AVS Documentation Updated
Contents
1. Name Y Type of Supporter Birthday Month Birthday Day do Field Validation Checks Y Creating a Supporter Record 1 Select the correct Type of Supporter a lfthis is a staff member the staff details section will become visible b Fill in all required fields c Save the record AVS User Manual Supporter e 23 Supporter Tier 2 Form Descriptions Supporter Document Folder Jennifer Watkins QuickView Information b Additional Documents Training Log Staff Timesheet Donation Volunteer Hours Training Log This is where you can log training sessions for Supporters The categories and names of trainings can be changed by creating records in category and option More information on that can be found in the Other Categor section Staff Timesheet This is where time can be logged for Staff members Select the date category funder if applicable and number of hours and then use the signature field for manager approval The signature field is used by clicking sign then holding down the left mouse button and dragging the cursor through the signature box Donation This can be used to track donations from Supporters who have been marked Donor Volunteer Hours This can be used to track hours for Volunteers 24 e Contents AVS User Manual Category and Option These forms can be used to create new options for selection under dropdowns within the following categories present on other forms e Servic2. 1 Fill in all relevant fields a Ensure accuracy of required fields I Name ii Date of Birth iii Race iv Ethnicity v Gender vi Veteran Status 2 Ensure the Record Save Checklist shows that all required fields have been filled in a Required fields are marked with an asterisk b Click field name in checklist to be directed to that field on form Record Save Checklist Record Save Checklist eed cick Checks Family Type Underneath Associated Records there are linking fields for Associated Intake Records and Associated Household Records Here you can ensure that an Intake has been created for this client or add this client to a Household For more information on Intake records go to the Error Reference source not found section For more information on Household Records go to the Household section Fr Associated Records Associated Enrollment Records Hide Deactivated Links 4 Add Associated Household Record Hide Deactivated Links 4 Add 12 e Contents AVS User Manual Household The Household form is meant to link members of a particular household regardless of whether those members were part of the group that came in at a specific time AVS Demo Final 1425 Jonathan Damrich my apricot administrator customer care hel p center Administrators dd Household Record Options E Save Record Open Close Clients Who Belong to this Family Household A Adjust Access Hide Deactiva
3. Enrollment e 15 Enrollment Details Enrollment Details Associated Intake E Please Select Client Type O Adult O Child Enrollment Status Please Select Service Start Date 08 18 2014 Abuse Status O Primary Victim Program Type O Non Residential O Residential s Hotline Service Site Please Select T Reason Turned Away Please Select Closure Type Exit O Re Enrollment Victim Type O Domestic Violence Eligible for HUD Funding Yes O No Staff E Please Select Y O Secondary Victim O Sexual Assault 1 Select the Associated Intake for the program you re entering this client data for Associated Enrollment Z Please Select Please Select 2014 07 24 2 Fill out other required fields Client Type Program Eligible for HUD funding Service Start Date Program Type DoJ Hotline Call When Hotline is selected under Program Type the Hotline Call and Hotline Call notes sections will appear Service Start Date Service End Date 07 30 2014 MM DDYYYY O _ _K__ a xtm qQvq o Q xr Hotline Call Hotline Call Notes ir 16 e Contents AVS User Manual Shelter If Residential is chosen for Program Type or if Eligible for HUD funding is answered with Yes HMIS Background fields will appear Service Start Date Service End Date 07 30 2014 MMDD CY HMIS Background
4. gt Income Information Some HMIS fields when the choice of Yes is selected will have additional questions These will appear in the event that choice is selected Physical Physical Disability Status Disability Yes z If Yes for Physical Disability Expected to be of Long continued amp Physical Indefinite Duration Substantially Impairs Ability to Live Disability Independently Please Select Currently Receiving Services Treatment for Physical Disability Please Select Child When Child is selected underneath Client Type on a Program Enrollment fields specific to a client under 18 will appear Click the section to expand and fill in these fields Client Type Service Site Eligible for HUD Funding Adult Please Select O Yes sm Child O No Enrollment Status Staff Please Select Please Select T Service Start Date Service End Date 07 24 2014 MM DDIYY YY Child Specific Information AVS User Manual Program Enrollment e 17 Departure When Exit is selected for Closure Type on a Program Enrollment and the Program Type is residential fields specific to a residential clients departure will appear Click the section to expand and fill in these fields Service Start Date Service End Date 07 24 2014 07 31 2014 Departure Information Closure Type This field is used to select whether a client will be re enrolled so HMIS information
5. has more than one The choices in this can be modified by creating records under Category and Option a process you can learn more about in the Other Categor section Referral This field allows you to select the agency that referred a client to your service if applicable The choices in this can be modified by creating records under Category and Option as can be seen in the Other Categor section Staff This dropdown allows you to select the staff member who was associated with a service offered to a client This field is populated through Supporter records where Staff was selected as type 22 e Contents AVS User Manual Supporter This form is where you will enter a new staff member volunteer intern donor or board member into your system To get to the Supporter record from the My Apricot tab open the My Apricot Navigation Menu on the left then click Supporter AVS Demo Final 1425 my apricot administrator customer care help center Supporter Name Type of Supporter Middle e B Volunteer O Intern B Donor B Board Member Birthday Month Birthday Day Please Select Y Please Select Email customer care apricot ir Home Phone Number Cell Phone Number ext ZOO Staff Details System Fields Jonathan Damrich Administrators Record Options E Save Record g Adjust Access New Supporter Go To Search Record Save Checklist Required Field Checks 3
6. Please Select T et A I A Yes O No Service Start Date Closure Type O Exit O Re Enrollment Abuse Status Victim Type Staff O Primary Victim O Domestic Violence Please Select Y O Secondary Victim O Sexual Assault 14 e Contents AVS User Manual Creating a Program Enrollment Record 1 View the folder of the client you wish to create the enrollment for a After creating the Client Profile click View Folder under the Record Options palette on the right side of the screen Record Options H Save Record Fe Print Mode Copy Record fi Delete Record AQ Adjust Access View History New Client Profile gt View Folder amp Go To Search b If you re creating an enrollment for an existing client click Client Profile Search on the screen under My Apricot find the client you re looking for then click any field that is not orange on the row of their record in order to open their Document Folder i Hover over Actions on the Program Enrollment line ll Select Create New my apricot administrator customer care help center Client Profile Document Folder Gabriela Test Allen QuickView Information Name Gabriela Test Allen Date of Birth 10 11 1993 Record ID 132 Alert List Primary Language 5 pan ish Gender Female Additional Documents Program Enrollment 2 records v Approved Visitors 1 records Create New AVS User Manual Program
7. VS User Manual Note Please be sure that you have completed an associated Intake before creating a Client Profile unless the person you are completing a profile for is not present at the time of intake or if the type of Program Intake you are creating is a Hotline Call AVS Demo Final 1425 Jonathan Damrich L b my apricot administrator customer care help center AS 4 Client Profile 5 2 Record Options Y 5 E Save Record J z Name Date of Birth Adjust Access gt First Middle Notes MM DD YYYY New Client Profile amp Go To Search Social Security Number Record ID Y Alert List E Yes Record Save Checklist Race Up to 5 can be selected Primary Language isability Required Field Checks X E American Indian or Alaska Native O English E Physical Name E A E Asian Spanish F Mental Date of Birth Y French Race Up to 5 can be select Black or African American 5 Oh Developmental k Native Hawaiian or Other Pacific Islander lla canal E White ese sre E Client doesn t know shi lens er aes El Client refused Ethnicity Gender Please Select Please Select Sexual Orientation Veteran Status Please Select v Data not collected v Associated Records v Associated Enrollment Records Hide Deactivated Links Add Associated Household Record Hide Deactivated Links Add AVS User Manual Client Profile e 11 Creating a Client Profile Record
8. ad ipie 27 Other Cate Sores and OPON ara 28 AVS User Manual Introduction Apricot for Victims Support AVS is an efficient and highly secure software solution for victims support service providers such as domestic violence sexual assault crime victims and more Apricot provides the tools and functionality needed to track what matters collaborate with ease and easily produce government and private grant reports that help you prove impact AVS Overview AVS allows organizations to track what matters providing one system to manage whatever information you and your staff clients and shelters need capture e Capture information from initial applications and initiatives to progress reporting and outcomes so nothing falls through the cracks e Eliminate duplication of effort and deliver reports with push button efficiency e Better manage virtually anything individual household profiles cases programs services volunteers and more AVS allows collaboration with ease creating a single environment to record records assessments updates reports and actions accessible to all users e Securely access and use information anywhere via multiple browsers in multiple languages and with a tablet or smart phone e Automate and streamline the way teams share information serve clients and determine outcomes e Enable clients victims volunteers and shelters to securely access and submit information via the web Using AVS This user
9. ave taken for a particular client Please note that time must be entered in minutes and then it will be converted to hours in the box next to minutes Service categories and names can be customized by creating new records as seen in Goal Categories and Options Creating_a Goal Category and Creating a Goal Option Sexual Assault Tracking This form collects relevant information as well as follow up information for sexual assault victims Trafficking This form collects relevant information to clients who have been victims of human trafficking AVS User Manual e 21 Tracking This form can be used to track anything your organization needs to This can also be done by creating a new form for that particular item The choices in this can be modified by creating records under Category and Option as seen in the Other Categor section Visitation Center This form is used for tracking the details of a client s visits to your organization s visitation center A new form should be created for each visit Client Profile Tier 2 Main Section Fields Program Enrollment This is a dropdown created from the Program Enrollment forms you have created for a particular client The dropdown will show the selection that was made under Program as well as the date Make sure to select the program that the form you re filling out is related to Service Site This field allows you to select the site the service took place if your organization
10. by ctk for Victims Support User Manual Contents Introduction 9 ANO ONCE E WA ion 5 CSE WANS eo OO O OE OOO 5 Intake 6 Creatine an Intake record de 7 Creatine Selectins Records foran Intake ain Metactestusinn ne E Muureeds 8 Existino Prone RECON serena AE 8 New Client No Profile RECOLd visacnsanaisgevesorawaiacaisoncs tes sdssanaebeddovavesaiaiieass aeia sai 9 Completine tie Intake asa old agai sceeieedetaaasteawons 9 Client Profile 10 Creatine a Client Prone Record Ss 11 Household 12 Creatine a Household Recor aiii ai 12 Program Enrollment 13 Creating a Program Enrollment Record da 14 Enrollment eras manesi Acasa E 15 A A A 15 A A E uo tocesosasoecaene werecsasecuaione 16 ari Ce E E E E EAE EE EE E E E E E 16 TDS AMONG ioon a Nea 17 Closure Tyee ss cad o oa aio 17 Anonymous Hotline Calls 18 Client Profile Tier 2 Forms 19 Chent Profile Tier 2 Forni Descriptions seesi ch eahoolnelcanoavsacabone olentashausa nes 19 Chent Profle Tiet 2 Main Section Fields oo edo loan 21 Supporter 22 Creatina a Supporter eCart A 22 Supporter Tier 2 Form Descrpuons e a 23 Category and Option 24 Creatine New Cate CONDS riram n a ios 24 Servico Cate aore sand OPuONS pda a a dibaido 23 Creating a Servico Cale EON anaa lada clado 25 AVS User Manual Contents e iii iv e Contents Creating a SERVICE OPIO ciclo ti ii 25 Goal Categories and OP WON cad ltda dic 2i Creating a Goal Cale CORY sosea cti la dices 2i Ceannis a Goal OPUS p
11. can be updated or whether the client has left the program If Re Enrollment is selected then a new Program Enrollment form should be created for the client If Exit is selected then departure fields should be completed 18 e Contents AVS User Manual Anonymous Hotline Calls To log an anonymous hotline call simply select Anonymous Victim Hotline Call from the My Apricot tab Welcome to AVS v Sample Client Intake New Intake Intake Search Client Profile Search Hotline Calls New Hotline Call Anonymous Victim Hotline Call Supporters New Supporter Supporter Search This will take you directly to a record named Anonymous Anonymous in your AVS Program Enrollment Anonymous Anonymous QuickView Information Enrollment Details v Associated Intake Program Type Please Select Y Non Residential Residential Hotline Client Type Service Site Adult Please Select v Child Enrollment Status Reason Turned Away Eligible for HUD Funding Yes No Please Select Please Select Service Start Date Closure Type 08 18 2014 Exit Re Enrollment Abuse Status Victim Type Staff Primary Victim Domestic Violence Please Select Y Secondary Victim Sexual Assault 1 Make the selection of Hotline underneath Program Type 2 Hotline Call fields will appear 3 Fill out relevant information within those sections 4 Save the record AVS User Manual Anonymous H
12. d System Fields apricet by ctk for Victims Support Load Time 0 18 Total Queries 49 apric t 6 e Contents AVS User Manual Creating an Intake record A new Intake should be created in the following two situations e lfa client or group of clients has not received services from your organization previously e lf aclient has completed all previous services and is beginning services with your organization again o If aclient is beginning a new program but is already receiving a service from your organization please create a Program Enrollment More information on that can be found in the Program Enrollment section 1 From the My Apricot tab click New Intake You can also open the My Apricot Navigation Menu on the left by clicking Open Close then click on Intake under Search Records Jonathan Dam rich cy Search Actions 2 Click New Intake under the Search Actions menu on the right side of the screen 3 Save the record This can be done by clicking Save Record on the Record Options palette on the right side of the screen Record Options O oO A AVS User Manual Intake e 7 Creating Selecting Records for an Intake 1 Click the Add button Intake Record ID Enrollment Date 08 15 2014 Create Client s for this Enrollment 2 Link Clients to Enroliment To add a client click on the Add button below a pop up window will app
13. e e Training e Goal e Funder e Service Site e Referral e Court Creating New Categories 1 From the My Apricot tab open the navigation menu on the left side of the screen Select More then select Category Search Records Enrollment Client Profile Supporter M ore Open Close Household State v C ategory My Apricot Tools My Reports My Bulletins My Shared Files 2 Select New Category from the Search Actions palette on the right side of the screen Search Actions a Favorite Lists Select Favorite List Y Favorite Details AVS User Manual Category and Option e 25 Service Categories and Options Creating a Service Category 1 Enter the name of the Service category you wish to create under Category 2 Select Service under Type of Category 3 Save the record Creating a Service Option 1 Goto the Category Search screen 2 Select the Service Category Tier 1 you wish to create the option underneath Category Document Folder Childrens Shelter QuickView Information Y Category Childrens Shelter Type of Category Service Additional Documents Option 16 records gt 3 On the same line as option hover over actions and select Create New Category Document Folder Childrens Shelter QuickView Information Y Category Childrens Shelter Type of Category Service Additional Documents Option 18 records gt Actions Create New 26 e C
14. ear 3 Search for Existing Create New Clients Search for existing clients or select Create New in order to create new Client Profile s Link to Client Profile Y Hide Deactivated Links Add Existing Profile Record If the client has previously visited your organization they should already have a client profile you can select from within the Client Profile Search 1 Click the dropdown box labeled Add Search Field 2 Select a field to search by Clie nt Profile Search Create New Link All Clear History Add Search Field Y Add Search Field Client Profile x Name l Record ID Last Alert List Program Intake ae ID Cords 0 09 Seconds More Columns Case Notes lecord ID Alert List Date Program Electronic Document Name of Document Type of Document Financial Assistance Date Information Release 34 Date of Release Release To 23 Yes Payment Payment Date vi 1272871995 133 Yes Cook Natalie Test Davis 12 06 1988 128 3 Search for the client by the field you ve selected Name Client Profile x Paula Midd e Brown 8 e Contents AVS User Manual 4 Click the line the Client s name is on to add them to the Intake record This will bring up a box above the search that says Link Added with the client s name O Link Added Ruth Test Bailey EJ Link Added Paula Test Brown E New Client No P
15. ents Option 5 records hd Create New 3 Type the name of the specific Goal you wish to add to the Goal dropdown in the box under Option 28 e Contents AVS User Manual a my apricot administrator customer care help center Day Care QuickView Information w um 2 U E v a o 4 Save the record Other Categories and Options 1 Click New Category under the Search Actions palette on the right side of the Category screen 2 Type the category you wish to be a choice on other dropdowns under Category 3 Select the dropdown you wish this choice to appear under by selecting Type of Category 4 Save the record AVS User Manual Category and Option e 29
16. ial Assistance This form allows you to enter information on financial assistance your organization has offered to a client Goals This form is used to set and track goals for a client dependent on the categories and goals you have set The Goal Status button should be changed if and when the goal is completed Goals categories and goals can be created as seen in Goal Categories and Options Creating a Goal Category and Creating a Goal Option Information Release This document allows you to track the organizations or people that a client has stated information can be released to Injury Form This form allows you to attach an image of an injury and associate it to a particular Program Enrollment Medical Advocacy This form is used to track information about clients your organization has reached out to for Medical Advocacy Payment This form allows you to track payments clients have made to your organization Play Therapy This form is used to track individual or group Play Therapy sessions your organization hosts for children The displayed fields will change depending on whether Individual or Group is selected underneath Type of Session Protection Order This form is used to keep track of filed protection orders as well as the status of those orders Referrals This form is used to track referrals you ve given to a particular client Services This form is used to collect services and the amount of time those services h
17. manual is intended to be an overview of the forms included in the AVS system With instructions on navigating the product creating records and making changes to options within the system this guide serves as both an introduction to the product and a step by step walk through for new users AVS User Manual Introduction e 5 Intake When entering a client into your AVS system the first thing you must do is create an Intake form for the person or person s who are enrolling with your organization This form tracks or links the clients who came in together at a particular time AVS Demo Final 1425 i _ Jonathan Damrich rq gt a my apricot administrator customer care help center Administrators Ad Intake Client s v Record Options Y kl Save Record Enrollment Date Q Adjust Access 08 15 2014 f4 w uw 2 U w a O Record ID v New Intake O Go To Search Enroll Client s v Record Save Checklist Required Field Checks Vv E A Y Create Client s for this Enrollment a e 1 Save this Record To save record click on Save Record in the Record Options menu on the right side 2 Link Clients to Enrollment To add a client click on the Add button below a pop up window will appear 3 Search for Existing Create New Clients Search for existing clients or select Create New in order to create new Client Profile s Link to Client Profile A Hide Deactivated Links Ad
18. ontents AVS User Manual 4 Type in the Service Name under Option Childrens Shelter QuickView Information State Service Type v A State Service Type can be assigned to a service related Option that has a specially designated name for state reporting Select the state below followed by the associated Service Type 1 Select State p Please Select T 2 Select Service Type ly If this service is related to a particular State Service Type that your state requires for reporting select your 5 state and the Service Type it s related to within the State Service Type section 6 Save the record AVS User Manual Category and Option e 27 Goal Categories and Options Creating a Goal Category 1 Click New Category under the Search Actions palette on the right side of the Category screen 2 Type the name of the Goal Category under Category Category he Category Ws 17 Type of Category Y O Serice O Training e Goal Funder O Service Site O Referral O Court 3 Save the record Creating a Goal Option 1 Select the Goal Category you wish you create the option underneath on the Category Search screen From the Category Document Folder hover over Actions on the same line as Option then select Create New de Category Document Folder Day Care w n 2 W c w a oO QuickView Information Category Day Care Type of Category Goal v Additional Docum
19. otline Calls e 19 Client Profile Tier 2 Forms Client Profile Document Folder Paula Test Brown Client Profile Tier 2 Form Descriptions Batterer Program This form is completed when a client is entered into a Batterer Program Be sure the associated Program Enrollment has Batterer selected for Program Type Bed Enrollment This form should be filled out when a client is beginning a stay in your shelter The service site associated Program Enrollment and Check In Date should be selected at the beginning of the stay and the Check Out Date should be selected when this client departs 20 e Contents AVS User Manual Court Case This form collects details on a case that a client has in court Case details and important dates should be added as they re gathered Charge This form collects the charges that a client has pending An associated case form must be filled out first and selected from the case dropdown before information on each charge can be filled out One form should be created for each charge a client has pending Case Notes This form collects case notes about any program your organization offers The record can be locked by a supervisor to ensure accuracy of entered information Circle of Care This form allows you to have a quick reference point for organizations you ve sent your client to Electronic Document This form allows you to upload electronic documents up to 25 MB to a client s folder Financ
20. rofile Record If the client has not previously visited 1 Click Create New at the top of the Client Profile Search a For more information on creating Client Profile records go to AVS User Manual Intake e 9 Creating a Client Profile Client Profile Search Create New Link All T Clear History Completing the Intake Once you have created and selected the necessary Client Profiles you ll see your selections underneath Links to be Added in the Enroll Client s section 7 Enroll Client s v Create Client s for this Enrollment 1 Save this Record Click on Save Record 2 Click on the Add button lower right of this section a pop up window will appear 3 Search for existing clients or select Create New in order to create Client Profile s for this Enrollment Link to Client Profile Hide Deactivated Links 4 Add Links to be Added Upon Save Ruth Test Bailey Paula Test Brown 1 Verify the names under Links to be Added Upon Save are correct then save the record 2 Fill out the information in the remaining sections a Current Situation b Contact Information c Emergency Contact Information 3 Save the record Client Profile The Client Profile is where you will capture the most basic identifying information for a client If any information on this form does change or is discovered to be incorrect it is extremely important it is updated immediately 10 e Contents A
21. ted Links Add n Tee F Links to be Added Upon Save Go To Search Rebecca Test Cook Select One gt E Record Save Checklist Record ID or x apricet Clients Who Belong to this Field Validation Checks Creating a Household Record 1 Click Add under Associated Records on the Client Profile of the person you re trying to link to a Household If the Household already exists in your Apricot click the line it s located on to link the client to that record Note If you wish to track household members who may not be included in the Intake please create a Client Profile for them just as you would for someone who is included AVS User Manual Household e 13 Program Enrollment A Program Enrollment should be created whenever a client is being enrolled in a program provided by your organization This allows you to capture all relevant information to the client s enrollment for that particular program ensuring accurate reporting The Program Enrollment is a versatile form that is used to track many types of programs with fields that appear dependent on the choices you make Program Enrollment Paula Test Brown QuickView Information P Enrollment Details v Associated Intake Program Type Please Select O Non Residential O Residential Hotline Client Type Service Site O Adult Child Enrollment Status Reason Turned Away Eligible for HUD ESS ae Please Select
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