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1. ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Input text field selection When you press TAB to move to an input field the entire field is highlighted by default You can just start typing to replace the entire contents If you only want to correct the last few characters for example use the END key to position the cursor at the end and backspace You can also highlight individual characters by holding the SHIFT key while using the arrow keys Holding the CTRL key with the left right arrows jumps a word at a time List box field selection Most list boxes have an auto completion feature that will move to the nearest entry as you type If you reach the required entry press TAB to continue Alternatively you can use the ALT DOWNARROW sequence to drop the list down and quickly access the required entry using the up and down arrows With the list box open press ENTER to complete the selection Date field selection Date fields include the forward slash to separate the numbers but you don t need to enter these Just typing the digits will jump over the slash to the next field Although not always required it is a good idea to enter all digits to ensure the date will be valid The plus and minus keys change the date a day ata time Click the small button next to the field or use ALT DOWNARROW to display a pop up calendar From this you can use the arrow keys as well as quic
2. Chapter 11 4 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 11 Unregistered Client Contacts 11 2 Adding and Modifying ABI Contacts 11 2 Adding and Modifying ABI Contacts Screen Reference Unregistered Contact Details vs02 Overview This section provides information on the Unregistered Contact Details screen for ABI Acquired Brain Injury worker type The FullADIS user can access the Unregistered Contact Details screen by selecting New Contact gt ABI from Unregistered Contact List screen FFRunvesistered Contact Details TT ET Type of Worker ABI Postcode where Record No 363001 service provided Staff Administrator Contact Yenue Visit date 09 10 2006 15 Contact Method Time z Contact Duration Service Recipient Select Service Provided Repeat Entry yf Sas X Cancel Figure 11 49 Unregistered Contact Details ABI Version 4 0 Chapter 11 5 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Fields NOTE The Unregistered Contact Details screen is used for all unregistered contacts ie ABI ADY C Dual Diagnosis and LDS Only the fields relevant to the worker type selected will be active Type of Worker This field defaults with the worker type selected in the Unregistered Contacts List screen This field cannot be amended Record No The rec
3. Click on the Save button to save the details you have entered and return to the Client Details screen Use this button if you want to continue adding the treatment at another time This button will be enabled once all screening fields have been completed Cancel button X Cancel Click the Cancel button to abandon the new screening entry the screening details for the client will not be saved The Client Details screen will be displayed Start Service button Start Service Click on the Start Service button to commence the course of treatment The Select Service screen is displayed The information recorded in the Screening page will be saved Chapter7 8 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 7 Treatment 7 2 Recording Screening Info NOTE The Start Service button will not be active if you have not entered the following details for the client in the Client Details screen e Country of Birth e Indigenous Status e Preferred Language e Cultural Background e Interpreter details Select Service x ep10 Pogam f s sSSCSY Drug Diversion z Service General AD Supported Accommodation DHS Funded General CCCC DHS Funded General Drink Drive Education Privately funded General Home based Withdrawal DHS Funded General Outdoor Therapy DHS Funded General Outpatient Withdrawal DHS Funded General Residential
4. New Service Click on the New Service button in the Client Details screen to commence entering treatment for this client The Service screen Screening page is displayed Screening This is an optional screen sometimes used by the Alcohol amp Drug agencies but is not generally used by Drink Drive Agencies Start Service button Start Service Click on the Start Service button to commence recording the new service The Select Service screen is displayed Chapter 7 52 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 7 Treatment 7 11 Drink Drive Education NOTE The Start Service button will not be active if you have not entered the following details for the client in the Client Details screen e Country of Birth e Indigenous Status e Preferred Language e Cultural Background e Interpreter details Registration page This page records the socio demographic details of the client Most fields are mandatory and must be completed to enable progress to terminating a client s treatment once they have finished their education and or assessment For more information on Registration refer to 7 3 Registration page Drink Drive page This page records the Drink Drive details for the client and more detailed information on the page is provided in this chapter Termination page The Termination page will not appear until all mandatory yellow
5. Screening Initial Needs Identification Preston date Fitzro Export Agencies This section of the screen allows agencies to enter up to three agency names and email addresses These are used when configuring the services you are exporting For more information on exporting data refer to Chapter 16 Import Export Process 16 2 Exporting Data The agencies entered in this screen will appear in the Transfer Data to Agency section of the Service Details screen It is in this screen that you nominate that the agency s should also receive a copy of the data export For more information on the Service Details screen refer to Chapter 17 5 Create a new Service Version 4 0 Chapter 17 3 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual This page is intentionally blank Chapter 17 4 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 17 Agency Administration 17 2 Add Edit or Remove existing User ID 17 2 Add Edit or Remove existing User ID Screen Reference Staff List ag02 Overview This section provides information on the Staff List screen This screen displays the current Full ADIS User ID s set up for your agency It enables you to add new users or edit and remove existing users The FullADIS user can access the Staff List screen by selecting Agency gt Staff from the Main Menu iF Staff List UserID Name Supervisor En
6. Select the option from the drop down list Relationship to User Enter the status of the client in terms of whether the treatment received concerns their own drug use or that of another person Select the option from the drop down list Region This field will default with the DHS Region the client lives in and is determined from the postcode entered in the Client Details screen when the treatment is recorded Homelessness Status Select the homelessness status of the client from the drop down list Govt Pension Select the type of government pension the client is receiving if applicable from the drop down list Childcare Needed Indicate whether the client requires childcare Childcare Provided Indicate whether the childcare was provided for the client Dependent Children Indicate whether the client has dependent children Version 4 0 Chapter 7 15 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual NOTE The selection entered in the Living Arrangements field must be consistent with the Dependent Children field If these fields are not logically consistent that is selecting Living alone in the Living Arrangements field and Living with dependent children in the Dependent Children field a error message will be issued when you attempt to save the record Police Reference Free text field This field is used for Drug Diversion clients Forensic Client Selec
7. State Government Department of Alei Ke ee Human Services Alcohol and Drug Information System ADIS FullADIS User Manual Software Version 4 0 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au This page intentionally blank Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Contents CHAPTER 1 INTRODUCTION 1 1 General Feat r Sh aanne a E E Aa E E a R E S 1 1 Installation of the Programas ih he Gee Ade eee Se E eis 1 2 FullADIS Support Services eeeceeeeeeeeeeeneeeeeeeeseaeeeeeeescaeeseaeeseaeeseaeeseeeeeeeeeeeteeeeseaeeneaeene 1 2 CHAPTER 2 GENERAL INFORMATION 2 1 Using the Keyboard ssar a cides Bad in ei Se ee 2 1 CHAPTER 3 3 1 Overview Diagram iiccicescicsccteiacnislebsneendcebicee senha penblneesdadcunsedebubleensgdgseenedleesbnensectgscdenselensanned 3 1 CHAPTER 4 LOGGING INTO ADIS 4 1 HOGGING INTOADIS iceren rii aeia aeee scsi eE Aa eE A aaRS DEEE 4 1 CHAPTER 5 MAIN MENU Sel Main MOM is scence eS nienia oaaae ie eae siete edd nen ae cede 5 1 CHAPTER 6 CLIENTS 6 1 ESKO 210 leper eee nee a eer ter rere eters creer erty rer cen errr rece cer tree 6 1 6 2 Adding moditying Cents iissesititscne niece divin whi nanniindtnageens 6 5 6 3 Deleting A Client ecssscesccecscospancavasccesacers sescnaes ancestaseetetasnanc emai aaaterg fonaateteestennstesamepaneetgenonaa 6 13 6 4 Confirm Creation of Duplicate Client eee ececee
8. This field defaults with the full name of the User ID logged into FullADIS If you wish to change the user name select an option from the drop down list Type Select the type of contact from the drop down list Method Select the method of contact from the drop down list Date Enter the date of the contact or select the date from the calendar option After hours The field is for use by Service Providers who are funded to provide an extended hours service Select the After hours checkbox if the service contact was provided after ordinary business hours Duration Enter the contact duration Free text field Chapter 7 34 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 7 Treatment 7 7 Recording a Contact for a Client NOTE The OK button will not be active until all mandatory fields in the Contact Details screen are completed Record No The record number is automatically generated by FullADIS and cannot be amended Session No The session number is automatically generated by FullADIS when the contact is recorded via the Group function It cannot be amended Notes Free text field Function buttons OK button Click on OK to save the Contacts details The entry will appear in the Contacts section of the Services Contacts page Cancel button X Cancel Click the Cancel button to display the Services Contacts page without saving any of the i
9. 14 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Function buttons Chapter 17 Agency Administration 17 4 Add Edit or Inactivate a Service Export PHS Registered Visits Select this checkbox if you are a Primary Health Service providing services to registered clients This indicates that the registered client visit data is to be included in the data export file and sent to DHS The export summary and log file will be updated with the number of Visit records included Add button Add Click on the Add button to display the Service Details screen enabling creation of a new Service Type For more information on this screen refer to Chapter 17 5 Create a new Service NOTE You must click on an existing Service displayed in the service list and highlight the record to activate the Edit and Deactivate function buttons Version 4 0 ADIS Helpdesk Chapter 17 15 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Edit button Edit Click the Edit button to display the Service Details screen and enable editing of the selected Service type Activate Deactivate Activate Deactivate This function allows agencies to deactivate services they are no longer funded to provide Once deactivated a service will no longer appear in the Select Service screen options when you commence treatment for a client The service type will however remain in your
10. C FUADIS E xtract 4DISD ata cs S Progress Figure 12 58 Extract Service Data screen Version 4 0 Chapter 12 17 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Fields Function buttons Extract to file This field shows the directory in which the extract file will be saved and the name of the file ADISData csv Use the Browse button to chose another directory if required or type in another path You can also manually amend the file name NOTE An error will occur if you attempt to extract to a file format other than csv If you require txt text format you can export the csv file to a txt file from Microsoft Excel Progress Once you start the extract the Progress field will indicate the status of the process Browse button B Click the Browse button to search and select a directory to extract the data to Start button Click the Start button to commence the extract process Close button Close Click the Close button to close the screen without running the extract Chapter 12 18 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 12 Service Reports 12 6 Service Extract xi Extract to file C FuADIS E xtract ADISData csv g Progress 2 Records processed File C FulADISSE xtracttADISData csv created Figure 12 59 Extract Service Data screen a
11. Chapter 7 40 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 7 Treatment 7 8 Individual Treatment Plan ITP Printing the form Print button lt Print Click the Print button to print the entire form that is currently displayed on your screen Saving the form Save button JA Save Click the Save button to save the Individual Treatment Plan This will save the document with any amendments that you have made Save ITP asa PDF Save as PDF button is document Saving your document as a PDF has two advantages which are e It allows you to take a non editable snapshot of the document at any give time and e It saves the document in a condensed size making it a more efficient document to email Click on the Save as PDF button to save the form as a PDF The PDF document created screen is displayed shown below hd PDF document created Oo x cll0 File created REFLE690 1M_ITP_2006 05 08_16 39 pdf In folder C FullADIS PDFDac POF filenames are in the format lt client alphacode gt _ lt formtype gt _ lt date tinestamp gt PDF Figure 7 27 PDF Document Created screen Version 4 0 Chapter 7 41 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual File created Displays the name that has been assigned to the saved PDF document This is made up of the client s alphacode form ty
12. J lt not defined O lt not defined gt O Barwon adisbarwon dhs vic gov au C Grampians adisgrampians dhs vic gov au C Loddon Mallee adismallee dhs vic go au C Hume adishume dhs vic gov au C Gippsland adisgippsland dhs vic gov au O Easter Metro adiseastern dhs vic gov au O Southern Metro adissouthem qdhs vic gov au O North west Metro northandwest adisdata dhs vic Note Transfer to head office will be included if any region set X Cancel Figure 17 93 Service Details screen Version 4 0 Chapter 17 17 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Fields Transfer data to Agency Target Select the target group from the drop down list options The target is the particular demographic at which the service is aimed This field will default to General Service Select the service type from the drop down list options This is the service your agency is funded to provide This field will default to Screening Source of Funding Select the source of funding for the service from the drop down list options This field will default to Not Funded Description This field describes the service name and is based on the selections you made in the above fields Head Office Select this checkbox to indicate that courses of treatment entered for this Service type are to be included in the data export file and emailed to DHS Head Office Fo
13. You can sort the client list by clicking on the column labels at the top of the following columns in the Client List screen Surname First name Address Suburb Code Alphacode Agency or Active Alphabetical sort Sumame gt Clicking on the column label once will sort the client list alphabetically in the selected column When a column is alphabetically sorted the label includes a A symbol This is the same for columns with numerical data in which case the information is sorted numerically Reverse sort Sumame Clicking on the column label a second time will sort the client list in reverse alphabetical order in the selected column When a column is sorted in reverse alphabetical order the label includes a V symbol This is the same for columns with numerical date in which case the information is sorted in reverse numerical order Chapter 6 4 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 6 Clients 6 2 Adding modifying clients 6 2 Adding modifying clients Screen Reference Client Details cl02 Overview This section provides information on the Client Details screen This screen is where you create a new client record or maintain existing client data It is also the screen from which you commence a new service for a client and access existing treatment records for the client The FullADIS user can access this screen by selecting Client gt New
14. another agency Referred to Other Services Select this field when a client is referred to another service s Attendance 1 Enter the date the client attended the course or select this date from the calendar option Attendance 2 Enter the date the client attended the course or select this date from the calendar option Attendance 3 Enter the date the client attended the course or select this date from the calendar option Attendance 4 Enter the date the client attended the course or select this date from the calendar option Agency Course Code Record your internal agency course code Free text field Course Location Postcode Enter the postcode of the location of where the education course took place Free text field Applying for Reduction Select this field when the client applies to the Court for a reduction to the time between assessments Version 4 0 ADIS Helpdesk Chapter 7 55 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Drink Drive Offence Details Function buttons Report required Select this field once a letter or report is completed for a reduction in time License Restoration Report Select this field when the Licence Restoration Report is completed No offences in last 10 yrs Enter the number of drink offences for which the client has been convicted in the last 10 years Refusal Select this field if the client was convicted of
15. contact Amend any fields that are not applicable to the new record Version 4 0 ADIS Helpdesk Chapter 11 19 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Modifying an existing LDS Contact record Save button A Save Click on the Save button to save the contact details you have entered When you click the Save button you will be returned to the Unregistered Contact List screen This button will not be active until all mandatory fields are completed Cancel button Click the Cancel button to cancel the record you are entering You will be returned to the Unregistered Contact List screen If you have started entering information in some fields the program will display a window asking you to confirm the cancellation Select the record from the Unregistered Contact List by e Clicking on the record to highlight it then select Contact gt Open from the menu options or e Clicking on the record to highlight it then clicking on the Open icon or e Double clicking on the record you wish to edit The selected record will be displayed in the Unregistered Contact Details screen Amend the relevant fields then click the Save button to save your changes Chapter 11 20 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 12 Service Reports 12 1 Service Reports Screen Reference Service Report rp01 Overvi
16. for the various forms Version 4 0 ADIS Helpdesk Chapter 7 43 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual 7 9 Treatment Plan Details Screen Reference Treatment Plan Details ep14 Overview This section provides information on the Treatment Plan Details screen This screen can be accessed from the electronic version of the Individual Treatment Plan ITP For more information on the ITP see 7 8 Individual Treatment Plan ITP IT asi epl4 Date Treatment goal category X Specific goals Actions required to achieve goal Tmeframe ka Date amp modifications to plan strategies Degree to which achieved Date completed Ii 15 X Cancel Figure 7 28 Treatment Plan Details screen Chapter 7 44 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 7 Treatment 7 9 Treatment Plan Details Fields Date Defaults with the date the treatment plan was developed To amend type in a new date or select from the calendar option Treatment goal category Select the treatment goal category from the drop down list Specific goals Enter the specific goals to be achieved under this treatment goal category This is a free text field Action required to achieve goal Enter the action that will be undertaken to the goal identified This is a free text field Timeframe Enter the timeframe in which the goal is to b
17. 19 PM Subject Full ADIS data from Training Agency 999999 Training Agency 999999 Family CCCC DHS Funded Run date 4 10 2006 12 18 45 PM Filename 2006 09 30 999999000 2 Family CCCC DHS Funded adz No records 16 Date from 1 02 2006 to 30 09 2006 From Training Agency 999999 Data Family Residential Rehabilitation DHS Funded Pun date 4 10 2006 12 18 45 PM Filename 2006 09 30 999999000 2 Family Residential Rehabilitation DHS Funded edz No records 2 Date from 1 02 2006 to 30 09 2006 f B i fal a al amp T fav Fi Data General AD Supported Accommodation DHS Funded Run date 4 10 2006 12 18 45 PM Filename 2006 09 30 999999000 2 General AD Supported Accommodation DHS Funded adz No records 3 Date 3 Body of message Untagged a a Office Figure 16 87 Generated email NOTE The email displayed above is in the Lotus Notes application Different email applications may display the generated emails in different ways For example instead of being an open email it may be stored in the Drafts folder Version 4 0 Chapter 16 15 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Step 5 Check and send emails Connect to the internet if necessary and for each email generated e check that the ADZ files are included as attachments You may ha
18. 2000 XP environment e To ensure data integrity the database is not accessible through any other application including MS Access e The user is granted rights according to their login status e Access to all functions within the program is controlled so only supervisors may perform sensitive operations e The program only shows or enables items relevant to the service being displayed Version 4 0 Chapter 1 1 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Installation of the Program e Agency staff or their IT area will install the program from a CD e A FullADIS installation guide is available to assist with this process FullADIS Support Services e FullADIS has a helpdesk service where agency staff can seek assistance or provide feedback with any aspect of the program The ADIS Helpdesk number is 03 9096 5351 e The ADIS Helpdesk also has the following email address adishelpdesk dhs vic gov au e FullADIS training is held on a regular basis at the DHS Head Office in Melbourne Bookings and further information regarding the FullADIS training can be obtained from the ADIS Helpdesk Chapter 1 2 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 2 General Information Using the Keyboard As with any other Windows program you can move from one field to the next by using the tab key or mouse cursor In some instances howeve
19. 7 18 above Chapter 7 2 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 7 Treatment 7 1 Record new service Recording The Service screen has four or five pages which are Treatment completed according to the requirements of the program type selected e Screening e Registration e Drug Problem or Drink Drive e Services Contacts not displayed for service types Drink Drive Education or Aboriginal Community A amp D Resource Service e Termination For more information on the Screening screen see 7 2 Recording Screening Info Version 4 0 Chapter 7 3 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Handy Hint Definitions for Terms Course of Treatment COT A course of treatment is a period of service provision between a client and alcohol and drug worker s with specified dates of commencement and cessation Episode of Care EOC An episode of care is a completed course of treatment undertaken by a client where at least one significant agreed treatment goal is achieved under the care of an alcohol and drug worker Actuals Actuals are Episodes of Care that are counted towards Agency targets as specified in their Funding and Service Agreements FASAs Chapter 7 4 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 7 Treatment 7 2 Recording Screen
20. 9096 5351 email adishelpdesk dhs vic gov au 16 2 Exporting Data Screen Reference Export Data tf02 Overview This section provides information on the Export Data screen The FullADIS user can access the Export Data screen by selecting Transfer gt Export Data from the Main Menu screen The export process pulls up all the Services and Treatments entered by your agency for the dates selected and packages this information into a file which is then emailed to DHS Head Office You can also provide this file to other agencies you are associated with Files exported using this option can be imported using the process described in 16 1 Importing Data ixi Eile A all fal Start date 01 07 2006 Enddate 30 09 2006 jane tea General Post Withdrawal Linkage DH Head Office General CCCC DHS Funded Head Office lt S Prepare for Export Close Z Figure 16 85 Export Data screen screen accessed 14 10 06 Version 4 0 Chapter 16 7 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Export data function buttons Fields Preview Bil Click on the Preview button to view the export report before you choose to print it You can also select the following menu option to perform this function File gt Preview Print ie Click on the Print button to print a copy of the export report The Print screen is displayed You can also select the follo
21. EOC is the fundamental unit of drug treatment service activity used for agency performance measurement and funding purposes It is defined as A course of treatment undertaken by a client under the care of an alcohol amp drug worker which achieves significant treatment goals identified in the client s Individual Treatment Plan The achievement of the episode of care requires the attainment of at least one significant treatment goal in accordance with the service type specification Chapter 7 18 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 7 Treatment 7 4 Drug Problem page 7 4 Drug Problem page Screen Reference Drug Problem ep03 Overview This section provides information on the Drug Problem page The Service screen Drug Problem page is accessed by clicking on the Drug Problem tab l i This section is not relevant to the Drink Drive Education i i service and will not display if this service type is selected l Service Page Serering Begstaion DupPrebm SenicesGonacts Substance related disorders D Previous Treatment Concurrent pharmacotherapy x This Agency Urine analysis x GAF 0 Principal drug Method of use Other Agency Services Poly drug Period of use 0 years 0 months Injecting drug use Other drugs Concurrent Conditions sae es z F Treatment OR J No other drugs of concem Figure 7 22 Drug P
22. Fields Function buttons Extract to file This field shows the directory in which the extract file will be saved and the name of the file ADISUnregContact csv Use the Browse button to chose another directory if required or type in another path You can also manually amend the file name NOTE An error will occur if you attempt to extract to a file format other than csv If you require txt text format you can export the csv file to a txt file from Microsoft Excel Progress Once you start the extract the Progress field will indicate the status of the process Browse button Click the Browse button to search and select a directory to extract the data to Start button Click the Start button to commence the extract process Close button Close Click the Close button to close the screen without running the extract Chapter 15 12 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 15 Unregistered Contacts Reports 15 4 Unregistered Contact Extract xi Extract to file C FuADIS E xtract 4DISUnregContact csv g Progress MINTAAN re Records processed File C FullADIS Extract ADISUnreqContact csv created Start Close Figure 15 82 Extract Contact Data screen after extract is run What to do after Once the extract process is complete the Extract Contact extract process is Data screen displays the number of records th
23. Manual Other Drugs Method of Use Enter the client s usual method of administering the Principal Drug of Concern as stated by the client Select an option from the drop down list Poly drug Indicate whether the user is a polydrug user Select an option from the drop down list Period of Use Enter the period of time that the use of the principal drug has been a problem Free text fields Injecting Drug Use Enter the status of the user s injecting drug use Select an option from the drop down list Enter any drugs apart from the Principal Drug of Concern that the client perceives as being a health concern Select button Select Click on the Select button to display the Other Drug Selection screen Click up to 5 options and then click the Save button qeeecencensenscescnccsecescnncesssasesscssssseccensescenseneey Click the No other drugs of concern checkbox if there are no other drugs of concern Chapter 7 22 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Previous Treatment fields Concurrent Conditions fields Function buttons Chapter 7 Treatment 7 4 Drug Problem page This Agency Indicate whether the client has had previous alcohol or drug treatment at your agency Select the option from a drop down list Other Agency Services Indicate any previous alcohol and drug treatment the client has received at other agencies Select the type
24. Notes field which states This client has a duplicate client record also refer to this client record if required and include the second Cunofficial client record s name and alphacode Make sure that the Active checkbox is selected Click the Save button to save your changes Click the Close button to close the official client record Step 3 Open the unofficial client record Type the word Duplicate Record in the Address field Click the Active checkbox so that it is not selected optional That is the record will not be visible in the client list unless inactive records are shown see 6 1 Client list Additional functions Click the Save button to save your changes Click the Close button to close the official client record How do I avoid Prior to entering a new client record conduct a search on creating duplicate the client from the Locate field in the Client List screen to client records determine if the client already exists in your database FullADIS also has a function that will ask you to confirm the creation of a client if the new client you are entering has the same first name surname date of birth and gender as an existing client in your database This function is explained further in the next chapter Version 4 0 ADIS Helpdesk Chapter 6 15 phone 03 9096 5351 email adishelpdesk dhs vic gov au FullADIS User Manual Handy Hint Client Alphaco
25. Office 11 Barwon Terminated This column displays a count of all courses of treatment terminated during the selected dates This includes both those terminated with and without significant treatment goals recorded Term SG s This column displays a count of all courses of treatment terminated during the selected dates that have significant treatment goals recorded Open This column displays a count of all courses of treatment between the selected dates that are still open Chapter 16 10 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Function buttons Chapter 16 Import Export Process 16 2 Exporting Data NOTE To see more detailed information on the Terminated Terminated with Goals and Open treatment you need to access the FullADIS Reports function Refer to Chapter 12 Service Reports 12 1 Service Reports Prepare for Export button A Prepare for Export Click the Prepare for Export button to start the export process The Export process is fully described below in Export process Close button Close Click the Close button to close the screen without running the export or after the export has completed to close the screen If you ran the export the Backup Database screen will be displayed as shown below refer Figure 16 88 The Export process is fully described below in Export Process Version 4 0 ADIS Helpdesk Chapter 1
26. The Service screen Registration page is automatically displayed when the FullADIS user selects a Program and Service type for the client in the Select Service screen that is they commence recording a course of treatment For more information on the Service screen Screening page refer to Chapter 7 Treatment 7 2 Recording Screening Info Service General AD Supported Accommodation DHS Funded Service Page Screening Registration Drug Problem Services Contacts Outlet Chidcareneeded gt Screening 7 Initial k Needs Identification Childeare provided z date Dependence Assessment date i Treatment commencement date Police reference Soue of retenal oS p J Forensic Client Employmentstatus oY Livinganangements od Accommodation lt y Current legal status Loo Reationshptouser od Region Gippsland X Homelessness status GowPenion fo Figure 7 21 Registration page Version 4 0 Chapter 7 11 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Fields NOTE Mandatory fields are shaded yellow and cleared to white when valid data is entered The Service screen Registration page is displayed for all service types selected in the Select Service screen Outlet Select the agency outlet that provided the treatment from the drop down list For more information on recording a list of outlets fo
27. Work 03 Y Sass oss oss cscs assess esse se sss sess sss sse sees esssss sss ssssssssscsssssssssssssssssssss Q Eey Next ca Print T Save as PoF a v4 Save x Cancel 7 Figure 10 45 SCTT form Page 1 Version 4 0 ADIS Helpdesk Chapter 10 9 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Summary Screen navigation Other function buttons NOTE Completion of this form is not mandatory it has simply been included for worker convenience The Service Coordination Tool Template SCTT supports local service coordination practice and has been included for the purpose of generating referrals to other service providers It enables agencies to print out a referral with most of the relevant information therefore reducing the time spent on generating manual referrals Previous Next buttons Q Prev Next The SCTT form covers several pages of information and these are accessible by using the Prev and Next buttons appearing at the bottom of the screen Page buttons Consumer Information Page 2 You can also select the actual page you wish to navigate to from the page buttons see the example above displayed at the top of the form For more information on the other function buttons on the various forms see Chapter 10 1 Using Electronic Forms in FullADIS Chapter 10 10 ADIS Helpdesk Version 4 0 phone 03 9096 535
28. a lie lt el le le i le le A lel i le ie A a Address Enter the street address details Suburb and State Pcode Click on the State Pcode field ookup button to display the Postcode Lookup screen In this screen you can select a Suburb State Postcode combination e Ifa client is homeless 9998 is used as the postcode e Ifa client s postcode is not known record the postcode as 9999 This postcode should be used as infrequently as possible For more information on using the Postcode Lookup screen refer to 6 7 Postcode Lookup Chapter 6 6 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 6 Clients 6 2 Adding modifying clients pia aa as ae ce sacs anew ate ce meas eee ae meow eee ae eek es es a eee ee ew eee es ee ee ee eee oe eee ee ee ae ae eee eases The street address is recorded for the use of the service provider only It is not sent to DHS with the data returns Postcode and suburb are sent to DHS as this information assists in service planning and development Date of Birth Enter the birth date of the client or select the date from the calendar option Or Age Defaults to the person s age when a date of birth is entered Enter the client s age in years where a date of birth is not known The client s date of birth field will default with 01 01 YYYY where the year is automatically calculated based the current year less the age entered Sex Se
29. a refusal to take a breath test offence D U I Select this field if the client is convicted of Driving Under the Influence BAC max 0 5 Enter the Blood Alcohol Content BAC the client was convicted with Save button A Save Click on the Save button to save the client s Drink Drive details you have entered When you click the Save button the Client Details screen will be re displayed The Drink Drive treatment you entered will appear in the client s service history Chapter 7 56 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au I cannot click on the Save button Chapter 7 Treatment 7 11 Drink Drive Education Cancel button X Cancel Click the Cancel button if you do not wish to save the details you have entered in the Drink Drive page When you click the Cancel button the Client Details screen will be re displayed The record will not appear in the service history if you have not previously saved any part of it All mandatory fields in the Registration page must be completed for the client before the Save button is activated Check that there are no yellow fields in the Registration page Version 4 0 ADIS Helpdesk Chapter 7 57 phone 03 9096 5351 email adishelpdesk dhs vic gov au 7 12 Drink Drive Termination page Screen Reference Termination ep06 Overview This section of the manual provides information on the fields in
30. agency database for historical purposes e Click on an existing Service Type to highlight the entry e Click the Deactivate button The service will be moved to the bottom of the Service List It will display in grey text and will have Inactive included in the description Services can be reactivated if required by highlighting the service type The button will change to Activate Click on the button to reactivate the service type Treatment recorded under Services that display as inactive will be included in your data export to DHS if e The inactive service has the Transfer to Head Office field ticked and e There is treatment recorded for the service during the dates that have been selected Close button A Close Click the Close button to return to the Main Menu Chapter 17 16 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 17 Agency Administration 17 5 Create a new Service 17 5 Create a new Service Screen Reference Service Details ag12 Overview This section provides information on the Service Details screen The FullADIS user can access the Service List screen by selecting Agency gt Services from the Main Menu and then clicking on the Add button ioixi ag12 Target Genera Service Screening O Source of funding NotFunded O Description CT Transfer data to Agency C Head Office adisdata dhs vic gov au J lt not defined
31. and Modifying LDS Contacts Screen Reference Unregistered Contact Details vs02 Overview This section provides information on the Unregistered Contact Details screen for LDS Local Drug Strategy worker type The FullADIS user can access the Unregistered Contact Details screen by selecting New Contact gt LDS from Unregistered Contact List screen lolx Type of Worker ILDS ys02 Postcode where Record No 369004 Se conten Staff Administrator Contact Venue Visit date 09 10 2006 15 Contact Method Time O o o Contact Duration Presenting Issues A Select Service Provided gt Referral T Figure 11 52 Unregistered Contact Details LDS Version 4 0 Chapter 11 17 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Fields NOTE The Unregistered Contact Details screen is used for all unregistered contacts ie ABI ADY C Dual Diagnosis and LDS Only the fields relevant to the worker type selected will be active Type of Worker This field defaults with the worker type selected in the Unregistered Contacts List screen This field cannot be amended Record No The record number is automatically generated by FullADIS and cannot be amended Staff Defaults with the full name of the User ID who logged into FullADIS To change the user name select an option from the drop down list Visit Date Type in the date or select it fr
32. button Remove Click the Remove button to delete the selected User ID OK button Click the OK button to return to the Main Menu Version 4 0 Chapter 17 7 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual This page intentionally blank Chapter 17 8 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 17 Agency Administration 17 3 Add a new User ID 17 3 Add a new User ID Screen Reference Staff Details ag03 Overview This section provides information on the Staff Details screen This screen is used to create new FullADIS User ID s or edit existing user details The FullADIS user can access the Staff Details screen by selecting Agency gt Staff from the Main Menu and then clicking on the Add button a Staff Details lolx ag03 Staff ID Name Password Confirm password gt I Supervisor V Enabled X Cancel Figure 17 91 Staff Details screen NOTE To be able to add new users you must be logged into FullADIS as a User who has Supervisor access to the program Eg ADMIN Version 4 0 Chapter 17 9 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Fields Supervisor checkbox Enable checkbox Staff ID Enter the User ID you wish to create for the new user This is the User ID they will use to log in to FullADIS The text wil
33. by Administrator Position Presenting issues problems epis Treatment Plan Date Treatment Goal Specific goals Actions required Timeframe _ Modifications View Edit I Copy given to client Shared care Provide details of other practitioners or services involved with the client Planned date for review 15 Date reviewed 4 So Print T Save as PoF Help lt S Save x Cancel Figure 7 26 Individual Treatment Plan screen Chapter 7 38 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Fields Presenting Issues Problems Chapter 7 Treatment 7 8 Individual Treatment Plan ITP Client Displays the name of the client you are recording the treatment details for This field cannot be amended Ref No This is a system generated reference number that cannot be amended UR Number Enter the UR Number of the client if required This is a free text field Created date Displays the date you opened and created the ITP in FullADIS Date ITP developed Displays the date the ITP was developed This date is displayed from the Services Contacts page and cannot be amended in this screen ITP completed by Defaults with the name of the person logged into FullADIS To amend this option select a new name from the drop down list Position Enter the position of the person who completed the ITP with the client This is a
34. clients commenced or terminated treatment These filters work as follows Start date fields Enter a date range to display all courses of treatment that commenced between the two dates Termination date fields Enter a date range to display all courses of treatment that terminated between the two dates Chapter 12 8 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 12 Service Reports 12 2 Client Statistics report 12 2 Client Statistics report Screen Reference Client Statistics Overview This section provides information on the Client Statistics report The Client Statistics report shows the number of clients treated as opposed to the number of episodes or treatments that each client has received The FullADIS user can access the Client Statistics report from the Service Report screen For more information on the Service Report screen see Chapter 12 1 Service Reports FA Client Statistics 2 pages EEA NA Ey File Yiew Page OBHEBSQQA gt Sih Client Statistics Agency 000009 000 Our Agency Training Male Female Age Group 20 24 Years 25 29 Years 30 34 Years 35 39 Years 40 44 Years 50 54 Years Preferred Language Welsh English Afrikaans Italian Albanian Cultural Background Afghan African American Albanian American Italian IndigenousStatus Aboriginal but not TSI origin Neither Aboriginal nor TSI origin Fini
35. clients in the Client List Step 2 New Service Click the New Service button The confirm message is displayed CL x Client is currently inactive 7 Would you like to re activate record and continue Version 4 0 ADIS Helpdesk Chapter 6 31 phone 03 9096 5351 email adishelpdesk dhs vic gov au FullADIS User Manual Step 3 e Select the Yes button to activate the client record and display the Start Service screen e Select the No button to keep the client record as inactive and remain in the Client Details screen NOTE You cannot add a new Service and keep the client inactive Chapter 6 32 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au 6 7 Postcode Lookup Screen Reference Postcode Lookup cl02 This section provides information on the Postcode Lookup screen Overview The FullADIS user can access this screen by selecting the State Pcode field ookup button in the Client Details screen For more information on the Client Details screen refer to 6 2 Adding modifying clients xi Search Suburb ABBOTSFORD Suburb State lComment oooO ABBOTSFORD WIC ABERFELDIE yIC ABERFELDY VIC ACHERON VIC ADDINGTON yIC AGNES VIC AIREYS INLET VIC AIRPORT WEST VIC ALBANVALE yIC ALBERT PARK yIC ALBERTON yIC ALBION yIC ALEXANDRA yIC pecial postcodes Filter options J Not stated inadequately described JV Vic suburbs postcodes only Homel
36. dhs vic gov au Chapter 8 Groups 8 1 Adding and Modifying Groups Delete XI Click on the Delete button to delete the selected group This option will not be active until you have selected highlighted a group name in the Group List screen A group can only be deleted if there are no clients recorded in the group You can also select the following menu option to perform this function Group gt Delete Ctrl D For more information on deleting a group refer to 8 7 Deleting a Group Local Groups Click on the Local Groups button to display only those clients entered for your agency in the Groups List screen You can also select the following menu option to perform this function View gt Local Groups All Groups Click on the All Groups button to display both your agency s groups and any groups that have been imported from another agency or sub code in the Group List screen You can also select the following menu option to perform this function View gt All Groups Refresh button 2 Refresh Click on the Refresh button after you have e Clicked on the All Groups button or e Clicked on the Local Groups button Exit x Click on the Close Window button to close the Group List screen and return to the Main Menu You can also select the following menu option to perform this function Groups gt Exit Alt F4 Version 4 0 ADIS Helpdesk Chapter 8 3 phone 03 9096 5351 email adishelpdesk
37. for more information on adding session details to a group to a group View Edit button Highlight a session date and click on the View Edit button to display the details of the session in the Session Group Selection screen Remove button Remove Highlight a session date and click on the Remove button to delete the details Function Buttons Save button JA Save Click the Save button to save the group information recorded The Group List screen is redisplayed and the new group appears in this list Cancel button X Cancel Click the Cancel button to cancel the group information recorded without saving The Group List screen is redisplayed Version 4 0 Chapter 8 11 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual This page intentionally blank Chapter 8 12 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 8 Groups 8 3 Adding a client to a Formal Group 8 3 Adding a client to a Formal Group Screen Reference Client Group Selection gp03 Overview This section provides information on adding clients to a Formal Group In the Clients section of the Group Details screen click the Add Remove button to display the Client Group Selection screen For more information on creating a formal group refer to 8 2 Adding a Formal Group FA Client Group Selection o x gp03 Client Selection for Group Cli
38. in the Client List screen For more information on the Client List screen refer to 6 1 Client list Client Details Client Services PHS Visits Forms First name Date of birth Or Age 0 cl02 O z T EEE 0 ae ee Sl I Address Suburb I Transgender Code Phone Agency 999999 000 Notes Medicare URNumbe Registration Details Country of birth wy Indigenous status Preferred language ee Cultural background J a Interpreter gt State Peode po CE Bus phone me a IV Active Note details Services PHS Visits Forms _ J New Service 3 View Edit DK Delete Service First Contact__ Start date Sewice Staff Termdate Group Number _ Figure 6 5 Client Details screen Version 4 0 Chapter 6 5 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au FullADIS User Manual NOTE Mandatory fields are shaded yellow and cleared to white when valid data is entered A new client record cannot be saved unless all mandatory fields are completed Fields First Name Enter the client s first name Surname Enter the client s surname i These fields are mandatory They are not sent to DHS with the data returns They i contribute to the alphacode which is sent to DHS The i alphacode is used to track clients across agencies and i assist in service planning and review i sa li al ie le i i a el el el i le le el el le E
39. menu J Dupiceate Client Maintenance REFLESSOIM Ret 320002 Fintstone Fiod Male Addr15 Rocky Road Bedrock 3000 008 01 01 1969 Ret 65005 Fame COCOT DHS Funded Start 06 02 2004 End 19 06 2004 Ret 65005 General Residential Achabdtation DHS Funded Start 1404 2085 End bbb Beact Figure 6 11 Selecting duplicate client record for deletion To right click place your mouse pointer over the item to select and click the right mouse button Chapter 6 22 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 6 Clients 6 5 Duplicate Client Check Step 6 Waring sl A PERMANENTLY DELETE Client No 65002 A warning message will be displayed Click the Yes button to confirm the record should be deleted Step 7 The client record will be deleted and the deleted entry is replaced with the text Client Deleted as shown below in Figure 6 12 Version 4 0 ADIS Helpdesk Chapter 6 23 phone 03 9096 5351 email adishelpdesk dhs vic gov au FullADIS User Manual ha Duplical e Client Maintenance REFLE6901M Ref 30002 Flintstone Fred Male Addr 15 Rocky Road Bedrock 3000 DoB 01 01 1969 Ref 65005 Family CCCC DHS Funded Start 03 02 2004 End 19 06 2004 Ref 65006 General Residential Rehabilitation DHS Funded Start 14 04 2005 End Client 65002 Deleted Figure 6 12 Duplicate client recorded deleted Step 8 The next t
40. no filters are selected the group reports will display information on all groups entered for your agency Data will be displayed which reflects the filters you have selected Once you have applied or not filters use the buttons on the right on the screen to display the actual reports Chapter 13 2 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 13 Group Reports 13 1 Group Reports Function Clear button buttons Click the Clear button to reset the filter fields to empty Close button Close Click the Close button to close the Group Report Selection screen and return to the Main Menu Report buttons Group Summary button A Group Summary Click the Group Summary button to view the Group Summary report For more information on the Group Summary report see Chapter 13 2 Group Summary report Group Details WA Group Details Click the Group Details button to view the Group Details report For more information on the Group Details report see Chapter 13 3 Group Detail report Group Extract Sp Extract Click the Extract button to run a Group Extract For more information on the Group Extract see Chapter 13 4 Group Extract Version 4 0 Chapter 13 3 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual This page intentionally blank Chapter 13 4 Version 4 0 ADIS Helpdesk phone 03 9096 5
41. or select the date from the calendar option Termination status Enter the termination status of the treatment Select the option from the drop down list Referral status Enter the referral status of the client Select the option from the drop down list Referral destination Enter the referral destination of the client Select the option from the drop down list Text below the Referral destination field will indicate whether Significant Treatment Goal Attainments STGA s were achieved for this course of treatment Where at least one STGA is recorded for the course of treatment the wording will read Significant goals achieved Where no STGA s were recorded for the course of treatment the wording will read Significant goals not achieved Version 4 0 ADIS Helpdesk Chapter 7 49 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Concurrent Conditions Where Concurrent Conditions were recorded in the Drug Problem page these entries will default into these fields Enter or amend a selection from the drop down list Accommodation Defaults with the entry recorded in the Drug Problem screen If applicable amend the entry from the drop down list GAF Defaults with O regardless of the entry recorded in the Drug Problem screen Enter the GAF code applicable at the termination of treatment Function Buttons Save button JA Save Click on the Save button to save the t
42. send them now in order to complete the transfer If your data is being sent to DHS head office 5 business days Please contact the help desk if this does not occur Any files not sent via email are available in C FullADIS Transfer for manual transfer Click the OK button to close the message The Export Data screen is re displayed Step 3 Review Status update The Status field will be updated with information about the emails generated and the success or failure of the export Status Exporting General cccc DHS Funded to Head Office 0 2 records processed File created C FullaDIS Transfer 2006 09 30 9000 0 General CCCC DHS Funded adz maaan n End of Report Export completed 16 10 2006 12 09 29 PM Status log written to file 2006 09 30 Export log X Step 4 Find emails Display your email application screen The generated emails will be either available as open emails or in your outbox in your drafts folder Chapter 16 14 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 16 Import Export Process 16 2 Exporting Data Full ADIS data from Training Agency 999999 Lotus Notes B galam aa fal Cae EE MEIE File Edit view Create Actions Text Help lOmS 338 A Defaut Sans Seit 7B 7 SESS ES AmA Address Je 0R l a Ey fibre Jf2Ena ana Fie Ebre Ae bran ress __administrator aqgency com au SY 04 10 2006 12
43. service from the drop down list This is a mandatory field e General Health e Sexual Health Inc STI e Hepatitis e HIV e D amp A Related Issues e Practical Support Natural Therapies e Counselling From the drop down list options select the service that was provided against the above categories of service provision Up to three options may be selected in each of the categories Save button A Save Click the Save button to save the record You will be returned to the Client Details screen and the record you entered will be displayed in the PHS Visits history Cancel button X Cancel Click on the Cancel button to cancel the record without saving any entries or changes A confirm message will be displayed asking you to confirm that you want to cancel Click the Yes button to close without saving your information You will be returned to the Client Details screen Chapter 9 6 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 9 PHS Registered Visits 9 2 Recording a new PHS Visit aciem EM VEEN a COPD LEME eI res Client Services PHS Visits Forms First name Fred Date of birth jo 201 1969 aj M Unknown OrAge 36 c02 Surname Flintstone Sex Male v gt Clientno 30002 Address 15 Rocky Road J Transgender Code REFLE6901M Suburb Bedrock Phone Agency 899999000 State Pcode zj 3112 Bus phone Notes Registration Details Co
44. the options the results will be based on all groups recorded in your database Once you have selected filters click the buttons to the right of screen to display the actual Reports hal Group Report Selection i o x Agency rp02 Code r Group Clear Type d Group Summary Service type Group Details Start a a Extract End Close Figure 13 66 Group Report Selection screen Version 4 0 Chapter 13 1 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Fields Report Results Agency Code Defaults with your agency code If you have imported data from another agency or sub agency and wish to report on that data select the relevant agency code from the drop down list Group Type From the drop down list select the group type you wish to report on If this field is left blank the report will return data on both Formal and Casual groups Group Service type If you wish to filter the report by Service Type select the option from the drop down list Group Start Enter a date range in the date fields For example to filter the report by all groups that commenced in the month of March 2006 enter Start 01 03 2006 i5 to 31 03 2006 aj Group End Enter a date range in the date fields For example to filter the report by all groups that ended in the month of June 2006 enter End 01706 2006 E to 30706 2006 E If
45. this function View gt Local Clients All Clients Click on the All Clients button to display both your agency s clients and any clients that have been imported from another agency or sub code in the Client List screen Only the Suburb and alphacode details will be displayed for imported clients you will not see the client s name or address You are able to view their treatment records but cannot make any amendments You can also select the following menu option to perform this function View gt All Clients Chapter 6 2 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Additional functions Chapter 6 Clients 6 1 Client list Exit x Click on the Close Window button to close the Client List screen and return to the Main Menu You can also select the following menu option to perform this function Clients gt Exit Alt F4 Locate Locate To search for a particular client in the client list enter their first name surname or alphacode in the Locate field Click the Refresh button see below to update the screen display Refresh button 3 Click on the Refresh button after you have e Entered a search option in the Locate field e If you nominate to include or exclude inactive clients in the client list by selecting or de selecting the Include inactive checkbox or e You nominate to limit the display to 1 000 names or display all names in the client li
46. vic gov au ADIS User Manual Groups Group Functions There are two different types of groups that can be recorded in FullADIS Formal Groups Creating a formal group allows the FullADIS user to select clients from the Client List screen to include in the group For every client added to the formal group a course of treatment is automatically created for them For information on recording a formal group refer to 8 2 Adding a Formal Group Casual Groups Creating a casual group allows the FullADIS user to record details about information sessions or school visits etc Only the number of attendees is recorded no names of attendees For information on recording a casual group refer to 8 6 Adding a Casual Group New JE Click on the New button to open a blank version of the Group Details screen where you can enter details for a new group You can also select the following menu option to perform this function Group gt New Ctrl N Open al Click on the Open button to display an existing group record for the client you have selected in the Client Details screen This option will not be active until you have selected highlighted a group name in the Group List screen You can also double click on a group in the Group List screen or select the following menu option to perform this function Group gt Open Ctrl O Chapter 8 2 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk
47. 0 1 Using Electronic Forms in FullADIS Screen Reference Client Details cl02 Overview This chapter provides information on the electronic forms that are available in FullADIS e Service Coordination Tool Template SCTT e Specialist Assessment Form e Youth Assessment Form The FullADIS user can access the electronic forms by selecting the Forms page on the Client Details screen eea P gt E x Client Services PHS Visits Forms First name Surname Address Suburb fed fFinctone fa2RackyRoad EAGLE POINT Date of birth 01 01 1954 a Sex Male z Transgender Phone OrAge 52 eae Client no 29001 Code REFLE5401M Agency 000009 000 State Poode MC 3878 Bus phone Notes Medicare CE Registration Details Country of birth United States of America gt Indigenous status Neither Aboriginal nor TSI x Prefered language English 7 Cultural background fameican Interpreter interpreter not needed gt z I Active Note details A Save Services PHS Visits Forms NewFom View Edt Deleyfom PDF documents in folder C FullADIS 4 0 PDFDoc Date peo Statt Pint date Thursday 10 August 2006 Figure 10 44 Client Details screen with Forms page selected Version 4 0 Chapter 10 1 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual NOTE You cannot select a new form unless all mandatory fields on the C
48. 1 email adishelpdesk dhs vic gov au Chapter 10 Electronic Forms 10 3 Specialist Assessment Form 10 3 Specialist Assessment Form Screen Reference Specialist Assessment several pages Overview This chapter provides information on the Specialist Assessment Form The FullADIS user can access this form by selecting the Forms page on the Client Details screen then selecting New Form then Specialist Assessment clear form kal Specialist Assessment jo x Client Flintstone Fred Documentlockedby on Ref No 369010 Created date 9 10 2006 i Consumer Information Page 1 Consumer Information Page 2 1 1 Intake Assessment 1 2 Case Summary 2 1 Substance Use 4 Victorian Alchohol amp Drug Services ii SPECIALIST ASSESSMENT FORM This form is designed to assess the alcohol and or drug user Eran heni lt is anticipated that Module 1 will be completed by all service types at the time of first assessment 1 1 Intake Assessment The various components that make up Module 2 are to be completed in 1 2 Case Summary any order and in any depth at a time and pace appropriate to meet both client and clinician needs In other words there is no obligation to 2 1 Substance Use administer the total form at one sitting the manner in which it is completed being dependent on clinical judgement 2 2 Psychosocial History Select Next to step through each page or the buttons along the top or 2 3 Legal History right
49. 23 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual NOTE You should know who is responsible for your backups and how often they are done We recommend each agency keep a backup log sheet where this information can be easily stored Database C FullADIS Data PDF docs C 4FullADIS PDFDoc Backupto C FullADIS Backup 2005 10 20 16 18 oS Start Close Figure 17 95 Backup Database screen Fields Database Displays the directory path where the FullADIS database is stored This field cannot be modified PDF Docs Displays the directory path where the PDF documents generated from FullADIS are stored This field cannot be modified Backup To Defaults with the same directory path as the current FullADIS database path followed by Backup date and time of backup Type in a new path or click the Browse button to change this path Chapter 17 24 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au How do I perform a manual backup of the database What do I do with the copy of the database How often should I do a backup of the FullADIS database Chapter 17 Agency Administration 17 7 Data Backup Decide where you will store you database backup e g floppy disk CD server location When selecting the alternate data storage option for your backup you need to remember the privacy issues associated with your FullADIS d
50. 27 phone 03 9096 5351 email adishelpdesk dhs vic gov au FullADIS User Manual Client Services PHS Visits Forms First name Fred Date of birth 01201 1969 15 Or Age 37 Sumame Flintstone Sex Male z Client no 30002 Address fi 5 Rocky Road J Transgender Code REFLE6901M Suburb JABERFELDY Phone Agency 999999 000 State Pcode VIC 3825 a Bus phone Notes Registration Details Country of birth faustraia Indigenous status Neither Aboriginal nor TSI Preferred language fengish ts Cultural background australian Interpreter Jinterpreternat needed x Note a gt So Save J Cose Services PHS Visits Forms L New Service PS View Edit X lt Delete Service First Contact _ Start date Service Staf Temdate Group Number_ 03 02 2004 03 02 2004 Family CCCC DHS Fu Administrator 19 05 2005 0112 2005 01 12 2005 General CCCC DHS F Administrator 16 12 2005 Figure 6 14 Client Details screen How do I hide a Active checkbox client Viewing Figure 6 14 above you will notice that there is a checkbox field called Active about midway on the screen between the Notes area and the Save button If this field is ticked the client is nominated as being an active record or visible in the Client List screen If this field is unticked as shown above the client has been nominated as being an inactive record or invisible in the Client List screen To hide the cl
51. 351 email adishelpdesk dhs vic gov au 13 2 Group Summary report Screen Reference Group Summary Report Overview This section provides information on the Group Summary report The Group Summary report shows a summary of the groups recorded in your database The FullADIS user can access the Group Summary report from the Group Report Selection screen by selecting Group Report Selection screen gt Group Summary button For more information on the Group Report Selection screen see Chapter 13 1 Group Reports a Group Summary Report 1 page File Yiew Page ossa n gt HBA Group Summary Report Agency 000009 000 Our Agency Training Group Type Program Start End Clients Sessions Agency Semice Flinders Prim ary EducatCasual 000009 000 Flinstone Family Group Formal 000009 000 Montgomery School visiCasual 000009 000 Normal General CCCC DHS Funded Normal General CCCC DHS Funded Normal General CCCC DHS Funded 1082006 108 2006 2007 2006 a 5 132 1 Selection Options Agency 000009 000 Group Type Service ty pe Start date End date Finished 10 Pagelofi Figure 13 67 Sample of a section of the Group Summary report Version 4 0 ADIS Helpdesk Chapter 13 5 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Function buttons There are several buttons at the top of the screen to assist y
52. 5 15to30 mins Monitoring R ecosery Space Social Interaction 23412005 1 hour to 2 hours EmergencyR esponse First Aid Material Aid eg Money Supported Referral 07122005 15to30 mins ADMIN 16122005 12to1 hour AD MIN 164122005 15t030mins ADMIN 04042006 15to30mins AD MIN Selection Options Total Contacts 12 Agency 99e999 000 Staff Type of Worker Visit date Time From Contact Venue Service Recipient Contact Method Service Provided Service Postcode Pres enting Bsues Contact Duration Referral To Finished 90 Pagelofi Figure 15 79 Sample of a section of the Unregistered Contact Summary report Version 4 0 Chapter 15 7 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Function buttons There are several buttons at the top of the screen to assist you with displaying and printing the report The functionality of these is described below View whole page button Click this button to display the report preview as a whole page View page width button E Click this button to display the preview as page width View text width button E Click this button to display the preview as text width Zoom in button A Click this button to magnify the report under the mouse You may have to click this button twice before it zooms in Zoom out button a Click this button to zoom out from the report under the mouse You may have to click th
53. 6 Visit Service Reason Select an option from the drop down list to filter the report results by the service reason Visit Seen by Select any of the checkbox options to filter the report results by the who the client was seen by Presenting Issues General Medical Select an option from the drop down list to filter the report results by a particular method of care Presenting Issues Sexual Health Inc STI Select an option from the drop down list to filter the report results by a particular method of care Presenting Issues Hepatitis Select an option from the drop down list to filter the report results by a particular method of care Version 4 0 ADIS Helpdesk Chapter 14 3 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Report Results Presenting Issues HIV Select an option from the drop down list to filter the report results by a particular HIV related method of care Presenting Issues D amp A Related Issues Select an option from the drop down list to filter the report results by a particular Drug and Alcohol related method of care Presenting Issues Practical Support Natural Therapies Select an option from the drop down list to filter the report results by a particular type of support Presenting Issues Counselling Select an option from the drop down list to filter the report results by a particular type of counselling If no filters are selected in t
54. 6 11 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Export process Step 1 Begin data export Confirmed that e the Start and End dates are correct e all the Services you expected are included and e the Terminated Term SGs and Open column counts are what you expected Click on the Prepare for Export button The Status field displays the export file data as it is processed Status Exporting General Post Withdrawal Linkage DHS Funded to Head Office 0 1 records processed File created C FullaDIS Transfer 2006 09 30 9000 O General Post Withdrawal Linkage Exporting General cccc DHS Funded to Head Office 0 2 records processed File created C FullaDIS Transfer 2006 09 30 9000 O General CCCC DHS Funded adz For more information on the Status field refer above to Fields When the export process has completed the Email Details screen is displayed refer Figure 16 86 below The Create Emails button will be inactive and the Selected Email Details fields will be empty Chapter 16 12 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 16 Import Export Process 16 2 Exporting Data PTET Recipient tf04 adisbarwon dhs vic gov au northandwest adisdata idhs vic gov au ioj x Recipient tf04 adisdata dhs vic gov au adisbarwon dhs vic gov au northandwest adisdata dhs vic gov au Selected Email Detai
55. 9000 Rubble Bam Bam 152 Rocky Road Bedrock AMRUE 506M 999999000 test test ESTET 501F 999999000 test group ROTET7901M 999999000 Figure 6 16 Client list with inactive record highlighted NOTE If you are using the inactive function because you have a large client list it may be preferable to search for a client via the Locate field and the Include inactive checkbox rather than display ALL active and inactive clients Chapter 6 30 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au How do I reactivate a client How do I record a new course of treatment for an inactive client Chapter 6 Clients 6 6 Inactive Clients Step 1 In the Client List screen Click the Include inactive checkbox Type the client s name or alphacode in the Locate field Click the Refresh button The client list will display any client s in the database who match the name or alphacode you entered Double click the client you want to reactive to display their record in the Client Details screen Step 2 In the Client Details screen Click in the Active checkbox It will now display a tick Click the Save button to save the changes to the client s details Click the Close button to exit the Client Details screen The Client List screen is displayed The client will now be displayed as an active client Step 1 Open the inactive client s record as described above in How do I view inactive
56. Aboriginal nor TSI origin Country of birth Australia Community Lawyer Sowce of Referal 0 zi O deta Heath P Previously an unregistered client 7 Worker Practitioner Counsellor Natural Therapist Service Provided Service reason a General Health bd z zl Sexual Health Inc STI z z ap Hepatitis z z zi HIY D amp A Related Issues Practical Support Natural Therapies Counselling Figure 9 42 LDS PHS Registered Client Visit screen Version 4 0 Chapter 9 3 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Fields Client The Client field defaults with the name of the client you selected It cannot be modified unless the record is cancelled and a new client is selected from the Client List screen Record No This is a system generated count for each record created It cannot be modified and is not relevant to service providers or DHS Staff This field will default with the full name of the User ID logged into FullADIS You can change this entry by selecting a new name from the drop down list Visit date time Date and time fields default with today s date and the time the screen was opened Indigenous status Defaults with information from the Client Details screen This is a non editable field Country of birth Defaults with information from the Client Details screen This is a n
57. Admin Assisi Maria 0607 2006 15 37 Results only Admin Assisi Maria 0507 2006 15 36 Results only Admin Assisi Maria 0107 2006 15 33 Results only Admin Assisi Maria 0207 2006 15 34 Referral to other service Admin Assisi Maria 0307 2006 15 35 Referral to other service Admin Assisi Maria 0407 2006 15 35 ew client Admin Bologna Maria 0207 2006 15 08 Referral to other service Admin Bologna Maria 0307 2006 15 09 ew client Admin Bologna Maria 0407 2006 15 10 Results only Admin Bologna Maria 0507 2006 15 11 Referral to other service Admin Bologna Maria 0107 2006 15 07 ew issue s Admin Florence Maria 0807 2006 12 40 ew issue s Admin orence Maria 1107 2006 12 43 Referral to other service Admin orence Maria 0507 2006 12 36 ew issue s Admin orence Maria 0407 2006 12 35 Referral to other service Admin orence Maria 0307 2006 12 35 New issue s Admin orence Maria 0207 2006 12 34 ew issue s Admin orence Maria 0107 2006 12 29 New client Admin orence Maria 1007 2006 12 42 New issue s Admin orence Maria 0607 2006 12 37 Results only Admin orence Maria 0707 2006 12 39 ew issue s Admin Florence Maria 0907 2006 12 41 Referral to other service Admin Milan Maria 0107 2006 14 36 ew issue s Admin Milan Maria 0807 2006 14 44 ew issue s Admin Milan Maria 0707 2006 14 43 ew client Admin han Se See rite Sn Se Finished 110 Pagelof2 Figure 14 75 Sample of a section of the LDS PHS Visit Summary report Version 4 0
58. Chapter 14 13 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Function buttons There are several buttons at the top of the screen to assist you with displaying and printing the report The functionality of these is described below View whole page button Click this button to display the report preview as a whole page View page width button E Click this button to display the preview as page width View text width button E Click this button to display the preview as text width Zoom in button A Click this button to magnify the report under the mouse You may have to click this button twice before it zooms in Zoom out button a Click this button to zoom out from the report under the mouse You may have to click this button twice before it zooms out Display first page button M Click this button to display the first page of the report Display prev page button 4 Click this button to display the previous page of the report Display next page button Click this button to display the next page of the report Display last page button gt Click this button to display the last page of the report Print report button Click this button to print the report Chapter 14 14 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au 14 6 PHS Visit Extract Screen Reference Extract Visit Data rp11 Overview This section pro
59. Chapter 8 9 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Clients panel No Clients Displays the number of clients in the group This field will automatically update as clients are added to the group No Sessions Displays the number of sessions held for the group This field will automatically update as sessions are recorded Clients The Clients panel displays the names of the clients in the group Add Remove button Add Remove Click on the Add Remove button to display the Client Group Selection screen which enables the user to add or remove clients from the group Refer 8 3 Adding a client to a Formal Group for more information on adding or removing clients from a Forma group View Edit button Click on the View Edit button to display the course of treatment record that is generated for the client as a result of their group participation Refer Chapter 7 Treatment for more information on Treatments Chapter 8 10 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 8 Groups 8 2 Adding a Formal Group Sessions panel Clients The Sessions panel displays the date the session was held and the number of clients who attended Add button Add Click on the Add to display the Session Group Selection screen which enables the user to add session details Refer to 8 4 Adding a Session in a Formal Group
60. Clients panel is disabled for Casual Groups The Sessions panel displays the date a session was held Add button Add Click on the Add to display the Session Group Selection screen which enables the user to add session details Adding a session is explained below in Adding a Session in a Casual Group View Edit button View Edit Highlight a session date and click on the View Edit button to display the details of the session in the Session Group Selection screen Remove button Remove Highlight a session date and click on the Remove button to delete the details Save button AS Save Click on the Save button to save the group information recorded The FullADIS user is taken back to the Group List screen and the new group appears in this list Cancel button X Cancel Click on the Cancel button to cancel the group information recorded without saving The FullADIS user is taken back to the Group List screen Add button Add Click on the Add button to display the Session Group Selection screen Version 4 0 ADIS Helpdesk Chapter 8 27 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual aaa Session Group Selection Alle x Group Flinders Primary Education Week gp04 Record No 36005 Staff Administrator v Duration mins Date 02 08 2006 15 J After hours Clients ih Group Participants m this Session p p Figure 8 40 Session Group Selection screen for
61. DIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Service List display Description Checkboxes Displays the Service types recorded in FullADIS for your agency Current services are displayed alphabetically in black text Services that have been flagged as inactive will appear in grey text at the end of the service list with inactive included in the description These are services types once used by your agency but for which you for example no longer receive funding They are kept for historical purposes HO Y Indicates that this service is to be included in the data export file and sent to DHS Head Office A1 A3 Y Indicates that a copy of the data export file for this service is also to be sent to a client defined email address See Chapter 17 1 Agency Details for information on how to set up client defined email address R1 R9 Y Indicates that a copy of the data export file for this service is also to be sent to the applicable DHS Regional Office Export Unregistered Contacts Select this checkbox if you are an agency that provides services to unregistered contacts in the areas of ABI ADY C Dual Diagnosis or PHS LDS This indicates that the unregistered contact data is to be included in the data export file and sent to DHS The export summary and log file will be updated with the number of Unregistered Contact records included Chapter 17
62. Database Location Displays the current directory path where your FullADIS Database is stored To modify the directory click on the browse function Network Location Displays the current directory path of your Network file It should be the same as you database location To modify the directory click on the browse function Transfer Location Displays the current directory path of your Transfer file The Transfer file is where all your data export files are saved and stored when they are created via the Transfer gt Export menu To modify the directory click on the browse function Extract Location Displays the current directory path of your Extract file If you run an extract from the reports function in FullADIS the file that is created and saved is stored in this Extract file To modify the directory click on the browse function PDF Location Displays the current directory path of your PDF file If you create any PDF documents from the forms available in FullADIS they will be saved and stored in this file To modify the directory click on the browse function Chapter 17 28 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 17 Agency Administration 17 8 Data Setup Function button Browse button Al Click the Browse button to change a directory Save button A Save Click on the Save button to save any changes to the database setup Version 4 0 Cha
63. Double click on the csv file name to open up the csv file From here you can save to the file in the format of your choice eg as a MS Excel file Version 4 0 Chapter 12 27 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Handy Hint Report Extracts Data extracts can be generated from FullADIS as text csv files These extracts contain unit record data and enable the agency to analyse their treatment information in greater detail than the standard FullADIS reports The extract files can be read into analytical software such as MS Excel or MS Access where the agency can produce customised statistics Chapter 12 28 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 12 Service Reports 12 9 Mail Extract 12 9 Mail Extract Screen Reference Extract Mail Data rp11 Overview This section provides information on the Mail Extract function This function will generate a client mailing list in a text file format that is compatible with all Office software such as MS Excel The FullADIS user can run the Mail Extract from the Service Report screen For more information on the Service Report screen see Chapter 12 1 Service Reports xi Extract to file C FUIADIS E xtract 4DISMail csv g Progress Figure 12 64 Extract Mail Data screen Fields Extract to file This field shows the direct
64. HEET 17 29 ADIS DATABASE LOG SHEET 0 eecceseeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeesaeeeeeeseaeeeaeessaeesnaeeseaeensaes 17 31 Version 4 0 Contents iii ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 1 Introduction This User Manual is to be used as a reference for agencies that use FullADIS version 4 0 to record and report on provision of government funded drug treatment services in Victoria The FullADIS software application has been developed by the Department of Human Service s Drugs Policy and Services Branch as a reporting platform for Agencies funded to provide drug and alcohol treatment drink drive assessment and education and Local Drug Strategy Primary Health Services This information is consolidated at DHS in the Alcohol and Drug Information System ADIS a collection of all Victorian government funded drug treatment services data This includes e client socio demographic and geographic data e drug treatment data e drink drive data e brokerage data e Primary Health Service data e Secondary consultation data FullADIS data submitted to DHS is used to monitor agency performance and together with other information is used extensively to inform service planning and policy development For drink drive agencies the provision of FullADIS data is a mandatory requirement for their two yearly reaccreditation to proceed General Features e The program operates in a Windows98 Me NT
65. Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Cancel button X Cancel Click on the Cancel button to return to the Group Details screen without saving any session information Session attendance When a client is added to a group a course of treatment and the course of is automatically generated The start date of the group is treatment also the start date of the treatment Each time a client attends a group session this information is automatically recorded in the course of treatment as a Contact in the Services Contacts screen Refer to Chapter 7 Treatment for more information on client treatments Chapter 8 20 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 8 Groups 8 5 Closing a Formal Group 8 5 Closing a Formal Group Screen Reference Group Details gp02 Overview This section provides information on closing a Formal Group The FullADIS user must first select the existing Group from the Group List screen lolx Gf gpl Description Finstone Family Group Program Nom S Service General CCCC DHS Funded Type Formal Record No 35001 Start date 01 08 2006 15 gt F Group may be closed once all End date client services are complete No Clients 5 No Sessions 2 Session 01 08 2006 02 08 2006 Rome Maria Sienna Maria Add Remove View Edit Add View Edit Remove A Save X Cancel A Fig
66. ING You should not delete a client who has a treatment recorded for them on the Services page If a client has no treatment services recorded for them you are able to delete the client by selecting Client gt Delete Client in the Client Details screen You will be prompted to confirm that you wish to delete the client record This menu option will not be available for any client who has treatment records For more information on deleting client records refer to 6 3 Deleting a Client If you have discovered the client is entered on FullADIS more than once instead of deleting one of the records there is a function to merge duplicate clients who have the same alphacode For more information on merging duplicate records refer to 6 5 Duplicate Client Check Chapter 6 12 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 6 Clients 6 3 Deleting a Client 6 3 Deleting a Client This section provides information on the different ways and the circumstances under which a client can be removed from FullADIS Overview In some instances there may be a need to remove a client from your FullADIS records e You have commenced entering details for a new client and then realise the client already exists in your Client List e The client details that have been entered are incorrect If you are in doubt as to the circumstances under which you should delete or merge a cli
67. Rehabilitation DHS Funded General Residential Withdrawal DHS Funded X Cancel Figure 7 20 Start Service screen Version 4 0 Chapter7 9 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Fields Function buttons Program Select a program from the drop down list This is a mandatory field If Drug Diversion is selected the Drug Diversion field will become enabled Drug Diversion Select a Drug Diversion program from the drop down list if applicable This is a mandatory field if Drug Diversion is selected in the Program field Service Select a service from the available list by clicking on the option OK button Click on the OK button to proceed for the selected program The Service screen Registration page displayed The Service screen now includes the additional pages described earlier refer 7 1 Record new service Recording Treatment This button will be enabled once all mandatory fields have been completed Cancel button X Cancel Click the Cancel button to abandon the new program selection The Service screen Screening page is displayed Chapter 7 10 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 7 Treatment 7 3 Registration page 7 3 Registration page Screen Reference Registration ep0O2 Overview This section provides information on the Service screen Registration page
68. S user can access the LDS PHS Visit Report screen by selecting Report gt PHS Visits from the Main Menu screen The screen is separated into 3 sections The top section is used to filter or define the data to be shown the bottom section displays the results of the filter and the buttons to the right of the screen display the actual Reports lll LDS PHS Visit Report lol x Report Query Agency Bood rp03 2 Refresh list code can JZ Limit ist to 100 entries EA r Client Clear Name z Sex 7 Date of birth i FEl I Transgender o E fal Client Stats Visit Staff 7 Seen by Nurse Practitioner L Community Lawye Visit date 7 7 aj to l i a Medical Practition Comm Health We Service reason z Counselor entist C Natural Therapist m Presenting issues General medical j v Hepatitis HIV zi zi Sexual Health j be D amp A Related Issues l J zi zi Practical Support Counselling Cieto O o ovito visitDate stat o Figure 14 71 LDS PHS Visit Report screen Version 4 0 Chapter 14 1 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Fields Agency Code Defaults with your agency code If you have imported data from another agency or sub agency and wish to report on that data select the agency code from the drop down list Count Displays the number of results in
69. Statistics report from the PHS Visits Report screen by selecting LDS PHS Visit Report screen gt Client Stats button For more information on the PHS Visit Report screen see Chapter 14 1 PHS Registered Visits Reports ww Client Statistics 2 pages TJA A LAA EEE xj File View Page OBSBQAA K gt HBA LDS PHS Client Statistics Agency 000009 000 Our Agency Training Male Female Age Group 20 24 Years 25 29 Years 30 34 Years 35 39 Years 40 44 Years 45 49 Years 55 59 Years Indigenous Status Aboriginal but notTSl origin Both Aboriginal and TSI origin Neither Aboriginal nor TSI origin Notstated nadequately described TSI but not Aboriginal origin Postcode 3256 3247 3214 3258 3654 3658 Finished 110 Pagelof2 Figure 14 73 Sample of a section of the LDS PHS Client Statistics report Version 4 0 Chapter 14 9 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Function buttons There are several buttons at the top of the screen to assist you with displaying and printing the report The functionality of these is described below View whole page button Click this button to display the report preview as a whole page View page width button E Click this button to display the preview as page width View text width button E Click this button to display the preview as text width Zoom in button A Click this button to magnify
70. a Casual Group Fields Group Displays the name of the group Record No Displays the group number identifier Staff Defaults with the full name of the User ID who logged into FullADIS To change the user name select an option from the drop down list Date Type in the date or select it from the calendar option Field defaults with today s date Chapter 8 28 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Notes Function buttons Chapter 8 Groups 8 6 Adding a Casual Group Duration Enter the duration of the session in minutes After hours The field is for use by Service Providers who are funded to provide an extended hours service Select the checkbox if the service contact was provided after ordinary business hours This is a free text field allowing you to record notes about each session Save button JA Save Click on the Save button to save the session details The session date is displayed in the Session panel of the Group Details screen Cancel button X Cancel Click on the Cancel button to return to the Group Details screen without saving any session information Version 4 0 ADIS Helpdesk Chapter 8 29 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Handy Hint Casual Groups Data Export Information recorded for casual groups is forwarded to DHS with the quarterly return The information repor
71. a casual group allows the FullADIS user to record statistics on group work such as school visits or education sessions The number of clients in the group is recorded not individual client names Selecting the When New Group is selected the group Select Service Group information screen is displayed This screen allows the user to select the group type the program and service under which the group treatment is being provided Version 4 0 Chapter 8 23 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Select Service x ep10 Gupte ff Pogam f Drug Diversion z Service General AD Supported Accommodation DHS Funded General CCCC DHS Funded X Cancel Figure 8 38 Select Service Groups screen Fields Group type Select the group type you wish to create from the drop down list options Program Select the program type from the drop down list options Service Click on the service type from the Service list displayed NOTE Once the above selections are made click on the OK button and the Group Details screen is displayed Chapter 8 24 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 8 Groups 8 6 Adding a Casual Group A all x gp02 Description os Program Normal Service General CCCC DHS Funded Type Casual Record No 36002 Start date End date No Clients 0 No Sessions 0 Clients S
72. abled _ Administrator Greg Williams Ruth Goldsmith Mary Black Figure 17 90 Staff List screen NOTE To be able to add edit or remove users you must be logged into Full ADIS as a User who has Supervisor access to the program Eg ADMIN Version 4 0 Chapter 17 5 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Staff List display Function buttons User ID Displays the User ID for the FullADIS user This is what they use to login to FullADIS Name Displays the full name of the person for whom the User ID has been created Supervisor Indicates whether or not the User ID has Supervisor status Y has supervisor status N does not Enabled Indicates whether or not the User ID is enabled Y is enabled N is disabled Add button Add Click on the Add button to display the Staff Details screen For more information on Adding a New User refer to Chapter 17 3 Add a new User ID NOTE You must click on an existing User ID displayed in the staff list and highlight the record to activate the Edit and Remove function buttons Edit button Edit Click the Edit button to display the Staff Details screen and enable editing of the selected User ID Chapter 17 6 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 17 Agency Administration 17 2 Add Edit or Remove existing User ID Remove
73. aeeseaeeeeaeeseaeessaeeteaeeseeeseneeteaes 15 1 15 2 Unregistered Contact Summary report eee ce eeceeeeeteneeeeeeteaeeteeeeseaeeeeaeeteaeesneeeseaeetaes 15 7 15 3 Unregistered Contact Statistics report 0 eeeceeeeeeeeeceeeeeeeeeteaeeeeeeeseaeeeeeeeseaeeeneeeseaeeeaaes 15 9 Contents ii Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Contents 15 4 Unregistered Contact Extract ecceeseceseeeeseeeeeeeeeeeseaeeseaeeseaeeseaeeseaeessaeeseaeeseaeeseaeeseaes 15 11 CHAPTER 16 IMPORT EXPORT PROCESS 16 1 T6 Importing Dala ai ionning aaa aa anaE EES E E iar E 16 1 16 2 Exporting Data nance iain tet a a saci desi iii 16 7 CHAPTER 17 AGENCY ADMINISTRATION 17 1 Al Agency Detalls sinsice a a a EEE A PEE R Eai 17 1 17 2 Add Edit or Remove existing User ID sssesssesseeesseseeeseeerrereetnrirstntstntstntenstrnsrrnernnrrnent 17 5 17 3 Add a new User ID cccccccccccccceeceeeeeececeeeeeeeeeeeaaeeeeeeeeeeccaaeeeeeeeesecenaeeeeeeeeseseieeeeeeeeesees 17 9 17 4 Add Edit or Inactivate a ServiCe ccccccceessssesssssssssssesssssssesssssssesssesssessssssssssessssssseees 17 13 17 5 Create a NeW SENICE sirenerne ei aia E ae E a rE Eiai 17 17 17 6 Change User PaSSword c cceccccesceeeeeceneeseneeceeeseaeeseaeeseaeeseaeesaeeseaeesnaeeseeessaeeseaeeeaes 17 21 17 7 Date BACKUP moaienn enaa ai r a E E a a eaae aa 17 23 178 Data SetU ice eni lane e AE E A a a pa aai 17 27 APPENDIX A FULLADIS DATABASE LOG S
74. and create a new record that defaults with the field entries of the previously entered contact Amend any fields that are not applicable to the new record Version 4 0 Chapter 11 15 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Modifying an existing Dual Diagnosis Contact record Save button A Save Click on the Save button to save the contact details you have entered When you click the Save button you will be returned to the Unregistered Contact List screen This button will not be active until all mandatory fields are completed Cancel button Click the Cancel button to cancel the record you are entering You will be returned to the Unregistered Contact List screen If you have started entering information in some fields the program will display a window asking you to confirm the cancellation Select the record from the Unregistered Contact List screen by e Clicking on the record to highlight it then select Contact gt Open from the menu options e Clicking on the record to highlight it then clicking on the Open icon e Double clicking on the record you wish to edit The selected record will be displayed in the Unregistered Contact Details screen Amend the relevant fields then click the Save button to save your changes Chapter 11 16 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au 11 5 Adding
75. art 03 02 2004 End 19 06 2004 Ref 65002 Flintstone Fred Male Addr124 Sands Way Pebbly Beach VIC 3000 DoB 01 01 1969 Ref 65006 General Residential Rehabilitation DHS Funded Start 14 04 2005 End Figure 6 9 Display of all treatment against client records Step 4 Click on the next oldest treatment record to highlight it In the example below the oldest record is Ref 65006 as treatment began on 14 04 2005 With this record highlighted use your mouse to drag it to the oldest client record for Fred Ref 3002 After you have dragged the treatment records to the oldest client record you will notice that this is only client with treatment recorded against it as shown below in Figure 6 10 Version 4 0 Chapter 6 21 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au FullADIS User Manual Duplicate Client Maintenance LIES E REFLE6901M Ref 30002 Flintstone Fred Male ddr 15 Rocky Road Bedrock 3000 DoB 01 01 1969 Ref 65005 Family CCCC DHS Funded Start 03 02 2004 End 19 06 2004 Ref 65006 General Residential Rehabilitation DHS Funded Start 14 04 2005 End Ref 65002 Flintstone Fred Male Addr 124 Sands Way Pebbly Beach VIC 3000 DoB 01 01 1969 Figure 6 10 Transfer treatment record to one client record Step 5 Once all episodes are added to the oldest client record right click on the record without any services Ref 65002 and select Delete from the pop up
76. at have run been processed The directory and the name of the file that has been created are also displayed Using Windows Explorer search for this file in the directory you have saved the file to FJ ap1sUnregContact csv Double click on the csv file name to open up the csv file From here you can save to the file in the format of your choice eg as a MS Excel file Version 4 0 Chapter 15 13 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual This page intentionally blank Chapter 15 14 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 16 Import Export Process 16 1 Importing Data Screen Reference Import Data tf01 Overview This section provides information on the Import Data screen You use this function to import data that has been sent to you by other agencies Only data that has been exported using the Full ADIS export process can be imported with this function This export process creates an ADZ file For more information on exporting data in FullIADIS refer to 16 2 Exporting Data The FullADIS user can access the Import Data screen by selecting Transfer gt Import Data from the Main Menu screen Import Data gt Import details File name Data file name m Code Yersion Agency Statistics 4 Current Import data a en Program ka M Source Statistics I Accept data from same agency Fu
77. ata Amend the directory path in the Backup To field to the relevant drive E g A drive floppy disk D drive for CD however this drive varies depending on your setup The drive will be determined by the option you selected in the first step for storing your database Click the Start button ADIS will display the progress of the backup along the bottom of the screen and will indicate the number of files that have been copied when the backup is complete Click the Close button You should store the copy of the database somewhere safe and away from where the PC s are located Ideally it should be stored in a separate building in case for example there is a fire You may wish to take the copy home and store it there bearing in mind the privacy issues associated with your FullADIS data You need to assess how often you enter data and how many clients you have If you are entering FullADIS data on a regular basis throughout the reporting quarter you may wish to backup the database on a daily basis A good gauge when deciding how frequently you should performing backups is how much data would you lose just prior to the next scheduled backup if that is when your equipment failed Version 4 0 ADIS Helpdesk Chapter 17 25 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual NOTE Sx At the completion of each FullADIS data export you will automatically be prompted to perform a da
78. bove entries press OK to proceed with the save If it is in the above list press Cancel to abandon new entry and return to the Client List to select the existing client X Cancel Figure 6 6 Confirm Client Save screen Version 4 0 Chapter 6 17 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au FullADIS User Manual Function buttons Why does this function exist What do I do if I incorrectly create a duplicate record Save button A Save Click on the Save button to confirm you want to create a new client Cancel button X Cancel Click the Cancel button to abandon the new client entry the new client will not be saved The Client List screen will be displayed This function alerts the user that the new client being entered is potentially the same person as a client that has already been entered in the database When a client is entered into FullADIS and their name date of birth and gender are the same as an existing client FullADIS will warn you For information on how to merge duplicate client records refer to 6 5 Duplicate Client Check You will only be able to merge the two records however if the duplicate records have the same alphacode Chapter 6 18 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 6 Clients 6 5 Duplicate Client Check 6 5 Duplicate Client Check Screen Reference Duplicate Client Maintenance
79. button Click this button to display the report preview as a whole page View page width button E Click this button to display the preview as page width View text width button E Click this button to display the preview as text width Zoom in button A Click this button to magnify the report under the mouse You may have to click this button twice before it zooms in Zoom out button a Click this button to zoom out from the report under the mouse You may have to click this button twice before it zooms out Display first page button M Click this button to display the first page of the report Display prev page button 4 Click this button to display the previous page of the report Display next page button Click this button to display the next page of the report Display last page button gt Click this button to display the last page of the report Print report button Click this button to print the report Chapter 12 12 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 12 Service Reports 12 4 Service Statistics Report 12 4 Service Statistics Report Screen Reference Service Statistics Overview This section provides information on the Service Statistics report The Service Statistics report shows the number of services provided and statistics associated with these services The FullADIS user can access the Service Statistics report from the Se
80. cent AGNES ANHUS8401F 999999000 Yes Stone Sharon 36 Whites ve Fitzroy EQJONS8801F 999999000 Yes Sutherland Keifer AMPAI7601M 999999000 es Yan Dam John 99 Browns Ad Sunshine EEVAN 701F 999999000 Yes 4 gt 20 entries displayed ZA Please note all personal details used for the sample data in this manual do not relate to real persons Figure 6 4 Client List screen Version 4 0 Chapter 6 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au FullADIS User Manual Client functions New g Click on the New button to open a blank version of the Client Details screen where you can enter personal details for a new client You can also select the following menu option to perform this function Client gt New Ctrl N Open a Click on the Open button to display the information in the Client Details screen for the client you have selected This option will not be active until you have selected highlighted a client name in the Client List screen You can also double click on a client in the Client List screen or select the following menu option to perform this function Client gt Open Ctri O Local Clients gl Click on the Local Clients button to display only those clients entered for your agency in the Client List screen You can select the Include Inactive checkbox to include clients marked as Inactive in the list You can also select the following menu option to perform
81. cl05 Overview This chapter provides information on the Duplicate Client Maintenance screen You use this screen to merge separate client records that have the same alphacode and that you have identified as being the same person The FullADIS user can access the Duplicate Client Maintenance screen by selecting Activities gt Duplicate Client Check from the Main Menu screen hie Duplicate Client Maintenance Ref 30002 Flintstone Fred Male Addr 15 Rocky Road Bedrock 3000 DoB 01 01 1969 Ref 65002 Flintstone Fred Male Addr 124 Sands Way Pebbly Beach VIC 3000 DoB 01 01 1969 To move a service to another client of the same alphacode click on the service and drag to the other client To open view or delete a client right click on the client client can only be deleted if no services are attached Figure 6 7 Duplicate Client Maintenance screen Version 4 0 Chapter 6 19 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au FullADIS User Manual About this screen The Duplicate Client Maintenance screen displays all the client records that have been identified by Full ADIS as being duplicates relating to the same clients FullADIS recognises any record as a duplicate if it has the same alphacode This does not necessarily mean that the records are duplicates that is for you to decide When to merge You should merge two client records when you know that the two records relate to the same
82. click the OK button You are returned to the form you were working on You are now unable to make any modifications to this open form The saved PDF form details will appear in the form history on the Client Details screen The PDF title is made up of client s alphacode form type today s date time of save A REFLE6901M_Spec ssessment_2006 05 08_14 32 pdf Chapter 10 4 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Confirm Document Lock screen Chapter 10 Electronic Forms 10 1 Using Electronic Forms in FullADIS When you click the Save as PDF button the following screen will appear ha Confirm Document Lock d s oO x cli0 File created REFLE6901M_SpecAssessment_2006 05 08_14 37 pdf In folder C FullADIS PDFDoc PDF filenames are in the format scient alphacode gt _ lt formtype gt _ lt date timestamp gt PDF Tf you have completed this document and want to prevent Further changes From being made 1 Tick Close and lock data box 2 Confirm authorisation with your Full4DIS password 3 Press OK new document of this type will use this data as the starting point Close and lock data Staff Id linked to this Formy fi DIMI Password SA OK File created Displays the name that has been assigned to the saved PDF document This is made up of the client s alphacode form type today s date time of save In fold
83. clients undergoing the same treatment service can be created or existing groups selected For more information on the Group List screen see Chapter 8 Groups 8 1 Adding and Modifying Groups Projects This functionality is not currently being used in FullADIS Unregistered Contacts Allows the user to access the Unregistered Contacts List screen where anonymous client contacts can be recorded Unregistered Contacts occur for the following program types e Acquired Brain Injury e Dual Diagnosis e Alcohol and Drug Youth Consultants e Local Drug Strategy Primary Health Service For more information on the Unregistered Contacts List screen see Chapter 11 Unregistered Client Contacts 11 1 Adding and Modifying Unregistered Contacts Duplicate Client Check Allows the user to access the Duplicate Client Maintenance screen where duplicate client records can be merged For more information on the Duplicate Client Maintenance screen see Chapter 6 Clients 6 5 Duplicate Client Check Version 4 0 Chapter 5 3 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Agency menu Click on the Agency menu to access the functions relating to maintaining agency staff and service information Details Allows the user to access the Agency Details screen where information on your agency can be viewed and maintained This includes the facility to record the current addresses of outlets from w
84. creen the report results will display all contacts entered for your agency If filters are selected the Report Results displayed will only be those applicable to these filters The Report Results will display the Date of contact Type of contact Postcode where contact occurred Referral information the staff member who entered the contact and the Agency code Function Refresh list 2 Refresh list buttons Click the Refresh list button each time you select a new filter option to refresh your report results Clear Click the Clear button to reset the filter fields to empty Close button Close Click the Close button to close the Unregistered Contacts Report screen and return to the Main Menu Version 4 0 Chapter 15 5 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Report buttons Contact Summary Click the Contact Summary button to view the Contact Summary report This button will not be active until you have a results list displayed For more information on the Contact Summary report see Chapter 15 2 Unregistered Contact Summary report Contact Statistics Contact Stats Click the Contact Stats button to view the Contact Statistics report This button will not be active until you have a results list displayed For more information on the Contact Statistics report see Chapter 15 3 Unregistered Contact Statistics report Contact Extract jp Contact E
85. d directory or click the Close button to skip the backup at this time For more information on backing up your data and the Backup Database screen refer to Chapter 17 Agency Administration 17 7 Data Backup How do I see Each time you create a formal group and select clients as Groups I have members of the group a new course of treatment is entered in the created for that client export count It is each course of treatment that will appear in the export count summary not the group information Therefore for the purposes of the export each treatment within the group will be counted under the Service type rather than seeing the group name listed How do I create The export process is described in step by step the Export Data instructions above under the heading Export process Version 4 0 Chapter 16 17 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Export emails What do I do if the emails are not automatically created When do I send the data Once the export has completed you need to follow the prompts to create the export emails If the emails are not automatically created then you need to manually attach the export files to an email and send them to Head Office Where are the files saved When the export files are created they saved into a data directory As discussed above in the Status field information this directory path is displayed for each s
86. de The Alphacode is a unique client identifier that is generated from elements of the client s first name surname date of birth and sex The Alphacode is not used by DHS to identify individual clients but is used to enable analysis and reporting of the total number of service users and patterns of service use ADIS is deliberately designed to lock the Alphacode generated when the client s details are first saved so that regardless of changes to the client s details over time their unique identifier remains consistent Chapter 6 16 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 6 Clients 6 4 Confirm Creation of Duplicate Client 6 4 Confirm Creation of Duplicate Client Screen Reference Confirm Client Save cl04 Overview This section provides information on the Confirm Client Save screen This screen will be displayed when the FullADIS user enters a client who has the same Surname First Name Date of Birth and Gender as a client who already exists in your FullADIS database The FullADIS user will need to verify that they wish to create a duplicate client iol x cl04 You are about to save a new client The following like named entries already exist Sumame gt Firstname Address Suburb Code Flintstone 15 Rocky Road Bedrock REFLE6S01M Please confirm your request to save new client details If itis NOT the same as one of the a
87. desk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Source Statistics fields Agency Statistics fields Progress fields Function buttons Chapter 16 Import Export Process 16 1 Importing Data FullADIS Displays the number of courses of treatment from a FullADIS application to be imported External Displays the number of courses of treatment from an external agency s application to be imported Unknown Displays the number of courses of treatment from an unknown agency s application such as SWITCH to be imported Agencies found Displays the agency code for those agencies with data already loaded into the database you are using Accept data from same agency Select this checkbox if you are reloading revised data sent by an agency to indicate it can be loaded and overwrite previous information When you click on Start button this field will show the progress of the data as it is imported Save button JA Save Confirm that you have selected the correct file and that the version and agency number information is correct Click on Start button to commence the import process Version 4 0 ADIS Helpdesk Chapter 16 3 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Close button Close Click the Close button to close the screen after the import has completed as shown below in Figure 16 84 Click the Close button to close the scree
88. desk dhs vic gov au 10 4 Youth Assessment Form Screen Reference Youth Assessment several pages Overview This chapter provides information on the Youth Assessment Form The FullADIS user can access this form by selecting the Forms page on the Client Details screen then selecting New Form then Youth Assessment clear form ha Youth Assessment la x Client Flintstone Fred Document locked by on Ref No 369011 Created date 9 10 2006 i Consumer Information Page 1 Consumer Information Page 2 2 1 Presenting Issues Ze Demographics 2 3 Support Services 4 gt yao 10 Victorian Alchohol amp Drug Services YOUTH ASSESSMENT FORM This form is designed to assess the alcohol and or drug user Een nomenon The Youth ssessment and Intervention Tool may be used in a variety A lane of ways It may be completed partially or in its entirety depending on the z g level and depth of information required 2 2 Demographics Refer to online help to assist with administration z 2 3 Support Services Select Next to step through each page or the buttons along the top or right to jump to a section 2 4 Statutory Issues 2 5 Accommodation 2 6 Relationships 2 7 Health 2 8 Substance Use 2 9 Education Leisure 2 10 Summary zi Q Eey Next 5 e ca Print T Save as POF Help v4 Save x Cancel Figure 10 47 Youth Assessment Form Index Page NOTE Completion o
89. dhs vic gov au ADIS User Manual Sorting the group Hame _Setvice Type Clients list Sessions Start End Agency You can sort the group list by clicking on the column labels at the top of the following columns in the Group List screen Name Service Type Clients Sessions Start End or Agency Alphabetical sort Name gt Clicking on the column label once will sort the group list alphabetically in the selected column When a column is alphabetically sorted the label includes a A symbol This is the same for columns with numerical data in which case the information is sorted numerically Reverse sort Name Clicking on the column label a second time will sort the group list in reverse alphabetical order in the selected column When a column is sorted in reverse alphabetical order the label includes a V symbol This is the same for columns with numerical data in which case the information is sorted in reverse numerical order Chapter 8 4 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 8 Groups 8 2 Adding a Formal Group 8 2 Adding a Formal Group Screen Reference Group Details gp02 Overview This section provides information on adding a Formal Group The FullADIS user must first select Group gt New from the Group List screen For more information on the Group List screen refer to 8 1 Adding and Modifying Groups Formal Groups Formal Gr
90. dhs vic gov au Chapter 15 Unregistered Contacts Reports 15 1 Unregistered Contacts Reports Screen Reference Unregistered Contact Report rp05 Overview This section provides information on the Unregistered Contact Report screen The FullADIS user can access the Unregistered Contact Report screen by selecting Report gt Unregistered Contacts from the Main Menu screen The screen is separated into three sections The top section is used to filter or define the data to be shown the bottom section displays the results of the filter and the button to the right of screen take you to the actual reports Ill Unregistered Contact Report q lolx Report Query rp05 Agency Code Count 0 Contact Auto refresh Staff TF Limit istto 100enties E R Type of Worker x 2 Refresh list Contact Stats Visit date i 15 Pid 15 Refresh needed Contact Extract Time From LDS only ile o Clear Close Postcode where service provided 0000 Presenting Issues Contact Venue Service Recipient Ke Contact Method x Service Provided ba Contact Duration sd Referral To b Date gt Tye Postcode RefenalTo Staf Agency Figure 15 78 Unregistered Contact Report screen Version 4 0 Chapter 15 1 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Fields Agency Code Defaults with your agency cod
91. e If you have imported data from another agency or sub agency and wish to report on that data select the agency code from the drop down list Count Displays the number of results in the report once it has run Auto Refresh If you select this checkbox the report results will automatically refresh each time a filter selection is changed If the checkbox is deselected you can refresh the results via the Refresh button Limit list to 100 entries The bottom half of the screen is only displays the results of the data you are selecting It is not the actual Service report Select this checkbox to limit this list and therefore speed up the running to the report Contact Filter Contact Staff fields Select a name from the drop down list to filter the report results by the staff member who saw the client Chapter 15 2 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Other Contact filter fields Chapter 15 Unregistered Contacts Reports 15 1 Unregistered Contacts Reports Contact Type of Worker Select an option from the drop down list to filter the report by the Type of Worker There are several different programs that record their unregistered client contacts These are e ABI Acquired Brain Injury e Dual Diagnosis e ADY C Alcohol and Drug Youth Consultants e LDS Local Drug Strategy Primary Health Services Contact Visit Date Enter a date range in the dat
92. e 3214 3222 Type of Worker ABI ADY C Generalist ADY C Secure Welfare Dual Diagnosis Adult Dual Diagnosis Youth LDS Msit Time Noon 4pm 4pm 8pm 8pm Midnight Contact Venue Emergency Department Inpatient Mental Health Service Contact Method In person Letter Teleconferencing Telephone Contact Duration Less than 15 mins Aran aN eet Finished 110 Pagetof2 Figure 15 80 Sample of a section of the Unregistered Contact Statistics report Version 4 0 Chapter 15 9 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Function buttons There are several buttons at the top of the screen to assist you with displaying and printing the report The functionality of these is described below View whole page button Click this button to display the report preview as a whole page View page width button E Click this button to display the preview as page width View text width button E Click this button to display the preview as text width Zoom in button A Click this button to magnify the report under the mouse You may have to click this button twice before it zooms in Zoom out button a Click this button to zoom out from the report under the mouse You may have to click this button twice before it zooms out Display first page button M Click this button to display the first page of the report Display prev page button 4 Click thi
93. e achieved Select from the drop down list options Date amp modifications to plan strategies Enter any modifications made to the plan for this goal any changes to the strategies and the date of the changes This is a free text field Degree to which achieved Enter the degree to which the goal was achieved Select from the drop down list options Date completed Type in the date the goal was completed or select the date from the calendar option Version 4 0 Chapter 7 45 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Function Buttons OK button Click the OK button to save the treatment details You will be returned to the Individual Treatment Plan screen Cancel button X Cancel Click the Cancel button to return to cancel any treatment details entered You will be returned to the Individual Treatment Plan screen Chapter 7 46 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 7 Treatment 7 9 Treatment Plan Details Handy Hint Individual Treatment Plan ITP An electronic Individual Treatment Plan ITP can be recorded as part of the client s A amp D course of treatment Information recorded on these plans is not forwarded to DHS The ITP form has been provided to help agencies record information relating to the client s treatment electronically so it is easily updated and retained with the client s treatment infor
94. e client details you have entered When you click the Save button the Client Details screen will continue to be displayed For new clients the Save button will not become active until you have completed all mandatory fields on this screen i e the minimum amount of information required to record a new client has been entered If you have added a client who has the same first name surname date of birth and gender as a client already on the database FullADIS will display a message asking you to confirm the saving of the new client Close button fl Close Click the Close button to close the Client Details screen The Client List screen will be displayed If you have made changes to the client record and not yet saved these you will be prompted to do so before the screen is closed Version 4 0 ADIS Helpdesk Chapter 6 11 phone 03 9096 5351 email adishelpdesk dhs vic gov au FullADIS User Manual What do I do if I have typed in the wrong information for a client Can I delete a client Close window button x If you have commenced entering information for a new client that you do not wish to save click the Close Window button located at the top right hand corner of the screen A message box will be displayed asking you to confirm you do not wish to save the client details Click the Yes button to abandon the new client details and return to the Client List screen without saving the record WARN
95. e fields For example to restrict filter the results by unregistered contacts that occurred during May 2006 enter Visit date 01 05 2006 ISI to 31 05 2006 75 Contact Time From applicable LDS only Select a time range from the drop down list options to restrict filter the report results based on when the contact occurred Contact Time To applicable LDS only This field can be used in conjunction with the above field to enter a From and To time range in which the contact occurred therefore widening the report results Postcode where service provided Enter a postcode if you wish to filter the report results to a particular postcode location of where the service was provided If an option is selected in the Contact Type of Worker field and it is not ADY C this field will be unavailable Version 4 0 ADIS Helpdesk Chapter 15 3 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Contact Venue Select an option from the drop down list to filter the report results to a particular contact venue If an option is selected in the Contact Type of Worker field and it is not Dual Diagnosis this field will be unavailable Contact Method Select an option from the drop down list to filter the report results to a particular method of contact If an option is selected in the Contact Type of Worker field and it is LDS this field will be unavailable Contact Duration Selec
96. e form type you want with copy of previous beside it This will open up the last snapshot of the document which can then be modified as required P New Form X B View Edt gt lt Delete SCTT clear Form SCTT copy of previous Specialist Assessment clear form Specialist Assessment copy of previous Youth Assessment clear Form Youth 4ssessment copy of previous Chapter 10 6 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 10 Electronic Forms 10 1 Using Electronic Forms in FullADIS Cancel the selected Click the Cancel button to cancel out of the form without form saving any changes The Confirm cancel window will be displayed x p Youth Assessment details have been modified v Press Yes to save unless you are sure this is not required Press Cancel to return to the Visit screen Save changes before exiting No Cancel Online Help Click the Help button to access the online Help available for the various forms Version 4 0 Chapter 10 7 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Handy Hint Electronic Forms SCTT Specialist Assessment Youth Assessment Electronic forms cannot be generated for a client until all mandatory client details such as date of birth and preferred language have been completed Electronic form options will appear grey until these details are complete Ve
97. e report The Service Report screen will be re displayed You can also select the following menu option to perform this function File gt Close Chapter 12 24 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 12 Service Reports 12 8 Contact Extract 12 8 Contact Extract Overview This section provides information on the Contact Extract function If the contact reports within FullADIS do not provide sufficient detail then the Contact Extract option can be used This will generate a text file in csv format from the reports results list that is compatible with all Office software such as MS Excel From this you can analyse and produce your own customised reports The FullADIS user can run Contact Extract from the Service Report screen by selecting Service Report screen gt Contact button gt Contact Extract For more information on the Service Report screen see Chapter 12 1 Service Reports Extract Contact Data x rp11 Extract to file C FUIADIS E xtract 4DISContact csv S Progress A Close Figure 12 62 Contact Service Data screen Version 4 0 Chapter 12 25 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Fields Buttons Extract to file This field shows the directory in which the extract file will be saved and the name of the file ADISContact csv Use the Browse butto
98. easily identify the two in your client list Refer to 6 3 Deleting a Client for more information on the ways you can manage duplicate clients Version 4 0 ADIS Helpdesk Chapter 6 25 phone 03 9096 5351 email adishelpdesk dhs vic gov au FullADIS User Manual This page intentionally blank Chapter 6 26 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 6 Clients 6 6 Inactive Clients 6 6 Inactive Clients Screen Reference Client Details cl02 Overview What does the Inactive function do This section provides information on how to make a client record inactive so the person is not displayed unless requested in the Client List screen Clients are set to active by default Your agency might have certain circumstances under which a client is made inactive for example clients that have not visited the agency for several years Individual agencies will usually apply a consistent policy of when to make a client inactive The function is maintained via the Client Details screen The Inactive Client function allows the FullADIS user hide a client from the client list when it is initially displayed It simply hides the client it does not delete the client record or any of the services that have been recorded for that person You can make the client visible again reactivate at anytime Version 4 0 ADIS Helpdesk Chapter 6
99. ecting the Show Inactive Clients checkbox For more information on the Active Inactive function refer to 6 1 Client list Additional functions and 6 6 Inactive Clients Services The Services page lists the Alcohol amp Drug treatment service history for this client It is also the area from which a new service can be commenced and existing services edited For more information on adding a treatment to a client refer to Chapter 7 Treatment 7 2 Recording Screening Info PHS Visits The PHS Visits page is only applicable to Primary Health Services It lists the Primary Health Service treatment history for this client It is also the area from which new visits can be commenced and existing visits edited For more information on PHS Registered Visits refer to Chapter 9 PHS Registered Visits 9 1 Adding a New PHS Visit Forms The Forms page provides access to electronic forms such as the SCTT Specialist Assessment form and Youth Assessment form For more information on using electronic forms refer to Chapter 10 Electronic Forms 10 1 Using Electronic Forms in ADIS Chapter 6 10 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Function buttons spe tli emi ld ln i ain ld ln eli a ln il al al le ln ie ld le al i le nel ln lee le il ln lt ll ln le ee i Chapter 6 Clients 6 2 Adding modifying clients Save button JA Save Click on the Save button to save th
100. ed NOTE Each form is stored in the record for the Client you have selected and displayed in the Client Details screen Print button gt Print Click the Print button to print the entire form that is currently displayed on your screen Save button JA Save Click the Save button to save the form that is currently displayed The document will be saved with any amendments that you have made The form details will appear in the Form history on the Client Details screen Services PHS Visits Forms _NewFom View Edit x Delete Form PDF documents in folder Date Form Stat Print date 8 05 2006 SCTT Version 4 0 ADIS Helpdesk Chapter 10 3 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Retrieving the Saved form Save as a PDF document View Edit button gt View Edit To view and or edit the saved form you can either e Click on the form in the history to highlight it then click the View Edit button or e Double click on the form details to open the form Save as PDF button Saving your document as a PDF has two advantages which are e It allows you to take a non editable snapshot of the document at any give time and e It saves the document in a condensed size making it a more efficient document to email Click on the Save as PDF button to save the form as a PDF The Confirm Document Lock screen will be displayed To save
101. ed Contact List 0S Duplicate Client Check ADIS Helpdesk Chapter 3 2 Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 4 Logging into ADIS Screen reference ADIS Log In sy01 Overview This chapter provides information on logging into ADIS The ADIS User can access the ADIS Log In screen by e Double clicking the mouse on the FullADIS shortcut on their desktop or e Via the Windows Start button selecting Start gt Programs gt FullADIS HDS FUIIADIS 4 0 Agency 999999 000 Training Agency Database C FullADIS Data User Id Password X Cancel eoon Figure 4 1 ADIS Log In screen NOTE The screen example displayed above has a generic Agency Code and Agency Name You should see your own Agency Code and Name when this screen is displayed If you do not please contact the ADIS Helpdesk immediately Version 4 0 Chapter 4 1 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Fields Agency Your Agency code and subcode are displayed This code is unique to your agency and database and is used by DHS to confirm receipt of your data The Agency details cannot be changed Database Displays the directory where your agency database is stored This field cannot be changed User ID Type in the User ID that has been set up for you by your agency s FullADIS administrator If you are logging in as t
102. eeeeseneeeeeeeteneeeeaeeteaeeseaeeseaeeseneeesieeeneees 6 17 6 5 Duplicate Client Check 0 0 cceeeccceseeeeeeeceneeeeeeeceaeeeeaeeceaeeseaeeseaeeeeaeeseaeeseaeeseaeeeeaeeseeeenaeers 6 19 GG IMACHVE CHES rainei Jodeeatd deepen A a SaR a EEE 6 27 6 7 Postcode LookUD srona nir a E A ee ees 6 33 CHAPTER 7 TREATMENT Fai 7 1 Record NOW SONVICE ss secczes ceezsctavees Pes leeden deadec azac cxnpwcasneaies seth saree ceeenuaihetedvaaeenseeceetentrteens 7 1 7 2 Recording Screening MiO ie eee E Aa EAE ALENE 7 5 7 3 Registration p sen epas ieena aiei pea ie aE aa i aiena niay 7 11 7 4 Drug Problem pagerina ea A eE E EAEE E AEAEE 7 19 7 5 Services Contacts page eccceesceceeeeeeeeeceeeeeeeeeceeeeeaeeceaeeseaeeseaeeseaeeseaeeseaeeesieeeeaeeseeeeeaeers 7 25 7 6 Recording Significant Treatment Goals ccecceeeseeeeeeeeeeeeteneeeeeeeseaeeseaeeteaeeseeeseeeenaeens 7 29 7 7 Recording a Gontacttor a Ghentaiririieisirniisnsietii eii iaid a 7 33 7 8 Individual Treatment Plan ITP eesseceeseseeeeeenneeeeeseeeeeesaeeeeeeaaeesenaeeeeseneeeeeseeeeeseneeeess 7 39 7 9 Treatment Plan D6talls ieic ssccecisicecesseegteenseesecvageagetstd capes siceethaveseabteresunsvestgessecedeesdcenseadteneis 7 45 7 10 Alcohol amp Drug Termination Page eecceesesseeeesseeeeeeneeeeeeaeeeeesaeeeeeeneeeeeenaeeesenaeetens 7 49 7 11 Drink Drive EQUATION i idcicccccedbescedscnsdaveceecdetercedepagusieetasiancsctaveneanngastedeaseedeesseceecepaeceeeds 7 53 7 12 Dr
103. elpdesk Chapter 8 31 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Handy Hint Primary Health Services Specialised Local Drug Strategy Primary Health Services LDS PHS have been established in Melbourne s drug hot spots as part of the Victorian Government s Drug Initiative At Primary Health Services clients can access Health professionals who are familiar with the many health issues surrounding injecting drug use These supportive health settings are thought to be more successful in linking clients to appropriate treatment options for ceasing or reducing their drug use Clients are reported in FullADIS as either registered visits or unregistered contacts A registered client has their demographic details captured in the FullADIS client details screen in the same way as clients accessing A amp D treatment services Chapter 8 32 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 9 PHS Registered Visits 9 1 Adding a New PHS Visit Screen Reference Client Details cl02 Overview This chapter provides information on the Primary Health Service PHS Visits function for registered clients PHS Visits page The FullADIS user can access the PHS Visits page from the Client Details screen For more information on recording a new client refer to Chapter 6 Clients 6 2 Adding Modifying clients Client Details Client Services PHS Vis
104. emplate SCOTT c eeceeseeeeeeeeneeeeeeeteaeeeeeeeseaeeeneeeseaeerenes 10 9 10 3 Specialist Assessment FOr eecceeeceeeeeeeeeeeceeeeeeeeteaeeseaeeseaeeeeaeeseaeessaeeteeeseaeeseeereaes 10 11 10 4 Youth Assessment Form irrisoria 10 13 CHAPTER 11 UNREGISTERED CLIENT CONTACTS 11 1 11 1 Adding and Modifying Unregistered Contacts ccecceeeseeeeneeeeneeteaeeeereteaeessaeeseaeeeaes 11 1 11 2 Adding and Modifying ABI Contacts ceeecceeeceeeneeteneeseneeeeeeeeeeeseaeeseeeeseaeeeeeeeseaeeteaes 11 5 11 3 Adding and Modifying ADY C Contacts c cecceeseeeneeeeeeeteeeeeeeeseaeeenaeeteaeesneeeseaeeteaes 11 9 11 4 Adding and Modifying Dual Diagnosis Contacts 0 0 0 cceeeeeeseeeeeeeeeeeeeeeeteaeeseeeeseneeeaaes 11 13 11 5 Adding and Modifying LDS Contacts eceeeceeeeeeeeneeseeeteaeeeeaeeseaeeseaeeteneeseeeeseeerenes 11 17 CHAPTER 12 SERVICE REPORTS 12 1 121 Seice REPON Siansa ae enan a iaai aa Aaa aa ENa iaia iaai 12 1 12 2 Client Statistics tepore eka ehh ote ike 12 9 12 3 Service Details report 2 0 ceeeececeseeceneeteeeeeaeeceaeeeeaeeteaeeseaeeseaeeeaeeseaeessaeeseaeeenaeessaeeeaae 12 11 12 4 Service Statistics REPOMt eee ecceeeseceneeeeeeceaeeeeaeeceaeeeeaeeteaeeesaeeseaeesaeeteaeessaeeseaeenaaee 12 13 12 5 Service Summary RePOrt eececceeeeeeeeeeeeeeeeceaeeseeeeteaeeeeaeeseaeeeeaeeseaeeeeaeeteaeeseeeseaeeteaes 12 15 1216 SERVICE EXUa Cl A saneetesacesoeaadsee esses eeeaos 12 17 12 7 Gontact Statistic
105. ent List screen is not to display inactive clients If you wish to include inactive clients in the client list you must tick the Include inactive box This box is in the toolbar section above the client list In Figure 6 15 above this checkbox is circled with a red oval Version 4 0 Chapter 6 29 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au FullADIS User Manual Refresh button 3 After clicking the Include inactive checkbox you must then click the Refresh button to include the inactive clients in the display The inactive clients will be displayed in grey text not black which makes it easy to distinguish them from active clients You can also view the Active column which will indicate whether the client record is nominated as active with a Yes or inactive with a No ZAR LE fe Client view Bile Eal Locate g JT Include inactive Limit 1 000 entries clot Sumame gt Firstname Address Suburb Code gency Active _ Flinstone Pebbles 152 Rocky Road Bedrock EBFLE7612F 999999000 Flinstone Wilma 125 Rocky Road Bedrock ILFLE6301F Flintstone 15 Rocky Road Bedrock REFLE6S01M Person Another 133 Middle Road Nowhere NOPEN8203M Person Evon 15 Smith Street Smithville VOPEN 501F 999999000 Person Yvonne 12 Smith Street Smithville VOPEN 501F 999999000 Rubble Barney 33 Rocky Road Bedrock ARRUE6S01M 999999000 Rubble Betty 33 Rocky Road Bedrock ETRUESS05F 99999
106. ent record contact the Full ADIS Helpdesk Why can t I just delete a client Delete client If a client has treatment records in their service history FullADIS will deliberately not activate the delete client menu option The reason for this is that each treatment record has a system generated record number This number is used by the DHS database to identify treatment records that have already been received by DHS Head Office If the treatment record is deleted and re entered under a new client record it will be assigned a new record number and if this is then included in a data export the DHS database cannot identify that the record has already been previously received Version 4 0 Chapter 6 13 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au FullADIS User Manual When can a client be deleted When can a client be merged What do I do if I can t merge or delete Delete client A client can be deleted if no treatment or services have been recorded for the client That is the Services history page in the client s Client Details screen is empty In this instance the FullADIS user can delete a client by displaying the client s record in the Client Details screen and selecting Client gt Delete Client This situation would usually occur where a FullADIS user is entering a new client and before entering any treatment records realises the client already exists in the Clien
107. ents in Agency Participants of this Group Assisi Maria f Flinstone Fred Bologna Maria Bunny Bugs Cat Sylvester lt Remove Florence Maria Milan Maria Naples Maria Person Ms Person New Pisa Maria Rome Maria Sienna Maria Trento Maria Turin Maria Verona Maria Figure 8 35 Client Group Selection screen Version 4 0 Chapter 8 13 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Clients in Agency Participants of this Group Function buttons Clients with incomplete details recorded Displays the Client List for your agency Displays the list of clients selected to be part of the group Add button Add gt Click on a client name to highlight it Then click on the Add button to add the client to the group Remove button lt Remove Click on a client name in the Participants of the Group section to highlight it Then click on the Remove button to remove the client from the group Save button JA Save Click on the Save button to save the details of the group members A client must have all mandatory fields as well as Registration Details fields completed in the Client Details screen before they can be added to a group The following message will be displayed if the client you select has incomplete details CT 86x This client has incomplete registration details Edit this client s details and then try aga
108. er Displays the directory path where the document is saved to on your PC or network Locking the PDF document Select the Close and lock data checkbox This will activate the Staff Id and Password fields The Staff ld field will default with the User ID you used to log in to Full ADIS The password you enter must correlate with this FullADIS user ID Staff Id linked to this Form ADMIN Password Click the OK button to save the document You are returned to the form you were working on You are now unable to make any modifications to this open form Version 4 0 ADIS Helpdesk Chapter 10 5 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Viewing a PDF document Retrieving a PDF document to edit To view a PDF document you can double mouse click on the document name displayed in the Form history on the Client Details screen REFLE6901M_SCTT_2006 05 08_ 14 51 pdf REFLE6901M_SpecAssessment_2006 05 08_ 14 32 pdf O REFLE6901M_SpecAssessment_2006 05 08_ 14 35 pdf bbe This opens the form in Adobe Acrobat The document cannot be edited The other method of accessing the form is to search for it in the directory path using Microsoft Explorer Once located double mouse click on the document name The document is opened in Adobe Acrobat and cannot be edited If you wish to edit a document you saved as a PDF then click on the down arrow beside the New Form button Then select th
109. ervice whilst the export is being run If you did not note where the files were being saved during the export process you can find the directory in the Database Setup screen This can be accessed via the File gt Database Setup menu from the Main Menu The path you need is the one for Transfer The data should be exported as the end of each reporting quarter The dates are outlined in the table below Quarter Dates Due By Q1 01 07 30 09 15 Oct Q2 01 10 31 12 15 Jan Q3 01 01 31 03 15 Apr Q4 01 04 30 06 15 Jul Chapter 16 18 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 17 Agency Administration 17 1 Agency Details Screen Reference Agency Details Overview This section provides information on the Agency Details screen The Agency Details screen allows each agency to set up specific information relevant to their agency The most important of these is to record the Outlets from which your agency provides its services The Full ADIS user can access the Agency Details screen by selecting Agency gt Details from the Main Menu Agency Details x User defined client field Name jo ur Agency Training Code 9 Subcode Outlets Use arrow keys or mouse to move between fields X Cancel Figure 17 89 Staff Details screen Version 4 0 Chapter 17 1 ADIS Helpdesk phone 03 9096 5351 email adishelpd
110. esk dhs vic gov au ADIS User Manual Fields User Defined Client Fields Name Defaults with your Agency Name This field cannot be amended Code Defaults with your Agency Code This field cannot be amended Subcode Defaults with the subcode of your Agency database This field cannot be amended The fields labelled 1 and 2 allow each agency to set up two fields that they can define themselves if they wish The information entered in these fields once saved becomes the field title in the Client Details screen above the Registration details for example User defined client fields il Medicare Nal Agency Details screen Bus phone Medicare No Client Details screen Chapter 17 2 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 17 Agency Administration 17 1 Agency Details Outlets Enter the name of the geographical location s from which your agency provides its services Each agency must record at least one outlet in the Agency Details screen Most importantly ensure you record a postcode for the outlet For example Outlets Use arrow keys or mouse to move between fields Name Address Pasta a Preston 101 Preston Ave Preston 3072 Fitzroy 12 Fitzroy Street Fiztroy 3065 Once the Outlet information is saved it will be displayed in the Outlet field drop down list options on the treatment registration screen Outlet ba
111. ess Include non residential addresses Figure 6 17 Postcode Lookup screen Version 4 0 Chapter 6 33 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au FullADIS User Manual NOTE The information selected in this screen automatically enters the Suburb State and Postcode fields labelled State Pcode in the client s address on the Client Details screen Fields Search Suburb Enter the name of the suburb you wish to locate in the Search Suburb field The program will automatically move to the corresponding suburb in the list For example entering R will display suburbs beginning with R at the top of the window Enter Ru and the suburbs beginning with Ru will be displayed at the top of the window Suburb display Postcode Displays the Postcode of the associated suburb based on the Australia Post Postcode file Suburb Displays the suburb name Click on a suburb to select it State Displays the state the suburb is located in Chapter 6 34 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Checkboxes Function Buttons Chapter 6 Clients 6 7 Postcode Lookup Unknown Not stated inadequately described Select this checkbox to jump to postcode 9999 This option is used when a postcode is unknown and should be used as infrequently as possible The default for this field is unchecked not selected Ho
112. essions X Cancel A Figure 8 39 Group Details screen for a Casual Group Fields Description Enter the name of the group This is a free text field This is a mandatory field Program Displays the program type selected in the Select Service screen Version 4 0 Chapter 8 25 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Service Displays the service type selected in the Select Service screen Type Displays the group type selected in the Select Service screen Record No Displays a system generated group number Start Date Enter the Start Date of the group Type in or select the date from the calendar option Defaults with today s date End Date Enter the End Date of the group Type in or select the date from the calendar option NOTE Do not enter an End Date until the group work is finished If you enter it when commencing a group you will not be able to add any sessions to the group No Clients Enter the number of clients in the group No Sessions Displays the number of sessions held for the group This field will automatically update as sessions are recorded Chapter 8 26 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Clients panel Sessions panel Function buttons Adding a Session in a Casual Group Chapter 8 Groups 8 6 Adding a Casual Group Clients The
113. ew This section provides information on the Service Report screen The FullADIS user can access the Service Report screen by selecting Report gt Services from the Main Menu screen The screen is separated into three sections The top section is used to filter or define the data to be shown the bottom section displays the results of the filter and the buttons to the right of screen take you to the actual Reports lll Service Report 5 x Report Query ees J7 Auto refresh ree 2 Refresh list Course 7 Count F Limit list to 100 entries Refresh needed Code Clear m Client Name x Sex 7 Date of bitth A aj to 2d aj Service J7 Include Screenings Geese Status Start i aj to i Service v Program Termination i 5 i f 5 Contact z Service type Screening Target Region Mail Extract Source of funding z STGA category x Staff 7 Specific STGA z Diet SewiceNo Stat Teminated Staf Serwis Figure 12 53 Service Report screen Version 4 0 Chapter 12 1 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Fields Agency Code Defaults with your agency code If you have imported data from another agency or sub agency and wish to report on that data select the agency code from the drop down list Selecting anything other than your agency will cause the Client Name field to be unavai
114. f this form is not mandatory it has simply been included for worker convenience Version 4 0 Chapter 10 13 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Summary Screen navigation Other function buttons The Youth Assessment Form has been designed primarily as an assessment tool to be used by Alcohol amp Drug Treatment clinicians This form is not an information collection instrument for administrative or service monitoring purposes Previous Next buttons Q Prev Next The Youth Assessment form covers several pages of information and these are accessible by using the Prev and Next buttons appearing at the bottom of the screen Page buttons Consumer Information Page 2 You can also select the actual page you wish to navigate to from the page buttons see the example above displayed at the top of the form For more information on the other function buttons on the various forms see Chapter 10 1 Using Electronic Forms in FullADIS Chapter 10 14 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 11 Unregistered Client Contacts 11 1 Adding and Modifying Unregistered Contacts Screen Reference Unregistered Contact List vs01 Overview This chapter provides information on the Unregistered Contact List screen The FullADIS user can access the Unregistered Contact List screen by selecting Activities
115. fields in the other screens are complete For more information on the Termination page refer to 7 12 Drink Drive Termination page Version 4 0 Chapter 7 53 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Service Page Screening Registration Termination Drink Drive First assessment i I5 I Applying for reduction Final assessment i is J Report required i torati t W EETA EEIE J License restoration repor J Referred to other services Education Drink Drive Offence Details Attendance 1 i No offences in last 10 yrs 0 2 vos J Refusal 4 A BAC max 0 5 0 000 gm 100ml Agency course code Course location postcode 0000 A Save X Cancel Figure 7 30 Drink Drive page NOTE When you select El beside a date field in FullADIS this will open up a calendar for you to select a date from This calendar will always default to today s date Fields First Assessment Enter the date of the client s 1 assessment or select this date from the calendar option Final Assessment Enter the date of the client s 2 assessment or select this date from the calendar option Chapter 7 54 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Education Chapter 7 Treatment 7 11 Drink Drive Education Referred to Other Agency Select this field when a client has been referred to
116. free text field This is a free text field allowing you to record details of the presenting issues or problems of the client Version 4 0 ADIS Helpdesk Chapter 7 39 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Treatment Plan Copy given to client Shared care Planned date for review Date reviewed This section displays a summary of the treatment plan details Add button Add To record the treatment plan details click the Add button The Treatment Plan Details screen will be displayed For more information on this screen see 7 9 Treatment Plan Details View Edit button View Edit i To view or edit treatment plan details click on the plan to highlight it and then click the View Edit button Delete button Delete To delete a treatment plan click on the plan to highlight it and then click the Delete button Select the Copy given to client checkbox if you have printed the ITP and given a copy to the client This is a free text field allowing you to enter details of any other practitioners or services involved in treating the client Enter the date you plan to review the ITP if applicable Type in the date or select the date from the calendar option This field displays the actual date that the ITP was reviewed and is linked to the ITP Review date in the Services Contacts screen You cannot modify this field on the Individual Treatment Plan screen
117. fter extract is run What to do after Once the extract process is complete the Extract Service extract process is Data screen displays the number of records that have run been processed The directory and the name of the file that has been created are also displayed Using Windows Explorer search for this file in the directory you have saved the file to FJ ap 1sData csv Double click on the csv file name to open up the csv file From here you can save to the file in the format of your choice eg as a Microsoft Excel file You can also open Microsoft Excel and open the csv file from within Excel Version 4 0 Chapter 12 19 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Handy Hint Report Menu options In each report screen there are several function buttons at the top that enable the user to display and print the report These same functions are available from the report menus select menu option File and Print as an alternative to the print function button Chapter 12 20 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 12 Service Reports 12 7 Contact Statistics report 12 7 Contact Statistics report Screen Reference Contact Statistics rp04 Overview This section provides information on the Contact Statistics report The Contact Statistics report provides information on the Contact details of the treat
118. gency data and emails it to DHS For more information on the Export Data screen see Chapter 16 Import Export Process 16 2 Exporting Data Click on the Options menu to access Tool Tips Tool Tips v Tool tips Click on this menu option to display Help text for those fields that have this function The Help text is displayed in a popup yellow box when a user hovers their mouse over the right hand side of the field Help text has been provided on fields that have business rules that need to be considered for example the Assessment Date field in the Services screen Registration 2 page Each time the Tool Tips menu option is selected the Tool Tips display setting is toggled on or off When Tool Tips are displayed a tick is added next to the menu option as shown above 2 Displayed via the Client Details screen Services page Chapter 5 6 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 5 Main Menu Using the Keyboard Help menu Click on the Help menu to access the ADIS Online Help Contents Click on the Contents menu option to display the online FullADIS User Guide Contents menu Getting Started Click on the Getting Started menu option to display the online FullADIS User Guide Starting Full ADIS help option Technical Support Disregard this menu option as it is not linked to any online Help About FullADIS Click on the About FullADIS menu opt
119. gov au Chapter 12 Service Reports 12 3 Service Details report 12 3 Service Details report Screen Reference Service Details Report Overview This section provides information on the Service Details Report The Service Details Report gives details on each client in relation to the service they have been provided with their registration details and information relating to their drug problem The FullADIS user can access the Service Details Report from the Service Report screen For more information on the Service Report screen see Chapter 12 1 Service Reports Ae Service Details Report 4 pages z x File View Page oss n gt n S Service Details Agency 999999 000 Training Agency Client Fred Flintstone Date of birth 0101 1969 Sex Male Country of birth Australia Agency 990099 00 Address 15 Rooky Road Phone Client No 30002 Indigenous status Neither Aboriginal nor TSI origin Cultural background Austr alian ABERFEDY vic 3825 Bus phone Code REFLESQO1M Preferred language English Interpreter Interpreter not needed Service No 65005 Family CCCC DHS Funded Program Normal Screening Screening type Outcome i Admini trator Contact method Screening date Registration Screening Int needs ident date 03022004 Living arrangements Lires w ith farvily Relations hip to us er User Homeless Not homeless Treatment commencement date 03022004 Accommodation Public placeAempor ary Region North Wiest Metro Ch
120. gt Unregistered Contacts from the Main Menu The Full ADIS user can also access the screen by clicking the Unreg Contacts button on the Main Menu MAUnregistered Contact List Contact view P Eal Filter list by worker 7 2 Refresh vs01 Date st Type Postcode ReferalTo Staff Agency 23 03 2005 ABI 0 999999000 23 03 2005 ADY C Generalist 3065 999999000 23 03 2005 LDS 0 A amp D service 999999000 30 03 2005 0 Other 999999000 13 04 2005 0 999999000 23 11 2005 Q 999999000 _ Figure 11 48 Unregistered Contact List Several different program areas use FullADIS to record their unregistered client contacts These program areas include workers from the following areas e LDS Local Drug Strategy Primary Health Services e ABI Acquired Brain Injury e Dual Diagnosis e ADY C Alcohol and Drug Youth Consultants Version 4 0 Chapter 11 1 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual NOTE Each time a New Contact is selected you must also select the worker type from the list displayed Contact Functions New Pi Click on the New button to select a worker type and create a new contact record You can select from the following unregistered contact types e ABI e ADY C Generalist e ADY C Secure Welfare e Dual Diagnosis Adult e Dual Diagnosis Youth e LDS The Unregistered Contact Details screen will be displayed You can also select the following menu op
121. he Administrator and do not know your User ID contact the FullADIS Helpdesk Password Type in the Password for your User ID that has been assigned for you by your agency s FullADIS administrator If you are logging in the Administrator and do not know the password contact the FullADIS Helpdesk Function buttons OK button Jf OK Click the OK button to log into the FullADIS program The Main Menu screen will be displayed Cancel button X Cancel Click the Cancel button to close the ADIS Login screen Chapter 4 2 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au What if the menus on the Main Menu Chapter 4 Logging into ADIS Using the Keyboard If menu items are not available for selection then there has been a problem with your log in screen are inactive Close or log off FullADIS and try to login again If you are still having difficulties contact the FullADIS Helpdesk Version 4 0 Chapter 4 3 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Handy Hint ADIS User IDs A User ID and password is required to login to the ADIS program When ADIS is first installed new users are able to login with the User ID ADMIN and password ADMIN It is recommended that a unique User ID be created for each person using the ADIS program Unique IDS are then recorded against the treatment details reported by each individ
122. he top half of the PHS Visits Report screen the Report Results will display all visits entered for your agency If filters are selected the Report Results displayed will only be those applicable to these filters The Report Results will display the Client Name Visit number Date of Visit and the worker who treated the client or staff member who entered the data Chapter 14 4 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 14 PHS Visit Reports 14 1 PHS Registered Visits Reports Function Refresh list button 2 Refresh list buttons Click the Refresh list button each time you select a new filter option to refresh your report results Clear button Click the Clear button to reset the filter fields to empty Close button Close Click the Close button to close the LDS PHS Visit Report screen and return to the Main Menu Report buttons Client Stats button d Client Stats Click the Client Stats button to view the Client Statistics report This button will not be active until you have a results list displayed For more information on the Client Statistics report see Chapter14 3 LDS PHS Client Statistics report Visit menu button Visit v Click the Visit button to view the Visit report options This button will not be active until you have a results list displayed Visit Details LA Visit Details Click the Visit Details button to view the Vis
123. hen starts a service for the client e FullADIS will check the client s service history for previous A amp D treatment and where a previous record exists will opulate the fields in both the Registration and the Drug Problem pages with the information that was recorded in the last course of treatment The FullADIS user will be responsible for checking that this information is still current and updating any fields that require amendment Chapter 7 6 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Service Details fields Chapter 7 Treatment 7 2 Recording Screening Info Screening Method Select the screening method from the drop down list Screening Date Enter the screening date of the client or select the date from the calendar option Outcome Select the outcome from the drop down list Staff Defaults with the full name of the User ID who logged into FullADIS To change the user name select an option from the drop down list The Service Details fields include e Target e Service e Source of funding e Program e Group No These fields default with standard entries General Screening Not Funded They will change once you select the program and service type Version 4 0 ADIS Helpdesk Chapter 7 7 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Function buttons Start Treatment Save button JA Save
124. hich your agency provides its services For more information on the Agency Details screen see Chapter 17 Agency Administration 17 1 Agency Details Staff Allows the user to access the Staff List screen where your agency s User ID details can be viewed and maintained Also provides access to the facility which enables new User ID s to be created For more information on the Staff List screen see Chapter 17 Agency Administration 17 2 Add Edit or Remove existing User ID Services Allows the user to access the Service List screen where the services setup for your agency can be viewed and maintained Please refer to Guidelines and Definitions document for a full list of Service types For more information on the Service List screen see Chapter 17 Agency Administration 17 4 Add Edit or Inactivate a Service 1 Alcohol and Drug Information System ADIS Guidelines and Definitions October 2006 Chapter 5 4 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 5 Main Menu Using the Keyboard Report menu Click on the Report menu to access the various reports you can run on your ADIS data Services Allows the user to access the Service Report screen where various reports can be produced on the courses of treatment entered for your clients For more information on the Service Report screen see Chapter 12 Service Reports 12 1 Service Reports Groups Allow
125. hone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual New Service and Treatment History The Client Details screen allows you to record and maintain details on your clients Each time you wish to record a course of treatment for an existing client you do not need to complete this screen again To add a new treatment e Open an existing client s record or create a new client record and save the details Refer to Chapter 6 Clients 6 1 Client List and 6 2 Adding Modifying clients New Service button _ New Service e Click the New Service button to commence entering a new course of treatment for this client e A message will be displayed asking you to confirm that the client s postcode details are correct I 6 l The dient s postcode must be current before creating a new service Is the client s postcode current J_ e Click the Yes button to continue to the treatment screens The Service screen Screening page will be displayed The Screening page is the first of a number of pages that will be displayed as you complete the fields and save the details you have entered Different pages may be displayed according to the service type you specify e Click the No button to remain in the Client Details screen where the client s postcode can be updated Adding a new service each time allows a history of treatment to be recorded and displayed for each client as circled in Figure
126. ics 2 pages File View Page BBSQAA gt jB LDS PHS Visit Statistics Agency 000009 000 Our Agency Training Msit count Gender Male Female Age Group 20 24 Years 25 29 Years 30 34 Years 35 39 Years 40 44 Years 45 49 Years 55 59 Years Source of Referral Needle amp Syringe Program Other Self 1818 Indigenous Status Aboriginal butnot TSI origin Both Aboriginal and TSI origin Neither Aboriginal nor TSI origin Not stated nadequately described TSI but not Aboriginal origin Postcode 3214 anar Finished 110 Pagelof2 Figure 14 74 Sample of a section of the LDS PHS Visit Statistics report Version 4 0 Chapter 14 11 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Function buttons There are several buttons at the top of the screen to assist you with displaying and printing the report The functionality of these is described below View whole page button Click this button to display the report preview as a whole page View page width button E Click this button to display the preview as page width View text width button E Click this button to display the preview as text width Zoom in button A Click this button to magnify the report under the mouse You may have to click this button twice before it zooms in Zoom out button a Click this button to zoom out from the report under the mouse You may have to c
127. ient click the Active checkbox to remove the tick Chapter 6 28 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 6 Clients 6 6 Inactive Clients Function buttons Save button A Save Click on the Save button to save the change to the client s details Close button J Close Click the Close button to close the Client Details screen The Client List screen will be displayed as shown below in Figure 6 15 Notice in the screen picture below that Fred Flinstone is not visible in the client list Oh Coes LE Client view Bile Eal Locate J Include inactive Limit 1 000 entries Sumame gt Firstname Address Suburb Code Agency Active Flinstone Pebbles 152 Rocky Road Bedrock EBFLE7612F 999999000 Flinstone Wilma 125 Rocky Road Bedrock ILFLE6301F 999999000 Person Another 133 Middle Road Nowhere NOPEN8203M 999999000 Person Evon 15 Smith Street Smithville VOPEN 501F 999999000 Person Yvonne 12 Smith Street Smithville VOPEN 501F 999999000 Rubble Barney 33 Rocky Road Bedrock ARRUESBSO1M 999999000 Rubble Betty 33 Rocky Road Bedrock ETRUE5905F 999999000 Rubble Bam Bam 152 Rocky Road Bedrock AMRUE 506M 999999000 test test ESTET 501F 999999000 test group ROTET S01M 999999000 Figure 6 15 Client List without inactive record displaying How do I view Include inactive checkbox jy Include inactive inactive clients in the Client List The default setting in the Cli
128. ildcare needed No Source of referrat ASD Service Non Resi Current legalstatus None Childcare provided No Employ ments tatus Erpbyed Outlet postcode 321 Police reference DrugProblem Drug diagnosis Abuse Principal drug Other drug Other Agency Services Concurrent Condtions Treatment Pharmacotherapy No none Alcohol Nil No Urine analysis Poly drug No GAF o Injecting drug use Never injected Previous treatmentth agency Period of abuse O yrs O mths Method of abus e Ingests sw allows EpisodesContacts TP developed Yes Date 13052004 Sign icant treatment goals achieved none D charge plan No Date 16 06 2005 No Contacts 4 ITP review ed Date Contacts Staff Type Method Duration Notes Administrator Assessment In person 50 Endivoeadugnhapit Termination Termination date 4905 2005 Referralstatus No Referral Given GAF Concurrent Conditions Treatment Status Ceased to participate at eReferral destination None Drink Drive Nil No Accommodation Private residence Completed assessment No aft Finished 90 Pagelof4 Figure 12 55 Sample of a section of the Service Details report Version 4 0 Chapter 12 11 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Function buttons There are several buttons at the top of the screen to assist you with displaying and printing the report The functionality of these is described below View whole page
129. ime you access the Duplicate Client Check function no Fred records will appear in the listing as a duplicate And if Fred was the only duplicate record the screen will display the message lt No duplicate clients found gt aus Duplicate Client Maintenance lt No duplicate clients found gt Figure 6 13 Duplicate Client Maintenance screen without any duplicate client records Chapter 6 24 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au What if the duplicate client does not appear in the first place Chapter 6 Clients 6 5 Duplicate Client Check When a client is first entered on FullADIS via the Client Details screen they are given a unique code based on a formula that uses their Surname First Name Date of Birth and Gender We call this code an alphacode In the Fred Flintstone example above the code is REFLE6901M It is the alphacode that is used by the Duplicate Client Check function to search for duplicate clients If the initial record has different spellings in the names or the date of birth is different the duplicate record may have a different alphacode and therefore will not be picked up by this duplicate maintenance module In this instance you will better to keep the two client records but add new services to only one of them You could consider typing the word duplicate behind the surname of the record you do not want to use to
130. in Chapter 8 14 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 8 Groups 8 3 Adding a client to a Formal Group Clients with an In most circumstances a client cannot have two courses open course of of treatment open at the same time for the same service treatment type If you select a client to be part of the group that is already receiving treatment under the same service as the group the following message will be displayed Service in use for client lt Flinstone Fred gt N Sorry Client lt Flinstone Fred gt already has an open service For this group type and cannot be added to this group Version 4 0 Chapter 8 15 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Handy Hint Formal Groups Data Export The creation of a formal group generates client and course of treatment data for attendees of the group This information is forwarded to DHS with the quarterly return DHS receives information on all groups that remain open as well as those terminated during the quarter reported Chapter 8 16 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 8 Groups 8 4 Adding a Session in a Formal Group 8 4 Adding a Session in a Formal Group Screen Reference Session Group Selection gp03 Overview This section provides information on recording sessions in a F
131. ing Info 7 2 Recording Screening Info Screen Reference Screening ep01 Overview This section provides information on the Service screen Screening page The FullADIS user can access the Screening page by selecting or recording a new client and then clicking on New Service button from the Client Details screen Service General Screening Not Funded Service Page Record No 366001 Service Details General Screening Not Funded Screening type Screening method Target General E Service Screening Screening date id Outcome Source of funding Not Funded Staff Administrator x Program Group No Start Service Service may be started once the client registration fields and mandatory fields on this page have been completed Figure 7 19 Screening page l Screening information entered on this screen is only sent i to DHS in the data export if a service type General i N Screening Not Funded has been created For more i i information on creating a service refer i Version 4 0 Chapter7 5 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Fields Record No The record number is automatically generated by the program and cannot be modified Screening Type Select the screening type from the drop down list NOTE Where the FullADIS user selects Continuing Treatment as the Screening Type and t
132. ink Drive Termination page cccecscceceseceeeeseeeeeesseeeseseeeeeeeseeeeeneaaeesesensenseseeenees 7 59 CHAPTER 8 GROUPS 8 1 8 1 Adding and Modifying Group ceecceceeeeeeeeeeeneeeeeeteaeeseaeeseaeeeeaeeseaeeseaeeseaeeseneeeeieeeeeees 8 1 8 2 Adding a Formal Group 2s iecii its dail ete Medd a E TASEEN EEEIEE 8 5 8 3 Adding a client to a Formal Group ceeceeeeeeeeneeeeeeeteaeeeeeeeseaeeeeaeeseaeeseaeeteaeeseaeeseaeeeeaters 8 13 8 4 Adding a Session in a Formal Group cceececeeceeeeeeeeneeeeeeeseeeeeaeeseaeeseaeeseaeeeeaeeseeeeeaeens 8 17 8 5 Closing a Formal Group cceccceeeceeeeeeeeeeeeeeeeeeeeeeeaeeseaeeseaeeseaeeseaeeseaeeseaeeeseeseneeesieeeeeees 8 21 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email Contents i adishelpdesk dhs vic gov au ADIS User Manual 8 6 Adding a Castial Group is assisted eit nna ni aaa 8 23 8 7 Deleting ewe 0 0 eeeeeeeener teen reccrerrrerecr re eerrcererrreerrrerrererreerecrrrerreterctecerrrerrrece reer perrre Cerrar 8 31 CHAPTER 9 PHS REGISTERED VISITS 9 1 9 1 Adding a New PHS Visits w isiniecssescidiianndintinch nia donna dh idinhaenieln 9 1 9 2 Recording a new PHS VisSit ecceeeeeceeeeeeeeeeeneeeeeeeceaeeeeaeeseaeeseaeeseaeeseaeeseaeeeeneeesieeeeeees 9 3 CHAPTER 10 ELECTRONIC FORMS 1O 1 10 1 Using Electronic Forms in FullADIS 2 0 eeeecececeeeeeeeeneeseeeeeeaeeeeeeeseaeeseaeeseaeeeeaeeseeeseaes 10 1 10 2 Service Coordination Tool T
133. ink Drive Termination page Chapter 7 24 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 7 Treatment 7 5 Services Contacts page 7 5 Services Contacts page Screen Reference Services Contacts ep04 Overview This section provides information on the Services Contacts page The Services Contacts page can be accessed by clicking on the Services Contact tab in the Service screen o i will not display if either of these service types are i selected sa La 3 3 Cc F D Ro 0 a oO wn QO S io oO O vw I 3 9 I lt oO Mm Qa 5 pet amp O Ss fad Q Service Page Sereing Reston DugPobem Seices portace ITP developed x Date j 15 Significant Treatment Goals Achieved ITP reviewed x Date is Course code Si Contacts Statt Type Method Date Duration mins Atter hrs_ Notes Print F Discharge plan Date pi Ej Figure 7 23 Services Contacts page Version 4 0 Chapter 7 25 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Fields NOTE Mandatory fields are shaded yellow and cleared to white when valid data is entered ITP developed Enter whether an Individual Treatment Plan ITP has been developed for the client Select an option from the drop down list Date If Yes is selected in the ITP devel
134. ion to display information about the version of ADIS you are running About FullADIS ADIS Alcohol and Drug Information System lt Version 4 0 0 830 Codes VIC 4 0 Figure 5 3 About FullADIS screen with the version details circled Version 4 0 Chapter 5 7 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Handy Hint All date fields within ADIS can either have a date typed in a E can select the date from the calendar option by clicking the 2 at the end of the field This will display a calendar from which you can select the date 44 4 September 2006 Sun Mon Tue Wed Thu aa oG Ge 10 BWM i2 13 14 17 18 19 20 21 24 25 26 27 28 The calendar will always default with today s date jaj Click the double arrow to move back through the dates by year Click the single arrow to move back through the dates by month L Click the double arrow to move forward through the dates by year Click the single arrow to move forward through the dates by month Once you highlight a date it automatically populates the date field Chapter 5 8 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 6 Clients 6 1 Client list Screen Reference Client List cl01 Overview This section provides information on the Client List screen This screen displays the current client list for your agency and from here you are ab
135. is button twice before it zooms out Display first page button M Click this button to display the first page of the report Display prev page button 4 Click this button to display the previous page of the report Display next page button Click this button to display the next page of the report Display last page button gt Click this button to display the last page of the report Print report button Click this button to print the report Chapter 15 8 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 15 Unregistered Contacts Reports 15 3 Unregistered Contact Statistics report 15 3 Unregistered Contact Statistics report Screen Reference Unregistered Contact Report rp05 Overview This section provides information on the Unregistered Contact Statistics report The Unregistered Contact Statistics report shows statistical information on the unregistered contacts that have occurred The FullADIS user can access the Unregistered Contact Statistics report from the Unregistered Contact Report screen by selecting Unregistered Contact Report screen gt Contact Stats button For more information on the Unregistered Contact Report screen refer to Chapter 15 1 Unregistered Contacts Reports A Service Statistics 2 pages Eile View Page BBaQQlh ini i Unregistered Contact Statistics Agency 000009 000 Our Agency Training Visit count 8 Postcod
136. is page intentionally blank Version 4 0 ADIS Helpdesk Chapter 17 11 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Chapter 17 12 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 17 Agency Administration 17 4 Add Edit or Inactivate a Service 17 4 Add Edit or Inactivate a Service Screen Reference Service List ag11 Overview This section provides information on the Service List screen This screen displays all Service Types that have been setup up for your agency All active services displayed in the Service List appear in the Select Service screen when you commence a course of treatment for a client From Service List screen you can add new services edit existing services and inactivate services that are no longer applicable The FullADIS user can access the Service List screen by selecting Agency gt Services from the Main Menu Service Description HT az as m n2 RB n4 n5 RB A R11 General CCCC DHS Funded Y General Post Withdrawal Linkage DHS Funded Y Y Youth Outreach DHS Funded General Drink Drive Education Privately funded inactive J Export Unregistered Contacts Export PHS Registered Visits Figure 17 92 Service List screen NOTE The Service List screen will display those Service types that have been set up for your agency Version 4 0 Chapter 17 13 A
137. it Details report For more information on the Visit Details report see Chapter14 2 LDS PHS Visit Details report Version 4 0 Chapter 14 5 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Visit Stats button A Visit Stats Click the Visit Stats button to view the Visit Statistics report For more information on the Visit Statistics report see Chapter 14 4 LDS PHS Visit Statistics report Visit Summary button Click the Visit Summary button to view the Visit Summary report For more information on the Visit Summary report see Chapter 14 5 LDS PHS Visit Summary report Visit Extract button GA Visit Extract Click the Visit Extract button to run a Visit Extract For more information on the Visit Extract see Chapter 14 6 PHS Visit Extract Chapter 14 6 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 14 PHS Visit Reports 14 2 LDS PHS Visit Details report 14 2 LDS PHS Visit Details report Screen Reference LDS PHS Visit Report rp03 Overview This chapter provides information on the Local Drug Strategy LDS Primary Health Service PHS Visit Details report The LDS PHS Visit Details report gives details on each client and the service provided The FullADIS user can access the LDS PHS Visit Details report from the PHS Visits Report screen by selecting LDS PHS Visit Report screen gt Visit Details button Fo
138. its Forms First name Date of birth i Orge 0 ci02 Sumame Sex Client no 367001 Address I Transgender Code Suburb Phone Agency 999993 000 State Pcode Bus phone Notes Registration Details Country of birth Indigenous status Interpreter IV Active f Note details Forms l Delete PHS Visit Visit date Servicereason Staff Figure 9 41 Client Details screen New PHS Visits New PHS Visit button __ New PHS Visit Click on the New PHS Visit button to display the LDS PHS Registered Client Visit screen Version 4 0 Chapter 9 1 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual NOTE You cannot select a PHS Visit unless all mandatory fields on the Client Details screen are completed and all Registration Details for the client are also completed Chapter 9 2 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au 9 2 Recording a new PHS Visit Screen Reference LDS PHS Registered Client Visit vs0O3 Overview This chapter provides information on recording a new Local Drug Strategy Primary Health Service LDS PHS Visit for a registered client ha LDS PHS Registered Client isit Seen by Client Flintstone Fred hues 368001 Record No Medical Practitioner Staff Administrato Comm Health Worker x Visit date time 097 0 2006 E 10 16 41 AM gt Indigenous status Neither
139. kly change the month page up down or year CTRL up down Chapter 2 2 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 3 The diagram below provides an overview of the main menu options and associated screens SYNI Log In 5400 Main Screen Menu File y01 Log In agod Change Password 704 Backup Database 03 Database Setup Menu Activities G01 Client List G02 Client Details c 03 Client Notes Start ep0 Semice Screening ep10 Select Semice for Episode get LDS PHS visit ep02 Serice Registration ep12 Other Dug Sa Spec Assessment Form sp Youn Ascascamnt ep06 Semice Termination Menu Activities pigi Project List View Edit pide Project Details pigg Activity Details epoy Semice DrinkiD rive ep 15 Individual Treatment Plan p14 Treatment Plan Details eC ll p03 Client selection gp04 Session selection Version 4 0 Chapter 3 1 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Menu Activities Continued aae senice co on saner aen us0 Unregistered C ontact Details Menu Agency aghi Agency Details agh Staff List agli Semice List ag03 Staff Details 2912 Semice Details Menu Report Menu Transfer Menu Help Gating Stee Tamia 22 Enans Support 4501 Unregister
140. l automatically default to uppercase Name Enter the full name of the new user Password Enter the password you wish to assign to the User ID Confirm Password Enter the password again to confirm the password Select the checkbox to indicate the User ID has Supervisor status As a Supervisor the User is able to perform all functions in FullADIS If the checkbox is not checked the User has restricted access to functions within FullADIS and cannot perform e Database backups e Amendments to the Database setup e Adding new Users e Adding new Services Select the checkbox to indicate that the User ID is able to login to FullADIS If the checkbox is not selected this User ID cannot be used to login to FullADIS An error message Log in not valid please try again will be issued Chapter 17 10 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Function buttons Chapter 17 Agency Administration 17 3 Add a new User ID Add button Add Click the Add button to save the new User ID entered and remain in the Staff Details screen to enter another one This button will not display if you are selected an existing User ID record to edit Save button A Save Click the Save button to save the new User ID entered and return to the Staff List screen Close button fl Close Click the Close button to close the Staff Details screen without saving any field entries Th
141. lable Agency Course If you wish to report on a treatment based on a course code select the option from the drop down list Count Displays the number of results in the report once it has run Auto Refresh If you select this checkbox the report results will automatically refresh each time a filter selection is changed If the checkbox is deselected you can refresh the results via the Refresh button Limit list to 100 entries The bottom half of the screen only displays the results of the data you are selecting It is not the actual Service report Select this checkbox to limit this list and therefore speed up the retrieval of the results list Chapter 12 2 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Client Filter fields Service Filter fields Chapter 12 Service Reports 12 1 Service Reports Client Name To report on individual clients within your agency click on the drop down list and select a name from the client list displayed This field is unavailable if an agency other than your own is selected in the Agency Code field Client Sex Select an option from the drop down list to filter the report results by client gender Client Date of Birth Enter a date range in the date fields For example to restrict the results to clients born in 1982 enter Date of birth 01701 1982 E to 3112 1982 Service Include Screenings Select this checkbo
142. le to access the new client facility as well edit and maintain the records of existing clients The FullADIS user can access the Client List screen by selecting Activities gt Client from the Main Menu screen displayed when you first start FullADIS For more information on the Main Menu screen refer to Chapter 5 Main Menu Client List Client View Sl laa Locate I Include inactive J Limit 1 000 enties et Sumame gt Firstname Address Subub Code _ Medicare _ UR Number ancy A Active Bunny SJJDD8101M Cruise Tom HABENT DM 999999000 Tes Depp Johnny DSJJKO605N 999999000 Yes Flinstone Fred 123 Rocky Road Bedrock REFLE6S01M 999999000 Yes Flinstone Wilma 125 Rocky Road Bedrock ILFLE6301F 999999000 Yes Flintstone Fred 15 Rocky Road Bedrock REFLE6901M adi 2568lk 999999000 Yes Hawke Ethan 19 Thomas St Fitzroy ARDAS7303M 999999000 Yes Kutchner Ashton 15 Langridge St Dandenong HABEN 101M 999999000 es Maurice Morgan 9 Creek Road Not stated Ina ORMAE5901M 999999000 Yes Morgan Maurice 15 Flemington Road Fitzroy AUMONS5SS01M 999999000 Yes Osbourne Ozzie 5 Grant Street Morwell ENWAS5901M 999999000 Yes Rubble Barney ARRUEBSO1M 999999000 Yes Rubble Betty Rocky Road Bedrock ETRUESSO5F 999999000 Yes Rubble Bam Bam Rocky Road Bedrock AMRUE 7506M 999999000 Yes Rubble Barney AIRPORT WE QOQGJJ9912 999999000 Yes Ryder Winona 10 Moorhouse Rd Coburg ANHUS 8401F 999999000 Yes Ryder Winona 43 Jasper Cres
143. lect the client s gender from the drop down list Transgender Click the Transgender checkbox if the person has identified as being transgender The client s date of birth and sex also contribute to the i alphacode Enter the client s contact phone number Version 4 0 ADIS Helpdesk Chapter 6 7 phone 03 9096 5351 email adishelpdesk dhs vic gov au FullADIS User Manual Bus Phone Enter the client s business phone number Telephone numbers are recorded for the use of the service provider only They are not sent to DHS with the data returns Client no The Client number is a system generated unique number allocated to each new client record It cannot be modified and is not relevant to service providers or DHS Code Alphacode The alphacode is a unique client identification code that is generated from the client s name date of birth and gender The alphacode is not used by DHS to identify individual clients but is used to enable analysis of the total number of service users and patterns of service use on a Statewide basis ADIS is deliberately designed to lock the first alphacode i generated so that regardless of name changes e g through marriage the client s unique identifier remains consistent through time Chapter 6 8 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 6 Clients 6 2 Adding modifying client
144. lem and Services Contacts pages have been completed Contacts For more information on the Contact Details screen refer to Recording a Contact for a Client Function buttons Save button J Save Click on the Save button to save the information you have entered When you click the Save button the Client Details screen will be re displayed Version 4 0 Chapter 7 27 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Cancel button X Cancel Click the Cancel button to return to the Client Details screen without saving any of the information entered Chapter 7 28 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 7 Treatment 7 6 Recording Significant Treatment Goals 7 6 Recording Significant Treatment Goals Screen Reference STGA Selection screen ep13 Overview This section provides information on the STGA Selection screen Significant Treatment Goals Attainments STGA s are direct client outcomes that are attained through alcohol and drug treatment services The STGA Selection screen is accessed by clicking the Select button in the Significant Treatment Goals Achieved section of the Service screen Services Contacts page refer 7 5 Services Contacts page This button will only be active if Yes is selected in the ITP Developed field l STGA s fall into five main categories and within each category
145. lick this button twice before it zooms out Display first page button M Click this button to display the first page of the report Display prev page button 4 Click this button to display the previous page of the report Display next page button Click this button to display the next page of the report Display last page button gt Click this button to display the last page of the report Print report button Click this button to print the report Chapter 14 12 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 14 PHS Visit Reports 14 5 LDS PHS Visit Summary report 14 5 LDS PHS Visit Summary report Screen Reference LDS PHS Visit Summary Report Overview This section provides information on the Local Drug Strategy LDS Primary Health Service PHS Visit Summary report The LDS PHS Visit Summary report shows a summary of the visits that have occurred The FullADIS user can access the LDS PHS Visit Summary report from the PHS Visits Report screen by selecting LDS PHS Visit Report screen gt Visit Summary button For more information on the PHS Visit Report screen see Chapter 14 1 PHS Registered Visits Reports aiis Service Details Report 2 pages P fw fel A IE AEE xj File View Page ass r ABA LDS PHS Visit Summary Agency 000009 000 Our Agency Training Client Ref Visit Service Reason Staff Assisi Maria 0707 2006 15 39 ew issue s
146. lient Details screen are completed and all Registration Details for the client are also completed Summary FullADIS users now have access to electronic versions of several forms some of which are already used by agencies Completion of these forms is not mandatory they have been included in the program for worker convenience Selecting a new New Form button 1 New Form form Once you have selected the Forms page on the Client Details screen click on the down arrow beside the New Form option Then select the form you want from the list displayed 1 New Form View Edit X lt Delete SCTT clear Form SEM copy of previous Specialist Assessment clear form Youth Assessment clear Form Youth Assessment copy of previous For more information about the individual forms refer to the following chapters e 10 2 Service Coordination Tool Template SCTT e 10 3 Specialist Assessment Form e 10 4 Youth Assessment Form Chapter 10 2 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Entering information Function buttons Chapter 10 Electronic Forms 10 1 Using Electronic Forms in FullADIS Some information will automatically be populated in the fields from the client details you have recorded for the selected client Some fields will appear white and can be completed in FullADIS Some fields will appear grey and can only be completed if the form is print
147. ll ADIS External Unknown Progress Figure 16 83 Import Data screen Please note data that has been exported using SWITCH or other custom built software may be imported using this function as long as the exported file is in the FullADIS file format ADZ Version 4 0 Chapter 16 1 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Import Details fields Code Version fields NOTE If the data file is received via email you will first need to detach save this file in the Full ADIS directory Most agencies nominate a directory for these files It is recommended that you save the files into the Transfer folder of this directory however you can nominate any directory you choose File Name Click on the Browse button to display the Select file to import screen This screen will allow you to locate and select the file you wish to import Once a file has been nominated the file s directory will be displayed in this field Data file name Once a file has been selected for import the actual file name will appear in this file You can only change this field by selecting a file from the Browse button Current Displays the current version of Full ADIS being used Import Data Displays the FullADIS version utilised to create the data file Program Displays the current program version Chapter 16 2 ADIS Help
148. low View whole page button o Click this button to display the report preview as a whole page View page width button i Click this button to display the preview as page width View text width button B Click this button to display the preview as text width Zoom in button a Click this button to magnify the report under the mouse You may have to click this button twice before it zooms in Zoom out button Q Click this button to zoom out from the report under the mouse You may have to click this button twice before it zooms out Display first page button M Click this button to display the first page of the report Display prev page button 4 Click this button to display the previous page of the report Display next page button Click this button to display the next page of the report Display last page button gt Click this button to display the last page of the report Print report button Click this button to print the report Chapter 13 8 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 13 Group Reports 13 4 Group Extract 13 4 Group Extract Screen Reference Extract Group Data rp11 Overview This section provides information on the Group Extract function If the standard group reports within FullADIS do not provide sufficient detail then the Group Extract option can be used This will generate a text file from the report results list that i
149. lpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Treatment Goal Chapter 7 Treatment 7 6 Recording Significant Treatment Goals Treatment Goal Categories Treatment goal categories appear as headings in bold text Significant Treatment Goals Select the checkbox to select the relevant treatment goal A maximum of 7 goals can be selected for each course of treatment Version 4 0 ADIS Helpdesk Chapter 7 31 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Function buttons Print STGA s for the client Help button Help Click on the Help button to access the FullADIS Online Help The STGA help pages will be displayed Click on any one of the five STGA categories to display the definitions of all treatment goals applicable to that category Save button A Save Select the relevant STGA s and click on the Save button The selected STGA s will display in the Significant Treatment Goals Achieved section of the Services Contacts page Cancel button X Cancel Click the Cancel button to display the Services Contacts page without saving any of the information entered Print button In the Significant Treatment Goals Achieved section of the Services Contacts screen click the Print button refer 7 5 Services Contacts page The Significant Treatment Goal Achievement Report which summarises the goals achieved by the client during this course of treatme
150. ls Subject Full ADIS data from Training Agency 999999 Body Training Agency 999999 Family CCCC DHS Funded Run date 4 10 2006 12 42 05 PM Filename 2006 09 30 999999000 0 Family CCCC DHS Funded adz No records 13 Attachments C FullADIST ransfer 2006 09 30 999999000 0 Family CCCC DHS Funder X Canca C Full4DIS T ransfer 2006 09 30 999999000 0 Family CCCC Paid for by C Full4D1S T ransfer2006 09 30 999999000 0 Family Residential Rehabili C Full4D1S Transfer2006 09 30 999999000 0 General ACSO COATS Use C FullADIS Transfer 2006 09 30 999999000 0 General AD Supported Acc OL E LE A Create Emails X Cancel Figure 16 86 Email Details screen Step 2 Generate emails Click on one of the email addresses listed in the Email Details screen Their email details will be displayed in the Selected Email Details fields Click on the Create Emails button Emails will be generated for all listed email addresses The emails will be visible in your email program as new emails which you have open Version 4 0 Chapter 16 13 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual An information message will be displayed TT x D The transfer files have been created and email J message s prepared You should see these in the Outbox folder of your email program eg Outlook ready to be sent Connect to the Internet if necessary and
151. mation in ADIS Version 4 0 Chapter 7 47 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual 7 10 Alcohol amp Drug Termination page Screen Reference Termination page ep06 Overview This section provides information on the Service screen Termination page The Termination page can be accessed by clicking on the Termination tab Refer to 7 12 Drink Drive Termination page for instructions on how to complete this form for the service type Drink Drive Education fields in the Registration Drug Problem and Services Contacts screen are completed Service Page Screening Registration Drug Problem Services Contacts Termination Rae Drink Drive Termination date J Completed assessment Termination status F Completed education Referral status Referral destination Significant goals not applicable to this Service Accommodation Private residence public rent x GAF jo Concurrent Conditions Ni I Treatment z F Treatment A Save X Cancel Figure 7 29 Service screen Termination page Chapter 7 48 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Fields Chapter 7 Treatment 7 10 Alcohol amp Drug Termination page NOTE Mandatory fields are shaded yellow and cleared to white when valid data is entered Termination date Enter the date the treatment terminated Type in
152. may have to click this button twice before it zooms out Display first page button M Click this button to display the first page of the report Display prev page button 4 Click this button to display the previous page of the report Display next page button Click this button to display the next page of the report Display last page button gt Click this button to display the last page of the report Print report button Click this button to print the report Chapter 12 14 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 12 Service Reports 12 5 Service Summary Report 12 5 Service Summary Report Screen Reference Service Summary Report Overview This section provides information on the Service Summary report The Service Summary report shows a summary of the services provided The FullADIS user can access the Service Summary report from the Service Report screen For more information on the Service Report screen see Chapter 12 1 Service Reports ais Service Summary Report 1 page z aJ Ei pe g ASI x File View Page osaga gt Sli Service Summary Agency 000009 000 Our Agency Training Client Ref Treatment commenced Terminated Staff Service Client New 27001 25 07 2006 2707 2006 Administrator General CCCC DHS Funded Flinstone Fred 35021 01082006 Administrator General CCCC DHS Funded Naples Maria 35017 01082006 Administrator Gene
153. may have to click this button twice before it zooms in You can also select the following menu option to perform this function View gt Zoom in Zoom out button a Click this button to zoom out from the report under the mouse You may have to click this button twice before it zooms out You can also select the following menu option to perform this function View gt Zoom out Version 4 0 Chapter 12 23 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Display first page button 14 Click this button to display the first page of the report You can also select the following menu option to perform this function Page gt First Page Display prev page button 4 Click this button to display the previous page of the report You can also select the following menu option to perform this function Page gt Previous Page Display next page button Click this button to display the next page of the report You can also select the following menu option to perform this function Page gt Next Page Display last page button gt Click this button to display the last page of the report You can also select the following menu option to perform this function Page gt Last Page Print report button Click this button to print the report You can also select the following menu option to perform this function File gt Print Close report button al Click this button to close th
154. meless 7 Homeless Select this checkbox to jump to postcode 9998 This is the postcode used to identify that a client is homeless The default for this field is unchecked de selected Non Residential Include non residential addresses Select this checkbox to include non residential postcodes such as post office boxes in the postcode list The default for this field is unchecked de selected Victoria only JV Vic suburbs postcodes only Select this checkbox to display only Victorian postcodes Clicking this checkbox to de select it will change the display to include all Australian postcodes The default for this field is checked selected OK button OK Once a suburb is highlighted click the OK button to add the selected suburb postcode and state details to the Client Details screen Cancel button Cancel Click the Cancel button to return to the Client Details screen without selecting a Suburb State Postcode combination Version 4 0 ADIS Helpdesk Chapter 6 35 phone 03 9096 5351 email adishelpdesk dhs vic gov au FullADIS User Manual Handy Hint Data that agencies export to DHS each quarter is de identified This means that the client s name and street address details are not included in the records that DHS receive thereby protecting the privacy of the agency s clients Chapter 6 36 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dh
155. ment The FullADIS user can access the Contact Statistics report from the Service Report screen by selecting Service Report screen gt Contact button gt Contact Stats For more information on the Service Report screen see Chapter 12 1 Service Reports Contact Statistics x p04 Specify any contact filters that will be applied in addition to the selected services Additional filters Contact type I Date from i i to 15 Preview Close Figure 12 60 Contact Statistics selection screen Fields Prior to displaying the report the Contact Statistics screen is displayed allowing you to filter the contact details you wish to report on Contact Type If you wish to report on a specific Contact type select the option from the drop down list If you leave this field blank all Contacts will be displayed Version 4 0 Chapter 12 21 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Date from Enter a date range in the date fields if you wish to report on Contacts that occurred between specific dates Function Preview button Preview buttons i Click on the Preview button to display the Contact Statistics report Close button Close Click the Close button to close the screen without displaying the Contact Statistics report Contact Statistics 1 page TA aoe l S P Sa xj File Yiew Page ossa gt S ih Contac
156. menu Change Password Allows the user to access the Change Password screen and change their password For more information on the change password function see Chapter 17 Agency Administration 17 6 Change User Password Backup Database Allows the user to access the Backup Database screen and perform a manual backup of the ADIS database It is recommended that you backup regularly at the end of each day to an external data storage facility such as a CD or floppy disk For more information on backing up your database see Chapter 17 Agency Administration 17 7 Data Backup Database Setup Allows the user to access the Database Setup screen This screen displays the directory paths of the FullADIS folders for your agency For more information on using the Database Setup screen see Chapter 17 Agency Administration 17 9 Data Setup Exit Allows the user to exit and close the ADIS program Click on the Activities menu to access the functions that enable client and treatment processing Clients Allows the user to access the Client List screen where new clients can be created or existing clients selected For more information on the Client List screen see Chapter 6 Clients 6 1 Client List Chapter 5 2 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 5 Main Menu Using the Keyboard Groups Allows the user to access the Group List screen where groups of
157. n to chose another directory if required or type in another path You can also manually amend the file name NOTE An error will occur if you attempt to extract to a file format other than csv If you require txt text format you can export the csv file to a txt file from Microsoft Excel Progress Once you start the extract the Progress field will indicate the status of the process Browse button E Click the Browse button to search and select a directory to extract the data to Start button Click the Start button to commence the extract process Close button Close Click the Close button to close the screen without running the extract Chapter 12 26 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 12 Service Reports 12 8 Contact Extract xi Extract to file C AFUIADIS E xtract 4D1SContact csv S Progress BHRHO ROE EERE RHR RRR RRR e eee 4 Records processed File C Full4DIS Extract ADISContact csv created Figure 12 63 Extract Contact Data screen after extract is run What to do after Once the extract process is complete the Extract Contact extract process is Data screen displays the number of records that have run been processed The directory and the name of the file that has been created are also displayed Using Windows Explorer search for this file in the directory you have saved the file to MJaviscontact csv
158. n without importing the file x Import details tf01 File name C FullADIS Transter 2006 06 30 999999000 0 Family CCCC g Data file name 2006 06 30 999999000 0 Family CCCC DHS Funded ads Code Version Current MIC 40 Import data Agency Statistics VIC 40 Program Agencies found 4 00 Source Statistics 999999000 Full ADIS External enc Accept data from same agency 0 Unknown Progress Figure 16 84 Import Data screen displaying a completed import process NOTE If there are any errors during the import process the details will be displayed on the screen Chapter 16 4 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 16 Import Export Process 16 1 Importing Data Imported clients and treatments are clearly identifiable in FullADIS in the following ways e Imported data will always retain the original agency number The suburb state postcode and date of birth are provided for statistical purposes e The client and treatment details can be viewed but not l i i i e The client s name and street address are excluded i i i modified l Version 4 0 ADIS Helpdesk Chapter 16 5 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual This page is intentionally blank Chapter 16 6 Version 4 0 ADIS Helpdesk phone 03
159. nal Filter list by worker Filter list by worker 7 functions Select a worker type from the drop down list Click the Refresh button to display records for this worker type only Clear the field and click the Refresh button to display records for all worker types Refresh button 2 Refresh Click on the Refresh button after you have selected worker type by which to filter your display list Version 4 0 Chapter 11 3 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Sorting the contact list Date Type Postcode Referral To Staff Agency You can sort the contact list by clicking on the column labels at the top of the following columns in the Unregistered Contact List screen Date Type Postcode Referral To Staff or Agency Alphabetical sort Date gt Clicking on the column label once will sort the contact list alphabetically in the selected column When a column is alphabetically sorted the label includes a A symbol This is the same for columns with numerical data in which case the information is sorted numerically Reverse sort Dae sd Clicking on the column label a second time will sort the contact list in reverse alphabetical order in the selected column When a column is sorted in reverse alphabetical order the label includes a V symbol This is the same for columns with numerical data in which case the information is sorted in reverse numerical order
160. nded Staff Defaults with the full name of the User ID who logged into FullADIS To change the user name select an option from the drop down list Visit Date Type in the date or select it from the calendar option Field defaults with today s date NOTE Mandatory fields are shaded yellow and cleared to white when valid data is entered Chapter 11 14 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 11 Unregistered Client Contacts 11 4 Adding and Modifying Dual Diagnosis Contacts Contact Venue Select the contact venue from the drop down list This field is mandatory Contact Method Select the contact method from the drop down list This field is mandatory Contact Duration Select the duration of the contact from the drop down list This field is mandatory Service Recipient Select Click on the Select button to display a list of options in the Service Recipient Code Selection screen Up to 3 options can be selected by clicking on the checkbox next to the recipient description Service Provided Select Click on the Select button to display a list of options in the Service Provided Code Selection screen Up to 3 options can be selected by clicking on the checkbox next to the service description Function buttons Repeat Entry button Repeat Entry Click on the Repeat Entry button to save the Contact Details you have entered
161. ndicate the status of the process Browse button E Click the Browse button to search and select a directory to extract the data to Start button Click the Start button to commence the extract process Close button Close Click the Close button to close the screen without running the extract Chapter 14 16 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 14 PHS Visit Reports 14 6 PHS Visit Extract xi Extract to file C AFUIADIS E xtract ADISVisit csv S Progress 11 Records processed File C Full4DIS Extract ADIS Visit csv created Figure 14 77 Extract Visit Data screen after extract is run What to do after Once the extract process is complete the Extract Visit Data extract process is screen displays the number of records that have been run processed The directory and the name of the file that has been created are also displayed Using Windows Explorer search for this file in the directory you have saved the file to FEJADISVisit csv Double click on the csv file name to open up the csv file From here you can save to the file in the format of your choice eg as a MS Excel file Version 4 0 Chapter 14 17 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual This page intentionally blank Chapter 14 18 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk
162. nformation entered Version 4 0 Chapter 7 35 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Edit or View the Contacts entry Delete a Contacts entry View Edit button View Edit Click on the relevant Contacts entry in the Contacts section of the Services Contacts page to highlight the record Then click on the View Edit button The Contact Details screen will be displayed with the details of the entry selected e Edit the record and click the OK button to save the changes The Services Contacts screen will be re displayed or e Click the Cancel button to return to the Services Contacts screen without saving your changes Delete button Delete Click on the relevant Contacts entry in the Contacts section of the Services Contacts page to highlight the record Then click on the Delete button to delete the entry NOTE You will not be prompted to confirm the deletion so be sure you have highlighted the correct record Chapter 7 36 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 7 Treatment 7 7 Recording a Contact for a Client Handy Hint Selection from drop down lists Selection of the correct entry from drop down list boxes can be done in a number of ways Most list boxes have an auto completion feature that will select the closest matching entry to the key sequence typed For example t
163. ng and Modifying ADY C Contacts 11 3 Adding and Modifying ADY C Contacts Screen Reference Unregistered Contact Details vs02 Overview This section provides information on the Unregistered Contact Details screen for ADY C Alcohol and Drug Youth Consultants Generalist and Secure Welfare The FullADIS user can access the Unregistered Contact Details screen by selecting e New Contact gt ADY C Generalist or New Contact gt ADY C Secure Welfare from the Unregistered Contact List screen Pa unregistered Contact petas TE Type of Worker ADY C Generalist Record No 369002 B Staff Administrator Contact Venue Visit date joa 1 0 2006 aj Contact Method Time 7 Contact Duration Service Recipien r Service Provided Repeat Entry w Save X Cancel Z Figure 11 50 Unregistered Contact Details ADY C Generalist Version 4 0 Chapter 11 9 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual NOTE The Unregistered Contact Details screen is used for all unregistered contacts ie ABI ADY C Dual Diagnosis and LDS Only the fields relevant to the worker type selected will be active Fields Type of Worker This field defaults with the worker type selected in the Unregistered Contacts List screen This field cannot be amended Record No The record number is automatically generated by FullADIS and cannot be amended Staff Defaults
164. nt is displayed and can be printed i More detailed information on the STGA s and the STGA definitions is available in the Fu ADIS Guidelines and i Definitions document under the Services Contacts i heading Chapter 7 32 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 7 Treatment 7 7 Recording a Contact for a Client 7 7 Recording a Contact for a Client Screen Reference Contacts Details screen ep11 Overview This chapter provides information on the Contact Details screen A service contact is defined as a contact between a client and a service provider which results in a dated entry being made in the client record The Contact Details screen is accessed by clicking the Add button in the Contacts section of the Services Contacts page There are some service types for which recording a Contact is a mandatory requirement T S his will be indicated in the Contacts section of the ervices Contacts page with the following wording Staff Administrato v Twe o o Method bz Date i is After hours Record No 234002 Duration g mins Session No 0 Notes P X Cancel Figure 7 25 Contact Details screen Version 4 0 Chapter 7 33 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual NOTE Mandatory fields are shaded yellow and cleared to white when valid data is entered Fields Staff
165. ntentionally blank Chapter 17 20 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 17 Agency Administration 17 6 Change User Password 17 6 Change User Password Screen Reference Change Password ag04 Overview This section provides information on the Change Password screen This screen allows the FullADIS user to maintain their login password The FullADIS user can access the Change Password screen by selecting File gt Change Password from the Main Menu Change Password x agQ4 User Administrator Current password New password Confirm new password X Cancel Figure 17 94 Change Password screen Fields User Displays the full name of the User ID logged into FullADIS This field cannot be modified Current Password Although xxxxxx is displayed in this field this does not reflect your current password Enter your current password Version 4 0 Chapter 17 21 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual New password Enter your new password Confirm new password Enter your new password again to confirm it is correct Function Buttons Save button A Save Click on the Save button to confirm and save your new password details Cancel button X Cancel Click the Cancel button to cancel any changes and return to the Main Menu screen WARNING Do not click the Save button unles
166. of treatment from the drop down list options Type in the date of treatment or select from the calendar option Indicate any concurrent condition the client has at the commencement of treatment Select the option from a drop down list Treatment checkbox Treatment Click the Treatment checkbox if treatment is being received for the condition selected Save button AS Save Click on the Save button to save the client s details you have entered When you click the Save button the Services screen will close and the Client Details screen will be re displayed Version 4 0 ADIS Helpdesk Chapter 7 23 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual NOTE The Save button will appear inactive until a minimal amount of information has been entered for the course of treatment The Save button may not be active until both the Registration and the Drug Problem or Drink Drive page fields have been completed Cancel button X Cancel Click the Cancel button to return to the Client Details screen without saving the information you have entered Move to the next page by clicking on the Services Contacts page For information on completing this page refer to 7 4 Drug Problem page Refer to these sections for instructions on completing the other pages e 7 5 Services Contacts page e 7 10 Alcohol amp Drug Termination page e 7 11 Drink Drive Education e 7 12 Dr
167. om out button a Click this button to zoom out from the report under the mouse You may have to click this button twice before it zooms out Display first page button M Click this button to display the first page of the report Display prev page button 4 Click this button to display the previous page of the report Display next page button Click this button to display the next page of the report Display last page button gt Click this button to display the last page of the report Print report button Click this button to print the report Chapter 12 16 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 12 Service Reports 12 6 Service Extract 12 6 Service Extract Screen Reference Extract Service Data rp11 Overview This chapter provides information on the Service Extract function If the standard service reports within FullADIS do not provide sufficient detail then the Service Extract option can be used This will generate a text file from the report results list that is compatible with all Office software such as MS Excel From this you can analyse and produce your own customised reports The FullADIS user can run Service Extract from the Service Report screen by selecting Service Report screen gt Service button gt Service Extract For more information on the Service Report screen see Chapter 12 1 Service Reports CITT x Extract to file
168. om the calendar option Field defaults with today s date NOTE Mandatory fields are shaded yellow and cleared to white when valid data is entered Chapter 11 18 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Function buttons Chapter 11 Unregistered Client Contacts 11 5 Adding and Modifying LDS Contacts Time Select the time of the visit from the drop down list This field is mandatory Contact Duration Select the duration of the contact from the drop down list This field is mandatory Presenting Issues Select Click on the Select button to display a list of options in the Presenting Issue Code Selection screen Up to 3 options can be selected by clicking on the checkbox next to the issue description Service Provided Select Click on the Select button to display a list of options in the Service Provided Code Selection screen Up to 3 options can be selected by clicking on the checkbox next to the service description Referral To Select Click on the Select button to display a list of options in the Referral To Code Selection screen Up to 3 options can be selected by clicking on the checkbox next to the referral description Repeat Entry button Repeat Entry Click on the Repeat Entry button to save the Contact Details you have entered and create a new record that defaults with the field entries of the previously entered
169. on editable field NOTE Mandatory fields are shaded yellow and cleared to white when valid data is entered Chapter 9 4 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 9 PHS Registered Visits 9 2 Recording a new PHS Visit Source of Referral Select the Source of Referral from the drop down list Previously an unregistered client Select this checkbox if the client has previously accessed your services as an Unregistered Client and this is the first time they are doing so as a Registered Client This checkbox will only appear as active the first time you record a PHS Visit for a registered client Seen by Nurse Select the duration of the visit from the drop down list Medical Practitioner Select the duration of the visit from the drop down list Comm Health Worker Select the duration of the visit from the drop down list Counsellor Select the duration of the visit from the drop down list Natural Therapist Select the duration of the visit from the drop down list Community Lawyer Select the duration of the visit from the drop down list Mental Health Worker Practitioner Select the duration of the visit from the drop down list Version 4 0 Chapter 9 5 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Service Provided Service Provided Categories Function buttons Service Reason Select the reason for the
170. oped field enter the date the ITP was developed Type in or select the date from the calendar option i Selecting Yes in the ITP developed field will activate the 1 Significant Treatment Goals Achieved function l Attainments refer to 7 6 Recording Significant Treatment l l l For more information on the Significant Treatment Goal l l l l ITP Reviewed Enter whether the Individual Treatment Plan ITP developed for the client has been reviewed Select an option from the drop down list Date If Yes is selected in the ITP reviewed field enter the date the ITP was reviewed Type in or select the date from the calendar option Chapter 7 26 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 7 Treatment 7 5 Services Contacts page ITP Details button The ITP Details button displays the Individual Treatment Plan screen For more information on the Individual Treatment Plan screen refer to 7 8 Individual Treatment Plan ITP Course Code This is a free text field Type in the new code which is then automatically added to the drop down list options or Select an existing option from the drop down list The code is created provided by the service provider and is used to link individual clients to a particular course or group NOTE The Service screen Termination page will not be displayed until all mandatory fields in the Registration Drug Prob
171. ord number is automatically generated by FullADIS and cannot be amended Staff Defaults with the full name of the User ID who logged into FullADIS To change the user name select an option from the drop down list Visit Date Type in the date or select it from the calendar option Field defaults with today s date NOTE Mandatory fields are shaded yellow and cleared to white when valid data is entered Chapter 11 6 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 11 Unregistered Client Contacts 11 2 Adding and Modifying ABI Contacts Contact Method Select the contact method from the drop down list This field is mandatory Contact Duration Select the duration of the contact from the drop down list This field is mandatory Service Recipient Select Click on the Select button to display a list of options in the Service Recipient Code Selection screen Up to 3 options can be selected by clicking on the checkbox next to the recipient description Service Provided Select Click on the Select button to display a list of options in the Service Provided Code Selection screen Up to 3 options can be selected by clicking on the checkbox next to the service description Function buttons Repeat Entry button Repeat Entry Click on the Repeat Entry button to save the Contact Details you have entered and create a new record that defaul
172. ormal Group In the Sessions section of the Group Details screen click the Add Remove button to display the Session Group Selection screen For more information on creating a formal group refer to 8 2 Adding a Formal Group FA Session Group Selection lol x Group Flinstone Family Group gpo4 Record No 35003 Staff Administrator x Duration g mins Date 01 08 2006 is After hours Client Selection for Session Clients in Group Participants in this Session Flinstone Fred Add All gt gt Naples Maria Person New Add Rome Maria Sienna Maria lt Remove lt lt Remove ll X Cancel Figure 8 36 Session Group Selection screen for a Formal Group Version 4 0 Chapter 8 17 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Fields Client Selection for Session Group Displays the name of the group Record No Displays the group number identifier Staff Defaults with the full name of the User ID who logged into FullADIS To change the user name select an option from the drop down list Date Type in the date or select it from the calendar option Field defaults with today s date Duration Enter the duration of the session in minutes After hours This field is for use by Service Providers who are funded to provide an extended hours service Select the checkbox if the service contact was provided after ordina
173. ory in which the extract file will be saved and the name of the file ADISMail csv Use the Browse button to chose another directory if required or type in another path You can also manually amend the file name NOTE Version 4 0 Chapter 12 29 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual An error will occur if you attempt to extract to a file format other than csv If you require txt text format you can export the csv file to a txt file from Microsoft Excel Progress Once you start the extract the Progress field will indicate the status of the process Buttons Browse button Al Click the Browse button to search and select a directory to extract the data to Start button Click the Start button to commence the extract process Close button Close Click the Close button to close the screen without running the extract x Extract to file C SFulADIS E tract ADISMail csv g Progress AN0A 27 Records processed File C FulADISS Extract ADISMail csv created Figure 12 65 Extract Mail Data screen after extract is run Chapter 12 30 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au What to do after extract process is run Chapter 12 Service Reports 12 9 Mail Extract Once the extract process is complete the Extract Mail Data screen displays the number of records that have been p
174. ou with displaying and printing the report The functionality of these is described below View whole page button o Click this button to display the report preview as a whole page View page width button i Click this button to display the preview as page width View text width button B Click this button to display the preview as text width Zoom in button a Click this button to magnify the report under the mouse You may have to click this button twice before it zooms in Zoom out button Q Click this button to zoom out from the report under the mouse You may have to click this button twice before it zooms out Display first page button M Click this button to display the first page of the report Display prev page button 4 Click this button to display the previous page of the report Display next page button Click this button to display the next page of the report Display last page button gt Click this button to display the last page of the report Print report button Click this button to print the report Chapter 13 6 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 13 Group Reports 13 3 Group Detail report 13 3 Group Detail report Screen Reference Group Details Report Overview This section provides information on the Group Details report The Group Details report gives details on each group recorded The report for Formal groups include
175. oups Creating a formal group allows the FullADIS user to select clients from their Client List to include in the group For every client added to the formal group a course of treatment is automatically created for them The start date of the group becomes the start date of the treatment Selecting the When New Group is selected the group Select Service Group information screen is displayed This screen allows the user to select the group type the program and service under which the group treatment is being provided Version 4 0 Chapter 8 5 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Select Service x ep10 Group Type fo o Pogam fo 3 Drug Diversion z Service General AD Supported Accommodation DHS Funded General CCCC DHS Funded X Cancel Figure 8 33 Select Service Groups screen Fields Group type Select either Formal or Casual as the group type you wish to create from the drop down list options Program Select the program type from the drop down list options Service Click on the service type from the Service list displayed NOTE Once the above selections are made click on the OK button and the Group Details screen is displayed Chapter 8 6 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 8 Groups 8 2 Adding a Formal Group lxi gp02 Description OOOO Program N ormal Se
176. out running the extract Chapter 13 10 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 13 Group Reports 13 4 Group Extract xi Extract to file CAFUIADIS E tract ADISGroup csy g Progress TAPMA ROE RER RRR ERR REE 17 Records processed File C Full4D IS Extract 4D1SGroup csv created Figure 13 70 Extract Group Data screen after extract is run What to do after Once the extract process is complete the Extract Group Data extract process is screen displays the number of records that have been run processed The directory and the name of the file that has been created are also displayed Using Windows Explorer search for this file in the directory you have saved the file to MJ av1sGroup csv Double click on the csv file name to open up the csv file From here you can save to the file in the format of your choice eg as a MS Excel file Version 4 0 Chapter 13 11 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual This page intentionally blank Chapter 13 12 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 14 PHS Visit Reports 14 1 PHS Registered Visits Reports Screen Reference LDS PHS Visit Report rp03 Overview This section provides information on the Local Drug Strategy LDS Primary Health Service PHS Visit Report screen The FullADI
177. p down list Employment Status Enter the employment status of the client as at the commencement of treatment Select the option from the drop down list NOTE If a Child not at school is selected in the Employment Status field the client must be five years old or younger If they are older than five years the field will remain yellow indicating that the selection is invalid Living Arrangements Enter the living arrangements of the client as at the commencement of treatment Select the option from the drop down list Version 4 0 Chapter 7 13 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Accommodation Enter the type of accommodation setting the client usually lives lived in as at the commencement of treatment Select the option from the drop down list NOTE The selection entered in the Living Arrangements field must be consistent with the Dependent Children field If these fields are not logically consistent that is selecting Living alone in the Living Arrangements field and Living with dependent children in the Dependent Children field an error message will be issued when you attempt to save the record Chapter 7 14 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 7 Treatment 7 3 Registration page Current Legal Status Enter the legal status of the client as at the commencement of treatment
178. pe today s date time of save In folder Displays the directory path where the document will be saved on your PC or network Viewing the PDF To view a PDF document you can double click on the document document name displayed in the form history H REFLE6901M_ITP_2006 05 08_16 39 pdf REFLE6901M_SCTT_2006 05 08_14 51 pdf hs DA This opens the form in Adobe Acrobat The document cannot be edited The other method of accessing the form is to search for it in the directory path Double click on the document name The document is opened in Adobe Acrobat and cannot be edited Chapter 7 42 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Function buttons Chapter 7 Treatment 7 8 Individual Treatment Plan ITP Cancel button X Cancel Click the Cancel button to cancel out of the form without saving any changes The Confirm window will be displayed Ls x 9 Individual Treatment Plan details have been modified E7 Press Yes to save unless you are sure this is not required Press Cancel to return to the Visit screen Save changes before exiting No Cancel Click the Yes button to save your changes or the No button to continue cancelling without saving any changes The Cancel button will re display the Individual Treatment Plan screen so that you can continue working Help button Help Click the Help button to access the online Help available
179. person If you are unsure about whether to merge two client records refer to 6 3 Deleting a Client before following the procedure below Merging two client Step 1 records Select the client from the list of duplicates displayed In the example below it is Fred Flintstone Click on each record displayed for Fred so that a sign is displayed beside the record refer Figure 6 8 below REFLE6901M ef 30002 Flintstone Fred Male Addr 15 Rocky Road Bedrock 3000 DoB 01 01 1969 BEREA 65002 Flintstone Fred Male Addr 124 Sands Way Pebbly Beach VIC 3000 DoB 01 01 1969 Figure 6 8 Highlighting client record in Duplicate Client Maintenance screen Chapter 6 20 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 6 Clients 6 5 Duplicate Client Check Step 2 Click on the sign for each client record to display the treatment records that have been entered against each as shown in Figure 6 9 below Step 3 View all treatment records displayed and determine which is the oldest client record in the example below the oldest client record is Ref 30002 as the treatment Ref 65005 began on 03 02 2004 Use this client record as the base to add all others to This will keep the date order chronological p Duplicate Client Maintenance ADIS Ref 30002 Flintstone Fred Male Addr15 Rocky Road Bedrock 3000 DoB 01 01 1969 Ref 65005 Family CCCC DHS Funded St
180. process Status This field will be empty except when the Prepare for export button is clicked FullADIS then gathers and packages all the information into a file The Status field displays a summary of what is occurring e The export has been created for a particular service type e How many records were processed e The directory path where the file is saved to Once the emails have been generated this field will update to display e Whether or not an email message was prepared e An export completed notice including the date and time of the export and that a status log was written Version 4 0 ADIS Helpdesk Chapter 16 9 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Service Count display Service Each service provided by your agency will be displayed ToAgency This column lists the agency where the date export file will be sent For each service type there should be an entry for DHS Head Office and one for your DHS Regional Office Any custom email agency contacts that have been entered for your agency in the Service Details screen will be listed in this column next to the service type For more information on adding an agency to a Service type refer to Chapter 17 Agency Administration 17 1 Agency Details and 17 2 Add Edit or Remove existing User ID Code The code displayed relates to agency displayed in the ToAgency column For example O Head
181. pter 17 29 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Chapter 17 30 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Appendix A FullADIS Database Log Sheet Version 4 0 Chapter 17 31 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual This page is intentionally blank Chapter 17 32 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS DATABASE LOG SHEET AGENCY NAME AGENCY CODE Database Location Person responsible for backup Backup location Frequency of Backup Complete the following section if you are doing a manual backup via FullADIS Date of Backup Who performed it No of Files Copied Signature This page intentionally blank ADIS Helpdesk phone 03 9069 5351 ema
182. r your agency refer to Chapter 17 Agency Administration 17 1 Agency Details Screening Initial Needs Identification date Enter the date the client was identified as requiring this particular treatment Type in or select the date from the calendar option If a screening date was entered this field will default to the screening date Assessment Date Enter the date the client was assessed for this course of treatment Type in or select the date from the calendar option Treatment Commencement Date Enter the date the actual treatment commenced Type in or select the date from the calendar option Chapter 7 12 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 7 Treatment 7 3 Registration page Calculation of Waiting Times The Screening initial needs identification date and the Treatment commencement date are critical to the calculation of waiting times l Waiting times are calculated as the number of working A l days from when a client is screened identified as requiring l a particular A amp D service type and the commencement of i this treatment Note that waiting times are not measured from the date of first contact with an agency l These two dates will be different for each course of treatment a client receives Source of Referral Enter the source from which the client was transferred or referred Select the option from the dro
183. r only the arrow keys enable you to move from one field to the next Since FullADIS has a significant number of data entry fields becoming familiar with a few keyboard shortcuts will reduce the need to constantly reach for the mouse Note Reference to a field or windows component having focus means the keyboard action will act on that field For example an input field will accept text when it has focus A button will have a line around the text when it has focus TAB Moves to the next field or button This also applies to the tab labels which will cause the next page to be displayed SHIFT TAB is the reverse of TAB ENTER Used as an alternative to pressing a button when it has a darker outline referred to as the default button ESC Same as pressing Cancel if present SPACE BAR Pressing the SPACE BAR while focused on a button is the same as clicking the button with the mouse ALT DOWNARROW Used to open the drop down calendar on a date field or drop down list on a standard field This is the same as clicking the small button next to the field with the mouse ALT Access the menu of the current window ALT key Directly accesses a menu option For example ALT F File menu ARROW keys Used to move through items contained in a list screen e g Client List cl01 These keys are also the only way to move through the fields in the Outlets section of the Agency Details screen Version 4 0 Chapter 2 1
184. r more information on the PHS Visits Report screen see Chapter 14 1 PHS Registered Visits Reports A A Service Details Report 12 pages File View Page oaan gt HS fh LDS PHS Visit Details Agency 999999 000 Training Agency Client Fred Flintstone Date of Birth 1004 1969 Se Mak Country of birth Australia Agency 2909 000 Address 15 Rocky Road Phone Client No 30002 Indigenous status Nether Aboriginalnor TSI origin ABERFELDY VIC 3825 Bws phone Code REFL 901M Visit No 185002 Date 07 12 2005 17 12 Staff ADMIN Been here before No Source of referrat Primary Health Outreach Worker Seen By Nurse More than 2 hours Natural Therapist Medical Practitioner Community Lawyer Comm Health Worker Mental Health Worcer Pr actitioner Counsellor Service Provided Service reas on New Bsuels General Health Dental problerrs referral Sexual Health he ST D amp A Related Bsues Practical Support atur al Therapies Cours elling Finished 90 PageQof12 Figure 14 72 Sample of a section of the LDS PHS Visit Details report Version 4 0 Chapter 14 7 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Function buttons There are several buttons at the top of the screen to assist you with displaying and printing the report The functionality of these is described below View whole page button Click this button to display the report pre
185. r more information on the data export process refer to Chapter 16 Import Export Process 16 2 Exporting Data Chapter 17 18 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 17 Agency Administration 17 5 Create a new Service lt not defined gt If you have created a user defined agency as outlined in Chapter 17 1 Agency Details the agency name and email address will be displayed here Select this checkbox to indicate that the data export file is to be emailed to this agency DHS Regional Offices Select the checkbox for your DHS Regional Office to indicate that the data export file is to be emailed to this office NOTE The Head Office checkbox must always be selected if you want the data relating this Service Type to be exported to DHS It is this selection against each service type that tells the FullADIS program to include all treatment recorded for this service in the export file it creates and to automatically create an email with this information to DHS Head Office Function Buttons Save button SA Save Click on the Save button to save the new service recorded and return to the Service List screen Cancel button X Cancel Click the Cancel button to return to the Service List screen without saving any changes Version 4 0 Chapter 17 19 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual This page i
186. ral CCCC DHS Funded Person New 21002 25 07 2006 Administrator General AD Supported Accommodation Person New 15002 01 407 2006 0707 2006 Administrator General CCCC NIDS via DHS Person New 35018 01082006 Administrator General CCCC DHS Funded Rome Maria 35019 01082006 Administrator General CCCC DHS Funded Sienna Maria 35020 0208 2006 0208 2006 Administrator General CCCC DHS Funded Selection Options Agency 000009 000 Gient Sex Date of birth Status Start date Progrart End date Service ty pe Screening Target Region Source of funding STGA Staff Contact ty pe Contact from Finished 110 Pagetofi Shout hidden irane Figure 12 57 Sample of a section of the Service Summary report Version 4 0 Chapter 12 15 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Function buttons There are several buttons at the top of the screen to assist you with displaying and printing the report The functionality of these is described below View whole page button Click this button to display the report preview as a whole page View page width button E Click this button to display the preview as page width View text width button E Click this button to display the preview as text width Zoom in button A Click this button to magnify the report under the mouse You may have to click this button twice before it zooms in Zo
187. reatment termination details and return to the Client Details screen Cancel button X Cancel Click the Cancel button to return to the Client Details screen without saving any changes Chapter 7 50 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 7 Treatment 7 10 Alcohol amp Drug Termination page Handy Hint Drink Drive Education The Drink Drive Education program is provided by DHS accredited agencies to drivers that are required to complete an education course as a result of a drink drive offence An episode reported by the Drink Drive program must include a completed education course and where relevant two assessments Version 4 0 ADIS Helpdesk Chapter 7 51 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual 7 11 Drink Drive Education Screen Reference Drink Drive ep07 Overview Drink Drive data entry Start Treatment The FullADIS program has been designed to enable the collection of Education and Assessment information on clients that attend Drink Drive programs This section provides information on the process for recording Drink Drive Education services and the fields in the Drink Drive screen Client Details The FullADIS user must have completed the Client Details screen for the Drink Drive client For more information on the Client Details screen refer to Chapter 6 Clients New Service button
188. refresh your report results Clear Click the Clear button to clear the filter fields Version 4 0 Chapter 12 5 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Report buttons Client Stats button A Client Stats Click the Client Stats button to view the Client Statistics report This button will not be active until you have a results list displayed For more information on the Client Statistics report see Chapter 12 2 Client Statistics report Service menu button Service v Click the Service button to view the Service report options This button will not be active until you have a results list displayed Service Details button Click the Service Details button to view the Service Details report For more information on the Service Details report see Chapter 12 3 Service Details report Service Stats button VA Service Stats Click the Service Stats button to view the Service Statistics report For more information on the Service Statistics report see Chapter 12 4 Service Statistics Report Service Summary button W Service Summary Click the Service Summary button to view the Service Summary report For more information on the Service Summary report see Chapter 12 5 Service Summary Report Chapter 12 6 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 12 Service Reports 12 1 Service Repor
189. report by all treatment that terminated in the month of June 2006 enter Termination 01 06 2006 i5 to 30 06 2006 l Service Screening Select an option from the drop down list to filter the report results to a particular the treatment Screening type Service Region Select an option from the drop down list to restrict the report results to a particular Region Chapter 12 4 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 12 Service Reports 12 1 Service Reports Service STGA category Select an option from the drop down list to restrict the report results to a particular STGA category Service Specific STGA Once a STGA category is selected the goals applicable to that category will appear in this drop down list Select a specific STGA from the drop down list to further filter the report results Report Results If no filters are selected in the top half of the Service Report screen the report results will display all courses of treatment entered for your agency If filters are selected the report results displayed will only be those applicable to these filters The Report Results will display the Client Name Service number Start and Termination dates of the treatment the staff member who entered the treatment and the Service type Function Refresh list 2 Refresh list buttons Click the Refresh list button each time you select a new filter option to
190. roblem page Version 4 0 Chapter 7 19 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual NOTE Mandatory fields are shaded yellow and cleared to white when valid data is entered l The drug problem information entered on this screen relates to the user of the drug In some cases this will not be same person as the client seeking treatment l Chapter 7 20 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 7 Treatment 7 4 Drug Problem page Fields Substance related Disorders Enter the substance related disorder of the user Select an option from the drop down list Concurrent Pharmacotherapy Enter whether the user is receiving concurrentl pharmacotherapy treatment Select an option from the drop down list Urine Analysis Enter whether a urine test has been carried out Select an option from the drop down list GAF Enter the GAF Global Assessment Functioning code applicable at the commencement of treatment For more information about GAF ratings see the FullADIS Guidelines and Definitions document Drug Problem section Principal Drug Enter the principal drug as stated by the client which has led the person to seek treatment from your agency Select an option from the drop down list Version 4 0 Chapter 7 21 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User
191. rocessed The directory and the name of the file that has been created are also displayed Using Windows Explorer search for this file in the directory you have saved the file to MJavsmail csv Double click on the csv file name to open up the csv file From here you can save to the file in the format of your choice eg as a MS Excel file Version 4 0 ADIS Helpdesk Chapter 12 31 phone 03 9096 5351 email adishelpdesk dhs vic gov au Handy Hint FullADIS Reports and Extracts The reports and extracts generated by FullADIS will be based on the information result of filters applied ie the results list For example if the user filters a service report for a particular client name only treatment for that client will be displayed in the service report result list All service reports and extracts generated will be limited to this information until the filter criteria is reset or closed Version 4 0 Chapter 12 32 ADIS Helpdesk phone 03 9069 5351 email adishelpdesk dhs vic gov au Chapter 13 Group Reports 13 1 Group Reports Screen Reference Group Report Selection rp02 Overview This section provides information on the Group Report Selection screen The FullADIS user can access the Group Report Selection screen by selecting Report gt Groups from the Main Menu screen The screen provides several options by which you can filter or define the data to be shown If you do not select any of
192. rsion 4 0 Chapter 10 8 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 10 Electronic Forms 10 2 Service Coordination Tool Template SCTT 10 2 Service Coordination Tool Template SCTT Screen Reference SCTT several pages Overview iF SCTT This chapter provides information on the Service Coordination Tool Template SCTT The FullADIS user can access the SCTT form by selecting the Forms page on the Client Details screen then selecting the New Form button then SCTT clear form Client Flintstone Fred Document locked by on Ref No 369009 Created date 9 10 2006 Consumer Information Page 1 Summary amp Referral Page 1 Summary amp Referral Page 2 Consumer Consent Consumer Consumer Information Name Collects common demographic and other essential Date of Birth Sex consumer information that can be shared with another agency UR Number or affix label here Consumer Details Who the Agency Can Contact if N Family Name Given Names Date of Birth Flintstone e g carer parent case manager next of kin guardian frier Fred emergency contact Te 01 01 1969 Person 1 Name 7 Contact Address Is the Date of birth estimated Not estimated Code pmm Tr Preferred Name s Sex Male Contact Address 15 Rocky Road ABERFELDY VIC 3825 4 aa Title X See Phone Numbers for correspondence home visits etc Home 03
193. rvice General CCCC DHS Funded Type Formal Record No 45001 Start date or 708 2006 FE End date fi 35 No Clients 0 No Sessions 0 Figure 8 34 Group Details screen for a Formal Group Version 4 0 Chapter 8 7 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Fields Description Enter the name of the group This is a free text field This is a mandatory field Program Displays the program type selected in the Select Service screen Service Displays the service type selected in the Select Service screen Type Displays the group type selected in the Select Service screen Record No Displays a system generated group number Start Date Enter the Start Date of the group Type in or select the date from the calendar option Defaults to today s date The start date of the group will become the start date of l the course of treatment that is generated for each client Chapter 8 8 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 8 Groups 8 2 Adding a Formal Group End Date Enter the End Date of the group Type in or select the date from the calendar option NOTE Do not enter an End Date until the group work is Set finished If you enter it when commencing a group you will not be able to add any clients to the group Version 4 0
194. rvice Report screen For more information on the Service Report screen see Chapter 12 1 Service Reports ae Service Statistics 2 pages aj a we g S Sa x File View Page BBSEQAA n nl S Service Statistics Agency 000009 000 Our Agency Training Service count Program Male Female Service General AD Supported Accommodation DHS Funded General CCCC DHS Funded General CCCC NIDS via DHS Age Group 20 24 Years 25 29 Years 30 34 Years 35 39 Years 40 44 Years 50 54 Years Source of Referral A amp D Service Residential Finished 110 Pagelof2 Figure 12 56 Sample of a section of the Service Statistics report Version 4 0 Chapter 12 13 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Function buttons There are several buttons at the top of the screen to assist you with displaying and printing the report The functionality of these is described below View whole page button Click this button to display the report preview as a whole page View page width button E Click this button to display the preview as page width View text width button E Click this button to display the preview as text width Zoom in button A Click this button to magnify the report under the mouse You may have to click this button twice before it zooms in Zoom out button a Click this button to zoom out from the report under the mouse You
195. ry business hours Clients in Group This section lists the names of the clients in this particular group Chapter 8 18 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 8 Groups 8 4 Adding a Session in a Formal Group Participants in Add All button Add All gt gt session buttons Click on the Add All button to move all the clients of the group into the Participants in this Session panel This move indicates that everyone in the group attended the session on this day Add button Add gt Highlight a client name in the Clients in Group panel Click on the Add button to move the individual client into the Participants in this Session panel Remove button lt Remove Highlight a client name in the Participants in this Session panel Click on the Remove button to move the client out of the participant panel and back to the Clients in Group list Remove All button lt lt Remove Al Click on the Remove All button to move all clients out of the Participants in this Session panel and back to the Clients in Group list Notes This is a free text field allowing you to record notes about each session Function buttons Save button J Save Click on the Save button to save the session details The session date and number of clients who attended will be displayed in the Session panel of the Group Details screen Version 4 0 Chapter 8 19 ADIS
196. s Agency The unique code that identifies your agency This code is created by DHS and cannot be modified within FullADIS Notes Note details button Enter any relevant information about the client by clicking in the field You can also click on the Note Details button to type a note into the Client Notes screen Registration Country of Birth details Records the country the client was born in Select an option from the drop down list Indigenous Status Records the client s indigenous status Select an option from the drop down list Preferred Language Records the language in which client prefers to speak Select an option from the drop down list Cultural Background Records the client s cultural background details Select an option from the drop down list Interpreter Records the client s need for interpreter services as perceived by the client Select an option from the drop down list NOTE The Registration Details are not flagged as mandatory i e not shaded yellow however you cannot start a service for a client until each of these fields have been completed Version 4 0 Chapter 6 9 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au FullADIS User Manual Active checkbox Tabbed pages IV Active De select this checkbox to make a client inactive An active client is always visible in the Client List screen You can elect to display inactive clients in the Client List screen by sel
197. s button to display the previous page of the report Display next page button Click this button to display the next page of the report Display last page button gt Click this button to display the last page of the report Print report button Click this button to print the report Chapter 15 10 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au 15 4 Unregistered Contact Extract Screen Reference Extract Contact Data rp11 Overview This section provides information on the Unregistered Contact Extract function If the standard Unregistered Contact reports within FullADIS do not provide sufficient detail then the Contact Extract option can be used This will generate a text file from the report results list that is compatible with all office software such as MS Excel From this you can analyse and produce your own customised reports The FullADIS user can run Contact Extract from the Unregistered Contact Report screen by selecting Unregistered Contact Report screen gt Contact Extract button For more information on the Unregistered Contact Report screen refer to Chapter15 1 Unregistered Contacts Reports x Extract to file C FuADIS E xtract 4DISUnregContact cs S Progress Figure 15 81 Extract Contact Data screen Version 4 0 Chapter 15 11 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual
198. s client names and the sessions they attended The report for Casual groups includes session information The FullADIS user can access the Group Details report from the Group Report screen by selecting Group Report Selection screen gt Group Details button For more information on the Group Report Selection screen see Chapter 13 1 Group Reports afs Group Detail Report 1 page 2 P W 5 oe S x Lal File View Page Bss a gt r S Group Detail Report Agency 00000 000 Our Agency Training Group Hinders Primary Education Week Stat 1082006 Clients QO Agency 000009 000 Type Casual End Sessions 1 Program Normal Serice General CCCC DHS Funded Sessions 1 2082006 Staff Admin Duration 42 After hours o Group Hinstone Family Group Stat 1082006 Clients 5 Agency 000009 000 Type Formal End Sessions 2 Program Normal Serice General CCCC DHS Funded Sessions 1 2 1082006 2408 2006 Staff Admin Admin Duration 22 23 After hours Attendances Clients Flinstone Fred Naples Maria Person New Rome Maia Sienna Maria Finished 110 Pagetofi Figure 13 68 Sample of a section of the Group Details report Version 4 0 Chapter 13 7 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Function buttons There are several buttons at the top of the screen to assist you with displaying and printing the report The functionality of these is described be
199. s compatible with all office software such as MS Excel From this you can analyse and produce your own customised reports The FullADIS user can run Group Extract from the Group Report Selection screen by selecting Group Report Selection screen gt Extract button For more information on the Group Report Selection screen see Chapter 13 1 Group Reports x Extract to file C FulADIS E xtract 4DISGroup csv g Progress Figure 13 69 Extract Group Data screen Version 4 0 Chapter 13 9 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Fields Buttons Extract to file This field shows the directory in which the extract file will be saved and the name of the file ADISGroup csv Use the Browse button to choose another directory if required or type in another path You can also manually amend the file name NOTE An error will occur if you attempt to extract to a file format other than csv If you require txt text format you can export the csv file to a txt file from Microsoft Excel Progress Once you start the extract the Progress field will indicate the status of the process Browse button E Click the Browse button to search and select a directory to extract the data to Start button Click the Start button to commence the extract process Close button Close Click the Close button to close the screen with
200. s report ca c oe ae Re de eee 12 21 12 8 Contact Extract 00 eee eececeneeeeeeeceneeeeaeeseaeeseeeeseaeeseaeeseaeeseaeeseaeeseaeeseaeeseaeeseeeseaeeseeessaes 12 25 129 Ma EX ACi eserine ranea eu ca ea Er e si depetcecas E A EEEE EE E a 12 29 CHAPTER 13 GROUP REPORTS 13 1 13 1 GrOUp Reports ocou ieren idles atl eed ee a iaai 13 1 13 2 Group Summary report cece eeeeeeeeeeeeeeeteaeeeeeeeteaeeseaeeceaeeseaeeseaeeenaeeseaeeseaeeseaeeseeeseaeesaee 13 5 13 3 Group Detail repor sesno tirenn e aioe ee eis 13 7 SAS GROUP EX AG essence saci act cecetpaacere ac eezsiadhececseetscctansiesestenssesteatrateceesantesadetsaccpassetetietaesoxucns 13 9 CHAPTER 14 PHS VISIT REPORTS 14 1 14 1 PHS Registered Visits Reports cccesceesececeseeeeeceteeeeeneeeseeeeeneeeseeeeeneeeseeeneneeeeeeenenees 14 1 14 2 LDS PHS Visit Details report 0 ee eee eeceeeeeeeeneeeeeeeeeaeeseaeeteaeeeeaeeseaeeeeaeeseaeeeeeeeseaeeeaaee 14 7 14 3 LDS PHS Client Statistics report cee ecceeeeeseeeeeeeeeceneeeeeeeseaeeeeeeeseaeeseaeeseaeessaeessaeeeaes 14 9 14 4 LDS PHS Visit Statistics rePOrt eee ecceeeeeeeeneeeeeeteaeeeeaeeteaeeeeaeeseaeeseaeeteaeeseaeeseeeteaes 14 11 14 5 LDS PHS Visit Summary rePOFt e eee eee eeeeeeeeee tence tees teats eeaeeeeaeeteaeeseeeeteaeetsaeeseeeteaes 14 13 14 6 PHS Visit Extract issira eas aed EEEa awe 14 15 CHAPTER 15 UNREGISTERED CONTACTS REPORTS 15 1 15 1 Unregistered Contacts Reports cccccecceeeseeeeneeeeneeceneese
201. s the user to access the Group Report Selection screen where various reports can be produced on the groups you have entered in ADIS For more information on the Group Report Selection screen see Chapter 13 Group Reports 13 1 Group Reports PHS Visits Allows the user to access the LDS PHS Visit Report screen where various reports can be produced on PHS Visits for registered clients For more information on the LDS PHS Visit Report screen see Chapter 14 PHS Visit Reports 14 1 PHS Registered Visits Reports Unregistered Contacts Allows the user to access the Unregistered Contact Report screen where various reports can be produced on the unregistered contact information you have entered in ADIS For more information on the Unregistered Contact Report screen see Chapter 15 Unregistered Contacts Reports 15 1 Unregistered Contacts Reports Version 4 0 Chapter 5 5 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Transfer menu Options menu Click on the Transfer menu to access the Import and Export Data functions Import data Allows the user to access the Import Data screen where a user can import data from another agency or sub code For more information on the Import Data screen see Chapter 16 Import Export Process 16 1 Importing Data Export data Allows the user to access the Export Data screen where a user can run the process that packages and exports your a
202. s vic gov au Chapter 7 Treatment 7 1 Record new service Screen Reference Client Details Service multiple pages Overview This chapter provides information on recording a new Course of Treatment for a client The FullADIS user must either add a new client or select an existing client and be viewing the Client Details screen The FullADIS user can access this screen by selecting Client gt New in the Client List screen For more information on the Client List screen refer to Chapter 6 Clients 6 1 Client List Client Services PHS Visits Forms First name Fred Date of birth 01 01 1969 a5 Or ge 37 cl02 Surmame Flintstone Sex Male pa Client no 30002 Address fi 5 Rocky Road J Transgender Code REFLE6901M Suburb ABERFELDY Phone Agency 999999 000 State Pcode VIC 3825 T Bus phone Notes Registration Details Country of birth fausraia Indigenous status Neither Aboriginal nor TSI Preferred language Enis tts Cultural background faustraian Interpreter Jinterpreternat needed A on Note details Bi A Save J Eose Services P _ NewService View Edit X Delete Service Fist Contact Statdate Service Staff Temdate Group Number_ 03 02 2004 03 02 2004 Family CCCC DHS Fu Administrator 19 05 2005 0 01 12 2005 01 12 2005 General CCEC DHS F Administrator 16 12 2005 0 Figure 7 18 Client Details screen Version 4 0 Chapter 7 1 ADIS Helpdesk p
203. s you have e l i changed all three passwords Chapter 17 22 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 17 Agency Administration 17 7 Data Backup 17 7 Data Backup Screen Reference Backup Database sy04 Overview What isa database Why should I doa backup of the database Who should perform a backup of the database This section provides information on the Backup Database screen The FullADIS user can access the Backup Database screen by selecting File gt Backup Database from the FullADIS Main Menu A FullADIS user can perform a manual backup of the database at any time via this screen A prompt to backup your data will also be displayed when at the completion of FullADIS data export All the information you enter onto FullADIS such as client details registration information drug problem information services and contact details is all stored in a structured information data storage on a database Doing a backup of your database means you are making a copy of it It is good practice to backup your data regularly to a separate data storage device to prevent loss of data in the event of equipment failure or equipment loss or damage In smaller agencies it is possibly the responsibility of the person who enters the FullADIS data In larger agencies it may occur as part of the network backup Version 4 0 ADIS Helpdesk Chapter 17
204. shed 117 Pagelof2 Figure 12 54 Sample of a section of the Client Statistics report Version 4 0 Chapter 12 9 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Function buttons There are several buttons at the top of the screen to assist you with displaying and printing the report The functionality of these is described below View whole page button o Click this button to display the report preview as a whole page View page width button i Click this button to display the preview as page width View text width button B Click this button to display the preview as text width Zoom in button a Click this button to magnify the report under the mouse You may have to click this button twice before it zooms in Zoom out button Q Click this button to zoom out from the report under the mouse You may have to click this button twice before it zooms out Display first page button M Click this button to display the first page of the report Display prev page button 4 Click this button to display the previous page of the report Display next page button Click this button to display the next page of the report Display last page button gt Click this button to display the last page of the report Print report button Click this button to print the report Chapter 12 10 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic
205. st by selecting or de selecting the Limit 1 000 entries checkbox Include inactive JV Include inactive Rnccecceecenccnssnsonsenscsecensansen Select the Include inactive checkbox to include clients that have been marked as inactive in their Client Details record The default for this field is unticked that is only clients marked as active are displayed in the initial client list Click the Refresh button see above to update the screen display after selecting or de selecting this checkbox For more information on hidden or inactive clients refer to 6 6 Inactive Clients in this chapter Version 4 0 ADIS Helpdesk Chapter 6 3 phone 03 9096 5351 email adishelpdesk dhs vic gov au FullADIS User Manual Sorting the client list Limit 1 000 entries FullADIS by default limits the number of clients displayed in the client list to 1 000 names The reason for this is to speed up how quickly the list is displayed If you have more than 1 000 clients in your client list and you wish to display all clients click the Limit 1 000 entries checkbox to de select it and then click the Refresh button to update the displayed list It may take some time for the client list to display In some cases it may be preferable to search for an individual client via the Locate function described above rather than searching through your entire client list Sumame First name Address Suburb Code Agency Active
206. stered Client Contacts 11 4 Adding and Modifying Dual Diagnosis Contacts 11 4 Adding and Modifying Dual Diagnosis Contacts Screen Reference Unregistered Contact Details vs02 Overview This section provides information on the Unregistered Contact Details screen for Dual Diagnosis Adult and Youth The FullADIS user can access the Unregistered Contact Details screen by selecting e New Contact gt Dual Diagnosis Adult or New Contact gt Dual Diagnosis Youth from the Unregistered Contact List screen FFRunvesistered Contact Details Type of Worker Dual Diagnosis Adult Postcode where Record No 363003 service provided Staff Administrator Contact Venue Visit date 097 10 2006 aj Contact Method Time 7 Contact Duration Service Recipien Service Provided X Cancel Z Figure 11 51 Unregistered Contact Details Dual Diagnosis Adult Version 4 0 Chapter 11 13 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual NOTE The Unregistered Contact Details screen is used for all unregistered contacts ie ABI ADY C Dual Diagnosis and LDS Only the fields relevant to the worker type selected will be active Fields Type of Worker This field defaults with the worker type selected in the Unregistered Contacts List screen This field cannot be amended Record No The record number is automatically generated by FullADIS and cannot be ame
207. t List or that their details are incorrect Each client record has a unique alphacode which is created when their record is first saved in FullADIS The alphacode is generated from the client s first name surname date of birth and gender A client can be merged with another client when the two records have the same alphacode Clients who have the same alphacode are displayed in the Duplicate Client Maintenance screen For more information on working with duplicate client records displayed in the Duplicate Client Maintenance screen refer to 6 5 Duplicate Client Check Some duplicate client records will fall into this category These client records have characteristics described below The client record e has treatment s recorded against it e is a known duplicate of another client record already in the database but has a different alphacode For these types of client records you cannot delete or merge the records Step 1 If the client record is a duplicate record and cannot be merged or deleted for the reasons described above determine which record will be the official client record This may be the earliest or later record or the record that has the most information already recorded in it Chapter 6 14 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 6 Clients 6 3 Deleting a Client Step 2 Open the official client record Add a note in the
208. t Statistics Agency 000009 000 Our Agency Training Contact count Course Code Contact Tye Counselling Group Contact Date 2507 2006 5 07 2006 24082006 Duration 22 45 23 Staff Admin Selection Options Agency 000009 000 Course Aient Date of birth Include Screenings No Status Start date Frogram End date Sonica tena Sr roonine Finished 110 Pagelofi Figure 12 61 Sample of a section of the Contact Statistics report Chapter 12 22 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 12 Service Reports 12 7 Contact Statistics report Function There are several buttons at the top of the screen to buttons assist you with displaying and printing the report The functionality of these is described below View whole page button Click this button to display the report preview as a whole page You can also select the following menu option to perform this function View gt Full Page View page width button E Click this button to display the preview as page width You can also select the following menu option to perform this function View gt Page Width View text width button E Click this button to display the preview as text width You can also select the following menu option to perform this function View gt Text Width Zoom in button Q Click this button to magnify the report under the mouse You
209. t an option from the drop down list to filter the report results to a duration period This option is available for all worker types that can be selected in the Contact Type of Worker field Presenting Issues Select an option from the drop down list to filter the report results to a particular presenting issue If an option is selected in the Contact Type of Worker field this field will only be available if that option is LDS Service Recipient Select an option from the drop down list to filter the report results to a particular Service Recipient If an option is selected in the Contact Type of Worker field and it is LDS this field will be unavailable Chapter 15 4 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Report results Chapter 15 Unregistered Contacts Reports 15 1 Unregistered Contacts Reports Service Provided Select an option from the drop down list to filter the report results to a particular type of service that has been provided This option is available for all worker types that can be selected in the Contact Type of Worker field Referral To Select an option from the drop down list to filter the report results to a particular referral destination If an option is selected in the Contact Type of Worker field this field will only be available if that option is LDS If no filters are selected in the top half of the Unregistered Contact Report s
210. t this checkbox if the client is receiving treatment under one of the Forensic programs Chapter 7 16 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 7 Treatment 7 3 Registration page NOTE The Save button will appear inactive until a minimal amount of information has been entered for the course of treatment C The Save button may not be active until both the Registration and the Drug Problem or Drink Drive page fields have been completed Cancel button X Cancel Click the Cancel button to return to the Client Details screen without saving the information you have entered Move to the next page by clicking on the Drug Problem page For information on completing this page refer to 7 4 Drug Problem page Refer to these sections for instructions on completing the A lt other pages i l l l l l l l l l l e 7 5 Services Contacts page e 7 10 Alcohol amp Drug Termination page e 7 11 Drink Drive Education e 7 12 Drink Drive Termination page Version 4 0 Chapter 7 17 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Handy Hint Episode of Care and Significant Treatment Goal Attainments The Department of Human Services DHS has used the Episode of Care EOC concept to monitor the funded drug treatment service sector s performance against case level outcome targets since 1994 95 The
211. tabase backup Refer Chapter 16 Import Export Process 16 2 Exporting Data for more information about the Export Data process Do I need a new The backup file created is automatically assigned the floppy disk or CD date and time of the backup as part of the file name each time I run a backup It is in the format yyyy mm dd tt tt Depending on the memory capacity of your storage option you can store numerous FullADIS backups on the one disk or CD as each backup will have a different file name Should you need to restore your FullADIS database from a backup the most recent version is the one that would be used We recommend that you keep a Database Log Sheet which records details of e the database directory e who is responsible for the backup e how often the backup is performed e where the Database backup is stored Log Sheet You may store this as an online document or print it off and store as a hard copy If your IT area is responsible for FullADIS backups you should still record this information on the log sheet as eg m l i See Appendix A for a suggested format for your Database i i i well as the details of how often the backup occurs l Chapter 17 26 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 17 Agency Administration 17 8 Data Setup 17 8 Data Setup Screen Reference Database Setup sy03 Overview This section provides information on
212. ted is the number of attendees and the number of sessions for each of these groups Chapter 8 30 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au 8 7 Deleting a Group Screen Reference Group List gp01 Overview Process This section of the manual provides information on how to delete a group from the Group List screen NOTE To delete a Group from FullADIS you must remove all clients from the Group first For more information on removing clients from a formal Group refer to 8 4 Adding a Session in a Formal Group e Inthe Group List screen click once on the group you wish to select for deletion This will highlight the entry e From the Group menu select the option Delete or click on the Delete button A message box will be displayed with the following text Delete Group lt group name gt e Click Yes to confirm deletion of the group e Click No to cancel deletion of the group It is recommended that a group is only deleted where there has been an error in the initial setup of the group e g the incorrect service type has been selected As described in this chapter adding a client to a formal group creates a course of treatment for this client If this treatment data has been included in a data export then ou should not delete the group this client is attached to s this will also delete their treatment record w x lt Version 4 0 ADIS H
213. the Database Setup screen This screen allows you to view and determine the data directories where different elements of your Database are stored The FullADIS user can access the Database Setup screen by selecting File gt Database Setup from the FullADIS Main Menu Database Setup Specify the location of the Full ADIS database For standalone systems this will normally be C FullADIS Data For networks this should be the shared location on the server Database location BAAR ERE BET Specify the location of the network PDOXUSRS NET file This is a file maintainted by the database and used to control data sharing For standalone systems this will normally be C FullADIS Network For networks this should be the shared location on the server fea Server c drive FullADIS Network Network location C FullADIS 4 0 Data Please Note Changes above will not take effect until this program is closed and re started Specify the location for the Import and Export ADZ files Transfer location C FullADIS 4 0 Transfer Specify the location where the Extract CSW files are to be created Extract location C Full4D1S 4 0 Extract Specify the location where the Form PDF files are to be created PDF location C Full4D S 4 0 PDFDoc Figure 17 96 Database Setup screen Version 4 0 Chapter 17 27 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Fields
214. the Termination page when the service type is Drink Drive Education Refer to 7 10 Alcohol amp Drug Termination page for information on how to complete this page for Alcohol amp Drug service types The Termination tab will not display until all mandatory A l fields are completed in the Registration page l l l Service General Drink Drive Education Privately funded Service Page Screening Registration Termination Drink Drive Toei Drink Drive ermination date I Completed assessment Termination status J Completed education Referral status Referral destination Significant goals not achieved Accommodation Private residence public rent GAF Concurrent Conditions z F Treatment z F Treatment A Save X Cancel Figure 31 Termination screen Service type Drink Drive Education Version 4 0 Chapter 7 58 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 7 Treatment 7 12 Drink Drive Termination page NOTE Mandatory fields are shaded yellow and cleared to white when valid data is entered Fields Termination Date Enter the date the client terminated the service l All clients are to be terminated after 2 years even if they i l have not completed the drink drive education program l Termination Status Select the termination status from the drop down list Referral Status Select the referral status from
215. the drop down list Referral Destination Select the referral destination from the drop down list Completed Assessment Select if both the 1 and 2 assessment are completed Completed Education Select if the education program is completed Version 4 0 Chapter 7 59 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Function buttons I cannot click on the Save button Save button A Save Click on the Save button to save the client s termination details you have entered When you click the Save button the Client Details screen will be re displayed The Drink Drive treatment you entered will appear in the client s service history Cancel button X Cancel Click the Cancel button if you do not wish to save the details you have entered in the Termination page When you click the Cancel button the Client Details screen will be re displayed The record will not appear in the service history if you have not previously saved any part of it All mandatory fields in the Termination page must be completed for the client before the Save button is activated Check that there are no yellow fields in the Termination page Chapter 7 60 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 7 Treatment 7 12 Drink Drive Termination page Handy Hint Recording Groups in FullADIS Two types of groups may be recorded in F
216. the indicators displayed are specific to the treatment type being provided i Version 4 0 ADIS Helpdesk Chapter 7 29 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual _ STGA Selection Select up to F significant treatment goals Reduced Substance Use Indicators Stabilised drug withdrawal Achieved abstinence from drug of concern Linked successfully to community pharmacotherapy Achieved stabilisation of substitute pharmacotherapy Significantly reduced level of use of primary drug of concern Significantly reduced level of poly drug use C Reduced risks and harms associated with drug use Linked successfully to other A amp D treatment service Other Improved Physical Health Indicators Reduced risk taking behaviours Linked successfully to GP or other health services C Other Improved Level of Connectedness Improved relationship with family friends community Obtained employment x Help X Cancel Figure 7 24 Example of the STGA Selection screen NOTE Treatment goals that are highlighted in blue indicate that there is a different definition for adult and youth clients For more information on the treatment goal definitions refer to e The ADIS Guidelines and Definitions document Appendix B or e The FullADIS online user help Chapter 7 30 Version 4 0 ADIS He
217. the report once it is run Auto Refresh If you tick this checkbox the report results will automatically refresh each time a filter selection is changed If the checkbox is unticked you can refresh the results via the Refresh button Limit list to 100 entries The bottom half of the screen only displays the results of the data you are selecting It is not the actual PHS Visit report Select this checkbox to limit this list and therefore speed up the retrieval of the report results list Client filter fields Client Name To report on individual clients within your agency click on the drop down list and select a name from the client list displayed Client Sex Select an option from the drop down list to filter the report results by client gender Chapter 14 2 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Visit filter fields Presenting Issues filter fields Chapter 14 PHS Visit Reports 14 1 PHS Registered Visits Reports Client Date of Birth Enter a date range in the date fields For example to filter the results by clients born in 1982 enter Date of birth 01701 1982 l to 31 12 1982 aj Visit Staff Select a name from the drop down list to filter the report results by Staff member Worker Visit Visit Date Enter a date range in the date fields For example to filter the results by visits during May 2006 enter Visit date 01 05 2006 I5 to 31 05 200
218. the report under the mouse You may have to click this button twice before it zooms in Zoom out button a Click this button to zoom out from the report under the mouse You may have to click this button twice before it zooms out Display first page button M Click this button to display the first page of the report Display prev page button 4 Click this button to display the previous page of the report Display next page button Click this button to display the next page of the report Display last page button gt Click this button to display the last page of the report Print report button Click this button to print the report Chapter 14 10 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 14 PHS Visit Reports 14 4 LDS PHS Visit Statistics report 14 4 LDS PHS Visit Statistics report Screen Reference Service Statistics Overview This section provides information on the Local Drug Strategy LDS Primary Health Service PHS Visit Statistics report The LDS PHS Visit Statistics report shows the number of visits that occurred and statistics associated with these visits The FullADIS user can access the LDS PHS Visit Statistics report from the PHS Visit Report screen by selecting LDS PHS Visit Report screen gt Visit Stats button For more information on the PHS Visit Report screen see Chapter 14 1 PHS Registered Visits Reports ww Service Statist
219. tion to perform this function Contact gt New Ctrl N Open A Click on the Open button to display an existing contact record in the Unregistered Contact Details screen This option will not be active until you have selected highlighted a contact in the Unregistered Contact List screen You can also double click on an unregistered contact in the Unregistered Contact List screen or select the following menu option to perform this function Contact gt Open Ctri O Chapter 11 2 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 11 Unregistered Client Contacts 11 1 Adding and Modifying Unregistered Contacts Local Contacts Click on the Local Contacts button to display only those contacts entered for your agency in the Unregistered Contact List screen You can also select the following menu option to perform this function View gt Local Contacts All Contacts Click on the All Contacts button to display both your agency s contacts and any contacts that have been imported from another agency or sub code in the Unregistered Contact List screen You can also select the following menu option to perform this function View gt All Contacts Exit x Click on the Close Window button to close the Unregistered Contact List screen and return to the Main Menu You can also select the following menu option to perform this function Contact gt Exit Alt F4 Additio
220. to jump to a section 2 4 Medical History 2 5 Clinical Examination 2 6 Psychiatric History Summary amp Referral Consumer Consent zi 4 Q Eey Next gt a Print T Save as POF Help A Save x Cancel Figure 10 46 Specialist Assessment Form Index Page Version 4 0 Chapter 10 11 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Summary Screen navigation Other function buttons NOTE Completion of this form is not mandatory it has simply been included for worker convenience The Specialist Assessment Form has been designed primarily as an assessment tool to be used by Alcohol amp Drug Treatment clinicians This form is not an information collection instrument for administrative or service monitoring purposes Previous Next buttons Q Prev Next The Specialist Assessment form covers several pages of information and these are accessible by using the Prev and Next buttons appearing at the bottom of the screen Page buttons Consumer Information Page 2 You can also select the actual page you wish to navigate to from the page buttons see the example above displayed at the top of the form For more information on the other function buttons on the various forms see Chapter 10 1 Using Electronic Forms in FullADIS Chapter 10 12 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelp
221. ts Service Extract button Sp Service Extract Click the Service Extract button to run a Service Extract for customised reporting For more information on the Service Extract see Chapter 12 6 Service Extract Contact menu button Contact v Click the Contact button to access the Contact report options This button will not be active until you have a results list displayed Contact Statistics button Contact Stats Click the Contact Stats button to view the Contact Statistics filter screen For more information on Contact Statistics report see Chapter 12 7 Contact Statistics report Contact Extract Sp Contact Extract Click the Contact Extract button to run a Contact Extract For more information on the Contact Extract see Chapter 12 8 Contact Extract Mail Extract Mail Extract Click on the Mail Extract button to run a Mail Extract which creates a mail list This button will not be active until you have a results list displayed For more information on the Mail Extract see Chapter 12 9 Mail Extract Close Close Click on the Close button to close the Service Report screen and return to the Main Menu Version 4 0 ADIS Helpdesk Chapter 12 7 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Handy Hint Service Report Filter data by Dates The Service Report allows filtering of report results by date for example the date
222. ts with the field entries of the previously entered contact Amend any fields that are not applicable to the new record Version 4 0 Chapter 11 7 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Modifying an existing ABI Contact record Save button A Save Click on the Save button to save the contact details you have entered When you click the Save button you will be returned to the Unregistered Contact List screen This button will not be active until all mandatory fields are completed Cancel button X Cancel Click the Cancel button to cancel the record you are entering You will be returned to the Unregistered Contact List screen If you have started entering information in some fields the program will display a window asking you to confirm the cancellation Select the record from the Unregistered Contact List screen by e Clicking on the record to highlight it then select Contact gt Open from the menu options e Clicking on the record to highlight it then clicking on the Open icon e Double clicking on the record you wish to edit The selected record will be displayed in the Unregistered Contact Details screen Amend the relevant fields then click the Save button to save your changes Chapter 11 8 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 11 Unregistered Client Contacts 11 3 Addi
223. ual user This enables the preparation of reports against individual staff allowing clinicians to easily filter their client treatment details from those created by other staff Chapter 4 4 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 5 Main Menu Screen reference FullADIS sy00 This chapter provides information on the Main Menu screen that is displayed when you first log in to the program Overview The screen header or title bar displays the full name of the User ID that has logged into FullADIS Screen header In the screen example below the User ID is ADMIN and therefore the full name is Administrator SS atis FUIIADIS User Administrator m x Fie Activities Agency Report Transfer Options Help ae Ig Tey Clients Groups Projects Unreg Contacts o00009 000 Figure 5 2 Main Menu screen File menu Click on the File menu to access a range of administrative options relating to FullADIS If you are not logged as a user with Supervisor status some of these options will not be active Log In and Log Off Enables the user to log in and out of FullADIS without closing the program down all together However it is recommended that when you have finished working with FullADIS you log off completely Version 4 0 Chapter 5 1 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Activities
224. ullADIS formal and casual Formal Groups A formal group is attributed to a particular A amp D program and service type for example Dual Diagnosis CCCC Individual clients are included in the group by selecting from the client list As clients are added to the group a course of treatment is commenced for each of them in this example each course of treatment is for Dual Diagnosis CCCC Each formal group session then updates the contacts recorded for these individual client courses of treatment Casual Groups A casual group is used to report details on casual groups for example information sessions or school visits Only the number of attendees is recorded and reported to DHS Version 4 0 Chapter 7 61 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 8 Groups 8 1 Adding and Modifying Groups Screen Reference Group List gp01 Overview This chapter provides information on the Group List screen The FullADIS user can access the Group List screen by selecting Activities gt Groups from the Main Menu The FullADIS user can also access the screen by clicking the Groups button on the Main Menu screen oxi Group View lex Eal 2 Refresh gp01 Name gt Service Tye Clients Sessions Stat End Agency 2 entries displayed Figure 8 32 Group List Version 4 0 Chapter 8 1 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs
225. untry of birth faustaia Indigenous status Not Aboriginal or TS Preferred language fEngish ts Cultural background faustalian of Interpreter No IV Active Note details SA Save Services PHS Visits Forms New PHS Visit View Edit X Delete PHS Visit Service reason 22 07 2005 3 43 29PM New client Administrator Figure 9 43 Client details screen displaying PHS Visits history for the client How to View Edit View Edit button View Edit an existing PHS visit record In the PHS Visits history click once on the record you wish to select so that it is highlighted dark blue Then click on the View Edit button to display the record in the LDS PHS Registered Client Visit screen Alternatively you can double click on the record you wish to view or edit Version 4 0 Chapter 9 7 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual How to Delete an Delete PHS Visit gt lt Delete PHS Visit existing PHS visit record In the PHS Visits history click once on the record you wish to select so that it is highlighted dark blue Click on the Delete PHS Visit button A message box will be displayed asking Delete PHS Visit Date Time Click the Yes button to confirm deletion or the No button to cancel deletion Chapter 9 8 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 10 Electronic Forms 1
226. ure 8 37 Group Details screen Version 4 0 Chapter 8 21 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Clients and group End Date End date When a client is added to a group a course of treatment is automatically generated for the client This course of treatment must be completed and terminated within FullADIS for each individual member of the group before the group can be closed The End date field will remain inactive until the course of treatment is finalised for each client From the Group Details screen clients who have a course of treatment that is still open appear in bold writing Clients who have finalised the course of treatment appear in normal text Once all clients within the group have completed the course of treatment generated by the group attendance the End date field will become active Type in the date the group ended or select the date from the calendar option Chapter 8 22 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 8 Groups 8 6 Adding a Casual Group 8 6 Adding a Casual Group Screen Reference Group Details gp02 Overview This chapter provides information on adding a Casual Group The FullADIS user must first select Group gt New from the Group List screen The FullADIS user can also select the New group icon from this screen Casual Groups Casual Groups Creating
227. ve to scroll down to see them see below O 2006 09 30 999999000 2 Family CCCC DHS Funded adz 2006 09 30 999999000 2 Family Residential Rehabilitation DHS Funded adz O 2006 09 30 999999000 2 General AD Supported Accommodation DHS Funded adz O 2006 09 30 999999000 2 General Aboriginal Community AD Worker DHS Funded adz O 2006 09 30 999999000 2 General CCCC DHS Funded adz O 2006 09 30 999999000 2 General CCCC Paid for by ACSO COATS Brokered adz J 4 4 Office a ta There should be one ADZ file for each service the addressee agency has been added to in the Service Detail screen For more information on the Service Detail screen refer to Chapter 17 Agency Administration 17 4 Add Edit or Inactivate a Service e click the Send button to send the email Step 6 Complete the export process Click the Close button to close the screen without running the export or after the export has completed to close the screen The Backup Database screen is displayed as shown below refer Figure 16 88 Chapter 16 16 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 16 Import Export Process 16 2 Exporting Data Backup Database Database C FullADIS Data PDF docs C SFullADIS PDFDoc Backup to EAE Figure 16 88 Backup Database screen Step 7 Backup Database Click the Start button to backup your data to the nominate
228. vides information on the PHS Visit Extract function If the standard PHS Visit reports within FullADIS do not provide sufficient detail then the PHS Visit Extract option can be used This will generate a text file from the report results list that is compatible with all office software such as MS Excel From this you can analyse and produce your own customised reports The FullADIS user can run Visit Extract from the PHS Visits Report screen by selecting LDS PHS Visit Report screen gt Visit Extract button For more information on the PHS Visit Report screen see Chapter 14 1 PHS Registered Visits Reports Extract Visit Data x rp11 Extract to file C FUIADIS E xtract ADISVisit csv gj Progress Figure 14 76 Extract Visit Data screen Version 4 0 Chapter 14 15 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Fields Function buttons Extract to file This field shows the directory in which the extract file will be saved and the name of the file ADISVisit csv Use the Browse button to chose another directory if required or type in another path You can also manually amend the file name NOTE An error will occur if you attempt to extract to a file format other than csv If you require txt text format you can export the csv file to a txt file from Microsoft Excel Progress Once you start the extract the Progress field will i
229. view as a whole page View page width button E Click this button to display the preview as page width View text width button E Click this button to display the preview as text width Zoom in button A Click this button to magnify the report under the mouse You may have to click this button twice before it zooms in Zoom out button a Click this button to zoom out from the report under the mouse You may have to click this button twice before it zooms out Display first page button M Click this button to display the first page of the report Display prev page button 4 Click this button to display the previous page of the report Display next page button Click this button to display the next page of the report Display last page button gt Click this button to display the last page of the report Print report button Click this button to print the report Chapter 14 8 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 14 PHS Visit Reports 14 3 LDS PHS Client Statistics report 14 3 LDS PHS Client Statistics report Screen Reference Client Statistics Overview This section provides information on the Local Drug Strategy LDS Primary Health Service PHS Client Statistics report The LDS PHS Client Statistics report shows the number of registered clients treated and statistics regarding these clients The FullADIS user can access the LDS PHS Client
230. w record that defaults with the field entries of the previously entered contact Amend any fields that are not applicable to the new record Version 4 0 ADIS Helpdesk Chapter 11 11 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Modifying an existing ADY C Contact record Save button A Save Click on the Save button to save the contact details you have entered When you click the Save button you will be returned to the Unregistered Contact List screen This button will not be active until all mandatory fields are completed Cancel button X Cancel Click the Cancel button to cancel the record you are entering You will be returned to the Unregistered Contact List screen If you have started entering information in some fields the program will display a window asking you to confirm the cancellation Select the record from the Unregistered Contact List screen by e Clicking on the record to highlight it then select Contact gt Open from the menu options e Clicking on the record to highlight it then clicking on the Open icon e Double clicking on the record you wish to edit The selected record will be displayed in the Unregistered Contact Details screen Amend the relevant fields then click the Save button to save your changes Chapter 11 12 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 11 Unregi
231. wing menu option to perform this function File gt Print Refresh ia Click on the Refresh button to update the displayed list You can also select the following menu option to perform this function File gt Refresh F5 Start date This field will default with the date the previous reporting quarter began If you want to export data for a period with a different start date than the default select the first date in the period to be exported from the calendar option All courses of treatments recorded during the revised period will be included in the export file If you are only changing the Start date click the Refresh button to update the counts list otherwise change the date in the End date field Chapter 16 8 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 16 Import Export Process 16 2 Exporting Data End date This field will default with the date the previous reporting quarter ended If you want to export data for a period with a different end date than the default select the last date in the period to be exported from the calendar option All courses of treatments recorded during the revised period will be included in the export file Click the Refresh button to update the counts list NOTE Apart from the dates the information in the Export Data screen cannot be amended It is only a display of the records that will be sent in the export
232. with the full name of the User ID who logged into FullADIS To change the user name select an option from the drop down list Visit Date Type in the date or select it from the calendar option Field defaults with today s date NOTE p Mandatory fields are shaded yellow and cleared to white when valid data is entered Chapter 11 10 Version 4 0 ADIS Helpdesk phone 03 9096 5351 email adishelpdesk dhs vic gov au Function buttons Chapter 11 Unregistered Client Contacts 11 3 Adding and Modifying ADY C Contacts Postcode where service provided Type in the postcode where the service was provided This field is mandatory Contact Method Select the contact method from the drop down list This field is mandatory Contact Duration Select the duration of the contact from the drop down list This field is mandatory Service Recipient Select Click on the Select button to display a list of options in the Service Recipient Code Selection screen Up to 3 options can be selected by clicking on the checkbox next to the recipient description Service Provided Select Click on the Select button to display a list of options in the Service Provided Code Selection screen Up to 3 options can be selected by clicking on the checkbox next to the service description Repeat Entry button Repeat Entry Click on the Repeat Entry button to save the Contact Details you have entered and create a ne
233. x to include screenings in the report results Service Status Select an option from the drop down list to filter the report results by the treatment status Service Program Select an option from the drop down list to filter the report results by the treatment Program type Service Service type Select an option from the drop down list to filter the report results by the treatment Service type Service Target Select an option from the drop down list to filter the report results by the treatment Target type Version 4 0 ADIS Helpdesk Chapter 12 3 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual Service Source of Funding Select an option from the drop down list to filter the report results by the treatment Source of Funding Service Staff Select a name from the drop down list to filter the report results by Staff member Worker Service Start Enter a treatment start date range in the Start date fields The results will display all courses of treatment that commenced between these two dates For example to restrict filter the report by all treatment that commenced in the month of April 2006 enter Start 01 04 2006 35 to 30 04 2006 E Service Termination Enter a treatment termination date range in the Termination date fields The results will display all courses of treatment that terminated between these two dates For example to restrict filter the
234. xtract Click the Contact Extract button to run a Contact Extract For more information on the Contact Extract see Chapter 15 4 Unregistered Contact Extract Chapter 15 6 ADIS Helpdesk Version 4 0 phone 03 9096 5351 email adishelpdesk dhs vic gov au Chapter 15 Unregistered Contacts Reports 15 2 Unregistered Contact Summary report 15 2 Unregistered Contact Summary report Screen Reference Unregistered Contact Summary Report rp05 Overview This section provides information on the Unregistered Contact Summary report The Unregistered Contact Summary report shows a summary of the unregistered contacts that have occurred The FullADIS user can access the Unregistered Contact Summary report from the Unregistered Contact Report screen by selecting Unregistered Contact Report screen gt Contact Summary button For more information on the Unregistered Contact Report screen refer to Chapter 15 2 Unregistered Contact Summary report adis Service Details Report 1 page File View Page BBa 6 HIB A Unregistered Contact Summary Agency 999999 000 Training Agency Date Contact duration Senice Provided 23032005 Lessthan15 mins Training 239032005 Lessthan15 mins OBSOLETE Counselling GP Monitoring Recovery Space 231032005 1 hour to 2 hours GP 30032005 15to 30 mins Social Interaction 13042005 Lessthan15 mins Organisational Consultation Secondary Consultation 23412005 15to30 mins 2341200
235. yping st scrolls to the Student entry in the Employment Status field When the correct entry is highlighted this way select TAB to lock it in and continue Alternatively the ALT DOWN ARROW sequence can be used to show the full list and locate the required entry by moving thorough the list with the UP and DOWN ARROW keys As a further option the H down arrow control at the edge of the list box can be selected with the mouse to display the full list Once displayed the vertical scroll bar shown with the list or on the mouse can be used to scan and select the required entry with the mouse pointer Version 4 0 ADIS Helpdesk Chapter 7 37 phone 03 9096 5351 email adishelpdesk dhs vic gov au ADIS User Manual 7 8 Individual Treatment Plan ITP Screen Reference Individual Treatment Plan ep15 Overview This section provides information on the electronic version of the Individual Treatment Plan ITP The FullADIS user can access the ITP from the within a Course of Treatment on the Services Contacts screen by clicking on the ITP Details button The ITP Developed field must be set to Yes for the ITP Details button to be active For more information on entering a course of treatment see 7 1 Record new service ha Individual Treatment Plan oO x Client Flintstone Fred Ref No 175004 Created date 11 12 2005 Code REFLE6901M Date ITP developed 1 12 2005 UR Number ITP completed

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