progress notes with three different objectives A parent has called to express their frustration about the flight schedule for the next month Attach their e mail and place it on the child s files Send a note to the day staff re the e mail note You are looking at one of your clients case plan and you know that it needs to be updated Take an objective and change the status from pending to complete Add another objective to the same goal Understand L Mostly Understand L Don t Understand L Questions Scenario 5 SFCD DAO CARIS Client Context Key Caseworker Case context Three messages are on the answering machine You have responded to each call and now you are recording the three conversations where there are three open cases A client is requesting regi
24. To record general communications such as telephone calls faxes and e mails 1 Expand the Organization Notes section on the Navigation Tree sl 19 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GB CARIS Login Name Ann YFV Login Time 2005 2 22 43 PM mar Clients vi Search Adv Search Help Main Activities My Cases Y YFV CARIS Welcome Ann YFV Waiting Lists gt Beds Announcements gt Eligibility Lists Internal Referrals Time Filter Add gt Xase Transfers gt Rebg Date Subject Importance Detail Y Organization Hotes 2005 08 30 t1 High zxcv Communication Notes 2005 08 30 test High zxcv Ae ense 2005 08 30 thtyhty High htyhtyh Facility Incident Report i p 2005 09 01 tgrtart Medium rtartarta Safety Procedure 2005 09 16 sdf High sdf Delete Topic Based Consultation gt External Services Tools and Utilities Page s 1 2 Click on Communication Notes The Communication Notes window will display GB CARIS Main Activities My Cases y YFV CARIS Communication Notes Waiting Lists Beds Time Fitter Eligibility Lists Date Type Method Duration Hotes Internal Referrals 2005 09 21 Referral Email Unknown Status E Alida 2005 09 21 Advocacy Walk in Unknown Status Aedes 2005 09 21 Referral Phone Unknown Status Y Organization Notes eo muricalicd Rolas 2005 09 21 Service Request Walk in Unknown Status E eee 2005 09 14 Advocacy Fax 5 mins E Facility Incident Report 2005 09
25. fi Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Templates Wailing Lists H Beda Template Hame Version Date Created Description Internal Referrals Consent Letter 102 2050719 E view Delete Deactivate Generate Doc cane Transfere Meeting llotice 2005 09 20 a Template of mine soom 2005 0744 F Case Notes Page s 1 t Case Forma Y Tools and Wiitics sa Create Template The selected template will still be visible but will have the Generate Doc option grayed out 3 13 2 Generating a Document To generate a document from the template list which is to select a templated letter or note to send to a Client Member or Affiliate you must bring the Client and Case into Context ba Bul Piety Login Narre Aree AM Login mme 220 2005 1145205 AM e ee fi Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participante Case Plan Case History Close Y CARIS O Templates Waiting Lists Beds Template Name Version Date Created Description gt Internal Referrals Consent Letter 2 iSO E View Delete Deactivate _ Generate Doc e Meeting Notice 2005 08 20 E AE Sample Letter 1 2006 07 19 E Genere Hi fo Template ofmine swo asos Cea Josete veses Generate ee Case Notes Page s 4 t Case Forma Y Tools and Utilities as Create Templat
26. gt Eligibility Lists gt Internal Referrals Type Creator Start Date End Date Hotes gt Case Transfers Page s 1 gt Reports gels gt Organization Hotes gt Client Forms Add gt Case Hotes Y Alerts saz nist G enera Al e rts upervision Alerts To add an alert to a client s file Add Alerts 1 Click on the Add Alert button 2 Select the type of Alert from the drop down list 3 Enter any pertinent information in the Notes field 4 Click Submit Save B CARIS Login Name Ann YFY Login Time 9 22 2005 3 21 08 PM Clients v Search Adv Search Help f Jason Marceau Program B 35749 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Alert Type i Create Alert Eligibility Lists Internal Referrals Cane Tr Start Date 2005 002 End Date gt Reports Alert Type Sexually Intrusive i gt Organization Hotes Don t turn your back on him for a second S u b m it Save Client Forms Notes gt Case Notes Add Attachment Browse General Alerts Supervision Alerts gt Case Forms gt Assessments External Services Submit Save Tools and Utilities The Alert is now attached to the client s file and a red A by his name in the Context Field is displayed to let you know that an alert has been generated Click on the Note icon to di
27. 1 Click the Edit Contact button ss 30 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 88 CARIS Build 0 54 Login Name Ann CYMH Login Time 8 8 2005 11 26 38 AM Sor Contacts v Search Adv Search Help Main Activities My Cases Y CARIS E Contact Details Scrooge Ebenezer Waiting Lists Y Beds Administration Management Family Hame Scrooge Given Name Ebenezer Reservations Preferred Hame Eb Aliases K Occupancy Date of Birth 25 Dec 25 Gender Male 1 Internal Referrals Date of Death A gt Reports gt Facility Hotes gt Tools and Utilities Relationships Address Book Edit Contact The Edit Contact window will display and you can proceed to complete more fields or change existing information GB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 8 2005 11 34 33 AM ser Contacts v Search Adv Search Help fi Ebenezer Scrooge Cases Details Relationships Address Book Close Y CARIS E Edit Contact Scrooge Ebenezer Waiting Lists gt Beds gt Internal Referrals Family Name Scrooge Given Name Ebenezer gt Case Transfers Preferred Name Eb Aliases Eligibility Lists Date of Birth December W 25 1 925 Gender gt Reports gt Facility Hotes E gt Tools and Utilities Save Changes If you change your mind click the Reset button and your changes will be erased and the original
28. 10 11 webspace is it highlighted Low s here www logiclynx com Page s 1 Main Information Area 1 5 3 Context Bar The Context Bar is the area where the Client Name and if he she has one the Case Description will display This is important and is described in more detail below 1 5 4 Navigation Tree The expandable list of functions that can be performed using CARIS See also 1 7 6 These functions change based on user and the context l e case context client context systems context More on context below 1 5 5 Main Information Area This is where all the information tables windows and data display 1 5 6 Interface Title Indicates what function or area in the system you are presently accessing 1 5 7 Search and Advanced Search These functions provide you with the capability of finding persons or organizations already in the database Section 1 8 1 5 8 Help The Help file will take you to a pdf version of the User Manual sks 7 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 1 5 9 Main Clicking on this item will bring you back to your main or home page The Main page is your personal CARIS desktop CONTEXT Context is an important concept to understand while using CARIS Context defines where in the system you are e context defines what functions are available for you to use and whether you are able to add view information to a case a client or provide notifications system wide
29. 12 Education MailiCourier mins E Safety Procedure 2005 09 08 Advocacy Phone 50 mins E Topic Based Consultation 2005 08 30 Referral Email 5 mins 3 External Services gt Tools and Utilities Page s 1 To record a new phone call fax or e mail 3 Click on Add Note COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GB CARIS fi Jason Marceau Program C 39147 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YFV CARIS Create Communication Note Waiting Lists gt Beds gt Eligibility Lists Date 72272005 EM Internal Referrals Type Service Request gt Case Transfers Contact Method Fr gt Reports Duration minutes v Y Organization Hotes Noies Communication Notes Announcement Facility Incident Report Safety Procedure 4 Save Cancel Topic Based Consultation gencia Cancel amp Aliant Carma Today s date will automatically default to the date line but if you have hand recorded calls from an earlier date and you wish to record them you can select the appropriate date from the drop down calendar 4 Select the type of communication from the drop down list GB CARIS Login Name Ann YFV Login Time 9 22 2005 2 22 43 PM a Search Help f Jason Marceau Program C 39147 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activit
30. 2005 08 22 12 52 Reports y Facility Notes Page s 1 Administrative Log Announcement Facility Incident Report Safety Procedure Topic Based Consultation Tools and Utilities The incident will be recorded in the Activities file 3 8 6 Logging a Topic Based Consultation A Topic Based Consultation is an event during which two or more people discuss or consult together about a specific subject or topic that may be clinical but does not have to do with a particular client The system provides a convenient form in which you can record the significant features of such an event Under the heading Organization Notes in the navigation tree 1 Click on Topic Based Consultation This window will display A BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT ES CARIS Build055 Login Name Ann CYMH_ Login Time 8 18 2005 10 46 20 AM Search Adv Search Help Y CARIS Topic Based Consultation Waiting Lists gt Beds gt Internal Referrals Mode v Number of Participants v Case Transfers Duration E y Consultation Type v gt Eligibility Lists Topic gt Reports Facilitators a Y Facility Notes Account Training Account Training2 Administrative Log Account Trainings v Announcement Partners Type Facility Incident Report Safety Procedure lt Topic Based Consultation Tools and Utilit
31. 2005 09 14 Advocacy Fax 5 mins Facilty Incident Report 2005 09 12 Education Mail Courier 60 mins E Safety Procedure 2005 09 08 Advocacy Phone 50 mins z Topic Based Consultation 2005 08 30 Referral Email 5 mins E Page s 1 Cancel Add Note Cancel 2 Click on Add Note While this feature is used primarily to log phone calls and other forms of communication it can be used to record other events in the Notes portion of the form GB CARIS Login Name Ann YFY Login Time 9 22 2005 2 22 43 PM ma Clients v Search Adv Search Help Main Activities My Cases Y YFV CARIS Create Communication Note Waiting Lists gt Beds gt Eligibility Lists Date 72272005 gt Internal Referrals Type Information v PA NA Contact Method Phone Y d seal n Duration minutes 15 v z Notes Wednesday s meeting is at 2 00p m insteasd of 1 30 p m Announcement Facility Incident Report Safety Procedure Topic Based Consultation External Services Tools and Utilities 3 Make the appropriate selections from the Drop Down Lists and add a Note describing the event 4 Click Save The event will then be recorded and displayed on the Communication Notes page for 30 days At the end of 30 days it will disappear off the page but can be retrieved for viewing by using the Time Filter to select a date within thirty days following the event 3 8 4 Logging Telephone calls Faxes e mails
32. 3 42 Editing an Elgibilty LiSt sui adi ii 66 3 4 3 Deleting an Eligibility List ccoooccccconicioconncoccnccncnconannconanoccnanonononcnnanncnnanoss 67 3 4 4 Completing an Eligibility LISt oooocccconnncnnococcnncnoonnncnnoroncononennnnnncoconanencononons 67 3 4 9 Eligibility List SUMMA sirist riiin ii ltd ld 68 3 4 6 Adding a Participant to an Eligibility List oooccoonncconcnnccncnnnnnnnnnnnnnnnnnononoss 69 3 5 A aaea eTa aaa E a aaa E ai e 11 3 9 1 Generating a Repo msc da deba loe A ES 71 3 6 A led soars 72 3 6 1 Making Referral Observations ccccooncccccocncccnoccnnononcnncnnncnncnnoncnnononnnnnnnnnnnnnanennonanens 72 3 1 Case Transit acia decai ici 73 3 8 ORGANIZATION NOTES Also referred to as Facility Notes cocooooconc 76 3 8 1 Creating an ANNOUNCEMENK ccccceseceecseseeeceenseecceuseeessaeeessaseessaseesssaseeessageees 76 3 8 2 Deleting an ANNOUNCEMENT c oocccconccccocnccoononononnnonnnconannnonannnnnnnnononnnnnnnnnnnnnnrnannconanos 78 3 8 3 Logging a COMMUNICATION Note o coonccnccccccnccccccnncnoncnnconnnonconnncnononnnnonnnrnnconanenennanens 78 3 8 4 Logging Telephone calls Faxes e MallS c cccceeccceeeeeeeeeeeaeeeeceeeeesaeeeeeneeeseaees 79 3 8 5 Recording a Safety Event Fire Smoke TeSt oooncccconncnccococcncoconcnncconcnnconanonononons 83 3 8 6 Logging a Topic Based Consultation cccoon
33. 6 Click Save BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 4 Rip SAR ogin Name Annie SOHH Login Tira 10 31 5008 11 59 31 AM michael O O Clients w Search Y Adv Search Michael Farrington 1022257 VHRP 74880 Follow up Cases Details Relationships Address Book Chose Summary Participante Case Plan Case History Close Y CARIS Case Summary Waking Lists P Beda gt Eligibility Lists Case Type WHRP Referral Date Oct 31 2005 gt Reporte Case Status Foods Accept Reject Date Oct 31 2005 Case kk 74880 Admission Date Oct 31 2005 Organization Hotes Case Manager Villeneuve Ann Est Discharge Date Now 23 2005 Case Notes Referral Source Sel Discharge Date Oet 31 2005 Alerts Referral Mode Walk in Case Close Date Case Forms Phase Daye ha Bed Information Waitlist Information Referral ote The Case Summary now shows the discharge date If there is a reason why the client may not be discharged at this time an Error notice will display which will indicate the reason why the discharge cannot take place The reason must be dealt with before discharging the client GB CARIS Login Marea Arr Login Time e e Ida Ann Lake noz Bifrost 129736 Active Cages Details Relationships Address Book Close Summary Participante Cage Plan Cage History Close myer Error Missing Criteria or Integrity Check s Failed lt lt ence
34. 9 Click Open ss 117 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT BRITISH COLUMBIA Date 2005 09 20 From One Am 3 To Dean Steve 1223 joe rd victoria BC V8V4M4 CA Tel 321 516 5163 Fax 321 516 5163 Subject meeting The next meeting of all Case Managers and Members will be at 9 00 a m on 9 a m on Friday 26th September Amn One You will see the document in Word format You can treat this document as you would any Word document making changes adding or deleting elements or changing formatting You can then Print the document _BRITISH COLUMBIA 4 Agency Specific Functions Most of the functions described in this Manual are common to all the agencies using the CARIS system Some agencies have specific requirements or business practices that only apply to them This section contains some activities which are agency specific 4 1 BED ADMINISTRATION The Bed Administration functions enable an organization to manage a complex residential facility with a diversity of units or wards rooms and bed types The Bed Administration function allows you to add and remove beds rooms and units and change the designation of beds according to gender Open Administration under Beds on the navigation tree B CARIS Build 0 56 Login Name trainingl2PSDHH Login Time 8 25 2005 11 06 24 AM Search Adv Search Help Main Activities My Cases Y CARIS Bed Admini
35. Activities Close y CARIS Medications Waiting Lists Internal Referrals gt Case Transfers Administration Date Filter Today Y View By Medication Eligibility Lists gt Reports Medication Hame Medication Class Prescribing Physician Dosage Start Date End Date Facility Notes i 3 SEPEN ACASA AC Non Prescription as recommended 2005 08 23 2005 09 30 gt Case Hotes Acid Y Case Forms Frequency as recommended Admin Date Time Admin Code Admin By Note Medications Delivery Route oral beinsins Radice fered One Amn Times 9 00 4M 5 00 PM Baiste Time marii gt Tools and Utilities 9 00 PM Bsa n Code Tan Ore AA a Mola A ee ered Hote j Deleting Part o Cr ann 3 Page s 1 Add Medication 3 11 6 Discontinuing a Medication To discontinue a medication 1 Open and expand the applicable medication 2 Click Discontinue GB CARIS Build 0 56 Login Name Ann CYMH Login Time 8 25 2005 11 13 41 AM Clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Medications Waiting Lists Internal Referrals gt Case Transfers Administration Date Filter View By Medication gt Eligibility Lists gt Reports Medication Hame Medication Class Prescribing Physician Dosage Start Date End Date Facility Notes be R g sprintacetasalacile o pr
36. Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Medications Waiting Lists w Internal Referrals Incoming Administration Date Filter View By Medication Outgoing gt Case Transfers Medication Name Medication Class Prescribing Physician Dosage Start Date End Date gt Eligibility Lists Page s 1 gt Reports Facility Notes vy Case Hotes Add Medication General Alerts Attach File Client Based Consultation Client Correspondence Log Progress Notes 2 Health visit Referral Observation Session Notes L amp gal Code vy Case Forms Medications Tools and Utilities Be BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 2 Click Add Medication 3 Fill in the fields as completely as possible KB CARIS WW Build 0 56 Login Name Ann CYMH Login Time 3 23 2005 11 28 54 AM fa Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Add Medication Waiting Lists Y Internal Referrals Incoming Medication Class Nonprescription k Medication Name Aspirin acetasalacylic Aci s Outgoing Prescribing Physician gt Case Transfers Dosage Info as required Delivery Route oral 4 gt Eligibility Lists A Frequency
37. Complete a assessment in moving from referral to admit Record the family members address and other contact information Add the family members to the case Return to the progress note for the second client from your outreach trip As you complete your second progress note a phone call comes in from a client who is upset and wants to be referred to counselling You provide the information to the Well Being Program and record the call The Program Coordinator is out of the office and does not have access to a computer She requests the address of a client Look for the address and give it to the Program Coordinator Now you are able to complete your third progress note You look up at the time and realize it is time for the family mediation You don t have time to complete the third progress note You return from the family mediation and complete a session note recording all the important details bos _BRITISH COLUMBIA You look at the time once again and realize it is time for a client based consultation a case management conference call You are providing consultation to a school district in how to enhance accessibility for a Deaf child You record this client based consultation You finally complete the third progress note in a rush You now have another telephone conference call with a northern police detachment who is interested in setting up a sensitivity training for their officers You complete a topic based consultation note You r
38. Discharging a Client ooocccoonnnccccccnconocnnononcnnos 47 Discontinuing a Medication cccccceeseeeees 98 Editing an Eligibility List 66 Editing an existing Client ooccccconccccncccncnoo 26 Editing an existing Contact occconccccncccccccccoocoo 30 Editing an existing organizatiOn 36 Editing an existing relationShip 40 Eligibility List Management cseceeseeeees 64 Eligibility List Summary ooooccccccccnccnccnncnnoncnnos 68 Evaluations ua 134 Finding a member cccesecessececeseeseseeseeeeens 32 Finding an existing CaS ocococccconccconccconccnnnncoos 51 Finding an existing client ooocccoocccc 24 Finding an existing COntaCt ooccconccccnccccooc 29 Finding an existing organization 35 Finding an existing relationship 39 FUNCION Sia 61 Generating a Document cccoocnncnnnccnccnncnnonnncnnss 115 Generating the Case History cccoocccccnoccncc 58 CIOS S ANY E P E E E N 144 HD ed a Sh de T Logging a Communication Note 78 Logging a Topic Based Consultation 84 LOGGING Mas ca idos 4 6 Logging Medications ooocccoocnccoocnconcncnncnnnnanoss 93 Logging Telephone calls Faxes e mails 79 A cues uelabyacen teats 8 Main Information Area
39. EN 1 Click on Close Case The Close Case window will display l i Ar ipi Michael Farrington 2 5 VHRP 74880 Follow up Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Close Case Waiting Lists Bede gt Eligibility Lists Effective Date rows 2005 El Dis Reason for Closure fcomicied Organization lotes i P cuse Mots Ml close case E Concel Alerts 2 Select the effective date for closing the case 3 Select a reason from the drop down list 4 Click Close Case The Case Summary will display with the date and reason shown and no other options available The Case is closed Lenn Hama aor SDH Login Tima 10015005 11 55 51 AM Michael Farrington 1022257 VHRP 74880 closed Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Case Summary Waiting Lists Beds gt Eligibility Liste Case Type WHRP Referral Date Oct 31 2005 a Case Status Closed Accept Reject Date Oct 31 2005 Case kd 74630 Admission Date Oct 31 2005 Organization Hotes Case Manager Villeneuve Ann Est Discharge Date Nov 23 2005 Case lotes Referral Source Sell Discharge Date Oct 31 2005 Alerts Referral Mode Walk in Case Close Date Oct 31 2005 co E Phase Days 0 Bed Information Waltliat Information Referral Hote Reject Retarr l Accegi Reterr
40. Eligibility Lists gt Reports Facility Notes v Case Hotes General Alerts Sut conca Attach File a J 6 Click Add The attachment will be listed and you can then browse to find another file if you wish GB CARIS Build 0 57 Login Name Ann CYMH Login Time 9 20 2005 11 52 05 AM Ae Clients v Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Attach File Waiting Lists gt Beds gt Internal Referrals iia pS a RRA gt Eligibility Lists HALEY doc 32KB gt Reports Facility Hotes vy Case Hotes General Alerts Submit Cancel Attach File Ses Client Based Consultation 3 12 3 Detaching a File If you change your mind you can detach the attached file 1 Highlight it i j BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GB CARIS Build 0 57 Login Name Ann CYMH Login Time 9 20 2005 11 52 05 AM AN Clients v Search Adv Search Help fi Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close 2 Summary Participants Case Plan Activities Close Y CARIS Attach File Waiting Lists gt Beds gt Internal Referrals Document Name Notice 3 Case Transfers Attachment Dro WES Add gt Eligibility Lists gt Reports Facility Notes vy Case
41. End Date lan7oo0s Facility Notes a liken Hote peaos E gt Case Forms gt Tools and Utilittea 7 Fill in the fields and make the Drop Down List selections 8 Click Save The new Action will be added to the Objective in the Goals and Objectives window acens ft Search J Adv Search Heip Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Goals and Objectives Wadbiney Lists Beds Internal Referrals GOAL Youth Placement in Progrese opts con Betas Eligibility Lista Priority PRIORITY_1 Status Active Critical Date 2005 09 12 ab Start Date 2005 09 12 End Date Facility Notes lote Michael needs a job right away lo pay his rent gt Case Hotes OBJECTIVE Help him retain his own apriment In Progress let Case Forms Priority PRIORITY A Status Pending Activity gt Tools and Utilities Critical Date 2005 03 13 Approach Start Date 2005 09 13 End Date Notte He needs lo beep his apriment where he has ed for three years and where he feels sale ACTION Help him write his resume by the 15th Priority PRIORITY_1 Status Active Start Date 2005 09 13 End Date 2005 09 15 lote ACTION Arrange an interview al Job Search Lid with Fred Bloggs Priority PRIORITY _2 Status Active Start Date 2005 0413 End Date 2005 09 17 Note interview as oon as he has hi
42. Hotes General Alerts Attach File Client Based Consultation Suma cance 2 Click Detach If you are satisfied with the attachment and don t want to add any others 3 Click Submit GB CARIS Build 0 57 Login Name Ann CYMH Login Time 9 20 2005 11 52 05 AM Search Help f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Activities Display Waiting Lists Beds Internal Referrals Activity Filter All Activities gt Case Transfers gt Eligibility Lists File Attachment by Ann 2005 09 20 11 57 Reports Facility Hotes Page s 1 v Case Hotes General Alerts Attach File Client Based Consultation The attachment will be recorded in the Case specific Activities file 3 12 4 Logging Client Correspondence To record client or case specific communications you must first 1 Bring the appropriate client into context 2 Bring the applicable Case into context OB BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 3 GB CARIS Build 0 55 Login Name Ann CYMH Login Time 8 22 2006 1 54 00 PM Michael Farrington Cases Details Relationships Address Book Close Y CARIS Waiting Lists Internal Referrals Case Transfers Eligibility Lists Reports Facility Hotes Case s b AUS A A E N N Case Forms Tools and Utilities
43. L Mostly Understand L Don t Understand L Questions n BRITISH COLUMBIA 5 4 EVALUATIONS 5 4 1 Training Course Evaluation Please complete these evaluations so that we can get an idea of how you feel about the course and how we might improve it for the next time Length of the training Excellent L Good LI OK O Poor LJ Comment Content of the training Excellent Good LI OK O Poor U Comment Presentation of the training Excellent O Good U OK Ll Poor LJ Comment User Manual Excellent L Good LI OK Ll Poor U Comment 5 4 2 Self Evaluation now understand how the system works Very Well O Well enough OU OK O Idont U Comment can use this system now in my job Very Well O Well enough OU OK O Icant O Comment feel confident that know what need to know Very Well L Well enough OU OK O Idont U Comment could use more training Alot O some Ll abit O none LJ Comment would like to have a refresher some time in the future after use the system for a while Es _BRITISH COLUMBIA For sure L Probably L Maybe U Idon t LJ Comment 5 4 3 Understanding the CARIS System Understand L Mostly Understand L Don t Understand Questions What CARIS does Understand L Mostly Understand Questions Security and Privacy Understand L Mostly Understand Questions Basic Procedures Logging In Understand L Mostly Understand Questions Your Screen
44. Moto Eligibility Lists 2 Cook James 1023394 142138 2006 10 05 EN Reports gt Referrals gt Caso Transfers Organization Hotes You may edit the entry at any time by clicking on the Edit button which will return you to the Waiting List form above 3 1 items 3 and 4 3 2 ARCHIVES Archiving of client records is a restricted operation If you are authorized to archive records 1 Expand the Archives function 2 Click on Administration f Simon Templar mxo Crossroads residential 5614 active Cates Detalla Relationships Address Dook Close Dummy Participante Cane Plan Case story Close Y CABS O Archive Records List Vanina Lita v Archives Ayreon Staje 1130 gt Bede gt Reports J Accesalon member 35 Locator Marc Crewe Box Uds gt Retest ats Bou 4578 Cured 2008 00 26 sana Pot seme Tengan Senor 2006 08 20 Orie gt Uigibiity an J Mcesaion number G9ES554443 Locati re MATC Create Box Delete gt Admission and Discharge Forms Akcession number 345678 hecationg MATO Cresta Box Oore gt Clinical Forms and Aesesoments Accession number 87920974007 Le lt shore MATC Creata Doc gt Cave Forma Boe ASHSHSH II hogar HO0B8 00 31 Add Chert Desta One gt Uitties Pasga 1 Create New Acocro The Archive Records List will display The list contains a description of all of the client s records which have been archived To archive another document or document
45. Panlicipants Cade Plan Actwiti a Chee fl ase Exit Summa ru 1 5 10 Activities Clicking on Activities will produce a list of all the activities in which you have been involved during the time frame selected and concerning the activity type selected from the filter If a Case is In Context Section 1 8 then only those activities connected to that Case will be displayed If no Case is In Context the activities displayed will only be those of a general or administrative nature and will NOT include Case specific activities Note that there will always be a Client in _BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRA context if there is a Case in context but you can have a Client in context without a Case There is no Activities function associated with just a Client 88 CARIS O TNA ares ees Search Adv Search Help Login Time 3 24 2006 11 00 03 AM Clients Y Adv Search Main Activities My Cases y CARIS Activities Search Waiting Lists Beds gt Eligibility Lists Start Date 8116 2006 lt October2005 gt Ad End Date 3 24 2006 237307 1 7 Ma 1 Display Activities Organization Hotes 21 22 28 29 348 Time Frame Today 3 24 2006 With no Case in context you can access any non case specific activities by defining the time frame and clicking Display Activities GB CARIS Login Time 3 24 2006 11 00 03 AM a a ne Activ
46. System functions become available or not depending on what context you are in There are three contexts CARIS system Client Case In metaphorical terms it s like the following CARIS context is the filing cabinet Client context is the client s set of file folders with his her name and address on the tabs and Case context contains the information in an individual client case file folder and enables you to read or add to the details of the worker client interactions CARIS context is simply logging in and having access to reports and notifications prior to selecting a single client record for use Administrators for instance may spend most of their time in CARIS context producing reports Client context orients the system function around a client and enables the user to have access to the client s demographic information and list of cases This is a higher level view of the client shared amongst workers and provides no clinical details Case context orients the system to provide functions for management of the individual case A client may have more than one case but case context provides user functions for one case at a time The current context can be seen at anytime by viewing the context bar The Client in Context will be to the left and the Case in Context will be shown to the right f Michael Farrington Victory Hill Residential Program 9042 Active Derti Details Reltignehipa Adireas Book Lite Sunny
47. b Eligibility Lists Priority PRIORITY 1 Status Active Reports Critical Date 2005 09 12 des Start Date 2005 09 12 End Dates Facility lotes bote Michael needs a job righi away bo pay hes rend Case Hotes OBJECTIVE Help him retain his own apetment In Progress b Case Forme Priority PRIORIT Y_i Statins Pending Activity t Tools and Utilities Critical Dates 2005 04 13 Approach Payechological Start Date 2005 08 13 End Date lote He needs to beep his apriment where ha has ved for three years and where he feels sale Pagelsi 1 1 7 4 Case History Activities Clicking on Case History will produce a list of all the activities of the case in context during the time frame selected and concerning the activity type selected from the filter When a Client and or Case is In Context then only those activities connected to that Client Case will be displayed When you click on Case History you will be asked to define the search in terms of type and time frame Login Name A Login Tine A Michael Farrington Cases Detalla Relationships Address Book Close gax O Activities Search Activity Type Filter Wating Lists gt Beda r Internal Referrals Keyword Case Tranatera Actrty Type gt Eligibility Liste gt Reporte Facility Notes gt Case lotes Case Forms Toots and Utilities nt Dale Erd Daie Display Activties ill Cancel When you have selected the appropriate filters clic
48. daa High when recording a TB Consultation Topic Based Consultation Page s 1 Your announcement shows up on everyone s Main Page 3 8 2 Deleting an Announcement Deleted messages disappear from everyone s Main Page so be careful before you delete an Announcement If you are authorized to delete announcements the Delete button will be active If you are not authorized to perform this action the button will be grayed out To delete an announcement 1 Click delete for that particular announcement The announcement will disappear 3 8 3 Logging a Communication Note Various events occurring in the agency require logging for future reference The business practices of the agency will indicate which events require logging To log an event 1 Open Communication Notes under the Organization Notes heading in the navigation tree You will see a list of logged communication notes sl 78 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GB CARIS Main Activities My Cases External Services Tools and Utilities Y YFV CARIS Communication Notes Waiting Lists Beds Time Filter Eligibility Lists Date Type Method Duration Hotes Internal Referrals 2005 09 21 Referral Email Unknown Status P Sase Ta 2005 09 21 Advocacy Walk in Unknown Status Meda 2005 09 21 Referral Phone Unknown Status Y Organization Hotes CEE AENA 2005 09 21 Service Request Walk in Unknown Status 3 ad
49. in the navigation tree 3 1 WAITING LISTS The Waiting Lists represent a group of lists established by each agency and unique to each agency that reflect case types and programs available at the agency Clients may be placed on a list only if they are in Pre Admit mode The lists simply contain the names of clients who wish to participate in the particular activity and do not indicate a priority Priorities for admission are the responsibility of the case workers involved To add a client to a Wait List place the client In Context 1 Click on Waiting Lists GB CARIS Login Mama Ann Login Tiree 10 5 2006 11 32 40 AM fi James Cook twsa Cates Details Relationships Address Book Close Fess frene a Search Adv Search nein ATP 142138 Pre Admit Summary Participants Case Plan Case History Close Waiting Lists Summary Y CARIS Waiting Lists Archives gt Beds ant gt Eligibility Lists ype Lee OTE Ewen ae Waiting List ATP _ view b Referrals Vniling List Residential Assessment View Case Transfers Waiting List Residential Treatment t Organization Hotes Wang List Residential NERIMO Alerts Un H Admission and Discharge Forms nad aaa Clinical Forms and Assessments Waiting List WOTP Case Forms Vilaiting List Court Ordered b Utilities Assessment Waling List Mon Court Ordered Assessment Wining List General Trealrment Waiting List ORM
50. ss 121 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GB CARIS Build 0 56 Login Name trainingl2PSDHH Login Time 8 25 2005 11 06 24 AM a clients v Search Adv Search Help Main Activities My Cases Y CARIS Create Room Waiting Lists gt Beds gt Reports Admin Status Active E gt Facility Hotes EN Microsoft Internet Explorer A D Are you sure you want to create this room The newly created room will be added to the Unit on the summary page GB CARIS Build0 56 Login Name training1 PSDHH Login Time 8 25 2005 11 06 24 AM fa Search Help Main Activities My Cases Y CARIS Bed Administration Waiting Lists gt Beds gt Eligibility Lists Status Fiter Unit Fiter Add Unit gt Reports Facility Notes PSDH Unit D Victory Hill Residential Program Active Add Room s Deaf Access Office Community _Add Room Trial Unit 2 Development Administration Active Add Room Trial unit 4 Youth Transition Administration Active Add Room Scenic Unit 1 Consultative Services Active Add Room CS Test Run Unit Consultative Services Active Add Room DAO Test Run Unit Deat Access Office Active Add Room CDA Test Run Unit Community Development Administration Active Add Room VHRP Test Run Unit Victory Hill Residential Program Active Add Room LNT and Admin Test Run Unit Youth Transition Administration Active Add Room Ryan s Ui Victory Hill Residential Program Active Add Room C
51. 0 Active Cases Details Pelationehips Address Dock Close Summary Participants Case Plin Case History Clone CARS O Case Summary Wenking Lists gt Aithes Badi Cane Typa Espora Gorny Fortea al fate Ang 06 A Case Status Active Accept Reject Date upg 30 2006 Case lh 6500 Amia sn Dite Sp 22006 gt Organtcalion Hotes Cane Manager HARCEAL JASON bet Diechur ge Dates gt Uoubiiny Lite Peterral Source ares Dinchras ge Date b Alerts Referral Mode Fas Case Close Date Admisci n and Discharge Forma Phase Dura 0 Discharge Fom Pequiro Caro Plan Mo Faapito Ho Fotentlts Peter ral Ne Y Case Forms Cent Designation Designation Date Meeting ar Contaci Mote MHA Stati Admisnion Type Arteriment AGA File Boal bodice matini Docunarta roces Marnganert Waitlist Information Pre soniad History sme Fraserem bore Felett al Mote Ubica 4 Click on Discharge The Discharge Form will display 88 ARIS Login Name a A A A A Michael Farrington nozes VHRP 74880 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Discharge Form Waiting Lists Bees Date rosas ES Eligibility Lists ee gt Reports __ Organization Notes Case Hotes Alerts i E E Responsible Agent g Summary of Services Recewed Po 5 Fill in the appropriate fields with the information required to validate the discharge
52. 0 07 3 Click OK The person will be removed from the list nks 44 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 2 16 CREATING A NEW CASE REFERRAL A client who has been entered into the system is considered a person until a Case has been created for him or her at which time the person becomes a client To create a new case 1 Bring the person into context Section 2 2 B CARIS Build 054 Login Name Ann CYMH Login Time 8 4 2005 10 20 24 AM fl A Search Adv Search Help Michael Farringtgn Cases Details Relationships Address Book Close fi Client Details Farrington Michael gt polera Referrals Case Transfers Family Hame Farrington Given Hame Michael gt Eligibility Lists Middle Initial ase Preferred Name Mike Aliases Eh Gender Male PERRPOrIS Date of Birth 10 Mar 36 Date of Death gt Facility Notes CARIS ID 1000053 Tools and Utilities El Extended Demographics El Address Book Relationships Address Book Edit Client 2 Click on Cases GB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 4 2005 10 20 24 AM ae Clients v Search Adv Search Help fi Michael Farrington Cases Details Relationships Address Book Close Y CARIS Case List Waiting Lists gt Beds 3 gt Internal Referrals base tremors Case Status Filter Eligibility Lists gt Reports Case Type Case Status My Case Role Start Date
53. 005 08 04 2005 09 11 E ted Reginald David Famiy Cousin 2005 09 12 a Eat Facility Hotes Marceau Jason Social Friend 2005 08 26 Case lotes Case Forms Pagetsk 1 Tools and Utilities _ New Relation 1 6 4 Address Book This tag takes you to the Client s pertinent addresses telephone numbers and e mail address s You may add as many addresses etc as you require lf there are many different items you can reduce the ones that display by using the Location Type Filter which will then display only e mails addresses or telephone numbers Location Filter Cymh EA Me HM ee E A owe fy eile Cases Details Relationships Address Book Clot Summary Participants Case Plan Case Histo Y CARIS O Address book Management Farrington Michael Beds Internal Referrals Location Type Filter All Type Add Address Case Transfers Eligibility Lists Location Person Uae Start Date End Date Note Reports Facility Notes la Address 21 2345 downlown ave veria EC VBWISZ CA Active Case Notes Case Forma l Email nike a planebeArth ca Active Tools and Utilities 3 Phone 25 888 5670 i Active Page s 1 1 6 5 Close Closes the window and removes the Case from the Context bar returning you to your Main Page with the Client still in context sl 13 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 1 7 CASE CONTEXT Some clients may b
54. 005 11 06 24 AM a Clients v Search Adv Search Y CARIS Waiting Lists gt Beds gt Eligibility Lists gt Reports Facility Hotes Main Activities My Cases m Bed Administration PSDH Unit D Victory Hill Residential Program Active Trial Unit 2 a Active Trial unit 4 Youth Transition Administration Active Scenic Unit 1 Consultative Services Active DAO Test Run Unit Deaf Access Office Active CDA Test Run Unit Community Development Administration Active VHRP Test Run Unit Victory Hill Residential Program Active YT and Admin Test Run Unit Youth Transition Administration Active Ryan s Unit Victory Hill Residential Program Active PSDH Unit B Deaf Access Office Deleted Ect J Add Room PSDH Unit C Community Development Administration Deleted eat J Add Room Trial Unit 1 Consultative Services Deleted Add Room Page s 12 1 Click on Add Unit The Create Unit window will display GB CARIS Build0 56 Login Name training1 PSDHH Login Time 8 25 2005 11 06 24 AM ta Clients w Search Adv Search Help Y CARIS Waiting Lists Y Beds Administration Management Reservations Occupancy gt Eligibility Lists gt Reports Facility Hotes Main Activities My Cases Create Unit Program Admin Status Active 1 En Ez 2 Enter the name of the Unit 3 Click on the appropriate program 4 Click Save 120 CARIS User Manual 2006
55. 06 10 02 Er Ho of Charge Ada Delete DSM IV TR Diagnostic ICD 10 Diagnostic Classification car xj Progress Notes Y Case Forms tarh Fie 3 Fill in the Order 4 Click Save The new order is now added to the list 3 12 7 Personal History You can make notes regarding the personal history of your client 1 Click on Personal History in the expanded Case Forms list 3 i ARIS Login Marne Ari Login Time 1240006 1216 PM Ida Ann Lake toz Bifrost 129736 Active Coses Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Personal History Alerta Meeting Minutes Crd Caraidh irere Dieses Medi 2 Fill in the form with the information you wish to record 3 Click Create Note The note will be saved and appear in the Case History file E BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 3 12 8 Presenting Issues This form allows you to record various issues on an on going basis To record an issue 1 Expand Case Notes 2 Click on Presenting Issues GB CARIS Login Name Ann YFV Login Time 3 22 2005 4 31 43 PM tiens Search Adv Search Help Jason Marceau Program B 35749 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YFV CARIS Presenting Issues Waiting Lists A Presen
56. 5 characters wide TEXTBOX n Textbox Blank textbox n characters wide SENDER_LAST_NAME Sender last name SENDER_FIRST_NAME Sender first name SENDER_MIDDLE_NAME Sender middie name SENDER_DOB Sender date of birth SENDER_GENDER Sender gender RECEIVER_LAST_NAME Receiver last name RECEIVER_FIRST_NAME Receiver first name RECEIVER_MIDOLE_NAME Receiver middie name RECEIVER_DOBG Receiver date of birth RECEIVER_GENDER Receiver gender CASE _ID Case Identifer FTODA YA Today s date E Tag Reference To use the Tags copy and Paste them into the body of your letter where you need them nks 112 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT Fie Edt View Favores Tools Help Om O DAG Po drow O B a DDS Address ry http app01 logklynx com skase Main Activities My Cases Y CARIS Create Template war ts Beds Date Crested Case Transfers Varali F gt Eligibility Lists gt Reports Description Nobce of Meeting Facility Notes Y Tools and Utilities Y Templates Body The next meeting of all Case Managers and Members will be at 9 00 a m on Sam on Friday 26th September SENDER_FIRST_NAME SENDER LASF WAME 3 Tag Reference Tal Description Hote EXTBO Textbox Blanik textbox 25 characters wide STEXTBOX n Textbox Btank textbox n characters wide SSENDER_LAST_NAME Sender last name SSENDER_FIRST_NAME Sender first name SENDER_MIDOLE_NAME Sender middie name SSEN
57. 6 2 11 Creating a new Relationship cccocooccncccocnncoconnnnononcnnnnnnnnnnnnannnnnnnnnnnnnannnnonannnnnnnns 37 2 12 Finding an existing relati0ONSNIP coooccconnnicconncoconcconnnconanoconanoconanonnnnononnnnnnannnonanns 39 2 13 Editing an existing relatiONShHlIp ccoooccccooonncconnccnonoconnnccnnnncnnanononanonnanononnnnnnannconanos 40 2 14 Creating at AMNate ii dit 41 2 15 Removing an Affiliate or a Member o ooncccccccccncocccnncconcnnconononnnnoncnnnnnnronconanennonnncnnnnos 44 2 16 Creating a New Case Referral ooocccccconcccococnncoconcnnnonanonnonannnnononcnnnnannnnnnannnnnnons 45 A e A cere Re ete ene oe eee ee ee 47 2 19 1521 G18 Kr 1k gt erento eee eee eg te Seer er eee ee eee eee ce eee 49 219 RINGING All existing Case aio 51 2 20 Admiting a Clentaunin dida ds id Ad atc 51 2 21 Adding a Member to a Case oocccccocccccccncnncccononccnonnnnncnncononnnnnnnnnnnnnonannnnnnnnrnnnnnnnnnnnnanass 52 222 Developing a CASE Plot liaiaass 54 ZAZA A A A 54 222 2 realidad datada icosiia 55 2223 O A 56 2 23 Generating the Case HIStOIY ccccoooncccoconnncccnononnccnnnncnconnnnnnonnnnnonnonononcnnnnnnnnnnnnannnnnnnns 58 SA e SUE vantages dataset acininsau A fiaenicadaeneete a 61 3 1 VIP A A II O aoncoutetaeentaeisetvads 61 3 2 NA E o E 5 O e NA 63 3 3 Bea Mana denegada a dla soto do 64 3 4 Eligibility LIST Management cial 64 3 4 1 Adding a new Eligibility Strasse 65
58. 8 Advocacy 3 gt External Services 2005 06 30 Referral m Em gt Tools and Utilities Page s 1 12 3 8 5 Recording a Safety Event Fire Smoke Test To record a safety incident or event 1 Click on Safety Procedure in the navigation tree under Organization Notes 2 Fill in the appropriate fields using the drop down list to identify the type of event sl 83 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GB CARIS Build 0 55 Login Name Ann CYMH Login Time 8 18 2005 10 46 20 AM tar Clients v Search Adv Search Help Main Activities My Cases Y CARIS Safety Procedure Waiting Lists gt Beds gt Internal Referrals Date 872272005 Time f 2 00 AM ill gt Case Transfers Procedure Type Smoke Detectors v DAI ee Notes Small fire in washroom caused by cigarette in waste basket Reports vy Facility Notes Administrative Log Announcement Add Attachment i Facility Incident Report Fire Report doc 29KB Safety Procedure Topic Based Consultation Tools and Utilities En En 3 Add an attachment if available 4 Submit 83 CARIS Build 0 55 Login Name Ann CYMH Login Time 8 18 2005 10 46 20 AM Search Help Main Activities My Cases y CARIS Activities Display Waiting Lists gt Beds gt Internal Referrals Activity Filter All Activities v Case Transfers Eligibility Lists Safety Procedure by Ann
59. A CARIS User Manual 2006 YFPS Version 1 0 DRAFT 6 Click on Assign Case Member The member will now be included in the Participants List as a Case Worker in this example f Jason Marceau Victory Hill Residential Program 8092 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close r CARIS Participants List Wasting Lists Beds gt Eligibility Lists Reports lane Case Access Start Date End Date Facility Notes AMA ane Manege bio Gree Macdonsid Andy Case Worker 2005 08 26 Alerts Page s 1 Case Forma Hane Role Start Date End Date Page sy 1 2 22 DEVELOPING A CASE PLAN The term Case Plan as used in this system refers to the Goals and Objectives set by the Case Manager and probably Case Members and the Client for the particular Case that is In Context 2 22 1 Creating a Goal The Goal is the broad conclusion to the Case that the Plan is aimed at achieving To Create the Goal bring the Client and the Case into Context 1 Click on Case Plan E gt Login Name Aa CYMH Login Time 9 13 2004 1244 PS Set Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Y CARIS Wating Lists Beds Internal Referrals bs Gaaki ana P gt Case Transfers 1 gt Eligibility Lists Page s 1 Reports gt Facil
60. B CARIS Case Summary Case Type Cymh Outreach Case Status Pre Admit Case Id 1289 Case Manager One Ann_3 Referral Source Self Referral Mode Walk in Bed Information Waitlist Information cues Search Adu Search Help Cymh Outreach 1289 Pre Admit Summary Participants Case Plan Activities Close Referral Date Aug 04 2005 Accept Reject Date Aug 04 2005 Admission Date Est Discharge Date Discharge Date Case Close Date 3 Expand Case Notes and 4 Click on Client Correspondence Log Build 0 55 Login Name Ann CYMH Login Time 8 22 2005 1 54 00 PM Y CARIS Waiting Lists Internal Referrals Case Transfers Eligibility Lists gt Reports Facility Hotes v Case Hotes General Alerts Attach File Michael Farrington Cases Details Relationships Address Book Close Correspondence Log Cymh Outreach 1289 Pre Admit Summary Participants Case Plan Activities Close Time Filter 8 2212005 Event Id Date Direction Type Method Duration Hotes Client Based Consultation Client Correspondence Log Progress Notes Health Visit Referral Observation Session Notes Legal Code Case Forms Tools and Utilities H COLUMBIA 4 5 Click Add Event Page s 1 9 CARIS User Manual 2006 YFPS Version 1 0 DRAFT 105 GB CARIS Build 0 55 Login Name Ann C YMH Login Time 8 22 2005 1 54 00 PM ha Cli
61. Bed A bed in a Room which may be allocated to a client Case Report A Case Report is an automatically generated report that summarizes the User s cases using pre established criteria Contact A person of interest to a specific client or of general interest If the contact is of interest to a client like a minister or relative that person will be attached to a client s file as a relationship General contacts will just be listed like a police officer social worker or physician someone you may want to contact Context The term In Context as used in this system means the Client and or Case whose names appear in the Context Bar Critical Date The date upon which a particular event either did occur or should occur in the future End Date The date upon which an event is scheduled to end Member Someone attached to a client s case who is involved and who has access to the file Normally only other case workers clinicians supervisors or involved professionals can be members Partner A Partner is an individual or a group who is working in association with a person or group in the agency Recipient A Recipient is an individual or a group who represent the audience for an activity or event Relationship Someone attached to a client s file other than an affiliate A relationship can be a contact a member or another client This is in general used for family members Referral The process of referring
62. DER_DOBS Sender date of birth SENDER_GENDER Sender gender RECEIVER_LAST NAMES Receiver last name PRECEIVER_FIRST_NAMES Receiver first name SRECEIVER_MDDLE_NAMES Receiver middle name SRECEIVER_DOBS Receiver date of birth SRECEIVER_GENDERS Receiver gender CASE _IDe Case idertifer TODAY Today s date 8 Save the template The template will now be added to the list of templates Login Hama Annie HH Login Tims 202008 11205 Al f Michael Farrington Cases Details Relationships Address Book Close Y CARIS Templates Waiting Lists Beds Template lame Version Date Created Description Internal Referrals omar 1 02 2005 07 19 View Delete Deactivate Case Transfers Meeting llotice 1 2005 09 20 Eligibility Lists e Letter 11 2005 07 19 El view J Delte Deactivate a Template of mine 20001 2005 07 14 F Y Tools arden Page s 4 Templates Create Template You will see that with no Case In Context the Generate Doc option is grayed out When you bring a Case In Context this option will then be available EAS BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT fullg 0157 Login Hama Ane AH legen Ther Michael Farrington Cymh Outreach 1289 active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close P Beda Template Marne Version Date Created Description gt Internal Referrals C
63. Development Administration VHRP Test Run Unit Wictory Hill Residential Program YT and Admin Test Run Unit Youth Transition Administration Active Ryan s Unit Victory Hill Residential Program Active Cottage 1 Deaf Access Office Active Room1 Active Bed A Regular Female Active Room 2 Active PSDH Unit A Consultative Services Deleted Ect J Ada Room PSDH Unit B Deaf Access Office Deleted eat Ada room PSDH Unit C Community Development Administration Deleted Eat ada Room Administration Ect Add Room z gt BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 4 1 4 Bed Management The Bed Management function opens a window that contains a list of all the units rooms and beds available to the agency If you are authorized to do so you can edit any of the elements by clicking on Edit fi Michael Farrington Community Development Administration 8986 Active Cases Detalla Relationships Address Book Clone Summary Participants Case Plan Case History Close Y CAPRIS Bed Management Wating Lists YT Beds Administration Und Fitter All t Management Reservations Bed lame Status Type Gender Note Occupancy ro Unit Special Needs Active Special Needs hate whine sperms Lita Cottage 1 Room1 Bed A Active Regular Female its Cottage 1 Room 2 Bed 1 Active Regular Ede t Facility Motes a CS Test Run Unit Boy room B Acie Regular See CS Test Run Unit Boy room B2 Ac
64. Discharge Forms Y Case Forms Meeting and Contact Note Attach File Progress Notes The note is saved and entered in the Case History file as an activity 3 12 2 Attaching a File To attach a file to a specific Case 1 Bring the Client and Case into Context 2 Expand Case notes in the navigation tree The Attach File window will display ss 102 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GB CARIS Build 0 57 Login Name Ann CYMH_ Login Time 9 20 2005 11 52 05 AM fa Search Help f Michael Farrington A Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Attach File Waiting Lists gt Beds gt Internal Referrals Ss TO eel Cii N A gt Eligibility Lists gt Reports gt Facility Hotes v Case Hotes General Alerts Submit l Cancel 3 Give the document a name 4 Browse to locate the file you wish to attach 5 Click on it to bring it into the Attachment field EB CARIS Build 0 57 Login Name Anm CYMH Login Time 9 20 2005 11 52 05 AM Adv Search Help Michael Farrington Cymh Outreach 1289 active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Attach File Waiting Lists Beds Internal Referrals siii gt Case Transfers ii WFs01 WUsers Profiles mike LLTiMy Documents My Documentstmike stpers gt
65. Display Understand L Mostly Understand Questions Context Bar Understand L Mostly Understand Questions Navigation Tree Understand L Mostly Understand tepa _BRITISH COLUMBIA Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Questions Main Information Area Understand L Mostly Understand L Don t Understand Questions Client Context Understand L Mostly Understand L Don t Understand Questions Case Context Understand L Mostly Understand L Don t Understand Questions Searching for a Client Contact Member or Organization Basic Search Understand Mostly Understand L Don t Understand Questions Advanced Search Understand L Mostly Understand L Don t Understand Questions Client and Case Management Create a new client Understand L Mostly Understand L Don t Understand L Questions Find an existing client Understand L Mostly Understand L Don t Understand L tepa _BRITISH COLUMBIA Questions Edit an existing Client Understand L Mostly Understand Questions Create a new contact Understand L Mostly Understand Questions Find an existing contact Understand L Mostly Understand Questions Edit an existing contact Understand L Mostly Understand Questions Find a member Understand L Mostly Understand Questions
66. E Lina Waiting List YSOTP wailing List ATP Wailing List Psycho Education 2 Select the list to which you wish to add a client and 3 Click on View If the Wait List selected is not applicable to your client a note will display _BRITISH COLUMBIA g APS Login Mama Arr Login Time e 1240 AM James Cook 1022201 ATP 142138 Pre Admit Summary Participants Case Plan Cage History Close y CARIS Waiting List Residential Treatment Priority Full Name CARIS ID Case Date Added Hebe Microsolt Internet Explorer Ce A CI ECE CA James Cook 1022204 ATP 142138 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Waiting List Wating Lists gt Archives gt Beds Priority gt Eligibility Lists Ful Name Cook James Reports Notes Referrals gt Case Transfers zj Organization Notes gt Alerts Add to Waitist Cancel 4 Fill in the appropriate fields 5 Click on Add to Waitlist The client is now added to the list BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GS CARIS fi James Cook uws ATP 142138 Pre Admit Cases Details Relationships Address Book Close i Summary Participants Case Plan Case History Close E Waiting List ATP Wading Lists P Archives gt Bede _Priorty_Fulilame CARS CoeoX Date Added
67. Home Tools and Utilities Religious Practice Christian Not Included Elsewhere Household Composition Group Setting Aboriginal Origin Non aboriginal Dental Plan Band Status Ho si PEH ae Guardianship Status Cfes Temporary Custody PHH 6546549641 Disability i SIN Number Identifying Marks as Location Use Start Date End Date Hotes oe 2 2005 07 123 23423 Some Street Victoria BC 8X4H4 C4 Primary 2005 07 12700 00 00 42T00 00 00 321 516 5163 Primary 2005 07 12700 00 00 seas 00 123 Street Name Victoria BC YOWOWO CA ICMvVYork 2005 07 26T00 00 00 ios z R E y al 26700 00 00 3 Page s 1 Relationships Address Book Edit Client 12 Check the demographics 2 3 EDITING AN EXISTING CLIENT Editing client demographics may be a function that you have not been authorized to perform If this is the case the Edit Client button will be grayed out and you will be unable to perform this operation To edit the file of an existing client once you have found the client and confirmed the identity 1 Click the Edit Client button AMI Login Hame A Login Tma M0s ir Ab f Michael Farrington Cymh Outreach 1289 Pre Admit Summary Participants Case Plan Case History Close Cases Details Relationships Address Book Close Y CAPRIS W Edit Client Farrington Michael Waiting Lists gt Internal Referrals b Case Transfers E Basic Demographics
68. Info Time s C gt Reports gt Facility Notes Start Date 8 23 2005 End Date Y Case Hotes Do not exceed recommended dosage Administration Instruction General Alerts Attach File Client Based Consultation Add Medication Client Correspondence Log Proaress Notes NOTE To ensure correct medication description a Search option is provided 4 Click on the s GB CARIS Build0 56 Login Name Anni2CYMH Login Time 8 23 2005 11 28 54 AM ES ee Clients v Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Add Medication Waiting Lists Y Internal Referrals Incoming Medication Class Nonprescription Medication Name s Outgoing Prescribing Physician gt Case Transfers gt Eligibility Lists Search Codes Input aspirin Code Selector Dosage Into Frequency Info Reports Acetasalacylic Acid asprin Start Date cetasalacylic Acid aspirin gt Facility Hotes Aggrenox aspirin Dipyridamole ES Aspirin Dipyridamole aggrenox Administration Instruction Aspirin acetasalacylic Acid General Alerts Attach File Client Based Consutation Client Correspondence Log Progress Notes Health visit Referral Observation Session Notes Legal Code vy Case Forms Medications Tools and Ut
69. Information Services Branch CARIS Community and Residential Information System IISC Project A18 Ministry of Children and Family Development 2005 User Manual Youth Forensic Psychiatric Services October 2006 Version 1 0 DRAFT Pa BRITISH COLUMBIA Revisions Date Revision ____________________ A AE October 5th Version 1 0 Draft PA This Version of the CARIS System User Manual is specifically for the use of Youth Forensic Psychiatric Services YFPS Table of Contents 1 General Information and Procedures ooccccccnnccccocnonoconcnnconannncnnonnnnnonnnnnnnnnnnnnnannnnonnnnnnnnanoss 1 1 1 HOWO Use EMIS Manaos ind dt lilas 1 1 2 Tne CARTS SV SM dlls 2 1 3 Wial CARIS dd Suit dls 2 1 4 Secundarias 3 1 5 Basic OG COC S rta ato 4 Sh EOGI e acota 4 1S2 WOU Screen DIS 7 HSS SOME Dart dpi 7 WO Navigation Teens o a A o a nace T 15 5 Main Information AT A A A 7 15 6 A ntertace Mts A A A 7 1 5 7 Search and Advanced Search occccconnnccccnnocccconoccconnncnonanonnnnonnnonannncononnnnnnnannnnnnannnnnnos 7 A A T LSS Mala rene trie nr armen Char tere re eee eer pre ere ee ee ey 8 1540 PACTS S iaa 8 We MY CASES td Eon 10 1 6 ClentConte saat cs stasis tat Sees acai diia 10 LOT Cases oi tido 11 1 6 2 Detalla e OL aly 12 A ee ee E eee 13 TOA Address BOOK dd E nit 13 LOS COSE aa pease eters sed oa sull et ries ee ane cetacean a ethane A nt eauedas 13 1 7 EA aside ai
70. List Wading Lists Beda gt Internal Referrals Case Transfers Hame Case Access Start Date End Date Sa A One Ann_3 Case Manager 2005 08 04 pee Huber Anna Maria Case Worker 2005 08 08 2005 08 30 b Facility Notes Page st 4 eesti dd llame Role Start Date End Date gt Tools and Utilities Reginald David General 2005 08 22 Dean Steve General 2005 08 22 Theresa Elizabeth General 2005 08 22 2005 10 07 Remove Haugen Jason Les Legal Guardian 2006 03 24 Page s 1 The new affiliate will display in the Affiliates list 2 15 REMOVING AN AFFILIATE OR A MEMBER To remove an affiliate or a member from the Case list With the Client Case in context 1 Click on Participants 2 Click on Remove beside the person s name A prompt will display asking if you really want to remove that person f Michael Farrington Cymh Outreach 1289 Pre Admit ses Detalla Relationships Address Book Close Summary Participants Case Plan Case History Close CARIS Participants List Waiting Lists gt Internal Referrals gt Case Transfers Eligibility Lists lame Case Access Start Date Enel Date gt Reports One Ann_3 Case Manager 2005 08 04 Polly Notes Huber Anna Maria Case Worker 2005 08 08 2005 08 30 Microsoft Internet Explorer gt Case Hotes A plore b Case Forms E Affiliates 2 Are you sure you want remove this participant from the case Tools and Utilitics Theresa Elizabeth Generel 2005 08 22 2005 1
71. Lists gt Beds gt Internal Referrals GOAL Youth Placemert In Progress eee Gosi eta gt Eligibility Lists Priority PRIORITY _1 Status Active Critical Date 2005 09 12 gt paren Start Date 2005 09 12 End Date gt Facility Hotes Note Michael needs a job right away to pay his rent gt Case Hotes OBJECTIVE Help hin retain his own sprtment In Progress et Case Forms Priority PRIORITY_1 Status Pending Activity gt Tools and Utilities Critical Date 2005 09 13 Approach Psychological Start Date 2005 09 13 End Date Note He needs to keep his apriment where he has bed for three years and where he feels sate ACTION Help him write his resume by the 15th Priority PRIORITY_1 Status Active Start Date 2005 09 13 End Date 2005 09 15 Hote 6 Page s 1 Create Goal To achieve the Objective you will probably need to take other Actions 6 w BRITISH COLUMBIA Click on Create Action again CARIS User Manual 2006 YFPS Version 1 0 DRAFT a Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Gase History Close Y CARIS Create Action Waiting Lists Beda b Internal Referrals Objective Help him retain his own aprtment b Case Transfers Actio Arrange an interview at Job Search Lid with Fred Bloggs gt Eligibility Lists Priority Priory 2 Status Active porta Critical Date pnanos
72. Medication Name Medication Class Prescribing Physician Dosage Start Date End Date gt Facility Notes Aspirin acetasalacylic a i Non Prescription as recommended 2005 08 23 2005 09 30 gt Case Hotes Acid Y Case Forms Frequency as recommended Admin Date Time Admin Code Admin By Hote Madicdl na Delivery Route oral 2005 08 25 11 15 00 Administered One Ann_3 Times 9 00 4M 5 00 PM gt Tools and Utilities 9 00 PM 2005 08 25 12 00 00 Administered One Ann_3 Hote 3 Page s 1 Add Medication 4 Click Delete 5 Proceed as in Section 3 7 3 11 8 The OTC Checklist A checklist is provided to record the use of any Over The Counter medications that the client customarily uses or intends to use This provides a quick reference based on experience or other evidence concerning the client s compatibility with or success with OTC medications 1 Expand Case Forms 2 Click on Medication Management 3 Click on OTC Checklist BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GB CARIS Login Name Ann YFY Login Time 9 22 2005 3 45 08 PM __ Clients v Search Adv Search Help Jason Marceau Program B 35749 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YFV CARIS OTC Checklist Summary Waiting Lists gt Eligibility Lists Date Signed Off by Physician Placed in Client s Central File Internal Referrals gt Case Transfers Page s 1
73. O USE THIS MANUAL This Manual is divided into seven sections Section 1 General Information and Procedures Provides a general overview of the system what it does and a discussion on security and privacy lt then provides detailed procedures for performing the common actions such as logging in working with context and so on Section 2 Client and Case Management Provides step by step instructions for performing the daily client case management operations Section 3 Functions Provides a description and methods of use of specific functions such as alerts notes files amp documents referrals forms reports and so on es BRITISH COLUMBIA Section 4 Agency Specific Functions Descriptions of functions which are specific to a particular agency Section 5 Training Plan and Scenarios Provides training scenarios and self evaluation charts Section 6 Glossary Provides a glossary of terms used in this manual Section 7 Index Each section contains descriptive text usually a screenshot of what you may expect to see when you perform an action and action commands to perform the operation The commands are in the form of numbered text i e 1 Click on OK 2 Fill in the text box 3 Click on close Note that the screenshots shown may differ slightly from the ones you actually see due to the sample names agencies or descriptions we have used for demonstration purposes System updates may also require mo
74. RGANIZATION To create a new organization is to add an organization to the database Organizations are either external such as the YW YMCA Jubilee Hospital or another government department or agency or they could be an internal department or agency such as Child Care or Special Needs The listing will provide descriptive and contact information for the organization To avoid duplication the system requires you to perform a search for the organization before you create a new one To Create or enter a New Organization 1 Perform a search as in 1 8 1 or 1 8 2 NOTE You may want to search using a variety of input criteria since people often refer to organizations in different ways For example The Y or YMCA and do not use its full name So if someone has entered the Young Women s and Men s Christian Association in the database as the organization name typing YMCA into the search criteria field would not register a hit and thus will not bring up the organization If the search produces no results 2 Click on Create Organization GB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 8 2005 11 34 33 AM YMCA Search Adv Search Help Main Activities My Cases Y CARIS Organization Search Results Waiting Lists 2 gt Beds gt Internal Referrals Organization Hame Organization Type gt Case Transfers The search returned no results gt Eligibility Lists You can try advanced sea
75. Referral window will display Check the Case Information in the Case context area to make sure it is correct then 5 Click Accept Referral If you wish to make a change click Cancel and you will be returned to the Create Case window A BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT Es 5 A rl f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS O Case Summary b Internal Referrals b Case Transfers Cave Type Cymh Cutreach Referral Date ug 04 2005 Case Status Pre Acdrril Accept Reject Date Aaig 04 2005 e Lite Case td 1289 Admission Date 6 Reports Case Manager One Ann_3 Est Discharge Date Facility Notes Referral Source Sell Discharge Date Case Motes Referral Mode Walk in Case Close Date Bed information gt Case Forms gt Tools and Utilities Waitliet Information Reject Reterral Accept Reterral Cancd Case Se E Discharge Close Cose The client is now in the pre admit stage You may leave the client there until you are ready to admit him or her at a future date or admit 6 the client now NOTE You may have found during the creation of this new case that the client is not suitable for the Case or Program that you were considering If you decide not to continue with the case you may Cancel 7 the case
76. S Version 1 0 DRAFT GB CARIS Login Name Ann YFV Login Time 9 22 2005 3 45 08 PM A Search Adv Search Help f Jason Marceau Program B 35749 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YFV CARIS OTC Checklist Summary Waiting Lists gt Eligibility Lists Date Signed Off by Physician Placed in Client s Central File Internal Referrals 2005 09 22 No No Case Transfers gt Reports Page s 1 Organization Hotes Client Forms Add gt Case Hotes Alerts Y Case Forms Lab Tests vy Medication Management Medications The checklist will be displayed on the OTC Checklist Summary window 3 11 9 Provisional Diagnoses See 3 9 3 3 12 CASE FORMS The Case Forms group of functions provide you with a variety of convenient ways to record activities and events that concern your Clients and their Cases The Case Forms Group only display on your navigation tree when a Client and Case are In Context An event or activity that is recorded when both a Client and a Case are In Context will only be viewable when the same Client and Case are In Context 3 12 1 Meeting amp Contact Note This is a form for recording a meeting event and notes relating to the meeting You will see that you can also attach a document to the note for example the meeting minutes 1 Expand the Navigation Tree Case Forms function 2 Click on Me
77. SP view Macdonald Andy MAC view One Ann mac Page s 1 3 Select the member you want from the list and click View e Ar f Jason Marceau Victory Hill Residential Program 8092 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Member Details Andy Macdonald 4 Waiting Lists gt Beds gt Eligibility Lists First Hame Andy Last Name Macdonald Reports Phone Hi Organization MAC Facility Notes Phone Wie es Fam gt Cage lotes Phone Mke sul Ernail Alerta Phone Ek Cage Forme Add to Case If you are sure this is the right member 4 Click on Add to Case 5 Choose the appropriate Role from the drop down list Hags Login Nama AnngPSOHH Login Time 8 26 2005 4 15 45 PM ma Ce i Search Heip Jason Marceau Victory Hill Residential Program 8092 Active 5 Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close CARIS Assign Case Member Visiting Lists 6 Beda gt Eligibility Lists Start Date frenos E me E Reports Cent Neme Merceau Jecon O cosekt mo Facility Notes Wankar iiuna Andy Ma rare Role Cewe E Case Notes i Alerte b Case Forma Both the Start and End dates can be determined by using the pull down calendars The start date will default to today s date The member s role must be selected A BRITISH COLUMBI
78. The option buttons will be grayed out and you won t be able to open the windows 3 4 3 Deleting an Eligibility List If for any reason such as insufficient participants you wish to delete a List if you are authorized to do SO 1 Open the Eligibility list Management window 2 Select the List you wish to delete 3 Click on Delete The list will be deleted and will not show up on the display even when the Al option is selected in the Status Filter 3 4 4 Completing an Eligibility List Completing a List means that you if you are authorized to do so are satisfied that the participation level is acceptable and you are closing the List to further participants and proceeding with the activity or program To complete a List 1 Open the Eligibility list Management window 2 Select the List you wish to complete 3 Click on Complete sl 67 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT ALE DEF Leon Hame A Login Tma e e FM J fi Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close y CARIS Complete Eligibility List P Beds b Internal Referrals Details gt Case Transfers Eqibdity List Nami Computer Literacy v Eligibility Lists Start Date 2005 08 02 End Date 2005 08 03 Management Minimum Participante 5 Mecamumn Participants 0 Summary Reports Participants Faci
79. Tools and Utilities NOTE You will notice that there are no Extended Demographics shown when Scrooge is accessed as a Contact This is a privacy function If you had accessed Scrooge as a Client the Extended Demographics would be viewable and therefore changeable At that point Scrooge as a Contact becomes Scrooge as a Client and a Case may be created for him If you don t create a Case he stays in the database as a Contact You can access anyone in the database as either a Client or a Contact It depends on what you want to do with the person afterwards that determines how you will access them CONTACTS CLIENTS AND MEMBERS To clarify these three person descriptions A Client is a person who is the primary person in a Case and who is receiving a service A Contact is a person who is connected to a Case but who cannot view the Case File or is just a person of interest to the Agency or the Case Worker s A Member is a person who is connected to a specific Case and who has access to the CARIS Case File of that Client 2 6 EDITING AN EXISTING CONTACT Editing contact demographics may be a function that you have not been authorized to perform If this is the case the Edit Contact button will be grayed out and you will be unable to perform this operation To edit the file of an existing contact once you have found the contact and confirmed the identity
80. YFPS Version 1 0 DRAFT 1 GB CARIS Build 0 56 Login Name training1 PSDHH Login Time 8 25 2005 11 06 24 AM hay 2 Clients v Search Adv Search Help Main Activities My Cases Y CARIS Bed Administration Waiting Lists gt Beds gt Eligibility Lists Status Filter Unit Filter All N gt Reports gt Facility Hotes PSDH Unit D victory Hill Residential Program Active ro A Trial unit 4 Youth Transition Administration Scenic Unit 1 Consultative Services Active i CS Test Run Unit Consultative Services Active DAO Test Run Unit Deaf Access Office Active CDA Test Run Unit Community Development Administration Active VHRP Test Run Unit Victory Hill Residential Program Active Ryan s Unit Victory Hill Residential Program Active aa Cottage 1 Deaf Access Office Active Add Room Consultative Services PSDH Unit B Deaf Access Office PSDH Unit C Community Development Administration Deleted Administration The Unit is now added to the list 4 1 2 Adding a Room to a Unit A Unit will contain one or more rooms To add a room to a Unit 1 Click on Add Room The Create Room window will display 2 Give the room a name 3 Click on Save NOTE On almost every operation you perform you will receive a prompt that asks if you really want to perform the operation OK will activate the operation Cancel will take you back to the previous window
81. Youth Forensic Services Aboriginal Agency Youth Services Safety Procedure Topic Based Consutation Tools and Utilities Recipient Victoria High School Organization Type School v Notes pai Minutes of Consultation doc 30KB Start Date 872272005 End Date 872272005 Bale Record Consultation Note that when you fill in the partner and recipient fields you must click Add to effect the insertion leaving them as in the case of the Recipient above will initiate a prompt when you try to Record the Consultation The same is true of the Attachments you first browse to locate the document then click Add to include it 5 Click Record Consultation The recorded event displays in the Activities file 3 9 ALERTS The system provides for tagging client files with Alerts With a Client and Case in context the Alerts functions will be available on the Navigation Tree 3 9 1 Creating a General Alert Clicking on General Alerts will bring up the General Alerts information window sl 86 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GB CARIS Login Name Ann YFV Login Time 3 22 2005 3 21 08 PM may clients Search Adv Search Heip Jason Marceau Program B 35749 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YFV CARIS General Alerts Waiting Lists
82. ails Farrington Michael 1 Waiting Lists gt Beds Reports Family Hame Farrington Given Hame Michael gt Facility Hotes Middle Initial fee Preferred Name Mike Aliases rer Gender Male Pees Date of Birth 10 Mar 36 Date of Death CARIS ID 1000053 Extended Demographics Address Book Relationships Address Book Edit Client A list of all recorded relationships to the client will display GB CARIS Build 0 57 Login Name Ann PSDHH Login Time 9 12 2005 2 39 51 PM Ms Clients v Search Adv Search Help f Michael Farrington Cases Details Relationships Address Book Close y CARIS Relationships Farrington Michael Waiting Lists gt Beds gt Eligibility Lists Person Type Relation Start Date End Date Hts gt Reports Farrington Steve Family Brother 2005 08 30 Facility Hotes Reginald David Family Brother 2005 08 04 Alerts Marceau Jason Social Friend 2005 08 26 Page s 1 New Relation 2 13 EDITING AN EXISTING RELATIONSHIP To edit any of the listed relationships or to view details from the Relationship list see 2 12 1 Click on Edit a BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GB CARIS Build 0 57 Login Name Ann PSDHH Login Time 9 12 2005 2 39 51 PM AA Search Adv Search Help fi Michael Farrington Cases Details Relationships Address Book Close 1 Y CARIS Relationships Farrington Michael Waiting Lists gt Beds gt Eligibilit
83. al COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 1 sl 51 2 19 FINDING AN EXISTING CASE Cases are always attached to a specific client To find a case you must know the client s name or be able to locate the client through the various search methods Section 1 8 Once the client is In Context 1 Click on Cases Ea CARIS Build 0 57 Login Name training1 PSDHH Login Time 8 26 2005 11 59 30 AM Clients v Search Adv Search Help f Michael Farrington Cases Details Relationships Address Book Close CARIS Case List Waiting Lists gt Beds gt Reports Case Status Filter a gt Facility Hotes gt Alerts Case Type Case Status My Case Role Start Date Administration Pre Admit Case Manager 2005 08 23 P od si Active Case Manager 2005 08 23 Consultative Services Pre Admit Case Manager 2005 08 25 Deaf Access Office Active Case Manager 2005 08 23 Victory Hill Residential Program Referral Case Manager 2005 08 23 Page s 1 Other Client Cases E Affilicate Cases New Referral The client s Case List will display and you can then view the case details When you click View the case comes into context also 2 20 ADMITTING A CLIENT You can create a case for a client and continue to prepare the paperwork or investigate the client s suitability for a program wait until a clinician has time to see the client or just wait for the client to decide to work with you This is the Pr
84. al 135824 Follow up Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close DSM IV TR Diagnostics Classification E OSM V Assesement A BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 3 11 2 ICD 10 Diagnostic Classification Login Name Ann MAC 3 332 16 Ph CT E laa oF f Huan Liang soos Crossroads Residential 135824 Follow up Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close ICD 10 Diagnostics Classification Y CARIS Wating Lists gt Archives aa gt gt Reports Date 2005 09 29 Referrals Primary 2nd ued ah Sth gt Organization Notes fs gt Cs e Sees E gt Eligibility Lists Note 7 Alerts gt Y Admission and Discharge Forms Meeting Mint Validate Codes Exit Codes Psychiatrie Adrres sion Notes ontario Provisional Diagnoses Chid Care Nursing Admission Notes Discharge Form Y Clinical Forms and Assessments DSM IV TR Diagnostic Classifications ICD 10 Diagnostic Classification 3 11 3 Medications Medications may be prescription or non prescription To log the prescribed or suggested medications 1 Open Medications in the navigation tree under Case Forms GB CARIS Build 0 56 Login Name Anm CYMH Login Time 8 23 2005 11 28 54 AM Clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit
85. al to the one you will actually use Some items in the Navigation Tree as it is shown will not be available at your agency What you will require e One 1 days time at the location specified 8 hours per day e Acouple of pens e Acomputer terminal with a web browser provided e Acopy of the CARIS User Manual provided Ba BRITISH COLUMBIA The location of the Training Sessions will be The Dates and Times are as follows Date Start am Break to pm End pm Date Start am Break to pm End pm The coordinator is Telephone e mail 5 2 USING CARIS The CARIS program has been developed and implemented for the purpose of improving Client Tracking Case Management and Documentation within the context of your Agency s activities 5 3 SCENARIOS The following Scenarios represent typical situations that you may encounter from day to day Working through these Scenarios will help you to become familiar with the system and with the User manual Scenario 1 Roles Mgmt Admin SFCD DAO a Bed Management Change Status Type and Gender Set up Bed Administrative Functions b Eligibility List Management Set up four events classes Add course to the Eligibility List Edit a course Delete a course Complete a course View Completed List Active List and All Lists Understand L Mostly Understand L Don t Understand L Questions _BRMISI COLUMBIA Scenario 2 CARIS Context Activity all roles Rece
86. ame OOOO Given Name Tools and Utilities Middle Initial fs Preferred Name fs ases ooo come Ooo Extended Demographics Locations Search Then you would receive this result GB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 4 2005 4 09 44 PM mmm Clients v Adv Search Main Activities My Cases y CARIS Client Search Results Waiting Lists Beds gt Internal Referrals CARIS ID Client Hame Birth Date gt Case Transfers The search returned no results Eligibility Lists You can try advanced search or create a new client gt Reports Facility Hotes Tools and Utilities Page s 1 Advanced Search Create Client COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT Unless there was an entry somewhere in the database that said Michae in which case that entry would display as a result If you had selected female from the gender drop down list then ONLY the female Michael would display on the Results list EB CARIS Build0 57 Login Name Ann PSDHH Login Time 9 12 2005 2 39 51 PM PA Search Adv Search Help Main Activities My Cases Y CARIS Client Search Results Waiting Lists Beds gt Eligibility Lists CARIS ID Client Hame Birth Date gt Reports 1000192 Zeus michael 1987 06 15 Facility Hotes Client Info Page s 1 Given Hame michael Family Name Zeus Advanced Search Create Client Preferred Name michael SSS Gender female Aliases Age 18 SIM
87. an Active Case Manager 2005 08 23 vew Consutetive Services Pre Adm Case Manager 2005 08 25 C vew Deaf Access Office Active Case Manager 2005 08 23 _view_ Victory Hil Residential Program Reterral Case Manager 2005 08 23 View a T BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 1 6 2 Details Clicking on Details opens the description of the Client s demographic and other information GB CARIS Build0 54 Login Name Ann CYMH Login Time 8 4 2005 10 20 24 AM AAA Search Adv Search Help Michael Farrington Cases Details Relationships Address Book Close y CARIS fi Client Details Farrington Michael Waiting Lists Beds Internal Referrals gt Case Transfers Family Hame Farrington Given Hame Michael gt Eligibility Lists Middle Initial or Preferred Hame Mike Aliases ree Gender Male PERPE Date of Birth 10 Mar 36 Date of Death gt Facility Notes CARIS ID 1000053 gt Tools and Utilities Extended Demographics g Address Book Relationships Address Book Edit Client Clicking on the will expand the Extended Demographics window GB CARIS Login Name Anmi2PSDHH Login Time 12 14 2005 2 47 06 PM Search Adv Search Help Michael Farrington 1022257 Cases Details Relationships Address Book Close y CARIS Client Details Farrington Michael Waiting Lists Beds gt Eligibility Lists Basic Demographics gt Reports gt Or
88. an Association Organization Acronym YM YWCA Organization Type Youth and Family Description Physical Training sports and self development facilities El Address Book Address book management Create Contract Edit Organization Create Internal Reterral You have now added a new organization to the system database COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 2 9 FINDING AN EXISTING ORGANIZATION To find an organization that is already in the system 1 Type in all or part of the organization s name in the Search Criteria field 2 Select Organizations from the drop down list GB CARIS y ANS A Build 0 54 a YM YWCA Search Adv Search Help Main Activities My Cases Welcome Ann CYMH Announcements Time Filter Last 1 Month Date Subject Importance Detail 2005 07 14 Message of no Importance Low Subjest of randomness Page s 1 3 Click Search A list of all organizations with YW YMCA as part of their demographics will display NOTE You have to be careful when typing in the criteria In this case had you typed in just YMCA you would have received a No Results notice This is because even though many people refer to the Y as the YMCA in fact the acronym was entered as the YM YWCA and as such no part of either the full name or the acronym contains the sequence YMCA So if you don t get a result it a good idea to try som
89. ancy Clicking on Occupancy in the navigation tree under the heading Beds will show a summary of the status of all the beds available to the program that is in context If no case is in context it will show the summary for every bed in the system nks 128 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 5 Training Plan and Scenarios This Training Plan is intended for use with the CARIS User Manual and a working demonstration version of the CARIS System The Training Manual contains the following Sections Section 1 General Information and Getting Ready e An overview of the Training Plan e What you will need e Training Program Schedule Section 2 Using CARIS e An overview of the system and its capabilities Section 3 Scenarios Typical situations used as practice samples for the purpose of familiarization with the system Section 4 Evaluations e Training evaluation e Self evaluation Section 5 Notes Pages for the Trainee to make notes 5 1 GENERAL INFORMATION AND GETTING READY The Training Session s will be conducted using this Manual as a reference and a demonstration program for practice purposes Since the program is for demonstration purposes only you need not be afraid of making a mistake or messing up the program Due to the fact that CARIS is used by several different agencies the Screen Shots in the manual and the graphic interface of the demonstration program may not be identic
90. and Questions Create a Goal Understand L Mostly Understand Questions Create an Objective Understand L Mostly Understand Questions Create an Action plan Understand Mostly Understand Questions Generate the Case History tae BRITISH COLUMBIA Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Understand Mostly Understand L Don t Understand L Questions Functions Alerts Understand L Mostly Understand L Don t Understand L Questions Reports Understand Mostly Understand L Don t Understand L Questions Other Functions Understand L Mostly Understand L Don t Understand L Questions O _BRITISH COLUMBIA 5 5 NOTES yd _BRITISH COLUMBIA NOTES yd _BRITISH COLUMBIA NOTES yd _BRITISH COLUMBIA The glossary defines terms used in CARIS Sometimes the meanings are somewhat different from normal usage but have become of special meaning within the MCFD Activities A record of actions taken by the user either in a general operational sense or specific to a client or case Ad Hoc Reports Reports prepared for a specific purpose generally based on specific criteria Affiliate Someone attached to a client s case who does not have access to the client s file Typically a family member social worker minister or police officer
91. ants Case Plan Activities Close Record Medication Administration A clan Search Adv Search Help Y CARIS Waiting Lists v Internal Referrals Incoming Medication Name Aspirin acetasalacylic Acid Outgoing Dosage Info as recommended Delivery Route oral gt Case Transfers Frequency Info as required Eligibility Lists Reports Date Time fas am P gt Facility Notes Code y Case Hotes Notes General Alerts Attach File Client Based Consultation Client Correspondence Log Progress Notes Health Wisit Referral Observation Session Notes Legal Code Y Case Forms Medications 3 Tools and Utilities 2 Fill in the fields 3 Click Save The administration record will be saved to the Activities record attached to this client case file GB CARIS Build 0 56 Login Name Ann CYMH Login Time 8 23 2005 11 28 54 AM cians Search Adv Search Help f Michael Farrington Cases Details Relationships Address Book Close Cymh Outreach 1289 Pre Admit Summary Participants Case Plan Activities Close y CARIS Activities Display Waiting Lists Internal Referrals Incoming Activity Filter All Activities v Medication Intervention 2005 08 23T11 47 00 Outgoing gt Case Transfers Eligibility Lists Reports o 2005 08 23T11 47 00 gt Facility Hotes vy Case Hotes One Ann_3 General Alerts Child and Youth Me
92. ants Case Plan Activities Close y CARIS Goals and Objectives Waiting Lists gt Beds gt Internal Referrals GOAL Help him find a job Case Transfers Goal Details Delete Create Objective Eligibility Lists Priority PRIORITY 1 Status Active gt Reports Critical Date 2005 09 12 Start Date 2005 09 12 End Date Facility Notes Hote Michael needs a job right away to pay his rent gt Case Hotes Page s 1 Case Forms gt Tools and Utilities Create Goal 2 22 2 Creating an Objective When a Goal has been defined and saved you will need to define one or more objectives designed to achieve the set Goal With the Goals and Objectives window open 1 Click on Create Objective E BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT e CARIS Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Create Objective Waking Lists gt Beds Internal Referrals Goal Help him find a job Case Transfers Objective lt User Defined Objectives Y b Eligibility Lists User Defined Tile Help him retain his own aprtment gt Reports Priority Prior Status decia Critical Date fananoos EA Approach Case Hotes ie omen Case Forms Stent Date is 13 2005 LS End Leto gt Tools and Utilities Note He needs to keep his apriment where he has lived for three years and wh
93. ates Without a Case in context With a Case in Context Note that the expanded functions contain more elements and there are more functions when a case is in context vy CARS Wiediing Lists Y Archives Administration Y Beds Administration Managemend Reservations Occupancy Y Eligibility Lists Management Summary Reports CARIS Usage Report Case Load Report by Case Types Case Load Report by Members Case Load Snapshot Report by Case Types Case Load Snapshot Report by Members Bed Ulilization Report Case Face Sheel Alerts Report Y Referrals Reterral Observation Y Case Transfers incoming Outgoing Y Organization Notes Announcement Communication Notes Satety Procedure Topic Based Consultation Y Alerts General Alerts Supervision Alerts Y Admission and Discharge Forms Provisional Diagnoses Discharge Form Y Clinical Forms and Assessments DSM IV TR Diagnostic Classifications ICD 10 Medical Diagnostic Classification Medications Provisional Diagnoses GMHT Evaluation Y Case Forms Meeting and Contact Note Attach File Correspondence Log Documents Process Management Legal Order Personal History Presenting lssues Y Utilities Templates The YFPS Navigation Tree is unique to the agency It contains all the elements of the CARIS system that apply to the YFPS business processes You can see that when a case is in context more items appear both as functions and as elements in the expanded funct
94. cation summary there is a button labeled Administer 83 CARIS Build 0 56 Login Name Ann CYMH Login Time 8 23 2005 11 28 54 AM Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Medications Waiting Lists Internal Referrals Incoming Administration Date Filter View By Medication Outgoing gt Case Transfers Medication Hame Medication Class Prescribing Physician Dosage Start Date End Date gt Eligibility Lists Aspirin acetasalacylic 2 Non Prescription as recommended 2005 08 23 2005 09 30 gt Reports Acid gt Facility Hotes Frequency as required Admin Date Time Admin Code Admin By Hote a Delivery Route oral Times General Alerts Hote 3 Attach File Client Based Consultation Client Correspondence Log Page s 1 Progress Notes Health Visit 4 Add Medication Referral Observation Session Notes 1 Legal Code vy Case Forms Medications Tools and Utilities nks 95 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT To record the administration of this medication 1 Click Administer ES CARIS Build 0 56 Login Name Anmn eCYMH Login Time 9 23 2005 11 28 54 AM f Michael Farrington Cases Details Relationships Address Book Close Cymh Outreach 1289 Pre Admit Summary Particip
95. ccncoconnnnccnnnncononencononennnonanononnrenononons 84 3 9 O 86 3391 Creating a General Alert as 86 3 9 2 Creating a Supervision Alis da 88 3 10 2AdmiIssion and Discharge FONMS seeretari E a 90 SOL Provisional Diagnose Sesi E ia 90 30 2 Discharge FO Mad hata acsauanghiaynn atts 91 311 GLINICAL FORMS AND AS SESOMENTS uti ie 92 3 11 1 DSM IV TR Diagnostic Classifications snsc ana a 92 311 2 IGD10 Diaghostie Classical on arsenas e a 93 iS MEdiCaloNS as A dd 93 3 11 4 Recording Administration of Medication oocccccconcncccnnnnccnoncncononnnnonnanononnnrncononens 95 3 11 5 Deleting a Medication Administration RECOI ccccceccccseeeeeeeeeceeeeeseeeeseeeeesaees 97 3 11 6 Discontinuing a Medicati0N occcoooncccoconccoccnccnnnccnnnnononnncnnanononannnnnnnconananonannnnnnns 98 S17 Changing a MEGICAUGIN sip a a a e cade des 99 3141 07 TMe 0TC Checklist a 99 STEI Provisional DIAGNOSES iso ai dada 101 ana CASS FO MS oi 101 3 12 1 Meeting Contact Note c ooonccccccnconccocnccococnonoconnononnnnnnnnnonnnnonannnonnnnnnnnnannnnnnnns 101 5 PA A aiaco Rete dl naa a Scie a a aaa 102 3120 DSTAC MING aleta 103 3 12 4 Logging Client Correspondence ccccccseeeeccesseecceeeeeeceeseecseaeeeesaueeessneeesseaes 104 3 12 5 Documents Process Manageme cccccccsseccssseeeeeseeceeseeceeeeeceeeeseseeenseeeenees 106 311210 ECG AOS camera anos 108 31421 Personal ISO cdas 109 31120 Pre
96. cedure Topic Based Consultation Cancel The Create Announcement window always shows today s date 2 Fill in the subject and importance fields 3 Add your announcement 4 Click Save If you see this prompt GB CARIS Build0 57 Login Name Ann PSDHH Login Time 9 1 2005 11 27 04 AM eee Clients v Search Adv Search Help Main Activities My Cases y CARIS Create Announcement Waiting Lists gt Beds gt Eligibility Lists Date gt Reporte sic vy Facility Notes Administrative Log Announcement Facility Incident Report Safety Procedure Topic Based Consultation i 7 COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT Check the way you have written your details The system doesn t like odd characters and symbols so sometime it will reject them In this case it doesn t like the Quotes around End Date Remove them and your announcement will be accepted GB CARIS Build 0 57 Login Name Ann PSDHH Login Time 9 1 2005 11 27 04 AM PA Search Adv Search Help Main Activities My Cases Y CARIS Welcome Ann PSDHH Waiting Lists gt Beds Announcements gt Eligibility Lists gt Reports Time Fiter Last 1 Month v Add Y Facility Hotes Administrative Log Date Subject Importance Detail Announcement na Meeting with MF and parents with constable ace 2005 09 01 Meeting High perra acility Incident Repo Please ensure that you enter the End Date correctly Delet Safety Procedure AD apei
97. d if they perform a search for that client 2 2 FINDING AN EXISTING CLIENT To find a client who is already in the system 8 Type in all or part of the client s name in the Search Criteria field ss 24 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 4 1 GB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 2 2005 11 15 27 AM Marceau Clients v Search Adv Search Help Main Activities My Cases y CARIS Welcome Ann CYMH Waiting Lists gt Beds Announcements gt Internal Referrals gt Case Transfers Time Filter Add gt Eligibility Lists gt Reports Date Subject Importance Detail gt Facility Notes 2005 07 14 Message of no Importance Low Subjest of randomness Tools and Utilities Page s 1 9 Click Search A list of all clients with Marceau as part of their demographics will display GB CARIS Build054 Login Name Ann CYMH Login Time 8 2 2005 11 15 27 AM Clients v Search Adv Search Help Main Activities My Cases y CARIS Client Search Results Waiting Lists Beds gt Internal Referrals CARIS ID Client Hame Birth Date gt Case Transfers 1000000 Marceau Jason 1975 07 28 View gt Eligibility Lists 4000027 Ne Client Info 1985 05 22 gt Reports Given Hame Jason A Family Hame Marceau Page s 1 ES Preferred Name Jason ey Tools and Utilities Gender male Aliases Advanced Search Create Client Age 27 SIN 10 Click View
98. difying the screen display The navigation tree will also contain different features depending upon the agency Section 2 describes processes how to accomplish certain things like Start a New Case or Create a New Client while Section 3 describes the Functions what things do and how to do them like Alerts Notes or Attach a Document Warning dialogue boxes will appear to query whether you really want to perform an action or if you are performing an incorrect action lf you get a browser error notice Page cannot be Displayed click the refresh icon in your browser toolbar to clear it and return to the Main page 1 2 THE CARIS SYSTEM CARIS is a clinically useful and comprehensive case management system enabling clinical teams to work collaboratively on a client s case and to maintain a longitudinal case history of all activities of client service This practice creates efficiencies in service enables decision support and provides an auditable record of all activities associated with a client It assists in providing the right information to the right person at the right time to make the right decision CARIS provides on line assessments bed management observations activities tracking alerts waitlists and more and as such is a clinically useful tool 1 3 WHAT CARIS DOES CARIS is an on line secure daily management tool for clinical teams and administrators to assist them in managing their nu
99. e Select the template you want and 1 Click on Generate Doc pls BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 115 Bulli O57 A O Ai Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Define Document Waiting Lists gt Beds EX gt Internal Referrals Include Letterhead F Case Transfers Sender One Ann_3 i t Eligibility Lists Sender Address o EEEF H Reports Sender Phone v Sender Fac 3 Facility Notes Cage lotes i Receiver Dean Steve Case Forms A Receiver Address 1223 joe rd victoria BC VEW4M4 CA Y Tools and Utilities amplis Receiver Phone 321 516 5163 M Receiver Faxc 321 516 5163 E Receiver Emails a Subject meetna E Body The next meeting of el Case Managers and Members will be st 9 00 am on Stam on Friday 26th September Ann One Include Sender Signature Line C include Receiver Signature Line C Cancel Jf Next gt The Define Document window will be displayed where you can complete the document 2 Check the Include Letterhead box if you wish to 3 Use the Drop Down Box to indicate the Sender which is probably yourself but can also be a Member assigned to the Case 4 Used the Drop Down options to select the appropriate information 5 Type in the Subject If you wi
100. e Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARS O Member Search Results Waling Lists internal Referrala gt Case Transfers Member Hame Organization b Eligibility Lists Anthony Marc DFSP Reporte Clinician Marion PA Facility Hotes Marceau Jason DFSP Case Notes Macdonald Andy ae mac Case Forms ms mee b Toole and Utilities Hustwick Barb Mac Page sk 1 4 Click View beside the member whose details you want to see The Member Details window will display A BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GB CARIS f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close y CARIS Member Details Marion Clinician Waiting Lists Internal Referrals Case Transfers First Name Marion Last Name Clinician gt Eligibility Lists Phone H Organization PA Reports Phone W eS Fax gt Facility Hotes Phone M Email gt Case llotes Phone E gt Case Forms Tools and Utilities Add to Case You will notice that only basic information is provided This is for privacy and security reasons You can neither edit nor create a member all you may do is assign an existing member to your case See Section 2 21 Creating and editing are administrative functions 2 8 CREATING A NEW O
101. e Sarda ted nnd Gs ts ce atlanta nck dace beled aad asd omatetl orteltiaccie 14 EZA SUMMA e o o ias 14 EZ PamiCciD ais oct Sue tanteaneadsatence a a oot a 14 RS Case Placa lod di a o dida ENE 15 1 7 4 Case History ACUIVITIGS anar nicaraco lar leido focdewommanads 15 BAS A O A 16 1 7 6 Navigation Tree SpecifiC oooccccconnococcncnnccnononcncannnnocnancnnnnnnnonnnnannnonannnnnnnnnaness 17 1 8 Searching for a Client Contact Member or Organization ccccocccccccnncconcncconncnonnnos 17 Lo e A A A ec 18 1 8 2 o Vi o ES LO y A A a e a eoa a i 20 1 9 A IEE A EEE A AE AEE NEE ER A EN E E E 22 IO E a ee 22 Client and Case Management cccccoocnnnccoconcconcnonononnnnonnncnnnonannnnnnnnnnononrnnnnnannnnnnannnnnnnnnanenaness 23 2 1 Creating a new Clear iii 23 2 2 PINGING an existing clean il A Rat 24 2 3 Editing an existing Clean 26 2 4 Creating a New Contac iieis a ai aaa a ds 21 2 0 FINGINA AN CXISUNO CONTAC it dd idad Aia 29 2 6 Editing an EXISTING CONC isione adi niundshabhieaaviobdvarstuilvaniinsendehabedunduwats 30 2 1 FINAINd a Meme urls ida il aiii 32 2 8 Creating a NEW organization ccccssececccesececeeseeeceeseecceuseeecseseeesaaseesssseessegeessseaes 33 2 9 Finding an existing OrganizatiON oooccconccconcccconcnccnncncnnncncnnnnnnnnnnnnnnnnnnnnnnnnnrnnonaninnnnnss 35 2 10 Editing an existing organization cooonccconnncoonnnconcnnconcnnnnncnnonarononcnnnnnrnnonnrnnnnarnnnnnnnnnnos 3
102. e administrators to notify staff of impending events or other useful information others in the location may have the option of creating announcements too Announcements show up automatically on the main page of each user upon log in sl 76 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT EM gt gB CARIS uild 0 57 Login Name Ann PSDHH Login Time 9 1 2005 11 27 04 AM S v Search Adv Search Help Main Activities My Cases Y CARIS Welcome Ann PSDHH Waiting Lists gt Beds Announcements Eligibility Lists Reports Time Filter Add Y Facility Notes Administrative Log Date Subject Importance Detail Announcement 07 ii See you August 30 and 31 for followup CARIS di pub ao 2005 07 13 Happy summer vacation Medium il 1 acility Incident Repo 2 E A Meeting with MF and parents with constable Delete Safety Procedure en a men jackson Topic Based Consultation Page s 1 To add an announcement to the list 1 Click Ada on your Main Page GB CARIS Build 0 57 Login Name Anm PSDHH Login Time 9 1 2005 11 27 04 AM eee cien v Search Adv Search Help Main Activities My Cases Y CARIS Create Announcement Waiting Lists gt Beds gt Reports Subject TB Consultations EPA Importance Administrative Log f gt Please ensure that you neter the End Date correctly when recording a Topic Based Consuttation A Announcement Detail Facility Incident Report Safety Pro
103. e admit phase where you are both getting ready to make a commitment to proceed Once you Admit a client you are now in the active phase of a client case worker context with all the implications of that status To admit a client to a case 1 Select the appropriate case from the client s case list and open it by clicking on View BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT Lean Hama EA MA Login Mirra SAL 005 102024 AM Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case Histo 2 Y CARIS Case Summary Waiting Lists b Internal Referrals b Case Transfers Cave Type Cymh Cutreach Referral Date ug 04 2005 Case Status Pre Admil Accept Reject Date Aug 04 2005 Dtos Case ld 1288 Admission Date Reports Case Manager One Ann_3 Est Discharge Date b Facility Notts Referral Source Set Discharge Date Case Motes Referral Mode Walk in Case Close Date gt Case Forms pacien lost Waitlist Information gt Tools and Utilities MO EZE m E NES 2 Click Admit ty 5 Fuy iki g zi Login Name AAC TMH Login Time 84 2005 103034 AM Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARS Admission Detail Wating Lists Internal Referrals Case Transters Effective Date
104. e de populated and left with a note referring you to the complete active file 1 8 1 Basic Search The basic Search function is inclusive in that it will produce a list of all persons whose demographics contain all or part of the criteria entered in the field The field requires as few as two letters to function The more letters you enter the narrower the search will be For example If you typed in urk you would get a list that contained everyone in the database who had urk mentioned in their name or demographic info not just Burke or Gurka but someone who had a tattoo of a Turkey NOTE If there are more than 45 people in the database who match the criteria you will get a prompt that asks you to refine or narrow your criteria to reduce the range of possible responses Searches can be performed at any time regardless of who is in Context or what other function you are performing However you will leave the window you were in and end up with the search results You will also lose any inputted data from the previous window that has not been saved or entered Search Criteria Field ES CARIS Build0 54 Login Name Ann CYMH Login Time 8 2 2005 11 15 27 AM Marceau Ma Search Adv Search Help E Drop Down List Welcome Ann CYMH Y CARIS Waiting Lists Announcements gt Beds Internal Referrals gt Case Transfers Time Filter
105. e different combinations before you proceed to create a new organization GB CARIS Build0 54 Login Name Ann CYMH Login Time 8 8 2005 11 34 33 AM Search Adv Search Help Main Activities My Cases Y CARIS Organization Search Results Waiting Lists Beds gt Internal Referrals Organization Hame Organization Type gt Case Transfers The search returned no results gt Eligibility Lists You can try advanced search or create a new organization Reports Facility Hotes Y Tools and Utilities Page s 1 Templates Advanced Search Create Organization OBS BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT ES CARIS Build0 54 Login Name Ann CYMH Login Time 8 8 2005 11 34 33 AM YM YWCA Organizations Y Search Adv Search Help Main Activities My Cases Organization Search Results Organization Name Organization Type Young Men s and YounqvVomen s Christian Association YF Page s 1 Advanced Search Create Organization 4 Click View The Organization Details window will display GB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 8 2005 11 34 33 AM Organizations W Search Adv Search Main Activities My Cases Organization Details Young Men s and YoungWomen s Christian Association Organization Hame Young Men s and YoungvYomen s Christian Association Organization Acronym YM YYWWCA Organization Type Youth and Family Description Physical Training sports a
106. e involved in more than one case either as clients or as members or contacts When performing any functions related to a specific case make sure that the correct Case is also In Context before proceeding See 1 5 9 4 1 6 1 GB CARIS Bild 153 Login Ham Anni THH Login Tma 442005 102074 AMA Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case Histo Y CARIS Case Summary Waiting Lists Internal Referrals Case Transfers Case Type Cymh Outreach Referral Date Auig 04 2005 Case Status Pre Admi Accept Reject Date Aug 04 2005 och Case hk 12339 Admission Date e Reporte Case Manager One Ann_3 Est Discharge Date Facility Hotes Referral Source Salt Discharge Date Case lotes Referral Mode slk in Case Close Date as Bed Information Wiaitliet Information Tools and Utilities You will see that a row of functions displays under the Case description These elements provide information specific to that case 1 7 1 Summary Provides basic information about a particular Case and provides the option to alter the case status Discharge the Client from the Case see previous screenshot 1 7 2 Participants Clicking on Participants displays a list of all Members who are attached to the particular Case Members are other authorized people who are involved in the Case and who have access to the case files
107. earch will display O BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT ES CARIS Ida Ann Lake poz Bifrost 129736 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Sean OHW Client Search Results Waiting Lists Archives gt Bed Synchronized Client ld Client Hame Date of Birth Reports The search returned no results gt Referrals You can try advanced search or create a new client Organization Notes Eligibility Lists Page s 1 gt Aerts Meeting Minutes PBrwchiadric Arimiesinn Moke 1 8 2 Advanced Search The Advanced Search is an exclusive search engine This means that the results of the search will only contain exactly what you typed in any of the fields in the Search window Consequently the more fields that are filled in the more exclusive the resulting search will be The Advanced Search has the same general fields as the demographics form and enables highly specific searches GB CARIS Build054 Login Name Ann CYMH Login Time 8 4 2005 4 09 44 PM Ss Clients v Search Adv Search Help Main Activities My Cases y CARIS Advanced Search Client Type in a name Waiting Lists Beds gt Internal Referrals Clients Contag Organizations gt Case Transfers gt Eligibility Lists E Basic Demographics AS CARIS ID gt Facility Notes Fami
108. egular Eligibility Lists CDA Test Run Unit Boy Room B2 Active Regular Reports CDA Test Run Unit Boy Room B3 Active Regular Pa CDA Test Run Unit Boy Room B4 Active Regular Ec Ea CDA Test Run Unit Extra Room Bi Active Regular P Alerts Son CDA Test Run Unit Extra Room B2 Active Regular Any EA CDA Test Run Unit Extra Room BJ Active Special Needs Any ERN CDA Test Run Unit Extra Room B4 Active Special Needs Any CDA Test Run Unit Girl Room B1 Active Regular Female CDA Test Run Unit Giri Room B2 Active Regular Farnaia CDA Test Run Unit Gil Room BJ Aclive Regular Female CDA Test Run Unit GirlRoom B4 Active Regular Female CDA Test Run Unit SpecialMeeds 4 Special Neods ee Fea ss 124 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT The Bed Management summary will now only show the bed list for Cottage 1 f Michael Farrington Community Development Administration 8986 Active Cases Detaile Relationships Address Book Clone Summary Participants Case Plan Case History Close Y CARIS Bed Management Wating Lists Y Bede Administration Unit Fiter v Management Reservations Bed lame Staibus Type Gender Hote Decupanty Cottage 1 Room Bed A Active Regular Female gt Eligibility Lista Cottage 1 Room 2 Bed 1 Active Regular Male gt Reports Facility Notes Pagelsi 1 P Case Notes P Alerts Case Forme The edit function enables you to change the status or Type from drop down lis
109. en 39147 Program 2005 09 21 Youth Forensic Nanaimo Reports Pageisi 1 The client will display on the Outgoing Case Transfer list and will also display on the recipient s Incoming Case Transfer list When clients are transferred to you they will display on your Incoming Case Transfer list Y YFV CARIS Incoming Case Transfers Wating Lists gt Beds gt Eligibility Lists Case Type Fiter All Y Y Internal Referrals Incoming Client Client Hame Case 5 Case Type Date Trtd Source Youth Forensic Outgoing PKORK 00001 Korki Mohammad R 256 Program C 2005 05 09 Vitoria 2 Y Case Transfers Youth Forensic PKORK 00001 Korki Mohammed R 304 Program B 2005 05 09 iaa 2 iiai Youth Forensic Outgoing PMARC 00001 Marceau Jason Jm 30571 Program A 2005 09 14 eto 2 Conti Reports Youth Forensic PMARC 00001 Marceau Jason Jim 39147 Program C 2005 09 21 Confirm gt Organization Hotes VA cuen Page s 1 You confirm the transfer by clicking on the Confirm button e BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT You may cancel the transfer if you do not wish to accept it ES CARIS fi Jason Marceau Program C 39147 Active Cases Details Relationships Address Book Close Summary Participante Case Plan Case History Close Y VEW CARIS Cancel Transfer Visiting Lisis Beda Eligibility Lists Organization Mame Reports Case ld Organization Notes Fisasc Coda A Clie
110. entries restored Clicking Cancel will return you to Contact Details 2 Click Save Changes to retain your editing and the new demographic information will be saved See Note above in Section 2 5 re Extended Demographics AS BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 2 7 FINDING A MEMBER To find a member who is already in the system 1 Type in all or part of the member s name in the Search Criteria field 2 Select Members from the drop down list f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close CARIS Case Summary Waking Lists Internal Referrals Case Transfers Case Type Cymh Ouireach Referral Date Aug 04 2005 Cane Status Pre Acmit AcceptReject Date Aug 04 2005 i Cage ki 1289 Admission Date a gt Reports Case Manager One Ann_3 Est Diseharge Date gt Facility Hotes Referal Source Sait Discharge Date b Case llotes Referral Mode valk Case Close Date Case Forms Bed Information Waithat information Tools and Utilities peectreteral JB Accent Retera If Cancel Case JM Admit Y Dienas Jf Cove Case 3 Click Search A list of all members with Ma as part of their demographics will display Es CARIZ Bray ibe 0104 Login Name Arneh Logn Wee aa AM L Ara Michael Farrington Cymh Outreach 1289 Pr
111. ents v Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Summary Participants Case Plan Activities Close Cases Details Relationships Address Book Close y CARIS Create Correspondence Log Waiting Lists Internal Referrals gt Case Transfers Date 72272005 gt Eligibility Lists Direction incoming Outgoing gt Reports Type Informational v gt Facility Notes wi Bae toot Method Phone v General Alerts Duration minutes 20 v Attach File Notes called to say Michael is sick and can t get to his appointment today Client Based Consultation Client Correspondence Log L Progress Notes Health Visit Referral Observation Session Notes Legal Code Case Forms Tools and Utilities 6 Fill in the fields and 7 Click on Save The call will be saved in the correspondence log attached to that particular client case file 88 CARIS Build 0 55 Login Name Ann CYMH Login Time 8 22 2005 1 64 00 PM Clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Correspondence Loy Waiting Lists Internal Referrals CSTAR Time Fitter 8122 2005 gt Eligibility Lists gt Reports Event Id Date Direction Type Method Duration Hotes gt Facility Hotes 8073 2005 08 22 I
112. ere he feels safe A ee 2 ee 2 Select the appropriate items from the Drop Down List or select User Defined Objective and type an objective into the text box and then add whatever Notes are needed to explain the objective s You can have several objectives for a given Goal but you have to create each one separately The Objective will now be added to the Goal in the Goals and Objectives window Build 0 57 Login Name ATC YMHA Login Tir DU Se 7 7 f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Goals and Objectives Wating Lists gt Beds gt Internal Referrals GOAL Help him find a job gt Case Transfers Coat eat m gt Eligibility Lists Priority PRIORITY 1 Status Active Critical Date 2005 09 12 Zheni Start Date 2005 09 12 End Date Facility Hotes Hote Michael needs a job right away to pay his rent gt Case Motes OBJECTIVE Help him retain his own aprtmert In Progress Case Forms Priority PRIORITY_1 Status Pending Activity gt Tools and Utilities Critical Date 2005 03 13 Approach z Start Date 2005 09 13 End Date Note He needs lo keep his apriment where he has lived for three years and where he feels safe Page s 1 2 22 3 Creating an Action Now that you have established the Goals and Objectives for the client you can decide on what Action s to take to first achie
113. escription as recommended 2005 08 23 2005 09 30 gt Case Hotes Acid Y Case Forms Frequency as recommended Admin Date Time Admin Code Admin By Hote ATA Delivery Route oral 2005 08 25 11 15 00 Administered One Ann_3 Times 9 00 AM 5 00 PM Tools and Utilities 9 00 PM 2005 08 25 12 00 00 Administered One Ann_3 Hote lt lt Page s 1 Add Medication A prompt will display asking if you really want to discontinue the medication 3 Click Yes The medication will no longer be displayed on the Medications window nks 98 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 3 11 7 Changing a Medication If you wish to change a medication or any aspect of its application such as frequency dates times or dosage you must delete the existing medication and add a new one This is for legal and medical practice reasons To change a Medication 1 Open the Medication file 2 Select the medication you wish to change 3 Expand it GB CARIS Build 0 56 Login Name Ann CYMH Login Time 8 25 2005 11 13 41 AM Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Summary Participants Case Plan Activities Close Cases Details Relationships Address Book Close y CARIS Medications Waiting Lists Internal Referrals Administration Date Filter Today Y View By Medication v gt Case Transfers gt Eligibility Lists gt Reports
114. eting and Contact Note ss 101 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT fi Jason Marceau noues Careplan Counsultants 120671 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Meeting amp Contact Note Waiting Lists Archives Beds gt Reports Meeting Type y Mode of Meeting y Client Attendance AE Date 2006 09 27 fi 4 56 Fly Duretion y Organization Hotes Reason for meeting gt Eligibility Lists Meeting Attendees y Role y Ada Delete Alerts gt Admission and Discharge Forms Y Case Forms Meeting and Contact Note Note Attach File Progress Notes Correspondence Log Documents Process Management Legal Order y Personal History Attachment IS o Add Detach Presenting Issues Max file size 1MB E Goals amp Objectives Utilities GOAL rrfrfr 7 OBJECTIVE erferferf o gt OBJECTIVE ftgegfewe o F En EN 3 Fill in the fields 4 Click Save Jason Marceau 1004625 120671 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close JE Case History Waiting Lists gt Archives gt Beds Activity Filter all Activities aj gt Reports gt Referrals Case Conference 2006 09 27 Edit Organization Notes gt Eligibility Lists Alerts Page s 1 Admission and
115. eview your three progress notes for some reason and you realize that the information you recorded in the third note has some errors in it You edit the note and place the correct information Understand L Mostly Understand L Don t Understand L Questions Scenario 6 Mgmt DAO SFCD in case context You arrive at work after lunch having to follow up on some calls from the morning You were unable to record the calls from this morning there were three of them The first was topic based the second and third were client related You return the call regarding the topic based request A income assistance worker is requesting information regarding how to accommodate a deaf client You provide some topic based consultation and record it The other two calls were from clients requesting assistance for finding housing and for income assistance help Record these against your clients You make several calls for the housing issue Record them approx 5 calls You make several calls for the income issue Record them approx 3 calls One of the housing calls you make is a good contact Set up their organization The same occurs for income assistance You are on a conference call with the client who has an income issue and the income assistance worker Client based consultation recording A client comes in and meets with you She wants to develop a training plan to get her prepared for post secondary schooling Progress note Understand
116. ew information management tool enables the accurate and appropriate tracking of clients services and outcomes and helps to ensure accountability CARIS provides a new information management tool for CYMHS the Maples Youth Forensic Psychiatric Services and Provincial Services for the Deaf and Hard of Hearing CARIS is the result of a desire on the part of the Ministry to enhance service delivery by providing open and transparent relationships improving accountability and facilitating case planning The following goals underlie the development of the CARIS system Enable communities to develop and deliver services within a consolidated coherent community based service delivery system Provide a consistent means for community service providers including ministry clinicians and workers to develop and communicate case plans for shared clients Support common goals and outcomes facilitating business process analyses to effect improvements in treatment and care Enhance integrated case planning and support community and family capacity to care for children Provide a community based service delivery system that promotes innovation and shared responsibility Enhance a community based approach to service delivery CARIS is distributed as a real time on line application and its underlying data model is built on the Public Health Conceptual Data Model from the Centers for Disease Control in Atlanta Georgia and HL7 standards 1 1 HOW T
117. ganization Notes Status in Canada Canadian Citizen Employment Status Part Time Ethno cultural Background Armenian Education Level Post Secondary Preferred Language English Education Type Other Lang Spoken at Home English Primary Living Arrangement None Of The Above Religious Practice Pagan Household Composition Lives Alone Aboriginal Origin Non aboriginal Dental Plan Reservation Status 5 PEH gi Band Status Ho dE PHH 1324567891 Disability Hard Of Hearing SIN Humber dis Identifying Marks Guardianship Status Self E Address Book Relationships Address Book Edit Client Clicking on the will expand the Address window See Section 1 6 4 pls BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 1 6 3 Relationships This item opens a window which displays the information about any other people involved with the client on a Relationship basis See Section 2 11 Creating a Relationship g8 ARIS muid DET Login Hame ADC THH Logn Tma 41132006 3 12 44 PH Michael Farrington Cymh Outreach 1289 Active Cases Detaile Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Relationships Farrington Michael Wating Lists P Beda Internal Referrals Person Type Relation Start Date End Date its b Case Transfers Farrington Steve Famity Brother 2005 08 30 ea Eligibility Lists Reginald David Famiy Brother 2
118. gt Eligibility Lists All Pre Admit gt Reports Case Type Case Status My Case Role Client Id Client Hame Date Active gt Facility Hotes Consultative Services Active Case Manager PKHAK 100000028 Khakzad Pirouz 2005 08 21 a Deaf Access Office Pre Admit Case Manager PDEYWD 100000001 Dew Dry 2005 08 30 Wictory Hill Residential Program Active Case Manager PMARC 15 Teau Jason 2005 08 22 Youth Transition Referral Case Manager PMARC 15 Marceau Jason 2005 07 25 Page s 1 You can shorten the list by using the Case Status filter and you can see the details of a specific case by clicking on View The Case Summary will display with various options available Section 2 16 to 2 20 gB CARIS Euldos7 o Login Time A 1045 427 AM Deaf Access Office 18285 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS O Case Summary Waking Lists t Beds l Eligibility Lists Case Type Desi Access Office Referral Date Aiuig 30 2005 gt Reporte Case Status Pre Admi Accept Reject Date Aug 30 2005 Case hi 18235 Admission Date ie P Facility Hotes Case Manager One Ann_2 Est Discharge Date Cate lotes Referral Source Acidition Services Discharge Date Alerts Referral Mode Fax Case Close Date aan Fone Bed Information Waitlist Information MECO E Accent fetes EE O E J Coss case 1 6 CLIENT CONTEXT The term In Context as used in this sy
119. ies Recipient Organization Type Notes Add Attachment C Browse Start Date 72272005 End Date Record Consultation Cancel You can see that there are many convenient fields in which to enter the pertinent data Many are drop down lists to speed up the process while some are text boxes in which to record notes or observations Attachments can be added to the file such as minutes or reports A Partner in this context is an individual or agency which is a co presenter of the event while a Recipient is the audience to whom the event is directed 2 Fill in the fields as completely as possible 3 Add Notes or attachments 4 Enter the start finish dates sl 85 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT ES CARIS Build0 65 Login Name AnnigCYMH Login Time 8 19 2005 10 48 20 AM CT Adv Search Heip Main Activities My Cases Y CARIS Topic Based Consultation Waiting Lists Beds gt Internal Referrals Mode Video Conference pa Number of Participants 16 25 M gt Case Transfers Duration 01 00 v Consultation Type v Topic Dealing with Substance Abuse before it happens gt Reports Facilitators ME Account Training Account Training2 Account Training3 v Announcement Partners Type x Facility Incident Report w Facility Notes Administrative Log
120. ies Close Y VEV CARIS Create Communication Note Waiting Lists gt Beds gt Eligibility Lists Date jai22 2005 Internal Referrals Type Service Request v gt Case Transfers Contact Method gt Reports Y Organization Notes Duration minutes Notes Communication Notes Announcement Facility Incident Report Safety Procedure Save Cancel Topic Based Consultation Save Cancel Client Forms 5 Then select the Contact Method a a BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT Jason Marceau Program C 39147 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y YFV CARIS O Create Communication Note Waking Lists Bede Eligibility Lists Date raros internal Referrals Service Request Case Transfers Emai pat Ps E v Organization lotes ee Communication Noles Announcement Facility incident Report Satety Procedure Topic Based Consultation Save Client Forms Case Notes Alerts 6 Then the Duration of the event 89 ARIS Login Hama And FY spain Tir fi Jason Marceau Program C 39147 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y VEV CARIS O Create Communication Note Waking Lists Beds gt Eligibility Lists Date 8 22 2005 gt Internal Referrals rae Sora Gl gt Case Transfer
121. iew Psychiatric Admission Notes dos 140110 Liang Huan 1988 03 02 View Provisional Diagnoses Child Care Nursing Admission Notes Page s 1 Discharge Form gets Y Clinical Forms and Assessments DSM IV TR Diagnostic Classifications ICD 10 Diagnostic Classification NOTE When you search for a person as a Client you can click on View to view the Client Details The person is now in Client Context and you can edit or add to the client s basic and extended demographic information But when you search for the same person as a Contact and then view the details only a brief summary of contact information such as name date of birth and address is presented and the person is not in Client Context This version of CARIS is linked to an external database OHW You can search this database by clicking on the Search OHW button The Search OHW Clients window will display Login Tie 8 29 IT CCC Len T ene A9200 3 92 16 PM Search Adv Search Help Ida Ann Lake noz Bifrost 129736 active Cases Details Relationships Address Book Close summary Participants Case Plan Case History Close Y CARS Search OHW Clients W sding Lists P Archives Beds a P Reports Famity Mame huang Given Harma gt poles Gender Date of Birth Organization Notes gt Eligibility Liste Alerts 4 Enter the information about the client you are searching for 5 Click Search The results of the s
122. if you are authorized to do so 3 Click on Add List A form will display containing fields for you to describe the activity or program offered Build 0 57 Login Name POL YMH Login Tim 1419 2005 f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Create Eligibility List Waring Lists Beds gt internal Referrals List Name gt Case Transfers Start Date End Date A Minimum Participants Maximum Participants Summary Reports Facility Notes an sae 4 Fillin the fields using the Drop Down Lists and text fields Some fields are mandatory and a prompt will display if these fields are not completed prior to clicking Save ss 65 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Create Eligibility List Watling Lists gt Beds gt Internal Referrals List Name Mental Aerobics Case Transfers Start Date a 7 2005 End Date Er 2006 A Minimum Participants 4 Maximum Participants 115 A weekly class to stimulate creativity by using various mental exercises and games gt List Description gt Facility Notes gt Case lotes gt Case Forme 5 Click Save f Michael Fa
123. ilities When you type in a generic term the code selector will provide you with the more specific options 5 Select the one that is applicable 6 Click Select The selected medication will appear in the Medication Name field sl 94 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT When all the required information is entered 7 Click Add Medication The medication will display in the medication summary window GB CARIS Build056 Login Name Ann CYMH Login Time 8 23 2005 11 28 54 AM Clients v Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Medications Waiting Lists Internal Referrals Incoming Administration Date Filter View By Medication Outgoing gt Case Transfers Medication Hame Medication Class Prescribing Physician Dosage Start Date End Date gt Eligibility Lists i Fai dai Non Prescription as recommended 2005 08 23 2005 09 30 Reports Acid gt Facility Notes y Case Notes Page s 1 General Alerts Attach File Add Medication Client Based Consultation Client Correspondence Log Progress Notes Health Visit Referral Observation Session Notes Legal Code w Case Forms The summary can be expanded by clicking on the 3 11 4 Recording Administration of Medication In the expanded medi
124. ility List is a record of activities and programs involving your Clients or other Clients If you are authorized to do so you can generate new activities or programs and add them to the list and you can edit delete or complete existing ones You can place your Client and or any sl 64 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT Case Affiliates on any activity or program that is listed subject to acceptance by the activity or program coordinator The Status Filter allows you to select only the Lists you are interested in All Active or Completed 3 4 1 Adding a new Eligibility List You do not have to have a Client or Case In Context to view the complete Eligibility List and having either In Context will not affect the List display 1 Expand the Eligibility List by clicking on the gt 2 Click on Management GB CARIS Build 0 57 Login Name Ann CYMH Login Time 9 19 2005 2 36 36 PM a Search Adv Search Help Michael Farrington Cases Details Relationships Address Book Close y CARIS Eligibility List Management Waiting Lists Beds Status Filter Active v gt Internal Referrals List Hame Start Date End Date Min Max Status Hotes gt Case Transfers Computer Literacy 2005 08 02 2005 08 03 5 20 Active a Complete AA List 2005 07 15 2005 07 22 2 6 Active 3 Complete Management Summary Page s 1 gt Reports e a To add a new program or activity to the list
125. in a key word based on the subject or type of activity The filter will sort through the activities and display all those with the parameters you have selected ta i Login Hare ihh Mi A Pl f Jason Marceau uous Al Careplan Counsultants 120671 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close ST Case History WWedtin Lists P Archives P Beda Activity Filter All Activities qn b Organization Hotes 4 Case Conference 2006 07 26 Edit gt Hit Lists Alerts Counselling Family 2006 07 26 EE b Admission and Discharge Forms Case Forms gt UMilities 4 Provisional Diagnoses 2006 07 19 2 Progress Notes 2006 07 13 4 Session Motes 2006 07 12 4 Discharge Activity 2006 07 12 3 Case Conference 2006 07 12 m ao gt m a m a Client Based Consultation 2006 07 12 Medication Intervention 2006 07 12 Y Legal Memorandums 2006 07 12 E Goal 2006 07 12 i 4 Goal 2006 07 12 Legal Authorization for Release of Info 2006 07 12 hi on 5 iA he i o BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT The list can be reduced by selecting a specific type of activity on the drop down activity filters list Selecting an activity will instantly minimize the displayed list to those activities selected The specific activity can be viewed a
126. ing eke Mental Aerobics 2005 09 07 2006 03 07 4 15 Active _view_ gt Case lotes Page s 1 gt Case Forms gt Tools and Utilities You can view the details of any List 1 Select the List you wish to have a look at and 2 Click on View Loge Aare AA Tir Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close y CARIS O View Eligibility List Weeding Lists Beds List Name Computer Literacy A Start Date 2005 08 02 End Date 2005 08 03 Case Transfers Minimum a y Eligibility Lists Participants 5 Participante 20 sieeve sea Computer ot Literacy asa Summary List Description Aenne I Reports a hueco Participant llame Priority Case Date Added gt Case lotes Case Forms Pagelst 1 Tools and Utilities 3 4 6 Adding a Participant to an Eligibility List From the Eligibility List Summary window Section 3 1 5 1 Click on Add Participant NOTE You must have a Client and Case In Context to be able to add a participant Re 69 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT EN mi ln fi Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Clone Summary Participante Case Plan Case History Close 2 Case Transfers Y Eligibility Lists Management Summary
127. ion Occupancy Eligibility Lists Reports Page s 1 Facility Notes Case lotes Alerts Case Forms YT TF TF YY 2 Click on Search Bed Availability f Michael Farrington Community Development Administration 8986 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close wean Search Bed Availability Cage lotes Alerts Case Forms Facility Hotes 3 Fill in the date you wish to reserve the bed for and the number of days the client will stay 4 Click Search Michael Farrington Community Development Administration 8986 Active Cases Detaile Relationships Address Book Close Summary Participants Case Plan Case History Close r CARIS Reservation Availability Visiting Lists Y Beds Administration Mame Bed Status Bed Type Bed Gender Availability Start Duration lt CDA Test Run Unit Special Needs s Management Room B3 Active Special Needs Female 2005 Aug 25 37 Reservations i q COA Test Run Unit Special leeds i l 5 siete Active Special Needs Male 2005 Aug 25 267 gt Eligibility Lists Cottage 1 Room1 Bed A Active Regular Female 2005 Aug 25 367 Reports Cottage 1 Room 2 Bed 1 Active Regular Male 2005 Aug 25 367 Facility Hotes Ub Unit 2 Green Room First Anke Rec Male 006 Feb 01 06 Select Case lotes Trial Unit 2 Green Room Second Gre big Active Regular Male 2005 Aug 25 367 Case Forms Trial Unit 2 Li
128. ion lists These are the elements that are case specific 1 8 SEARCHING FOR A CLIENT CONTACT MEMBER OR ORGANIZATION The database contains the names and demographics of every person in CARIS and any organization that has been entered In this case you have access to the entire database not just your own clients or organizations However the information that is available to you when you do access someone else s client for example will be limited to basic demographic information so that the client s privacy is protected In a typical situation you may have a walk in person requesting service and you want to see if they are already in the system You type in their name and it displays as a client You can click on Cases and see if the person is already involved in a case Other Client Cases and who the particular case manager or member is so you can refer the person to them or consult with them It is important that duplication is avoided so the system is set up so that you MUST search for a name before you can Create a New Client Because people use aliases and variations of their names try to search for as many known names as possible if there is any doubt Once a name is entered into the system it cannot be deleted If a duplication occurs an administrative decision must be made to deal with it Usually the information will be consolidated _Brimst COLUMBIA into one of the files and the other on
129. isplay asking you if you want to create this client Microsoft Internet Explorer h j Are vou sure vou wish to create this client record 7 Click OK The Client Details box will display containing the information you have entered 88 CARIS Build 0 54 Login Name Ann CYMH Login Time 8 4 2005 10 20 24 AM NA Search Adv Search Help fi Michael Farrington Cases Details Relationships Address Book Close Y CARIS M Client Details Farrington Michael Waiting Lists gt Beds gt Internal Referrals El Basic Demographics gt Case Transfers Family Hame Farrington Given Hame Michael Eligibility Lists Middle Initial a Preferred Name Mike Aliases ad Gender Male Reports Date of Birth 10 Mar 36 Date of Death gt Facility Hotes CARIS ID 1000053 Tools and Utilities Extended Demographics Address Book Relationships Address Book Edit Client You have now added a new client to the system database If you now exit from this window by clicking close the new client will be saved However if you open My Cases later the client will not appear because you have not yet opened a case for this client Unless you just wanted to record details regarding this client normally you would proceed to Create a New Case for this client Section 2 16 Note that anyone who has CARIS access in your organization will now have access to the demographic information you have entere
130. ity Hotes Case Notes Goals and Objectives Case Forms Tools and Utilities 2 Any existing Goals will be displayed In this case there are none because this is a new case and none have been set 2 Click Create Goal ss 54 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 3 Selecta goal from the drop down list or select User Defined Goal and type in a goal in the text box EB caris f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Create Goal Visiting Lists Beds o Internal Referrals Goal User Defined Goal e Case Transfers User Defined Tithe Help him find a Job Eligibility Lists Pricey Priory do _ a Status fale Crtical Date Bases o Facility Hotes es Start Date an 3 2008 End Date Case Forms Note cha aca right away to bey his rent gt Tools and Utilities 4 Click Save and the Goal will be saved and will also become Active Note that until it is saved the Status is grayed out The Goal will now be displayed in the Case Plan Goals and Objectives window GB CARIS Build 0 57 Login Name Ann CYMH Login Time 9 13 2005 3 12 44 PM Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Particip
131. ity Type Filter y CARIS Activities Display Waiting Lists gt Beds gt Eligibility Lists Activity Filter All Activities Aci E gt Organization Hotes el Communication tote 2006 03 07 12900 AM eerie based consultation Safety Procedure Safety Procedure 2006 02 13 11 30 AM Safety Procedure 2006 02 13 11 30 AM Safety Procedure 2006 02 13 11 15 AM m a Communication Hote 2006 02 13 12 00 AM m E Topic Based consultation 2006 02 13 12 00 AM m a Safety Procedure 2006 02 03 3 15 PM Announcement 2006 01 10 12 00 AM Communication Hote 2006 01 10 12 00 AM m a Communication Note 2005 12 30 12 00 AM m a Communication Hote 2005 12 30 12 00 AM m a Ga Safety Procedure 2005 11 25 12 30 AM m oa Safety Procedure 2005 11 24 11 40 AM m 2 Safety Procedure 2005 11 24 11 40 AM m a Safety Procedure 2005 11 24 11 40 AM m a Page s 123 A BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 1 5 11 My Cases Clicking on My Cases will display a complete listing of all the Cases in which you the User are involved GB CARIS Build 0 57 Login Name Ann PSDHH Login Time 9 8 2005 10 56 52 AM A Mm Search Adv Search Help Main Activities My Cases y CARIS My Case List Waiting Lists gt Beds Case Status Filter AIl v
132. ive a phone call e mail fax not related to a specific client or case record them separately in the Communication Notes Topic Based Consultation You and another person present at a conference on there were 25 people there your presentation was for 55 minutes 10 of those people were from early intervention agencies 15 were teachers from around the province Report a false alarm safety report Understand L Mostly Understand L Don t Understand L Questions Scenario 3 Complete a damage report where a window was broken Facility report Understand L Mostly Understand L Don t Understand L Questions Scenario 4 Case Client Context VH staff Case Context Key Case Support Staff Phone Call from a Parent Consulting with a community support service about the child Request for registration in a SFCD course refer case to SFCD Child takes medication medication not set up add medication staff enter the information to completion realizes it states the wrong time edits to input the correct time one for prescription and one for non prescription Record medical appointment Record a SIR child injured records conversation with parents child seems to get worse requiring an emergency hospital visit follow up report made after discharge from emergency record conversation with parent have child take prescribed medication 3 times a day requiring set up and recording of medication taken
133. k on Display Activities and all the activities which are included in the type and time frame will be displayed sks 15 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT gt Internal Referrals gt Case Transfers 1 7 5 Close Cymh Outreach 1289 Active Summary Participants Case Plan Case History Close A Activities Display tivity Filter All Activities _ 3J Admitted by Ann 2005 08 25 15 34 AA E La Modication Intervention A A IN T atananlara E 2 Case Affiliate Update by Ann 2005 08 22 15 00 Y Cane Member Update by Page s 1 Clicking Close under the Case will close the Case but leave the Client still In Context Clicking Close under the Client closes both the Case and the Client COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 1 7 6 Navigation Tree specific Navigation Trees with and without a Case in Context Y CARNS Waiting Lists Y Archives Administration Y Beds Administration Management Reservalions Occupancy Y Eligibility Lists Management Summary Y Reports CARIS Usage Report Case Load Report by Case Types Case Load Report by Members Case Load Snapshot Report by Case Types Case Load Snapshot Report by Members Bed Utilization Report Y Case Transfers Incoming Outgoing Y Organization Notes Announcement Communication Motes Safety Procedure Topic Based Consultation wv Utilities Templ
134. ke nw Bifrost 129736 Active Coses Details Relationships Address Book Close Summary Participants Case Plan Cese History Clone ES Legal Order Forms Display Se PE Legal Order Type Court Location Court Date Judge Name Note Organization Hotes Eligibility Lists gt Alerta Admission and Discharge Forma gt Clinical Forms and Assessments Page s 1 Y Case Forme Meeting and Confact Note New Legal Order Altech File CRIMINAL CODE OF CANADA Section 176 Assauting officiating clergyman or minister 2006 10 03 1 A list of legal orders for this case will display By expanding the entry you can see the details of the order You can also Edit or Delete the order if you wish To add a new order 2 Click New Legal Order BS BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT EB ARIS bogin Mare Anri Logiri Tira e a BE PM Ida Ann Lake zz Bifrost 129736 active L Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close ERE Legal Order Wading Lists Archives t Reports Legal Status Referrals Effective Date 2006 10 02 ESR end bate 2006 10 02 Aaa Delete gt Organization Notes gt Eligibility Lists gt Alerts Admission and Discharge Forms Court Location Mestng Minutes Court Date 2006 10 02 Psychiatrie Admission Medes OF Provisional Diagnoses Discharge Form Change Date 20
135. lac Room First Bed Active Regular Female 2006 Jul 13 45 5 Triat Unit 2 Lilac Room Second yy dl Edi 2005 Aup 25 a Trial Unit 2 Red Room FirstBed Active Special Needs Female 2005 Aug 25 367 Trial Unit 2 Red Room Second Active Special Needs Male 2005 Aug 25 367 A list of all beds that meet the criteria will display wks 126 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 5 Select the one you want 6 The Create Reservation window will display f Michael Farrington Community Development Administration 8986 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close oy CARS Create Reservation Wedting Lists Beda Avdeniresty ation Newnes Cottage 1 Room 2 Bed 1 Management Start Date srz512005 Start Time fizooam CJ Reservallons Duration n OCcupancy End Cate End T 12 00 4M b Eligibility Lists gt J Reports gt Facility Hotes AssigntoBed E SaveReservagen ii Cancel P Case lotes P Alerts P Case Forma 8 If the client is present and ready to occupy the bed you can proceed to assign the bed immediately subject to current bed administration rules Otherwise to confirm the reservation 7 Insert the appropriate Start and End time fields 8 Click on Save Reservation The reservation will be saved and will show on the Reservations window f Michael Farrington Community Development Administra
136. leges CARIS then matches your ID with your preauthorized role s and displays the Role Selection page You can expand any of the roles to display more information and to select your option a BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT E Microsoft Internet Explorer File Edit view Favorites Tools Help da Back gt 5 at O search Ge Favorites 4History Ey gi Address E https spearhead meF gov bc cafcaris CARIS Auth aspx STEVE DEAN Please select a location and a role to log in to CARIS interface Youth Forensics Provincial Services Fernie Provincial Services for Deaf and Services for Family and Community Hard of Hearing Development Manager Select General Provincial Services for Deaf and Hard of Hearing Provincial Services for Deaf and Hard of Hearing Provincial Services for Deaf and Hard of Hearing Child and Youth Mental Health Burnaby Early Childhood Deaf Access Office Youth Transition Program Consultative Services Child and Youth Mental Health Burnaby 3 Provincial Services for Deaf and Hard of Hearing Victory Hill Residential Program Page s 1 Choose your option and 3 Click Select Your Main page will display and you can now use the system NOTE Your screen display may include the browser functions unless you have closed them DO NOT USE the browser functions to navigate through CARIS particularly the Back
137. lity lotes Enroll lame Priority Date Added Case lotes 10 Farrington Michael 1 2005 09 19 b Case Forma Page s 1 Tools and Utilities The display will indicate the status of the List and provide details of the participants If you are satisfied with the number of participants and wish to continue with the activity 4 Click Complete List A prompt will display asking if you want to complete the List Microsoft Internet Explorer q Are vou sure vou want bo complete this eligibility list 5 Click OK The activity will be removed from the Active list and will only be included if you select All or Completed in the Status Filter 3 4 5 Eligibility List Summary The Summary displays all the Lists that are either Active or Completed depending on the Status Filter selection sl 68 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close gt Internal Referrals List Mame Start Date End Date Min Max Status Hotes gt Case Transfers Computer Literacy 2005 08 02 2005 08 03 5 20 Complete y Eligibility Lists Computer Literacy 2005 08 02 2005 08 03 5 20 Active 5 View List 2005 07 15 2005 07 22 2 8 Complete 7 view Summary m List 2005 07 15 2005 07 22 2 a Active View gt Reports ic
138. llg050 Login Mame AnewECYMH Login Time 6 22 2005 2 06 14 PM a MT fi Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS E Contact Details theresa Elizabeth Wating Lists gt Internal Referrals gt Case Transfers EX Eligibility Lists Family Mare Theresa Given lame Elizabeth Reporta Preferred blame Molher Aliases gt Facility Hotes Date of Birth 12 Apr 02 Gender Female Case lotes Date ol Death gt Case Forms A Address Tools and Utilities 4 Click Add to Case 3 The Add Case Affiliate window will display f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Add Case Affiliate Wating Lists gt Beds gt Eligibility Lists Start Date 8 24 2006 End Date Suc CertNone AT 7 al Member Name 7 Role gt Case Hotes gt Alerts 5 Select the appropriate Start and End dates 6 Select a role from the drop down list 7 Click Add Affiliate A BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT Build 057 Login A A a Pi Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Participants
139. ly Name Given Name Michael gt Tools and Utilities Middle Initial Preferred Name Aliases Gender Date of Birth z Date of Death Pr Ep Extended Demographics To perform an advanced search 1 Type in as much data as you require in as many fields as you wish 2 Click on Search All the clients whose demographic data includes Michael will display NOTE The names and data are not case sensitive so you don t have to use capital first initials sl 20 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GB CARIS Build 0 57 Login Name Anm PSDHH Login Time 9 12 2005 2 39 51 PM SEE Clients v Search Adv Search Help Main Activities My Cases Y CARIS Client Search Results Waiting Lists gt Beds Eligibility Lists CARIS ID Client Name Birth Date gt Reports 1000029 Duncan Michael 1990 01 31 gt Facility Hotes 1000192 Zeus michael 1987 06 15 1000053 Farrington Michael 1936 03 10 View Page s 1 Advanced Search Create Client If you had typed in Michae and missed the last I like this GB CARIS Build 0 54 Login Name Ann CYMH_ Login Time 8 4 2005 4 09 44 PM een Clients v Search Adv Search Help Main Activities My Cases Y CARIS Advanced Search Client Waiting Lists gt Beds gt Internal Referrals Clients Contacts Organizations gt Case Transfers Basic Demographics gt Eligibility Lists a apse gt city Notes FomiyN
140. merous case files The following list identifies some of the capabilities and functions of CARIS Create new cases Add members to cases Add affiliates to cases Bed management functions o Create es BRITISH COLUMBIA Name Reserve Add a Room or Bed Assign a Bed Track activities concerning a case Perform a variety of assessments Track outcomes Create notes Access a detailed client record and summary Generate reports that help identify trends and issues Generate case reports Maintain eligibility and wait lists O O 0 0 1 4 SECURITY AND PRIVACY Security and Privacy are essential in the proper care of client information Security and privacy are different though complementary elements and need to be differentiated Security is a matter of doing many small things properly including developing and following policies regulations and procedures and appropriately handling paper and passwords Security also involves securing the hardware network the database and the transactions online Security for CARIS is the responsibility of the Province of B C and is handled by standard government security protocols at CITS Common Information Technology Services who are the hosts for the CARIS application Security is also the responsibility of the users Every user of the system is responsible for maintaining the confidentiality of their ID and password and to prevent unauthorized access by locking down their workstati
141. n Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Activities Display Waiting Lists Beds Internal Referrals Activity Filter All Activities v gt Case Transfers gt Eligibility Lists Referral Observation by Ann 2005 09 14 10 40 gt Reports gt Facility Notes Page s 1 w Case Hotes General Alerts Attach Fila The referral will display in the Activities file Note that this is just a reference form it does not activate a referral 3 7 CASE TRANSFERS Cases may be transferred to other YFPS facilities if necessary This process enables you to record and activate such a transfer To transfer a client place client and case In Context and 1 Make a Search for the organization to which you wish to transfer the client sl 13 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT E i de Login Nara Ar Login Tma 10 10 2006 11 62 06 AM Organizations Allan Smith noz ATP 146521 Active Assessment Summary Participants Case Plan Case History Close Cases Details Relationships Address Book Close Y cane Organization Search Results genes Archives Spas Organization Name Organization Type Eligibility Lists BOC YFPS vew Reports are VFPS View Referrals CGR YFPS vew gt Case Transfers CH FPS view Organization Notes EK YFPS View Alert
142. ncoming Informational Phone 20 mins z v Case Hotes General Alerts Page s 1 Attach File Client Based Consultation Client Correspondence Log Progress Notes Health Visit Referral Observation Session Notes Legal Code Case Forms Tools and Utilities 3 12 5 Documents Process Management Provision is made in CARIS to record and track paper based documents 1 Expand the Case Notes function 2 Click on Documents Process Management pls BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 106 ct LA Ss a Fi Login Mama Para Lean Tma ARSRADDOE 3 32 16 Ph Ida Ann Lake un Bifrost 129736 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARES Processed Documents List Child CaredNurging Admission Notes Discharge Form Y Clinical Forme and Assessments DEM TR Diagnostic KED 10 Diagnostic Clarification A list of documents will display Information about a particular document can be viewed by expanding the listing If an electronic file was attached to the document it will show and can be viewed To view a listed document the paper document must be located either from the client file or by contacting the Recording Person You can add a new document to the list 3 Click on New Document y mis E i i Z i Login hame nn Login Time VNDE 3 32 16 PM Ida Ann Lake noz Bif
143. nd edited by clicking on the Edit button Note that not all activities permit editing This is to prevent inadvertent or deliberate loss or compromise of the information To edit or update activity information 2 Click on the Edit button for the activity you wish to update 3 Enter the new information or notes 4 Click Save Changes f Jason Marceau possas Careplan Counsultants 120671 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Se Update Session Note Waiting Lists P Archives Sees es Beds Shabana Date 2006 07 12 Rois FSI uration 0215 Organization Notes TopicySubject atvatvidv Eligibility Lists Mode of Meeting Face To Face gt Alerte Member 0C ro Aga Delete b Admission and Discherge Forme Biko Ann Co facitator gt Case Forme Constant Ann Other Utilities A ibabe Role Aa Delete Notes tedividwdtw Attachment oS EERTE Ada Detach Max file size IMB SS E Goals amp Objectives GOAL mirir OBJECTIVE ertertert jo opsective ttgegtewe o Cancel sl 60 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT This Section will contain a description of each individual function or wndow These functions are usually found in the Navigation Tree Each agency using the system will have its own list of features
144. nd self development facilities El Address Book Address book management Create Contract Edit Organization Create Internal Reterral 2 10 EDITING AN EXISTING ORGANIZATION Editing existing organization details may be a function that you have not been authorized to perform If this is the case the Edit Organization button will be grayed out and you will be unable to perform this operation To edit the file of an existing organization once you have found the organization and confirmed its identity 1 Click the Edit Organization button wks 36 COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 8 2005 11 34 33 AM YMCA Search Adv Search Help Main Activities My Cases Or ganization Details Young Men s and YoungWomen s Christian Association 1 Organization Hame Young Men s and Young Vomen s Christian Association Organization Acronym YM YWCA Organization Type Youth and Family Description Physical Training sports and self development facilities El Address Book Address book management Create Contract Edit Organization Transter Create Internal Reterral The Edit Organization window will display and you can proceed to complete more fields or change existing information GB CARIS Build054 Login Name Ann CYMH Login Time 8 8 2005 11 34 33 AM YMCA Organizations W Search Adv Search Help Main Activities My Cases
145. neral Alerts Prid alert Supervision Alerts 3 Case Forms 3 Click on Add Alert E BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GB CARIS Login Name Ann PSDHH Login Time 11 7 2005 12 50 51 PM Robert Charlton 1022235 A Cases Details Relationships Address Book Close y CARIS Waiting Lists Beds gt Eligibility Lists gt Reports gt Organization Notes Case Hotes Y Alerts General Alerts Supervision Alerts gt Case Forms 4 5 VHRP 65862 Active Summary Participants Case Plan Activities Close Create Supervision Alert Start Date End Date OO Supervision Alert Type L gt Notes Add Attachment Oo T Aaa pan oo Submit Save Select the Alert Type from the Drop Down List Add any Notes you wish to describe the nature of the alert 6 Add any attachments GB CARIS Login Name Ann PSDHH Login Time 11 7 2005 12 50 51 PM Robert Charlton 1022835 Cases Details Relationships Address Book Close Y CARIS Waiting Lists gt Beds gt Eligibility Lists gt Reports gt Organization Notes gt Case Hotes y Alerts General Alerts Supervision Alerts gt Case Forms 7 Y Search VHRP 65862 Active Summary Participants Case Plan Activities Close Create Supervision Alert Start Date 2005 11 07 End Date friner2005 Supervision Alert Type Special A
146. new one To Create or enter a New Client 1 Perform a search as in 1 8 1 or 1 8 2 If the search produces no results 2 Click on Create Client GB CARIS Build0 54 Login Name Ann CYMH_ Login Time 8 4 2005 4 09 44 PM Pe Search Adv Search Help Main Activities My Cases y CARIS Client Search Results 2 Waiting Lists gt Beds Internal Referrals CARIS ID Client Hame Birth Date gt Case Transfers The search returned no results Eligibility Lists You can try advanced search or create a new client gt Reports Facility Notes n Page s 1 gt Tools and Utilities Advanced Search Create Client The Create Client form will display GB CARIS Build0 54 Login Name Am2CYMH Login Time 8 4 2005 10 20 24 AM AAA Search Adv Search Help Main Activities My Cases y CARIS 7 Create Client Waiting Lists Beds 6 Internal Referrals Case Transfers Family Name Given Name is ites Ao Middle Initia Preferred Name gt Reports E Aliases Gender v Facility Notes a Date of Birth s l Tools and Utilities Extended Demographics E Eo EJ sl 23 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 3 Fill in the fields 4 Click on the sign to open the extended demographics box 5 Fill in as many fields as you can 6 Click Create Client A dialogue box will d
147. notification on the Reservation page will disappear Bulld 058 Login Hama tralringHBP5DHH Login Time 4252005 3 00 25 PM A chante v Search Adv Search Help Michael Farrington Cages Details Relationships Address Book Close Community Development Administration 8986 Active Summary Participants Case Plan Case History Close Y CARIS O Bed Summary Walking Lists Y Beds Administration Uni Fitter AN kzl Manspemert Reservations Bed Name Client Name Client Status Bed Status pi Occupancy z Trial Unit 2 Ped Room Second Bed Active a Trial Unit 2 Red Room First Bed Active gt Feciity Hotes Trial Unit 2 Lilac Room Second Bed Active view b Case lotes Trial Unit 2 Lilac Room First Bed Brown Gustavo In Bed Active 160 Alerts Trial Unit 2 Green Room Second Bed Active Case Forms Trial Unit 2 Green Room FirstBed Denim Daisy in Bed Active 322 Cottage 1 Room 2 Bed 1 Farrington Michael In Bed Active 1 Cottage 1 Room 1 Bed A Active COA Test Run Unit Special leeds gt a Room B4 Active view COA Test Run Unk Spectal leeds i r Room B3 Active view CDA Test Run Unit Special leeds Room B Active COA Test Run Unit Special leeds Room Bi dames Robert in Bed Active 205 view Wien CDA Test Run Unit Girl Room B4 Active view CDA Test Run Unit Girl Room B3 Active View CDA Test Run Unit Giri Room B Sage Pamela in Bed Active 114 g a all BJ 4 1 7 Occup
148. nt Forme Case lotes Alerta gt Case Forms cance P Assessments Phebe External Services Tools and Utilities 6 Select a Reason Code 7 Add any Notes you wish to 8 Click Cancel Transfer 3 8 ORGANIZATION NOTES ALSO REFERRED TO AS FACILITY NOTES Organization Notes are a group of functions that provide you with the capability of recording events such as meetings phone calls e mails and so on of a general nature that is not Client or Case specific with which you are involved in some manner NOTE Events recorded in this Log are not secure in that they can be viewed by any other authorized user as can Announcements Incident Reports and so on ORGANIZATION NOTES ARE VIEWABLE BY ANY OTHER AUTHORIZED USER AT YOUR LOCATION Consequently when you are in Client and or Case Context ALWAYS use the Client Correspondence Log to record phone calls e mails etc that are client or case specific Events are recorded permanently but are only displayed for 30 days following the event If you wish to view an event that occurred more than thirty days previously use the Time Filter to select a date within thirty days following the estimated date of the event you wish to view Following is an example of recording an administrative event 3 8 1 Creating an Announcement An announcement is a message intended for everyone at a given location or agency This is typically an administrative function to enabl
149. ntal Health_2 Target Client Farrington Michael Ld Attach File Client Based Consultation Client Correspondence Log Page s 1 Progress Notes Health visit Referral Observation Session Notes Legal Code Y Case Forms Medications Tools and Utilities ss BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 3 11 5 Deleting a Medication Administration Record Should you make an error when recording the administration of a medication you can correct the error by deleting that particular record and re administering the medication 4 Open the Medication Record 5 Locate the specific medication administration record you wish to delete 6 Click Delete GB CARIS Build 0 56 Login Name Ann CYMH Login Time 8 25 2005 11 13 41 AM Clients v Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Medications Waiting Lists Internal Referrals gt Case Transfers Administration Date Filter Today Y View By Medication Eligibility Lists gt Reports Medication Hame Medication Class Prescribing Physician Dosage Start Date End Date Facility Notes pe Aspirin acetasalacylic as gp ee ey E Acid Non Prescription as recommended 2005 08 23 2005 09 30 Y Case Forms Frequency as recommended Admin Date Time Admin Code Admin By Hote Medications Delivery Rou
150. on when they leave it unattended The CARIS application resides within the SpanBC network behind the government firewall Users will access CARIS through IDIR or BCelD authentication While CARIS is an internet based web application security is protected by making it accessible only by authorized users with the correct name password and domain information Privacy is a different matter Privacy relates to the relationship a client and the clinician have to the client s data Privacy specifically relates to data and the management and access of that data in the course of clinical care by authorized users CARIS provides tightly controlled case based privacy which enables a case manager to determine who is able to view and contribute to a client s case CARIS handles privacy in a number of ways including the provision of a complete audit trail which enables the review of all accesses activities and interactions on a clients case CARIS ability to share data across program and office boundaries is controlled by the policies for data sharing of each organization Forms in CARIS are not documents that can be e mailed but are centralized and accessed remotely by authorized individuals on an as needed basis All accesses changes and views of the client forms are recorded and auditable CARIS ability to share data across program and office boundaries is controlled by the policies for data sharing of each organization es BRITISH
151. onsent Letter 1 02 2005 0713 5 O ae A Case Transfers Meeting llotice 1 2005 09 20 z view J betete JC generate J pS Lee Sample Letter 11 2005 07 19 Delete o Generate Doc ane Template ofmine ooo 20507 14 Se E Facility Notes gt Case Notes Page s 1 Case Forms Y Tools and Utilities Creme Tercia Templates You can View the Template details 9 Click on View 83 LAR Build 081 Login Name ANMEECYMA Login Time 7 19 2005 10 46 42 AM A ELO Search LEO E Main Activities My Cases _ Y CARIS 2 View Template nategu Beds Date Crested 50718 internal Referrala Name Gomene O Case Transfers mr T a Eligibility Lists PP e gt Facility Hotes iol Tools and Utilities L sel Templates ee wy tia cate FIODAVE r L S Cancel You can delete a template from the list 10 Click on Delete The template will be deleted from the list You can Deactivate a template This will just gray out the Generate Doc option so that you can t send the document to anyone This is so that you won t send out an inappropriate or outdated document inadvertently Should you wish to you can easily Activate the document again thus making it available To Deactivate a template 1 Click on Deactivate ss 114 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT Login Hama Ana EMH Logn Tienes 220 2005 115205 AM
152. or Forward buttons They will not work properly since they are browser functions not CARIS functions Always use the navigation aids and functions displayed on the CARIS display to navigate the system For example instead of the Back Button on your browser clicking Cancel on your open window will take you back to the previous window and cancel any data input or operation you were performing in the open window Additionally a Back button is provided so that you can return to the previous window within the program EME li 6 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 1 5 2 Your Screen Display When you log on to CARIS you will see your personal desktop It will show your User Name You will only be able to access your own cases information and activities The system does this automatically for security and privacy reasons You will be able to search the entire database for persons but will only be able to view and edit their Client Details Context Bar q Welcome Ann PSDH wy CARIS gt Beds gt Eligibility Lists Announcements gt Reports gt Organization Hotes Subject Detail asdfsdf Importance 2005 09 26 medium 2005 09 26 d 2005 09 26 d Interface Title 2005 09 26 sdfsadf asfsdfsd 2005 09 27 amp amp Navigation Tree just seeing what happens ini put a web adress 2005
153. ottage 1 Deaf Access Office Active 3 Room rawe 2 Room nave Consultative Services Deaf Access Office Community Development Administration Deleted Test Unit Administration Deleted Edit Add Room Page s 12 4 1 3 Adding a Bed to a Room To add a bed or beds to a room 1 Click on Add Bed opposite the room you wish to place it in The Create Bed window will display o 122 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT EB CARIS Build 0 56 Login Name training1 PSDHH Login Time 8 25 2005 11 06 24 AM a Clients w Search Adv Search Help Main Activities My Cases Y CARIS Create Bed Waiting Lists Beds gt Eligibility Lists Name gt Reports re Facility Notes Gender male Admin Status Active En coca 2 Name the Bed 3 Select the type from the drop down list 4 Select the gender of the occupant that the bed is designated for 5 Click Save The bed will now be added to the room GB CARIS Build 056 Login Name training1 PSOHH Login Time 8 25 2005 11 06 24 AM A Clients v Search Adv Search Help Main Activities My Cases y CARIS Bed Administration Waiting Lists gt Beds gt Eligibility Lists Status Filter Unit Filter Reports Facility Hotes PSDH Unit D Victory Hill Residential Program Active PRA Deaf Access Office Community Trial Unit 2 ral hdviiseaicn Active Add Room Active Activ CDA Test Run Unit Community
154. overnment worker and so on To avoid duplication the system requires you to perform a search for the person before you create a new one To Create or enter a New Contact 1 Perform a search as in 1 8 1 or 1 8 2 but use the drop down list to select Contact If the search produces no results 1 GB CARIS Build0 54 Login Name Anm CYMH_ Login Time 8 8 2005 10 00 37 AM Search Help y CARIS Contact Search Results 2 Waiting Lists Beds gt Internal Referrals CARIS ID Contact Hame Birth Date gt Case Transfers The search returned no results Eligibility Lists You can try advanced search or create a new contact Reports Facility Notes ty Page s 1 Tools and Utilities Advanced Search Create Contact 2 Click on Create Contact sl 27 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GB CARIS Build0 54 Login Name Ann CYMH Login Time 8 8 2005 10 00 37 AM E Search Adv Search Help Main Activities My Cases y CARIS i Create Contact Waiting Lists gt Beds Internal Referrals Family Name Scrooge Given Name Ebenezer gt Case Transfers gt Eligibility Lists Preferred Name Eb sas Date of Birth December 25 1925 Gender v gt Reports gt Facility Hotes sas Tools and Utilities Reset Creste Contact JP Cancel The Create Contact form will display 3 Fill in as man
155. rch or create a new organization gt Reports gt Facility Hotes Y Tools and Utilities Page s Templates Advanced Search Create Organization sl 33 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT The Create Organization form will display GB CARIS Build054 Login Name Ann CYMH Login Time 8 8 2005 11 34 33 AM YMCA Organizations Y E Search Adv Search Help 5 y CARIS Create Organization Waiting Lists gt Beds Internal Referrals Organization Name Young Men s and YoundgwWYomen s Christian Association Case Transfers Organization Acronym YM YWCA Organization Type Youth and Family gt Fagibity Lists Description Physical Training sports and self development facilities aS gt Reports v Facility Hotes Y Tools and Utilities Cancel Templates 3 Fill in as many fields as you can 4 Click Create Organization A dialogue box will display asking you if you want to create this organization Microsoft Internet Explorer D Are you sure you want to create this organization o J cocel 5 Click OK The Organization Details box will display containing the information you have entered 88 CARIS Build 0 54 Login Name Ann CYMH Login Time 8 8 2005 11 34 3 YMCA Search Adv Search Main Activities My Cases Organization Details Young Men s and YoungWomen s Christian Association Organization Hame Young Men s and YoundgWYomen s Christi
156. rogress Notes Attachments Health visit Ir Referral Observation Session Notes Supervision Warning Personal History Presenting Issues I Amal Pana sl 110 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 5 Complete the rest of the form 6 Click on Create Note GB CARIS Login Name Ann YFY Login Time 9 22 2005 4 48 10 PM TS Search Help Jason Marceau Program B 35749 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YFV CARIS Activities Display Waiting Lists gt Eligibility Lists gt Internal Referrals Activity Filter al Activities v gt Case Transfers gt Reports Presenting issues reported by Ann 2005 09 22 16 49 Organization Hotes Client Forms Page s 1 w Case Hotes Attach File Client Based Consultation Client Correspondence Log Critical Incident Report Progress Notes Health Wisit The issue information is added to the Case Activities file 3 13 UTILITIES The Utilities function presently provides a Template construction and retention capability You can create templates for frequently used letters memos notes or other documents 3 13 1 Creating a Template A template is a form letter or notice that a Case Manager or Member uses to communicate standard information to a Client Affiliate or a Member It cannot be used for general communications in the agency To create a template
157. rost 129736 active Cases Details Relationships Address Book Close Summary Participante Case Plan Case History Close le cans Single Document Collection Recording Waiting Lists Archives Date 2006 10 02 a Document Title MHA Form 13 Notification to involuntary patient of rights under the MHA Reporte gt Roferrala On Behati Ol Organization Hotes GHJI Eligibility Liste Note A Meeting Minutes Peychistric Admission Motes Provisional Diagnoses 4 Fill in the form 5 Attach an electronic copy if you wish to 6 Click Save The document will be added to the Document List ss BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 107 GB can Login Narea Ann Login T me SUS Se Sate FM f Ida Ann Lake poz Bifrost 129736 active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close CAME Processed Documents List Waking Lists Archives Date Document Beds Reporte Referrals Organization Notes Eligibility Lists gt Alerta Psychiatric Admission Notes Provisional Diagnoses Child Care Mursing Admission Notes 3 12 6 Legal orders You may record legal orders issued in connection with your client in context 1 Click on Legal Order in the expanded Case Forms list eB CARI Login Mame nm Login The 102006 1 46 06 Ph f Ida Ann La
158. rrals Eligbaty List Computer Lters Max Participants gt Case Transfers Participant Faringdon Michael Priority 4 w Eligibility Lists pa rc ci Summary 4 Change the Priority 5 Save 3 5 REPORTS The system provides the capability of generating Case Specific and other reports The Navigation tree lists those reports available when a case is either in context or not Reports are automatically generated by the system based on the information in the data base filtered by the criteria you select to generate the report 3 5 1 Generating a Report The reports generated are specific to the agency and when applicable to the specific case in context The procedure is similar for each report To generate a Report 1 Expand the Reports function in the navigation tree 2 Click on the specific report type you wish to generate fi Jason Marceau toosas Careplan Counsultants 120671 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Case Notes Report Wating Lists Archives Beds Reports Care Pian integration Meeting CARIS Usage Report A Case Load Report by Case Types Start Date z006 03 15 Ek End Dale Caze Load Report by Members Group By owe Return Case Load Snapshot Report by Case Types Cate Load Sinapehol Report y Members Bed Utilization Report Waling List Duration Report 2
159. rrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Eligibility List Management gt Beda Status Fiter Active Internal Referrals List Name Start Date EndDate Min Max Status Notes AA o gt Case Transfers Computer Lieracy 2005 08 02 2005 06 03 5 20 Active 3 Y Blglblty Lists List 2005 07 15 2005 07 22 2 8 Active 3 T Mental Aerobics 2005 09 07 2006 03 07 4 15 Acne at oeee complete Summary y Reports Page s 1 Facility Motes gt Case Hotes t Case Forms Tools and Utilities The new program or activity has been added 3 4 2 Editing an Eligibility List To make changes to a List if you are authorized to do so 1 Open the Eligibility list Management window 2 Select the List you wish to edit 3 Click on Edit pls BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT Login Hara Arey MA Login Tma 115 2005 7 36 36 PM f Michael Farrington Cases Details Relationships Address Book Close Y CARIS Edit Eligibility List Watir Lists Bede Internal Referrals List Mame Computer Lierscy Case Transfers E Eanos ere Banos SSS Eligibility Lists ue E aneii E Determination of computer Reracy as a prelude to course offerings Lest Description You can now make changes to the List NOTE If you are NOT authorized to create edit delete or complete Eligibility lists
160. s 3 Click on Create New Accession ar 63 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT Login Mara SHON DALEY Login Tinea MSOs 3 11 41 FO f Simon Templar ccc Crossroads residential 5614 Active Cates Detalla Relationships Address Doc Close Haveny Participante Capo Plin Cate Mator Clete Y CARS O Create Accession Arched A nmatraon Scheie 123003 b Bodt Cinta pews pE Reporta Loceboa mare Aefa accession E b Organization Motes gt Eligibelity Lists Sain EN Po Admission and Disc har go Forn Clinical Porma amd Acseaaments Cave Forme E Amies 4 Fill in the appropriate information 5 Click Save Laa Mira HORA Al EA Loan Tiree S005 3 14 41 FN f Simon Templar cox A Crossroads residential 5614 Active Cates Bete Relationships Address Dock Cope a Paca Case Plan Cae Neston Chete Y CARS O Archive Records List aia Licks w Archives Adar eben e Beds Reporta e Reinas t Organization Motes gt Chgbeity Liste Alene dimisi n al Die a go Form gt Clinical Farina ard Arresamenta Cave Forma Bon MEHENI hlvogece 2008 0731 dl Chert Dese Chose b ition To Boa M34 Progr 0 7 Agd Cert Debes Cie Pet come Osis France 2006 00 29 oer 3 3 BED MANAGEMENT Bed Management is described in Section 4 Agency Specific Functions 3 4 ELIGIBILITY LIST MANAGEMENT The Eligib
161. s 124 A A II SE eee 1 2 Case COMLEX rt biog cried 14 Case NOLES isis 86 Caso Plain ibid 15 A O A ernie 11 Changing a Medication cooooccccccoonnncnoocn 99 Client and Case ManageMent cooccnccncccnccnocn 23 CIENTOS eii iia 10 A a Oe 13 ClOSING a CaSe ca 49 Completing an Eligibility List 67 CONIC situa nrico llas 17 18 144 Comex Dd cd 7 Creating a Case Report c ccccecsseeeeeeeeeeeens 71 Creating a GOdl insolaci n 54 Creating a New Case Referral 45 Creating a new Client oocccccooccnccconnncnnonnnss 23 Creating a new CONTACT occcooncnccccccnccconononnncnnos 27 Creating a new organization cccooocccccoo 33 Creating a new Relationship o cooo o 37 Creating a Supervision Alert ccccoocccoo 88 EA _BRImTISH COLUMBIA Creating a Template c oooncnccooncncccccnnonononnos 111 Creating an ActiON occccococnncccononoconnnconanonnnnns 56 Creating an Affiliate ooccooonnccccnoccncnns 41 Creating an Announcement 0 ccccseeeeeeeees 76 Creating an ObjectiVe ccccooccncccocccncconcnnononcnnnnos 55 Deleting a Medication Administration Record 97 Deleting an ANNoUNCeMeNt coccccnncncnnccnnnccnnnncoss 78 Deleting an Eligibility List 67 Detallada iaa ai 12 Developing a Treatment Plan c 54
162. s 2005 07 14 Message of no Importance Low Subjest of randomness Case Transfers Eligibility Lists Page s 1 Reports Facility Notes Tools and Utilities 2 Click Search A list of all contacts with Scr as part of their demographics will display GB CARIS Build 0 54 Login Name Ann CYMH Login Time 3 8 2005 11 26 38 AM Re Contacts v Search Adv Search Help Main Activities My Cases Y CARIS Contact Search Results Waiting Lists Y Beds Administration CARIS ID Contact Hame Birth Date Management PSCRO 83 Scrooge Ebenezer 1925 12 25 Reservations Occupancy Page s 1 gt Internal Referrals Case Transfers Advanced Search I Create Contact _ gt Eligibility Lists 3 Click View The Contact Details window will display w BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 88 CARIS Build0 54 Login Name Ann CYMH Login Time 8 8 2005 11 26 38 AM Search Adv Search Help Main Activities My Cases Y CARIS Ei Contact Details Scrooge Ebenezer Waiting Lists Y Beds Administration E General Management Family Name Scrooge Given Hame Ebenezer Reservations Preferred Hame Eb Aliases Occupancy Date of Birth 25 Dec 25 Gender Male Internal Referrals Date of Death Case Transfers Address Book Eligibility Lists Relationships Reports Facility Notes AddtoCase PM Relateto Client PY Relationships Address Book Edit Contact
163. s FVR YFPZ Vii Admission and Discharge Forms Clinical Forms and Assessments ae iis _vew gt Case Forms oe ae Lv Utilities KLOC YFPS view Loc YFPS view Nv YFPS Vere 30 YFPS a u YFPS View Page s 12 2 Click on View for the facility to which you wish to transfer the client E Search Help Allan Smith 1023155 ATP 146521 Active Assessment Cases Details Relationships Address Book loas Organization Details KLOC Visiting Lists Archives P Beds gt Eligibility Lists Organization Hotes Alerts 3 Click Transfer The Transfer Case form will display BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT ES CARIS Login Hama Aw Login Tin Allan Smith uo ATP 146521 Active Assessment Cases Details Relationships Address Book Close gt Eligibility Lists Organization Name Reporte Case kt k Organization Hotes Reason Code Transter Reason 1 Y gt Client Forme Alerts gt Case Forms gt Assessments 4 Fill in the details 5 Click Transfer Allan Smith 10221 ATP 146521 Active Assessment Cates Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS O Outgoing Case Transfers bo Internal Referrals Cate Type Fier Al w Incoming Client Chem Hame Cate E Case Type Date Trid Destination Gieco PSMITOOOO1 Smith All
164. s concerning the client at the time of discharge If you have already discharged the client using the Case Summary window Discharge button the effective Date of discharge will appear automatically at the top of the form ER BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 85 ARIS Login Tithe 2 23 ftarington O oo 7 Search Adv Search T ARAS 33 EP i ala M Cu mis tu Search Adu Search Heip Login Tima 9 29 2006 3 32 16 PM ws a f Huan Liang isos Crossroads Residential 135824 Follow up Cases Details Relationships Address Book Close summary Participants Case Plan Case History Close v cars Discharge Form Waking Lists Archives Dischargea Dabe 2006 09 29 345 FM gt Beds Reason po Aa este Reports P Referrals gt Organization Notes gt Eligibility Lists Responsible Agent po Alerta Discharge hote Y Admission and Discharge Forms Meeting Minutes Psychiatric Admission Notes Summary of Services Received Provisional Diagnoses Ghid Carefurzing Admission Motes Discherge Form Post Service Recommendations Clinical Forme and Assessments Case Forms MHilities 3 11 CLINICAL FORMS AND ASSESSMENTS CARIS provides a number of forms for recording a variety of clinical and behavioural information 3 11 1 DSM IV TR Diagnostic Classifications Leda Tias 2 25 2008 3 32 MAC fianington een Search Huan Liang ios Crossroads Residenti
165. s lana Co ota Duration minutes 3 Y Organization lotes q IIR MEE Basi will be unable to attend the Friday meeting his mother is W Communicabon Motes Announcement Faciily incident Report AAA AAA Satety Procedure Yn ued Cono Client Forma b Cage Motos Alerts 7 Add whatever notes you wish If you wish to append an e mail to the record for future reference you can 8 Open the e mail 9 Select All and Copy to obtain the body of the e mail and the address and details of the sender 10 Paste it into the Notes section of the Communication Notes above 11 Click Save A prompt will display asking if you are sure you wish to Save this event A BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT Microsoft Internet Explorer he Are ou sure you wish to create this administrative log 12 Click OK and it will be saved and recorded in your Communication Notes B Main Activities My Cases Y YEV CARIS Communication Notes Wating Lists Beds Time Fiter 4 Weeks vw Eligibility Lists Date Type Notes gt Internal Referrals 2005 09 22 Information 5 EN Case Transfers 2005 09 21 Referral ea eegen 2005 09 21 Advocacy 5 Ea Y Organization Hotes Communication Notes ES darias pane 2005 09 21 Service Request 5 Ea Faciity incident Report 2005 09 14 Advocacy 2 Satety Procedure 2005 09 12 Education 2 EN Topic Based Consutation 2005 09 0
166. s resume done Pegaer 1 Creabe Goal 2 23 GENERATING THE CASE HISTORY You can view the Case specific Case History list at any time that the particular Case is In Context With the Client and Case In Context 1 Click Case History sks 58 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT Login Hara Snr A Login ra CU A SO FRA f Jason Marceau ess Careplan Counsultants 120671 Active Cases Details Relationships Address Book Close Summary Participante Case Plan Cage History Close TE Search Case History Wating Lists P Archives Beda Keyword Reports Activity Type Date of Activity 1 gt Referrals Start Date poos 0s 1a E gt Organization Notes End Date Eoso 22S Ek gt Eligibility Lists Alerts b Admission and Discharge Forms b Case Forma P Utilities Case Histories can be searched using either keywords or time frames from date to date or specific date The activity filter allows you to just view those activities that you are interested in rather than the complete History It allows you to search during a specific time frame rather than for the entire period the Case has been open This feature is useful when you have recorded many activities over a long period of time Select a time frame suing the drop down calendars or type in a specific date to locate the activity in which you are interested Alternatively type
167. sen ng ISSUES serlo il rial iii 110 E A A O Ue CTO E sale eeauaeseiiatatsetanetaetat 111 3 13 1 Creating a Template ooccccocnnnncccononccconnncoconnncncnnnonononnnnonannnnnnnnrnnonnnnnnnnnannnnnnnns 111 313 2 Generating a Doc Metu nia dd ds Ne 115 4 Agency Specie Funcion a a doveedeUeaedet 119 4 1 lo Pe A A E 119 ele o O cout cea E NE 119 Aele2 Addn A ROMO a Ulla ide 121 Aro AQUINO DEG 10 a ROO Minsa lalalala dar 122 4 1 4 Bed MAA a aaa 124 A LOTO e OO RP Om a ea 125 1107 ASSIM Cle Ol ola ltda asia 127 EL AAA e a ace poteeatuh ls 128 5 Tramning Plan and SCCM ANOS isnie aa a ad a aade 129 9 1 General Information and Getting Ready ccooccccccocccnccnoccncononcnncnnanoncnnancnnnnnnnnnnnnnonnos 129 5 2 SM CARO ld talado 130 9 3 A rasa aa eSEE 130 5 4 EVO Srta a toldos 134 5 4 1 Training Course Evaluation ccccoonncccoconcncoconnnnccnonononnnncnononnnnnnnrononnnnrnnononrnnnnnos 134 542 Sel EV al UO aens ltd 134 5 4 3 Understanding the CARIS System ccccccccccsseseecceeseecceeseeecsesesseageeessesseesseaes 135 9 0 NOLO oasis 141 6 E A ia teac ated en E E dhalatmaudarencens 144 T e A EELEE TETEE IE TEE EEE ETETE AN 145 1 General Information and Procedures CARIS Community and Residential Information System is a case management application developed for the Provincial Services Division of the Ministry of Children and Family Development British Columbia Canada The development of this n
168. sh the Sender or Receiver to sign the document 6 Check the appropriate footer s 7 Click Next You will see a Preview of your letter with all the tagged items generated ss 116 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT Login Hama AMEBOCYMH Login Tira 3250 2009 11209 AM Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARS O Preview Wise Lita Beds Internal Refer als Export to Word Export to PDF Case Transfers Eligibility Lists Reports Facility Notes P Case Hotes ons Case Forma BRITISH Templates Date 2005 09 20 From One Ann 3 To Dean Steve 1223 joe rd victona BC V8W4MA CA Tel 321 516 5163 Fax 321 516 5163 Subject meeting The next meeting of all Case Managers and Members will be at 9 00 am on Sam on Fnday 26th September Ann One You can elect to create the document in either Microsoft Word format or as an Acrobat PDF document 8 Click on Export to Word or Export to PDF You may see this prompt File Download Do you want to open or save this file gt Name UI _DocGen_WordWiew doc Type Microsoft Word Document From app01 logiclynx com Always ask before opening this type of file While files from the Internet can be useful some files can potentially harm your computer Wi
169. splay the attached note A BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT AR Jason Marceau 4 Program B 35749 Referral ases Details Relationships Address Book Close Summary Participants Case Plan Activities Close vd Alert Icon General Alerts of Marceau Jason Eligibility Lists gt Internal Referrals Type Creator Start Date End Date Hotes EA Sexually intrusive Smith Ann 2005 09 22 3 gt Reports Hotes Dont turn your back on him for a second Organization Hotes Page s 1 Client Forms gt Case Hotes Ai Alert Note 3 9 2 Creating a Supervision Alert A supervision alert is a temporary alert generated to indicate that the client requires some special attention or supervision for a period of time Only used in VHRP program at present To create a Supervision Alert 1 Expand Alerts in the navigation tree and 2 Click on Supervision Alert GB CARIS Login Name Ann PSOHH Login Time 11 7 2005 12 50 51 PM ee Search Adv Search Help Robert Charlton 1022035 VHRP 65862 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Supervision Alerts Charlton Robert Waiting Lists gt Beds gt Eligibility Lists Type Creator Start Date End Date Hotes ARE Special Attention Villeneuve Ann 2005 10 19 E Organization Hotes gt Case Hotes Page s 1 Y Alerts Ge
170. stem means the Client and or Case whose names appear in the Context Bar Section 1 7 Changes can only be made to a Client s file when the Client is In Context This is indicated by the client s name being displayed on the Context Bar See also Section 1 5 9 Context for a description of what Context means and how it works im BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT a Login Maan Renee THH Login Time 100003 Bald O fi Jason Marceau ases Details Relationships Address Close Client Name CARIS fi Client Details Marceau Jason t Beds gt Internal Referrals Case Transfers E Basic Demographics P Eligibility Lists Reports Facility Notes gt Tools and Wes When performing ANY functions that involve a specific client make sure that the client is IN CONTEXT before doing so You will note that a new row of functions displays under the Client s name when a Client is In Context 1 6 1 Cases Clicking on this item opens a window listing all the cases involving the Client who is In Context f Michael Farrington Cases Details Relationships Address Book Close Y CARIS O Case List Wating Lists gt Beds gt iy Lit gt Reports Case Status Fiter Al Y gt Facility Notes gt Alerts Case Type Case Status My Case Role Start Date Administration Pre Adm Case Manager 2005 08 23 View _ Corrmunty Development
171. stration Waiting Lists gt Beds gt Eligibility Lists Status Fiter ll Unit Fiter AI y Reports gt Facility Hotes PSDH Unit D victory Hill Residential Program Active z 5 Deaf Access Office Community Ld Trial Unit 2 Development Administration ers Boon Trial unit 4 Youth Transition Administration Add Room Scenic Unit 1 Consultative Services Active CS Test Run Unit Consultative Services Active DAO Test Run Unit Deaf Access Office Active CDA Test Run Unit Community Development Administration Active VHRP Test Run Unit Victory Hill Residential Program Active YT and Admin Test Run Unit Youth Transition Administration Active Ryan s Unit Victory Hill Residential Program Active PSDH Unit B Deaf Access Office Deleted PSDH Unit C Community Development Administration Deleted Trial Unit 1 Consultative Services Deleted Page s 12 You will see that the solid blue lines indicate specific Units When you expand a Unit the list of rooms will be shown and when you expand each room the bed information for that room displays 4 1 1 Adding a Unit Note that only authorized persons may add remove or otherwise edit rooms beds and units If you are not authorized to perform these actions the box will be grayed out and you will be unable to use it ss 119 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT GB CARIS Build 0 56 Login Name training 2PSDHH Login Time 8 25 2
172. stration in a course for an uncle and aunt The uncle and aunt have not been affiliated with the client You will have to set up the uncle and aunt in the contact list and affiliate them with the client Then you must register them in the course offering A client is asking about where to book interpreters in Kelowna You call the client back and give them the phone number You record this on your call log A person is calling about bus services for the physically disabled You call back and refer them to another agency Record the call A prospective client calls and is requesting services Set up the client You are only able to set up a basic demographic i e gender name and d o b The client will call back later Don t open a case The Program Coordinator asks you to set up the Videoconference class scheduled for the fall of 2005 eligibility management The class must have a minimum of 5 registrations and a maximum of 10 Determine the length of the course and add other detailed information such as time dates day of the week the instructor location Purpose of the course You have returned from an outreach trip on which you had no access to a computer and could not add progress notes You met with three clients and now you want to record your observations Create three notes for three clients In the middle of recording your progress notes the client from b calls back with more details about the family Open a case in the SFCD area
173. t To record a Referral Observation with the Client and Case In Context 1 Expand Case Notes 2 Click on Referral Observation sl 72 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT B CARIS Build 0 57 Login Name Ann CYMH Login Time 9 14 2005 10 28 27 AM ta clients v Search Adv Search Help f Michael Farrington Cases Details Relationships Address Book Close Cymh Outreach 1289 Active Summary Participants Case Plan Activities Close Y CARIS Referral Observation Waiting Lists gt Beds Case Transfers Date lan 4 2005 gt Eligibility Lists Referral Target Maples Reports Referral Reason Reason 1 v Facility Notes a e Maples staff have been contacted vy Case Hotes General Alerts Attach File Add Attachment 7 Client Based Consultation Client Correspondence Log Progress Notes Referral Observation GOAL Youth Placement Session Notes C OBJECTIVE Help him retain his owen aprtment Legal Code Case Forms Tools and Utilities 3 Select the appropriate items from the Drop Down Lists 4 Enter the correct date of the referral 5 Add a note explaining the reason for the referral 6 Attach a document if you wish to 7 Click on Create Note GB CARIS Build 0 57 Login Name Ann CYMH_ Login Time 9 14 2005 10 28 27 AM a 5 Search Adv Search Help Michael Farringto
174. te oral 2005 08 25 11 15 00 Administered One Ann_3 Tools and Utilities AEE pa e Je 2005 08 25 12 00 00 Administered One Ann_3 Hote Page s 1 Add Medication The delete administration form will display 7 Fill in the fields 8 Click Save GB CARIS Build 0 56 Login Name Ann CYMH Login Time 8 25 2005 11 13 44 AM Clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Delete Medication Administration Waiting Lists Internal Referrals gt Case Transfers Medication Name Aspirin acetasalacylic Acid Code Administered Eligibility Lists Date 2005 08 25 Time 12 00 00 PM Reports Reason Code Time Mistyped v Facility Hotes Notes wrong time inserted gt Case Hotes Y Case Forms Medications Tools and Utilities The deleted item will show up in the medication summary but will be crossed out The reason can be checked later by passing the cursor over the item and a summary will display k O 5 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 88 CARIS Build0 56 Login Name Ann CYMH Login Time 8 25 2005 11 13 41 AM Clients v Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan
175. ting Issues v Internal Referrals gt Case Transfers Alcohol and Drug Abuse Allergies Reports Devlopmental Disorder gt Organization Hotes Client Forms Reported by Date er2212005 ll y Case Notes Medication Problems Attach File Note Mental Handicap st snacks all the time Physical Handicap Client Based Consultation Poor Self Care Client Correspondence Log Seizures Convulsions Sleeping Problems Critical Incident Report Speech Problems Add Delete Progress Notes SITES Browse Health Visit Referral Observation Session Notes Supervision Warning Personal History Presenting Issues resta bot Cancel A variety of issues is provided You may select one or more of these issues 3 Select an Issue 4 Click Add 88 CARIS Login Name Ann2YFV Login Time 9 22 2005 4 31 43 PM fl clients v Search Adv Search Help Jason Marceau Program B 35749 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y FV CARIS Presenting Issues Waiting Lists Eligibility Lists Presenting Issues M Internal Referrals gt Case Transfers Problems Reports gt Organization Notes A Reported by Smith Ann x Date ezz2005 Attach File Iate Jason wont eat proper meals just snacks all the time Client Based Consultation Client Correspondence Log Critical Incident Report P
176. tion 8986 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close y CARIS O Bed Reservations Wating Lists Y Beds Admenistration Una Fiter Al Y Time Fiter 8 25 2005 Management Reservations Bed lame Client Start Date Time EndDate Time Duration Occupancy gt Eligibility Lists J Start Date Today gt Reports Bed 1 Farrington Michael 2005 Aug 25 00 00 2005 4ug 26 00 00 2 Assign Facility Notes gt Case Hotes gt Alerts Page s 1 gt Case Forms Search Bed Availabilty The reservation will stay in this location until it is either assigned or deleted 4 1 6 Assigning a Bed From the Reservations window 1 Click on Assign wks 127 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT Michael Farrington Cases Details Relationships Address Book Close Community Development Administration 8986 Active Summary Participants Case Plan Case History Close Y CARIS Assign to Bed Waiting Lists Y Beds Administration Chert Neme Farrington Michael Management Name Bed 1 Reservations Start Date Time 2005 Aug 25 00 00 Occupancy Duration 2 gt Eligibility Lists End Date Time 2005 Aug 26 00 00 ota Notes gt Facility Hotes gt Case lotes gt Alerts Case Forms 2 Click on Assign to Bed The client will now show up on the Bed Summary page for that program as In Bed The
177. tive Regular b Case Formo CS Test Run Unit Boy room BI Active Regular CS Test Run Unit Boy room B4 Active Regular CS Test Run Unit Extra room Bi Active Regular CS Test Run Unit Extra room B Active Regular CS Test Run Unit Extra room B3 Active Special Needs Any CS Test Run Unit Extra room B4 Active Special Needs Any CS Test Run Unit Gini Room B4 Active Regular Female CS Test Run Unit Girl Room B2 Active Regular Female CS Test Run Unit Girl Room B3 Active Regular Female CS Test Run Unit Girl Room B4 Active Regular Female Page s 12345678 Note that there are possibly more than a single page of listings The listings can be organized by clicking on the headings In the above case they are organized by Bed Name so the beds show up in alphabetical order You could organize the list by Status type or gender by clicking on the heading There is a filter available which will narrow the list if you know which unit you wish to view For example if you just want to view the Cottage listings 1 Open the Unit Filter Drop Down list 2 Select Cottage 1 Michael Farrington Community Development Administration 8986 Active Summary Participants Case Plan Case History Close Cases Details Relationships Address Book Close Uv CARIS Bed Management Walng Lists Y Bede Administration Management Reservations Bed lame Status Type Occupancy CDA Test Run Unit Boy Room Bi Blocked R
178. ts fi Michael Farrington Community Development Administration 586 Active Cases Details Relationships Address Book Close Summary Participants Caso Plan Case History Close Y CARIS Edit Bed Valing Lists Y Beds Adminisirabion Nama Bed 1 Management Gender Male Reservations Shabus Ache Occupaney Type Regular Eligibility Lists Notes Reports Facility Notes Case Notes gt Alerts Save Cancel y d Case Forms 4 1 5 Reserving a Bed To reserve a bed for a client you must have both the client and the case in context Beds are sometimes assigned to specific programs so the client may not be eligible for a bed in a unit even if one is available In that case you may have to open a new case for the client in a program for which beds are available or edit the Unit via the Administration function Section 4 2 To make a bed reservation With the client and case in context 1 Open Reservations under the Bed heading in the navigation tree The reservation page will display BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT f Michael Farrington Community Development Administration 8986 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Bed Reservations Administration Und Fiter Aly Time Fiter e 25 2005 Reservations Bed liame Client Start Date Time End Date Time Dir at
179. ttention v he s showing signs of depression please kepp an eye on him N Notes v Add Attachment C e Aaa oetan J Doo Submit Save Click Submit Save CARIS User Manual 2006 YFPS Version 1 0 DRAFT ST changes Search Adv Search Help GB CARIS Login Name Ann PSDHH Login Time 11 7 2005 12 50 51 PM AS Search Adv Search Help fi Robert Charlton 1022035 VHRP 65862 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Supervision Alerts Charlton Robert Waiting Lists Beds gt Eligibility Lists Type Creator Start Date End Date Hotes ports Special Attention Villeneuve Ann 2005 10 19 3 gt Organization Hotes Special Attention Villeneuve An 2005 11 07 2005 11 18 ES gt Case Hotes Alerts Page s 1 The Supervision Alert icon will be displayed until the End Time is reached or the alert removed and the Alert will be listed gt Case Forms 3 10 ADMISSION AND DISCHARGE FORMS 3 10 1 Provisional Diagnoses As a Case Worker you may have occasion to make a diagnosis based on your experience with a client or information you may have received This function allows you to record such a provisional diagnosis 1 Expand the Admission and Discharge Forms function 2 Click on Provisional Diagnoses 83 CARIS Ml Ann Login Time UESEDOS SG FM f Huan Liang ua Crossroads Residential 135824 Follow up
180. ve the Objective s which should then result in the achievement of the Goal s With the Goals and Objectives window open 1 Click on Create Action sl 56 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT You will note that this button is in the Objectives part of the display You can t generate an Action until you have decided on an Objective Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Clone Summary Participants Case Plan Case History Close Create Action Y CARIS Beds Internal Referrals Cbjectrre Help him retein his om apeiment Case Transfers Action Help him verte his resume byte 1th O Eligibility Lists Priority Priority 1 Status Active E v Reports ES fansmoos SSCS End Date pasas Facility Hotes t Case lotes Mote Case Forms Tools and Utilities Fill in the appropriate fields and select the appropriate items from the Drop Down Lists Action is always a text entry Type in any Actions Add a Note if necessary Click Save The Action will be appended to the Goals and Objectives list ES CA f Michael Farrington Cases Details Relationships Address Book Close cents Search Help Cymh Outreach 1289 Active Summary Participants Case Plan Case History Close Y CARIS Goals and Objectives Waiting
181. y Lists Person Type Relation Start Date End Date Hts gt Reports Farrington Steve Relationship Facility Notes Reginald David Edit ud cia Relationship Type Fami Eat gt Alerts Marceau Jason Reginald David is roth of Farrington Michael Start Date e 4 200 al End Date E Notes Page s 1 Save Relationship 2 Enter the changes you wish to make change the dates or add a note 3 Click on Save Relationship You will see that the only things you can change are the end date and the notes Once a relationship has been saved it cannot be changed as far as the type or the relationship is concerned If you wish to change either of these items 4 Click on Edit 5 Enter today s date as the End Date 6 Add anote about why you are doing this 7 Save Relationship You will not be able to add a new relationship using the same name until tomorrow when the previous one will have been ended 2 14 CREATING AN AFFILIATE An affiliate is a person who has a direct or indirect interest in a particular case A Relation is related to the person an Affiliate is related to the case An Affiliate is typically a relative a physician a case worker from another agency or a police officer for example To add an affiliate to a client s case file the client and case must be in context sl 41 BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT f Michael Farrington A Cymh Outreach
182. y fields as you can 4 Click Create Contact A dialogue box will display asking you if you want to create this contact Microsoft Internet Explorer he j Are you sure vou wish to create this contact record 5 Click OK The Contact Details box will display containing the information you have entered GB CARIS BuildO 54 Login Name Ann CYMH Login Time 8 8 2005 10 00 37 AM E Contacts v Search Adv Search Help Main Activities My Cases y CARIS Ei Contact Details Scrooge Ebenezer Waiting Lists Beds gt Internal Referrals gt Case Transfers Family Name Scrooge Given Name Ebenezer gt Eligibility Lists Preferred Hame Eb Aliases S gt Reports Date of Birth 25 Dec 25 Gender Male Facility Hotes Date of Death Tools and Utilities Address Book You have now added a new contact to the system database Ko BRITISH COLUMBIA CARIS User Manual 2006 YFPS Version 1 0 DRAFT 2 5 FINDING AN EXISTING CONTACT To find a contact who is already in the system 1 Type in all or part of the contact s name in the Search Criteria field 4 GB CARIS Build0 54 Login Name Ann CYMH Login Time 8 8 2005 11 26 38 AM iso ME Contacts v Search Adv Search Help Main Activities My Cases Y CARIS Welcome Ann CYMH Waiting Lists Y Beds Announcements Administration Management Time Filter Last 1 Month Add Reservations Occupancy Date Subject Importance Detail Internal Referral

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