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SecurManage™ 6.7 User Manual

1. e Arrest Info The resident s arrest record is located here Basic Info Where all personal data will be located such as the DOC number resident history etc e Demographics Where the resident s height weight and other personal characteristics are located and or entered e Emergency Info Emergency contact information for residents can be located entered here Home Confinement Staff can enter information regarding a resident s home confinement status e Homelessness Homeless status can be recorded ID Card Enter the resident s picture and or signature here e Intake Form Question resident and have the answers automatically entered as case notes 12 e Intake Notes Any desired notes relating to the intake of the resident especially pre admittance interview notes can be entered here e Other Contacts Enter a resident s other contacts or family members here These contacts will appear on the resident s discharge report e Parole Info Details of the resident s parole are located here gt Reports Various Intake related reports e Resident Files Files for residents such Word Documents Excel Documents etc can be uploaded to SecurManage for future access e Resident Forms Staff can fill out and print custom created forms e Risk Assessment Section to not possible risk items for the resident Answering Yes to many off these items will display an alert for the selected resident at the
2. SecurManage 6 7 User Manual SecurManage User Manual 1 Using the Interface 2 Home 3 Intake 4 Security 5 Schedules 6 Phase 7 Clinical 8 Case Management 9 Accounts 10 Management Using the Interface SecurManage Enter your username and password Username Password Login WARWING This is a private computer system This computer system is provided only for authorized users When you start SecurManage the first screen you will come to is the login screen Enter your user name and password then press Enter or click Login DOC 12311 Phase System Level Building Unit Name Clara Marie Last Unit A Bed Room T235 Bed Active Residents Counselo Community CenterAll Units PREV NEXT Home SecurManage Now Dashboard Basic Advanced Search Messages You are now logged in There will be an update tonight at 10pm EST Reported cares Numbers COE Acal ele Serre Census Date Entered UnitA All 05 28 2009 11 49 CMRC Orientation ae COP State 2006 UnitB All 05 28 2009 11 50 06 CMRC Orientation COP State Print Report Once logged in you will enter the main SecurManage Online screen In the upper left hand corner of the screen you will see the resident s name bed assignment ID number and arrival date as well as their current program and their case manager s name If the resident s photo is available it will also be displayed with this information In the upper right han
3. 49 Reports This will bring up a list of reports that can be created by clicking on one of the following links Casenote Summary This report will list some details about a case manager s residents along with the number of case notes that have been created for them and the date their treatment plan was created After you select this report you will be prompted to select a case manager to create the report for after you select the case manager from the list Click the Print button Resident Utilization Report This selection will create a report selected by case manager of all of the time spent in sessions by resident with the case manager from the previous week It is a summary of casenotes created from the previous week Resident Case Notes by Type and Active These reports will allow you to see all case notes by type in a particular date range The Active report will only display the notes of active clients while the other will display notes for all clients Progress Report This report will create a printout of the Progress Report for every resident that was in the center the past month broken up by program This is generally a very large print job Incident Reports This report will give a list of all of the currently selected resident s incident reports Resident Discharge Summary This report will create a discharge summary for the resident once they are closed out It will pull information from other sections in
4. Based on the type of log entry you select when you add the entry the resident log reports in the reports section can give you a count of that type of entry For example there could be a resident log type of Positive UA You would then run the Resident Log Count report to get a count of each resident s positive UAs during the time period you select along with a total count during that timeframe To enter a new resident log entry Click New Select the type of log from the dropdown in the middle Type in any notes and Click the Save button at the bottom of the screen When you are creating a log entry you also have the ability to add this log entry to multiple residents logs This functions the same way as creating group notes in the Case Notes section Click on one of the trees on the left side of the screen and then Click on resident names to add additional residents to the log entry For example clicking on the By Counselor text on the left side of the screen will bring up a list of counselors Clicking on a counselor s name will then bring up a list of the resident s currently assigned to them You can then Click on each resident s name to include them in the log entry when you Click on their names they will appear in the Residents box above the log entry You can also Click Save and Re Sign if the note needs to be signed by a resident and or staff This functions the same way as in Case Notes From the Resident Log Summary screen y
5. If you want to edit a task or delete it Click the radio button to the left of the task then Click Edit or Delete If you have chosen to edit a task when you have made the necessary changes Click Save When a task is due for the current day you can mark it as complete by clicking on the radio button to the left of the task then Clicking the Complete Task button This will bring up a page where you can enter a comment or a comment and numeric result depending on the task type You can mark the task as complete by Clicking the Mark Task as Complete button or sign and complete it by Clicking the Mark as Complete and Sign button After this has been done an entry will be made in the resident log that corresponds to the task type You can then edit that entry if the results are pending for the task For example if a UA was taken completing a UA task will create a Resident Log entry labeled UA Taken After the results are received you can go back to that Resident Log Entry and change the type of entry to Positive UA or Negative UA You can then report on the tasks using the various Resident Log report types located in the Security Reports module To view a report on Tasks go to Security Reports and run the Task Status report Quick Log Out The Quick Logout section will let a user create a quick schedule and automatically log the resident out for that schedule Just select the Schedule Type from the drop down and then select the exact l
6. SecurManage to fill out the report such as Intake Other Contacts and Case Management Progress Info and Clinical Referral Other information comes from the various other modules in Intake Monthly Progress Review This will create a report of the resident s monthly progress with data from various sections in SecurManage It will place it in an editable format as an rtf document Changes made in this document will not be saved in the system and should be saved locally 50 Progress Report The Progress Report is where you can enter an evaluation of a resident s rehab progress within the center Enter all of the appropriate information into the report and then Click Save Progress Report You can also select individual Case Notes to be included on the report by clicking on the check boxes to the left of the list of case notes The case manager and the case manager s supervisor are then required to sign and finalize this report Click the Sign button below the relevant signature box and after the signature has been entered Click Save Case Manager or Program Manager Signature Accounts Income You can enter a resident s checks that they have received into this section This can also be used to add other types of incomes to other accounts that have been added to the system Disbursement You can enter into this section any withdrawal s to various payees that have been paid from the resident s account Creating a disbu
7. 33 Schedule Approval Schedules that have been marked as needing approval can be approved by a director in this section Location Schedules Day Reporting Use this section to add scheduled locations for residents which they then can be logged in out for in Security Resident Location Reports Contains reports which give a summary of Employment and Community Service statistics among other scheduling reports Add Schedules When you select add schedules you will see a box come up with various fields that need to be filled out The first field that needs to be selected is Type of Schedule Select the type of location that the resident is going to be scheduled to go to The schedule type that you select will slightly alter the other information that needs to be entered into the remaining fields Make sure that if you do not enter the time for a schedule in military time to alter the am pm fields accordingly and to include a colon between the hh mm in the schedule When entering the time in military time make sure to include a 0 for single digit hours For example 9am should be entered as 0900 There is no need to alter the AM PM dropdown when using military time You can also create recurring schedules Click the Yes radio button to the right of the question Is this a Recurring 5060016 Then use the calendar to enter the date this schedule will repeat until Click the checkboxes beside the days that the resident will be sc
8. Edit Community Service Center After you make your changes Click Save To add a new community service Click on the button at the top of the screen labeled Add Community Service Center After you fill out all of the necessary information Click Save When you attempt to add a schedule of Community Service type all of the Community Service Centers in this section will appear in the drop down list for you to select from Activity When you select Activity a list of all scheduled activities will appear To add a new activity to this list Click on Add Activity A new box will appear after you have added the information about the new activity Click on Add Activity in the lower section of the box You can also Click on the recurring text to create an activity that will automatically be rescheduled for the selected amount of time according to the EndDate that you set You can edit or delete an activity by clicking on the activity which will highlight it then clicking on edit or delete After you make the changes when you edit be sure to Click on the Save button at the bottom of the box When you delete an activity make sure to Click Yes when the confirmation message comes up To add clients to an activity Click on the activity that you want to schedule clients for and then Click on Add New Clients Multiple activities can be selected to have clients added to To add new clients to an activity double Click on clients in the All Clients list
9. Notes will bring up a listing of all case notes that have been entered for the resident or come up with a blank list if none have been entered yet To create a new case note Click on the Add Case Note button on the right side of the box that appears The note is separated in DAP Data Assessment Plan format Enter the appropriate details for the case note in these comment boxes along with the note type and goal in the dropdown and then Click the Save button on the bottom of the Case Note box If you have a signature pad and want to sign the case note Click on the Save and re sign Case Note button You can select the checkboxes to enter the staff signature resident signature the supervisor signature or any combination of two or all three Click Sign to enter a signature under the staff supervisor or resident signature box and then sign the names on the signature pad After you have signed your note Click Update Signatures You can enter group notes by clicking on the text on the left side of the screen Clicking on By Resident Name for example will display a list of all residents which you can then add to a group note by clicking on their name The other types breakdown the residents in other manners Clicking on By Counselor will display a list of all counselors and you can then view their caseload by clicking on their name When this note is saved it will be saved under all of the selected resident records If you want to print all of th
10. Phase System Level Building Unit Logge Unit A Search Md Community Center All Units PREV NEXT Facility Log Summary 10 14 2009 ii Facility Log Type Staff Name Date Created Date Updated ACA Facility Forms This section is for adding custom ACA forms that cover facility related items such as recording center emergencies or another other event that applies to the center itself not the current resident ACA Resident Forms The resident forms section is for recording events that apply to individual residents such as grievances When a form is entered it will apply to the current resident whose picture appears at the top of the screen Facility Log The facility log section functions in the exact same way as the Security Shift Log section but should be used for facility related log entries such as equipment inspection cleaning rooms facility repairs etc Facility Tasks The facility tasks section allows users to set up scheduling of facility tasks and to manually schedule tasks as well The page will display all tasks due for the next 30 days and by changing the days dropdown at the top of the page you can view tasks that are due even later on If you have completed a task click on the radio button to the left of the task then click the Complete Task button You can then enter some comments in the Comment box on 54 the next page then click Mark Task as Complete or if you ne
11. Skills Assessment Samuel Smith 09 05 07 11 02 30 No Aftercare Plan Samuel Smith 09 05 07 2 30 No Discharge Summary Samuel Smith 09 05 07 11 35 30 No Discharge Summary Samuel Smith 09 05 07 1 30 No Phone Call Demo User 09 06 07 11 11 5 No PPP Update Case Consultation amp Treatment Plan Samuel Smith 09 06 07 1 30 No Weekly meeting with case manager Samuel Smith 09 14 07 09 15 10 19 07 15 44 30 No Vocational Training DemoUser 09 14 07 09 15 09 14 07 09 15 0 No Job Skills Demo User 09 14 07 09 15 09 14 07 09 15 0 No Special Education Demo User 09 14 07 09 15 09 14 07 09 15 0 No Gambling Demo User 09 14 07 09 15 09 14 07 09 15 0 No Assessments Test scores on various aptitude tests can be entered here Instruments A set of tests that can be performed such as the LSI R Case Notes Case managers can add notes about meetings they ve had with residents Supervision Plan Case managers can enter their resident assessment rehab plan Resident Treatment Plan A way for case managers to track resident problems goals and treatment interventions Progress Report Allows a case manager to create a report charting the progress of a resident s rehabilitation Progress Info A section where case managers can enter extra resident progress information that will appear on the discharge summary Clinical Referral This section is where case managers can enter the location to where the resident is being referred after discharge fro
12. Treatment Plan Click the New button This section is broken up into multiple sections with headings such as Addiction Criminality etc These sections are then broken up into three sections titled Problems Goals and Intervention The case manager can record what problems goals and interventions are applicable to this resident Click on the checkbox next to the type of problem goal or intervention to denote that these apply to this resident The goals section also has a Target Date associated with a goal You can use the calendar to the right of the date field to set the Target Date It also has checkboxes C and P to note that the goal is Complete or Pending The intervention section has another field labeled Frequency where you can enter how often the resident receives treatment for example daily weekly etc Once you have filled out the plan Click the Save button at the bottom of the screen If you need to sign the plan Click Save and Re Sign this functions the same way as signing a case note If you need to cancel the plan addition Click Cancel You can also Click on another link in SecurManage Progress Info A case manager can enter additional progress related information in this section Click New to add a new set of progress information enter all of the information into the comment and dropdown boxes then Click Save You can also edit past progress info that was saved previously by clicking the radio button to the left of
13. along with the note type in the dropdown and then Click the Save button on the bottom of the Medical Note box If you have a signature pad and want to sign the Medical Note Click on the Save and re sign button You can then select staff resident both to sign as in other signature sections After you have signed your note Click Update Signatures You can enter group notes by clicking on the text on the left side of the screen Clicking on By Resident Name for example will display a list of all residents which you can then add to a group note by clicking on their name The other types breakdown the residents in other manners Clicking on By Counselor will display a list of all counselors and you can then view their caseload by clicking on their name When this note is saved it will be saved under all of the selected resident records If you want to print all of the Medical Notes for a resident Click the Print All button above the Medical Note list on the summary page To select a Medical Note for use Click the radio button to the left of the note then you can perform the operations listed below View Edit This will allow you to view a previously entered Medical Note and or make any changes necessary Edit the Medical Note by clicking in the field or fields you wish to edit make the changes and then Click Save or Save and Re Sign if you require a signature Print This will print the Medical Note that is currently highlighted
14. default to the RUN command you should just be able to hit ENT twice 2 If the scanner was used previously it will prompt you to erase the old record with an Erase All Prompt Just click the ENT key to erase the past record 3 At this point you can begin scanning location barcodes and resident barcodes by holding the scanner up to the barcode about 3 5 inches away from the barcode and clicking the upper middle yellow button on the key pad to scan 4 When you have completed all of your location and resident scans click the 1 button on the bottom left of the keypad This creates a record to upload You can hit the ESC key twice to return the scanner to the main RUN page Plug your scanner back into the cable connected to the computer Open the DTComm Program after connecting the scanner to the computer 7 On the right side of the screen all of the files on the scanner should appear If they don t click the Open Portable Window Icon which is the first icon on the left upper side of the screen Set it to Unknown and click all of the checkboxes then hit OK 8 The right window should now display all of the files on the portable scanner On the left side you should see all of the drives located on your computer 9 Click on the C drive on the left where your c securscan directory is located to expand the file directory 10 Drag and drop the securscan txt file from the right window portable scanner files to the c securscan directory o
15. for their admission to the center but are late If you need to remove a late arrival to the center on 29 this report go to Intake Admission Info and edit the movement for that resident s arrival Click on the checkbox labeled Did Not Arrive at Center then Click Save Sign In Sign Out Log By selecting a date range you can create a report for the currently selected resident s schedules out of the center in that range along with their signature and the time and date that they were logged out There is also another Sign In Out report that will display as a pdf Visitors This will generate a report based on the date you select of the visitors that were are scheduled to visit residents on that day Previous Admissions By selecting a date range you can create a report of all the admissions to the center in that range sorted and broken down by date that also includes the resident s name and the program he is being admitted into Previous Returns By selecting a date range you can create a report of all the returns to the center in that range sorted and broken down by date that also includes the resident s name and the program he is being admitted into You can also create this report based on program it can be selected when you first create the report Previous Absconders By selecting a date range you can create a report of all the absconders from the center in that range sorted and broken down by date that also i
16. it will deduct 10 from the resident s net income based on what income type you choose to apply this deduction to every time you enter any income for the resident Program Deduction This section is for creating auto deductions for a program Any resident in this program will have this deduction automatically withdrawn from his income when it is entered Setting up the deduction works in the same manner as the resident deduction Account Types You can edit current account types in this section and add new ones You can enable disable an account or change its status from being a standard account or an income account 52 Vendor Accounts Corporate Accounts This section is where you can transfer funds from one account to another much the same as the resident accounts section functions Corporate Statements This section is for viewing the vendor accounts statement which functions in much the same way as the resident statement page You can print and view statements for a vendor account from a date range or view all of the transaction for that account Vendor Summary In this section you can add a new vendor account or edit a past one by Click the New button or selecting a vendor by clicking the radio button to the left of the name then Click Edit Vendor Payment You can create a check to be payed to a vendor in this section it works in the same way as the Disbursements section for residents works 53 Management
17. report appears you must then enter the number of days you wish to run the report for It is important to enter a number 1 greater than the number you are seeking For example if you want to see residents that have been in their current program more than 70 days you must enter 71 as the number A list of residents matching the number of days will appear Click Print to see the list and print it out Schedule Summary Report Clicking on the Schedule Summary Report text under the Schedule Summary header will give you a list of the number of resident schedules that have been entered into the system for the current day Note that a resident that is scheduled for multiple work or pass sites will be counted multiple times in the report 10 Forms In the subsections of each module there is a Resident Forms section based on user access This section is where based on job function you can enter your center s forms It will display a list of all the current forms that have been entered You can click the radio button to the left of the form to select the form You can then either click the Edit button to make changes to it or the Print button if you wish to print that form After editing the form make sure to click Save at the bottom of the page to save your changes To enter a new form click the New button After clicking this button a new page will appear with a dropdown In the dropdown select the type of form to enter Afte
18. report will show all resident that are logged out of the center and when they are due to arrive back to the center Schedule Summary The Schedule Summary report displays the resident s schedule activity for the past 30 days Employment Report This report will give a list of all current employers sorted by resident name in excel format Current Employment Statistics This report will display all of the residents grouped by program and whether or not they are employed It will also display at the top of each grouping the employment counts and percentages of each program At the bottom of the page it will display the total counts and percentages 39 DOC 8 3 Phase System Level Building Name Clara Marie Last Unit A Active Residents Community CenterAll Units Home Intake Case Scheduling Security Phase Accounts Accounts Management Management Admin Change nerit New Demerit Tree PREV NEXT Phase System Resident Summary Orientation 100 284200 Minimum Points to Pass 0 Week Of 05 15 08 Minimum Weeks to Pass 0 Consecutive Weeks to 0 Level History LevelName Points Orientation 284200 Orientation 100 Orientation 100 Orientation 100 Demerit History Date StaffName Demerit E Samuel Returned at least 432825 minutes late i 07 15 09 09 22 Smith automatic View Remove Samuel Returned at least 420060 minutes late 09 17 08 11 08 Smith automatici View Remove NRNRNA 12 90 Marna llear Returned atleast 1
19. the necessary information in this section and click Create Many of the fields are not required but it is important to enter the anticipated discharge date and the estimated time of arrival If you need to specify from which facility the resident arrived then enter that data in the Point of Departure field 13 Basic Info When you click on the Basic Info Module a box will appear containing all of the information entered when the resident was first admitted to the system Inside this module there are several other data fields that can also be completed If you need to make any changes simply edit the desired field and click on the Save button Demographics In Demographics you can add all of the information regarding a resident s physical characteristics marital status and various other personal details After you make all of the additions or changes Click on the Save button in the lower right portion of the screen Emergency Info Emergency Info permits you to enter the emergency contact information for a resident up to three contacts After you have entered all of the emergency contact information Click on the Save or Save and Re sign button in the lower right hand portion of the screen Parole Info Home Confinement Parole Info is where you can enter a resident s parole information To add parole information first Click on the Add Parole Information button This will bring up a page that will permit you to enter the pa
20. top of the page e Sentencing Offense information can be entered on this page e Veteran Veteran status information can be recorded here Add New Resident Clicking on the Intake tab will automatically bring users to the Add new resident page Once the user arrives at this page a box will appear with general information that needs to be entered for a new resident Although it is recommended that you add as much information as possible you need only add the resident s first and last name to be able to admit them to SecurManage After you complete adding the appropriate information click the Add Resident button to finalize the resident s entry If the system detects a match or possible match it will prompt you to use the record that was found or to continue with the new record you entered After reviewing the information you can then click the Create Anyway button to use the entry you have just created as the new resident record or click the Use This Resident button to use the record that was already present in the system If there is an exact identifying number match such as a DOC number the system will force you to use the current record Admission Info In this area you can add all of the information regarding the fate of a resident s arrival admission interview possible discharge date length of sentence and several other data fields Click on New to create a new admission or Edit to change an existing one Enter all of
21. you click this button You can also Click the radio button and Click Edit to edit a transaction and make changes to it and re save it There is also a Print All button that will let you view or print all of the transactions that were made regarding the resident s inventory Resident Location Day Reporting This section allows the current location of the resident to be set change the dropdown to the current location of the resident and Click Update The locations of all of the residents can be viewed in the Current Resident Location report in Security Reports You can also log resident in and out on scheduled locations which are set in Scheduling Location Schedules The schedule for the current day will appear on the right side of the page To log a resident in for a schedule click the radio button to the left of the schedule then click Log In or Log In and Sign if a signature is required The schedule will then be displayed in red to show the resident has been assigned to that new location When they leave that location click Log Out or Log out and Sign Their location will then be changed to Out of Center SecurScan Print Verification List Clicking on this will print out the list of possible maintenance issues that can be scanned during a walkthrough After scanning the room s barcode scan the applicable item on this list that describes a maintenance issue This list should be carried by staff during a tour walkthrough Sec
22. 2 etc into the text box to the right of the Add Breathalyzer button then Click the button 21 Security Status Status If you click the down arrow to the right of the drop down box you will be given a selection of possible status choices Left Click on the correct choice for the resident Once you choose the correct choice Click Update Status Information button to save it Setting a resident s status to Active in this section will NOT Activate them You will need to Click on the Activate Client button in the bottom left Counselor This drop box functions in the same way that the Status box does Choose the assigned counselor for the resident Program Select the proper program here for the resident Building Choose the building to which the resident will be assigned Bed Choose the bed to which the resident will be assigned After you are finished selecting the resident s information Click on the Update Status Information button in the bottom right of the box This will save all of the resident s status information If you do not Click this button the information will not be saved In the left portion of the page there is a button labeled Activate Client To set a resident as Active you will need to Click on this button Setting the resident status as Active in the Status section alone will not activate the resident If the resident has already been activated the button will read CloseOut Client clicking on this
23. 5 minutes late Aiow Qamava I The phase system is a system of tracking and grading resident behavior The phase section on the menu consists of five parts Change Phase Level Allows staff to manually change the current phase level of residents New Demerit This is where you add a new demerit for a resident New Demerit Tree This section for adding demerits for multiple residents by program consoler etc Report Contains a report that gives a summary by counselor of all demerits given out to residents Summary Selecting this will bring up a demerit history of all past demerits for a resident 40 New Demerit To add a new demerit Click on New Demerit A box will come up which will have the name you are logged in as along with the current time and date The next field is labeled Demerit Name This drop box is where you select the type of demerit the resident has committed To add a description of the demerit Click on the open area in the text box labeled Notes When you are finished entering the information for the demerit Click Add Demerit in the lower left portion of the box You can check the spelling in the Notes section of the demerit by clicking on Check Spelling in the lower right portion of the box Summary Selecting the Summary will give you the resident demerit history and standing Phase System Resident Summary The upper portion of the summary lists the resident s current standing in the phase s
24. ad a case note entered in the past 7 days _SamHaris_ has not had a case note entered in the past 7 days __omeriackson has not had a case note entered in the past 7 days _bondiames_ has not had a case note entered in the past 7 days __SohnJohanson has not had a case note entered in the past 7 days _ SmithJohn_ has not had a case note entered in the past 7 days MM ranes i The dashboard will display important center information on one page It will update and automatically refresh the page every three minutes The separate dashboard items can be added and removed from user profiles in the Management User Admin page The first box labeled messages will display any important system messages such as updates new features etc The second box will give a current count of the center with residents currently in and out on schedules The next box will give a list of all residents that are late returning to the center You can go to aresident s record by clicking on their name The next box will display residents who have not had a case note written for them in a given period of time There is also a section that will display the Max Days Exceptions meaning it will show you when a resident is scheduled to leave the center It will display when residents are two weeks away from release we can change the date of this warning if it is required The fifth box will display a list of Intake Alerts which would incl
25. ation possible then Click Save If you want to edit a contact after adding it click the radio button to the left of the contact you wish to change then Click Edit Change any information you wish then Click Save To view a contact Edit it as before but don t Click Save after viewing it You can then click on any other section of SecurManage when you have completed viewing the information Contacts marked as being in household will be displayed on the Resident Discharge Summary Report in the Case Management Reports section Resident Forms Staff can enter custom created forms for residents in this section To enter a new form click the New button A user can also select a form to edit by clicking the radio button to the left of a previously entered form then click the View Edit button Once changes are made you can click Save for the system to accept the changes After the New button has been clicked another page will appear where the user can select the Form Type from the dropdown in the upper left portion on the screen Once the form has been selected it will appear on the screen Fill out all of the text boxes checkboxes etc on the form then click Save at the bottom of the screen You can also click the Sign button if the form requires a signature and sign the page as you would normally Our staff will need to pre load forms into the system for your center Resident Files Staff can upload and store any type of resident fi
26. button will allow you to remove their status as active when he leaves the center After closing out a resident you have the options to select the reason for the close out the type of close out and a comment section to enter remarks about the close out These will appear on the Movement Report in the Scheduling Reports section Call Times Staff can record resident calls in this section The page will display a list of all calls that have not been completed in a 12 hour range from the current time This time range can be altered if necessary To record a call click on the Checkbox to the left of a call time for a resident On the right side of the page a small text box will appear where you can enter a comment as well You can click on more than one call at a time also When you have finished at the bottom of the page click Record Calls This will automatically generate a resident log entry of whatever type you wish us to setup we generally default to a type of Phone Log Calls can then be reported on using the Resident Log reports in Security Reports 22 Incidents The box will either contain a list of reported incidents for the resident or it will say There are no reported incidents for this resident If you want to add an incident Click the Add New Incident button in the lower left portion of the box When you Click that a new box will appear with several fields Incident Click on the arrow to the right of this field will br
27. car icon appearing that means that the resident isn t returning to the center after this scheduled activity a circular arrow icon means the schedule is a recurring one If there is a phone there the resident must phone the center from the site that he is currently at Monthly View When this section is selected it will bring up a calendar of schedules that have been added for the current month You can go to the previous or next month by clicking on the Next or Previous buttons at the upper portion of the calendar box If you Double Click on a day it will bring up the same view as Daily view for that day where you can print edit or delete the schedule 35 Common Sites To add a new common site click New Enter all of the information you can for the site and then click Save The site will now appear in the Add Schedules section when the schedule location type is set to Common TO Edit a current common site click the radio button to the left of the site and then click Edit Make any necessary changes to the site and then click Save Community Service When you select this section there is an alphabetical list of community services that have been entered Click on the first letter of the community service center that you are searching for and all of the community services that begin with that letter will appear beneath the letter You can edit a previously entered center by clicking the radio button to the left of it then clicking
28. ced on go to the Incident Details of the incident that placed the resident on restriction Click Remove Restriction and the restriction will be lifted 23 You can now also add a follow up to an incident After an incident has been entered click on the proper Incident you wish to add a follow up to and then Click Incident Details Scroll down and then Click Save Follow up You fill this out the same way as you do when you originally create an incident You can change Restrictions in this manner without adding a new incident Medication The medication section of SecurManage is where the resident s current and past medications can be found You can select a medication by clicking on the radio button to the left of the medication If the resident currently is not receiving any medication there will only be a button that reads Add Prescription Clicking this button will bring up a menu to enter the details of a new medication that will be dispensed to the resident When you are adding the details about the medication to the menu make sure to select Activate Medication if you intend to have it being given to the resident You can also edit a prescription after it has been entered Select the radio button to the left of the prescription and click Edit Prescription Make any changes that are needed then click Add Prescription at the bottom of the page To dispense pills click the Dispense Medication button at the bottom of the page You
29. d portion of the screen you will see the unit to which that resident has been assigned as well as the username of the staff member currently logged into the system There is also a Help link which will take the user to the most updated version of the user manual Scrolled along the top of the yellow bar is the Main Menu The Menu contains tabs for all of the sub sections in SecurManage To view one of these sub sections click the header for that section Directly underneath the header tabs you will see the various modules available for the tab you choose For example if you click Intake directly underneath the header tabs you will see prompts to view Basic Info Admission Info Emergency Info etc To then view one of these sub modules simply click the desired module and it will appear on the screen DOC 1231123a Phase System Level Building Unit Name Clara Unit A m Active Residents Community CenterAll Units PREV NEXT Scheduling Security Phase Accounts Accounts System Admin Admin Basic Info Em fo IL ard it Intake Note ther acts Parole Info jemographics Add New Resident SSN Date of Birth Taji First Name Middle Name Last Name Homeless Address Line 1 Address Line 2 In the upper right section of the screen is the search bar Type in a resident s name or a portion of it i e Jo would look up any resident named Jones Johnson etc then click Search The search results will
30. e Click the Sign button in the Resident Signature box on the left side of the screen Then have the resident sign their name on the electronic signature pad associated with your computer After this has been completed Click the Upload Signature button To enter a photo of the resident for the ID Card you will need to have a digital picture of the resident in jpg format on your local hard drive Click the Browse button in the Resident Photo Upload box go to the directory where the photo is located and select the photo then Click Open After you have completed this task Click the Upload Picture button After you have added the signature and the resident s photo you can create the ID Card Click the Print ID in the Resident Photo Upload box then go to File Print You can then Click OK to print the ID 15 Intake Form The Intake Form is an additional list of questions that can be asked when a resident arrives at your facility Enter the resident s answers to the questions in the appropriate text boxes then Click Save at the bottom of the page You can also Click Save and Re Sign if you need to have staff and or the resident sign the answer to the questions These will be saved on the form and as Case Notes in the Case Management Case Notes module Other Contacts Other Contacts permits you to enter contacts outside of emergency contacts such as friends and other family Click New to add a new contact enter all of the inform
31. e case notes for a resident Click the Print All Casenotes button above the case note list on the summary page To select a case note for use Click on the note itself in any of its descriptive fields This will highlight it Then Click on one of the buttons above the list View Edit This will allow you to view a previously entered case note and or make any changes necessary Edit the case note by clicking in the field or fields you wish to edit make the changes and then Click Save or Save and Re Sign if you require a signature Print Case Note This will print the case note that is currently highlighted Supervision Plan This is where supervision plans for a resident can be created To create a supervision plan for a resident Click on Add New Supervision Plan Enter the appropriate information into the text boxes and Click Add Plan when you have completed filling out the plan If a supervision plan has already been entered for a resident it will be displayed immediately after you select Supervision Plan If there have been multiple plans created previously you can cycle through them by Clicking the Next Plan or Previous Plan buttons at the top of the screen If you want to make changes to the current plan you are 47 on Click on the text box boxes you want to make changes to edit the text and then Click Update Plan You can also Click Sign Plan if the plan requires a signature Resident Treatment Plan To add anew Resident
32. ed to sign the task entry Mark as Complete and Sign This functions in the same manner as Security Tasks Once you have Completed a task the system will automatically make a Facility Log entry for that completion To schedule a new task or to edit a current task click the View Edit All Facility Tasks After clicking the button a list of all tasks will be pulled up To edit or delete one click the radio button to the left of the task then click Edit or Delete depending on what you need to change with that task IF you edit the task make sure to click Save when you are done making your changes or Cancel if you want to abort the edit To schedule a new task from this page click the New button Select the type of task to schedule from the dropdown Select when the task is due using the calendar and if the task should be schedule to be repeated every set number of days If you want a task to be scheduled every week for example enter 7 in the Repeat task every days line Click Save when you are complete QCP Forms This section functions in the same manner as the other forms pages in the program QCP Reports QCP reports is where you can find a set of reports to pull up QCP related information User Admin In the User Admin section you can add and edit staff logins Click on Management then Click User Admin on the left side of the page Scroll to the bottom of the page and Click Create New User This will bring up a blank user pa
33. enterAll Units Home Intake Case he Security Phase Accounts Management Management Admin chedule ommunity Ser y vie chedule te Repe Schedule Appro PREV NEXT Type of Schedule Select Type of Schedule gt Date Leaving Center g Time Leaving Center Departure Transportation Date Returning To Center Time Returning To Center Returning Transportation 15 this a recurring schedule Travel Time Returns to center Must phone center Escort required Approval required Comments Add Schedules This section is where schedules are added for a resident Daily View Shows the schedules that have been entered for the current day Monthly View Shows what has been scheduled for a month for a resident double clicking on a day on the calendar will give the same view as daily view does Common Sites Staff can enter the common sites for their unit in this section A common site would be any general locations such as a grocery store or a bank that all residents would be scheduled out of the center to Community Service Gives a list of community service centers you can also add community service centers here Activity This is where activities can be scheduled Pass Sites Pass sites can be entered and viewed here Employment Employers can be entered and viewed here along with the current employer for a resident Visitors Visitors for residents can be added viewed and edited
34. ents you select When you are finished selecting residents click Print as before e Intake Form Prints out all of the questions answered in the Intake Form including various demographic and general resident information e Intake Sheet Shows demographic and resident information along with a photo e Movement Report Displays a list of all of a particular type of program movements by state federal county or other in a date range grouped by day along with a total center count broken down by resident sex e Non Res ID Card Creates an ID Card intended for use with non residents in the center such as contractors e Special Diets Gives a list of all active residents that have the special diet box selected in the Intake Demographics section Sentencing This section displays a list of all of the resident s arrests To add a new arrest Click on the New Arrest button A new page will appear where you can enter all of the resident s arrest information When you are finished adding all of the appropriate information Click the Save button in the lower right portion of the screen If you want to view or edit a resident s sentencing information select the arrest you wish to view or edit by selecting the button associated with that arrest then Click the View Edit button This will bring up a page with all of the specific sentencing information Click on the text box or fields you wish to edit make the changes that are necessa
35. ge You are required to enter at least a login name and password Fill out as much of the information as you can If the user is to appear on the list for potential counselors set the Program field to Work Release The User Permissions section is where you give users access to the various modules in SecurManage as well as the residents they are able to view Click on the checkboxes to the left of the various roles to give users access to those sections residents 55 User Permissions User Roles M County Residents M Federal Residents I Other Residents I State Residents Basic User System Administration Staff a lt l Home Module M Advanced Search MV Basic Search Dashboard Required M SecurManage Now Intake Module M Add New Resident M Admission Info M Add New Resident Read Only M rasina I Admission Info Read Only Basic Info I Arrest Info Read Only I Basic Info Read Only l Demographics Read Only Descriptive Images Read Only M Demographics Iv Emergency Contact Info ID Card J Emergency Contact Info Read Only Intake Form J ID Card Read Only gt Intake Notes Intake Form Read Only Other Contacts I Intake Notes Read Only V Parole Info I Other Contacts Read Only I Reported Census I Parole Info Read Only You must give the user at the very least a Basic User role in the User Roles section If they need to have access to state and co
36. hedule in entered into the computer e Incidents Incident reports can be entered here and past incident reports can be viewed printed e Medication Resident medication logs can be entered viewed and printed here e Quick Logout In this section you can create a schedule with a shortened options list and automatically have the resident logged out of the schedule e Reports Various reports used by security such as head counts sign in out logs etc are located here e Resident Inventory Section for tracking items that the resident has brought into the center e Resident Log Various types of tracking entries on the residents can be made here e Resident Location Day Reporting Staff can quickly mark where a resident s current location is and can login day reporters entering and leaving the center e Schedule Produces the resident s schedule for the day e Security Forms Staff can fill out center based forms on this section This would be forms such as count sheets not forms for specific residents 20 e SecurScan All SecurScan related functions such as printing the verification list uploading scans and viewing the SecurScan logs are located in this section e Shift Log General section for security staff notes This is center based not for one particular resident e Status Determines whether a resident is active in the center or has been released e Tasks Section for scheduling res
37. heduled for If you Click the Must Phone Center radio button when entering a schedule you will then be given a choice to include call times Change the drop down to the number of calls you wish to be made required and then the number of call times boxes will appear under the schedule Enter the dates and times for the call times in these boxes They will appear in the Call Time report in Security Reports and on the Security Schedule page under the schedule details when the schedule is highlighted You also have the option of specifying if an escort will be required for the schedules being created If you select Yes this will flash in red on the Security Schedule page where security logs out residents for schedules If a certain schedule requires a director to approve the schedule before a resident can leave the center Click on Yes in Approval Required A director will then need to go to the Schedule Approval page and approve that schedule before the resident can be logged out of the center for that particular schedule When adding schedules at the top of the form there is a Sequence option to enter multiple schedules sequentially The dropdown appears as one of five This means you 34 will be entering one schedule by default You can change it to create up to five schedules at one time After entering the first schedule click the Next button It will then use the end date time of the first schedule that was entered as the start date ti
38. her Create or Create and Assign which will assign this new employer as the employer of the resident that is currently selected in SecurManage If the employer is already entered into the system and you want to assign the current resident as being employed by them Click on the radio button to the left of the employer and then Click on the button labeled Assign Employer You can view edit an employer s information by clicking on the employer which will then be highlighted then Clicking on the button labeled View Edit After you make any changes Click on the button labeled Save Visitors This section is where you can add new visitors for a resident or view a resident s past visitors To add a visitor Click on Add New Visitor enter all of the required information then Click on Save 37 To edit a past visitor Click on the radio button to the left of that visitor in the list and Click Edit Visitor Make any necessary changes and Click Save You can also delete a visitor in the same manner You can also mark a visitor as denied meaning they are not allowed to return to the center for visitations You also have the option of signing a visitor to mark them as approved by clicking the Save and Re Sign button and to denote certain visitors as a special visitor or as being verified Schedule Approval If a schedule is marked as Approval Required when it was created the resident will not be able to be logged out from the cen
39. hoose Select Roles Manually in this dropdown You can also choose a previously created user template then click Save to apply that role setup to the user you are creating Editing User Accounts You can also edit user accounts that were created previously Click on System Admin then Click User Admin on the left side of the page Click the radio button to the left of the user s name that you want to change the password for or to edit any other information Scroll down the page and Click the Edit button If you wanted to edit a password for example when the user s information comes up enter into the password field near the top of the page the new password Scroll down to the bottom of the page and Click Save and the new password will be set Editing any other information works in the same manner Make the change then scroll to the bottom of the screen and Click Save There is also an option to Select Role Template If you had previously created user templates in the past the list of templates that were created will appear in this dropdown Select one of the templates and then click save to apply it to a user SecurScan Admin To use the SecurScan admin module go to System Admin SecurScan Admin To add a location Click New Fill out the fields the Location field is what you are naming the location so if it is Room 102 name it Room 102 Select the Unit where it is located on in the dropdown enter the floor then enter the code f
40. idents for tasks such as UAs Bas searches etc SECURITY Security Schedule You can go to the Security Schedule section by Clicking on Security or by Clicking on Schedule under the Security tab Clicking on a schedule which will then appear in a highlighted manner will produce a window on the right side of the screen This window contains details of the schedule such as who entered it the address of the site the resident will be visiting when it was entered etc If call times were entered for the schedule they will appear under this information also A schedule that is displayed in black text is a schedule that currently has not had any action taken upon it A schedule that is in red text means that the resident has been logged out for that schedule and has not yet returned A schedule with lines through the text strikeout means the resident has been logged out and logged back into the center after returning from the schedule By Clicking on Logout a resident can be tagged as being logged out of the center This can only be done 15 minutes before a scheduled event By Clicking on Login a resident can be tagged as having returned to the center You can also add a comment to a schedule by entering text in the box next to the Add Comment button Enter the text and Click Add Comment and the Description Comments field for the schedule will reflect the change To add an breathalyzer reading to a schedule enter a reading 01 0
41. ing up a drop box of incidents that have been entered into SecurManage Incident Type Clicking on the arrow the same way as before will bring up a list of incident types based on the severity of the incident Restriction Select the type of restriction that this incident report will place the resident on Report Authorized By Enter the name of the supervisor who authorized the report Entered By Enter the name of the person who entered the report Place of Incident Staff can record where the incident occurred in this text box Date and Time of Incident The incident will default to the current time and date but if staff needs to they can change these to reflect a past date and time for the incident Descriptions Comments Enter a description or additional comments about the incident that occurred When you are finished entering that information Click Save at the bottom left of the box You can also click the Save and Sign button if you need to sign the incident with a signature pad From the Incident Summary Page you can also select an incident then click the View Edit button to edit the incident Make any changes then click the Save button again Also from the Summary page you can select an Incident and click the Print Situation Report button This will bring up an rtf based report for the incident that can be edited and saved locally If you need to remove a restriction status that a resident had been pla
42. ive another type of breakdown clicking on By Counselor will display a list of all counselors and clicking on one of their names will 41 give a list of all residents assigned to their caseload You can then Click on a name to add it to the demerit Change Phase Level In this section of the system staff can change the phase level of a resident that appears at the top of the page Using the dropdown on this page select the current phase level of the resident then Click the Save button Report This section contains a report where by case manager you can print out a summary of demerits Select the case manager on the list whose residents you want a demerit history summary of and Click Print 42 Clinical Phase System Level Building Unit Unit B Seach vente gt By Resident Name Add Treatment Note Entry By Counselor Staff Member By Program Double click names to remove By Restriction By Building Clara Last Residents Type of Treatment Note Family Counseling Treatment Note Date 1107 2012 Length of Session Minutes Unit Code 1 Code1 Treatment Note Save Cancel SpellCheck __ Save and re sign Forms Custom clinical based forms can be added in this section Sessions Remaining The number of approved clinical sessions that remain for this resident can be recorded on this page Treatment Notes Treatment notes for residen
43. le in this section To upload a file click Upload a New File Browse to the file on you computer by clicking the Browse button and navigating to the file then click Open Once you have done this you can add a comment and then click the Upload button to upload the file to SecurManage 16 Risk Assessment Information can be entered in this section to note and describe various risks regarding this resident such as the resident having a violent history a suicide history etc Many of the risks that are selected will cause Alert notes to be placed at the top of the page for that resident Selecting Suicide History as a risk for the current resident will cause a SH note to be placed at the top of the page for them You can click the Yes or No buttons beside each risk to set the risk status for each type and also enter a general description in the text box under the risk type When you are done entering information click Save at the bottom of the page Reports Reports In this section there are multiple reports you can print e Active Residents with Children Displays all of the active residents that have children along with the number of children they have e Arrival Report This report will display which residents are due to arrive at the center in a given date range This will be based on their estimated time of arrival in the Admission Info section e Barcode Tag This report will generate a small ID tag with a barcode that can be
44. m the center 45 Medical Notes A section with limited access where clinical or medical based notes may be added Reports Various reports needed by case managers Case Management Assessments The resident s scores on various tests can be added here To add a new test score Click New to edit a test score entry that was added previously Click on the radio button to the left of the entry then Click the Edit button When you select New a new box will appear labeled New Assessment In the drop box labeled Assessment scroll down and select the type of test you wish to assign the resident a score to In the text box labeled score enter the score the resident received and you can either enter a date manually or use the calendar to the right of the Date text box to enter the date the test was administered on You can also type in any comments you wish into the Comments box When you are finished Click on the Save button in the bottom left of the box Instruments You can run the tests listed here by clicking on the test you want to run such as the LSI R It will display all of the previous tests that were taken To add a new test Click the New button The tests are run by entering all of the information and then when you are completed Clicking the Save button The LSI R has multiple pages so that you can save part way through the examination When you are done with it Click the Finished button 46 Case Notes Case
45. me of the next one You can then keep entering information schedule by schedule until you are finished with that block of schedules When schedules are created in this manner the system can be setup to automatically log residents as being finished with each schedule and then log them into the next schedule Normally you would need to have staff do this manually You currently cannot create recurring schedules when using this method however Daily View When you select this section it will show where the resident is scheduled to go for the current date There will be a list of all of the work sites activities community services etc that they are scheduled to attend If you Click on an item in the list all of the information about that schedule will be displayed in a box to the right of the list of schedules such as the phone number of the site contacts address etc Under the list of schedules there are three buttons Edit Selected Schedule Print Schedule and Delete Schedule Select the schedule upon which you want to perform one of these actions then Click the appropriate button Edit Selected Schedule gives you the option to change the details of the schedule Then Click Save after you ve changed the information that needed edited Clicking Print Schedule will allow you to enter a date range and print a schedule card for the resident When you are viewing a schedule there are icons that appear to the left of the schedule If there is a
46. n the left The file is now ready to be uploaded to SecurManage nM 59 At this point you should be done with the scanner it will be prompting you to hit any key to continue You can just hit ESC in the upper left of the keypad to get out of this screen Hitting ESC twice more should take you back to the main menu screen to begin scanning again Open SecurManage Go to Security SecurScan Click Upload SecurScan Walk Through When the login prompt comes up enter your usual SecurManage login and password then click Login Click the Upload Bar Codes button After a few seconds you can then close this box The Upload should be complete IMPORTANT NOTE If the scanner ever displays a screen with a command line where the top of the screen reads WDT2200G V1 00 just hold down the CMD screen on the lower right side of the scanner for about 2 seconds it should return you to the 1 RUN screen 60 11 12 13 14 15 16 17
47. ncludes the resident s name and the program he is being admitted into You can also create this report based on program it can be selected when you first create the report Previous Releases By selecting a date range you can create a report of all the releases from the center in that range sorted and broken down by date that also includes the resident s name and the program he is being admitted into You can also create this report based on program it can be selected when you first create the report Call Time Report This report will give you a list of required call times for all residents in a date range that you specify It will group the calls by the time that calls are to be made These call times will come from the call times that are added when schedules are created Resident Log Report This report will list all of the current resident s Resident Log entries It will include a photo and some brief information at the top of the report Resident Log Count This report will let you have a count of a certain type of log entry within a given date range It will list the count by resident and also have a total at the bottom of the page You could use this report to see how many positive alcolyzer readings had been made for residents or negative UAs for the center 30 Resident Log Active with Date This report will display a list of resident logs of a particular type within a specified date range and note whether or not a re
48. nsus outside of the standard manner SecurManage Now Thursday June 26 2008 SecurManage Now Program None Assignment Pending a 37 5 COP County User Demo 5 55 6 Essex County Long Jay 10 90 9 Drug Court Total Residents 18 64 3 Federal BOP Total Staff Average Load 9 33 Federal Pre Release Days in Program Click here for the Days in Program Report COP State Schedule Summary CRCF Click here for the Schedule Summary Report Diversion Violations in the last 24 hrs Hetterey Back Floor of Violations of Demerits of Points Lost IN DOC Work Release ISP State CPC Transition Total Demographics Summary Gender Race County Federal Female White Unspecified Male Black Male White Female Hispanic Male Hispanic Total Yesterday s Movements Program Type Admits Releases Escapes Returns Clicking on the SecurManage Now tab in the menu will bring up the daily SecurManage report which has a list of all releases absconders admissions total resident count and other demographic information You can print many of the summaries from this page by Clicking the red Print text in the appropriate area Days In Program Report You can get a list of resident that have been in their current program over a user defined period of days by clicking on the Days in Program report under the Days in Program heading Click on the text and then when the page for the
49. ocation or visitor from the section just under the type as you would normally when creating a schedule in the Scheduling module Enter the time date the 26 resident should be due back to the center or the time date the visitor will be leaving the center in the Date and Time Returning to the Center sections then click Log Out to have the resident automatically logged out to that location You can also click Log Out and Sign to have staff and resident sign for the Log Out Resident Inventory This module is where you can list all of the possessions that a resident has brought into the center or items that have been dropped off for him When a resident arrives at the center with items go to the Resident Inventory and Click the Add Items button on the left side of the control box After you click the button it will display a new page with a list of possible items the resident may be bringing into the center To the right of the item enter the number of each item that the resident has brought into the center upon arrival You can use the TAB key to go to each item sequentially When you are finished you can scroll to the bottom of the page to make a comment You can then Click the Save button at the bottom of the screen or Click Save and Re Sign if you need to sign the log entry This signing functions in the same manner as the resident log or case notes This log entry will be recorded as Upon Arrival in the Log History page You will also no
50. on the left and they will then be added to the Added Clients section on the right When you are finished adding clients to the list Click on Save Sometimes you will have to scroll down the page to find the Add New Clients boxes 36 At the bottom of the list of classes there is a Search function You can search by date instructor and class type enter your search criteria then Click on Search and a list of all the classes that meet your search parameters will come up Pass Sites This section is where you can add a new pass site or view currently entered ones When you go to this section all of the sites that had been entered previously will be displayed To enter a new site Click on New Enter all of the necessary information and then Click Save To edit a site that was previously entered Click the radio button to the left of the site then Click View Edit Make any changes you need to then Click Save Employment The employment section is where you can add a new employer for a resident or view past and current employers A list of all past and current employers will be displayed when you select Employment To add a new employer Click on the button labeled New Employer When the next screen appears Click on Create New Employer You can also select one of the letters to search to see if the employer has already been entered into the system After you Click Create New Employer enter all of the required information and select eit
51. or the actual barcode you are placing on the wall which should be an eight digit number located on the barcode itself When you are done Click Save You can also go back later and edit the entries by clicking on the radio button to the left of the entry and Clicking Edit Make any changes you need to then Click Save 57 You can also delete entries in the same manner 58 Using and Installing SecurScan and the Wasp Portable Scanner Beginning Setup 1 Load the AppGen program from the CD that comes with the scanner to the computer you will be doing uploads from 2 Create a securscan directory on the root of the C drive on that computer so you have a c securscan directory This is the directory that the securscan txt will be sent to from the scanner 3 Connect the scanner to the computer and open the DTComm program 4 Click the Open Portable Window icon in the upper far left of the program Select the scanner type as Unknown and check all of the checkboxes Then hit Ok Wait until the scanner is detected then close the DTComm program 5 Open the AppGenPro program then go to File Open and browse and open the SS1_g apg file You can then hit the 14 key on the computer to upload the file to the scanner Using the WASP Portable Scanner 1 When the scanner is up at the main menu screen you want to Run the main program You can hit the 1 key for RUN then hit the ENT key in the upper right area of the keypad It should also
52. ou can do several things You can Click the radio button to the left of a log entry then Click View Edit to view or edit it or Click Print if you need a printout of that log entry You can also Click Print All to print all of a resident s log entries A common use of the View Edit change would be if a resident log of UA Taken was entered When the results for the UA came in the log could be changed to Positive or Negative to record the results of the UA Shift Log This is a section where staff can make general center based notes For example someone could enter that contraband was found in a room 25 To make an entry Click New Select the log type from the drop down list enter any comments or descriptions that you need to then Click Save to make the log entry When you first enter the shift log page you can change the calendar or date at the top right of the log to view entries for past days Tasks In the Security Tasks you can view scheduled tasks for residents such as UAs BAs searches etc When you go into the Tasks section you will see a list of all tasks that are due for the current day You can also view future tasks by clicking the View Current Resident s Tasks button You can also manually add delete and edit tasks after clicking this button To add a task after clicking the View Current Resident s Tasks button Click the New button Select the task type from the dropdown enter the due date then Click Save
53. p note by clicking on their name The other types breakdown the residents in other manners Clicking on By Counselor will display a list of all counselors and you can then view their caseload by clicking on their name When this note is saved it will be saved under all of the selected resident records If you want to print all of the treatment notes for a resident Click the Print All button above the treatment note list on the summary page To select a treatment note for use Click on the radio button to the left of the note Then Click on one of the buttons above or below the list View Edit This will allow you to view a previously entered treatment note and or make any changes necessary Edit the treatment note by clicking in the field or fields you wish to edit make the changes and then Click Save or Save and Re Sign if you require a signature Print The Print button will print the treatment note that the radio button is selected for currently 44 Case Management DOC 1231123a Phase System Level Building Unit Lo 85 demo Name Clara Ma Unit A i Community Center All Units PREV NEXT View Edit Print All Case Notes Print Case Note Add Case Note Case Note Type Date TE ET Signed Relapse Recidivism Completion Demo User 14 23 None Demo User 08 30 07 14 25 2 i None Demo User 08 30 07 14 25 10 No Phone Call Demo User 08 30 07 14 25 30 No Individual Counseling Samuel Smith 09 04 07 8 80 No Work
54. placed on items such as wristbands or beds to scan with a barcode scanner e Bed Tags This report will create a tag for every bed that is being utilized within the center e Booking Sheet This will display a resident photo and other information commonly required by treatment centers or jails e Days in Center Report Displays the total amount of days the resident has been in the center e Empty Beds Lists all of the currently empty beds in the center e Face New Info Sheet Produces an editable rtf file based on the other information entered into the system mainly in other modules in the intake section It will base a great deal of information on what was entered as the resident s current offense in the Intake Arrest Info section 17 e ID Card Clicking on this text will pull up an alternate ID card that can be used in place of the ID card located in the Intake ID Card section This card prints out in a smaller format e ID Tags An ID tag consists of a photo of the resident their name bed assignment program and a brief demographic description When you choose this report you will get a list of all of the active residents within the center If you want to print an ID tag click on the name of the desired resident and click Print It will print two ID tags side by side If you wish to print multiple residents at once hold down the lt Ctrl gt key and click on residents from the list This will retain all of the resid
55. r you select the form the form will then appear on the page Fill out the form by typing in information in the text boxes selecting the checkboxes and other yes no question and dropdowns and clicking the Sign buttons to sign the form with a signature pad When you have completed the form click Save at the bottom of the page or Cancel if you want to abort the entry 11 Intake Oc 1231123a Phase System Level Building Unit Logged in as demo Name Clara Marie Last Unit B Date of Arrival 05 15 2008 Program COP County Bed Room T237 Open Bed 4 Community Center All Units I Counselor Jay Long Admin Add New Resident Admissio aphics Edit Cl ut Edit Movemen Emergency Info Home Confinement ID Card Intake Form Intake Notes Other Contacts Parole Info Report esident Files Resident Forms Risk ent Sentencing Add New Resident SSN Date of Birth First Name Middie Name Last Name DOC Number Register Number Homeless Address Line 1 Address Line 2 City County None m To enter Intake Click on the Intake Tab Another menu will appear under the Intake Tab to select any of these items position your mouse cursor on the selection you wish to use and Click The items on the menu are as follows e Add New Resident The first step to be taken in placing a resident into the SecurManage system Admission Info Details of the resident s arrival are entered here
56. role information for the resident Once you have entered all of the necessary information Click the Save button in the lower left of the box Add Parole Information If you want to change a resident s parole information that has already been entered pull up his current parole information make any of the necessary changes then Click Update Parole Information The Home Confinement section will operate in the exact same manner 14 Homelessness Homeless status information can be entered on this page Basically just fill out as much information as you can then click the Save button at the bottom of the page to record the entry We can customize this page and remove and add questions as you need them Intake Notes This section of SecurManage permits you to add a brief synopsis regarding the resident s intake into the center and their current state and condition Click Add a New Intake Note enter all of the appropriate information then Click the Add Note button You can also add a signature for that Intake note if you wish Clicking the Spell Check button will perform a spell check on the text you have entered for the Intake Note ID Card The ID Card tab permits you to create an ID Card from SecurManage for the resident that includes the resident s signature and photograph This card also includes certain demographic data and easily allows the resident to be visually identified To upload a resident s signature into SecurManag
57. roup and count them by the type of incident so you can get a count of all major violations minor violations etc Evacuation Report This will display a list of all the residents and if they are in or out of the center which is often used when doing counts during center evacuations Residents Leaving Center This report will display all of the residents with schedules for the current day Current Resident Locations This report will show the current locations of all residents based on the Resident Location Tracker in Security Resident Location Shift Log Report This report will give you a list of all shift logs entered in a given date range Shift Log Count This report will display all shift logs entered in a given date range grouped together with a count of each type of entry 31 Task Status This displays a list of all tasks in a date range and if they were completed along with the result and the current resident log entry associated with the task Facility Task Status This will display the results of all Facility Tasks in a date range Day Reporting Center Late Schedules This will display any residents that are late to be logged into the center that are late for the current day based on their location schedule that was created in Scheduling Location Schedules Day Reporting 32 Scheduling DOC 1231123a Phase System Level Building Unit Loi Name Clara Marie Last Unit A Community C
58. rsement will create a check for the payee which can be printed in the Print Checks section Payee You can enter additional people into this section that will receive payments disbursements from the resident Statement This section is where you can view a history of the resident s account status Select the radio button to the left of an account then Click Submit this will bring up the history below the selection box You can also change the date range at the top of the page and then Click Submit to see only transactions from that date range 51 Accounts Admin Current Resident Accounts This section of SecurManage is where you can transfer resident finances from one account to another including vendor accounts Verify Income This is where you can verify a resident s income Check the Verified checkbox then Click Save Print Checks In this section you can print void or verify any checks made for disbursements for the resident Resident Deduction This section is for creating auto deductions for an individual resident the current resident in your view In the assessment formula section you can enter vd for voluntary deductions gross amount the actual amount turned in and net If you check the percentage box the number in amount will auto deduct a percentage of the formula that has been entered For example if you put net in the formula field 10 in the amount field and check the percentage box
59. ry and then Click the Save button at the lower left portion of the screen 18 Veteran Veteran status information can be entered on this page Basically just fill out as much information as you can then click the Save button at the bottom of the page to record the entry 19 Security DOC 1231123a Phase System Level Building Unit Name Clara Marie Last Unit A Date of Arrival 0 Search Search a Help poe Active Residents v P Community CenterAll Units v Home Intake Case Scheduling ecurity Phase Accounts Accounts Management Management Admin on uick Log ation Log Schedule SecurScar hiftLog Stat Task PREV NEXT dent Security Schedule Schedule Details jor 5 2009 ES Description Comments Icons Type Start Date Start Time End Date End Time May require an extension later i Tc Medicati it Reports entory sident Lac Returning to Center Yes Must Breathalyzer Reading Phone No Enter only numbers Example 0 01 Center Add Breathalyzer Reading Add Comments to Schedule Travel Time 0 minutes Sched Start Datetime 07 15 2009 09 30 Add Comment Method of departure None Sched End Date Time 07 15 2009 16 30 Method of arrival None Demo User 07 15 2009 09 23 Name Dad s Landscaping Address1 9873 N Route 220 Address2 City Jeersey Shore e Call Times This section is where staff can record calls that were made from residents at scheduled locations The times are entered when a sc
60. sident had been scanned There are two options now for this report one for sorting by location and one for sorting by bed Reports Current Count This will generate a report of the total number of residents in the center sorted by programs Current Restriction This will generate a report of all residents that are under some form of restriction in their movement from the center Current Head Count This report will display the current list of active residents at the facility At the bottom of the report the total number of residents in center and out of the center on schedules will be displayed Previous Head Count This will create a list of all the current residents in the center their program and bed assignment When the report comes up you can Click Print to print the headcount sorted by Bed then the resident s name and the report will be run for the current date and time You can also set the report to a date and time the time is required in the past and sort the report by up to five fields Overdue Clients This section will create a report of residents that are late on their scheduled return to the center The report includes the location they were signed out to go to the time they are overdue and the contact info for the supervisor at the location they were scheduled to be at We recommend that this report be run every 30 minutes by security staff The report will also show residents that were scheduled to arrive
61. sident is currently active Location History Report This report will display in a date range all of the locations residents have been logged into in the Resident Location module Location History Individual This report will show the location history for just a single resident the one that is currently displayed on the page Medication Audit This will give a report of all active medications in the center with the current and initial pill unit count If a resident leaves is closed out from the center along with his medication you will need to disable his medication so that it no longer is displayed on this report Population Report and Excel This report will give the center a report containing their entire population It contains additional items not contained on other reports such as entry date arrival date sbi etc The population report labeled excel will export this report in excel format to you There is also another population report that will output to excel which includes some specific information from Intake Arrest Info Alternative Headcount This report is another way for centers to perform headcounts It is sorted by resident name and will display all empty beds at the top of the report It contains less information and displays the count on less sheets of paper than the standard headcount Incident Count Report This report will list all of the incidents that were recorded within a date range It will g
62. ter until it is marked as approved To approve the schedule go to the Schedule Approval page There will be a list of the schedules that require approval Click on the checkbox to the left of the schedule to be approved then at the bottom of the schedule box there is a button labeled Approve Click that button and all schedules that had the box beside them checked will then be approved and residents can be logged out of the center for those schedules Only users with Administrator or Director credentials can open this page to approve schedules Once a schedule is marked as approved it cannot be edited Location Schedules Day Reporting This section is for scheduling residents to specific locations It would generally be used by day reporting or treatment centers to schedule residents into the center and out of the center To enter a schedule Click the New button Enter the times and dates in the same manner as the Scheduling Add Schedules module Select the location that the resident will be going to generally In Center for most centers using this module and enter the dates and times You can also create a recurring schedule in the same manner as the Add Schedules module Click Yes for a recurring schedule then click on the checkboxes for the days then use the calendar to enter the date the schedule run until When you are done Click Save Reports Community Service Statistics This report gives a breakdown of the time that was spent b
63. that counselor s residents Click on the counselor s name and in the center of the screen an option to print will appear Reported Census This section will allow users to enter census numbers for their centers and their programs Enter the numbers to the right of each header then click Update Reported Census You can also scroll to the bottom of the page and View or Edit past recorded census numbers DOC 1231123a Phase System Level Building Unit in as demo Name Clara Marie Last Unit A Date of Arrival i Help Active Residents Residents K Community CenterAll Units Home Intake Case Scheduling Security Phase Accounts Accounts Management Management Admin SecurManage Now Dashboard Basic Search Advanced Search Reported C PREV NEXT You are now logged in There will be an update tonight at 10pm EST UnitA All 200 375 320 05 28 2009 11 49 CMRC Orientation 20 COP State 200 cboc 100 All 100 05 28 2009 11 50 200 100 CMRC Orientation 20 COP State 200 Print Report SecurManage Now This is a report that will display critical information regarding the center in real time Dashboard This section will display update information new features and recorded census data if it is being recorded outside of the standard system Basic and Advanced Search These sections allows the user to search for resident in a variety of ways Reported Census This is a module to record the daily ce
64. that info then Clicking Edit This information will be displayed on the Discharge Summary report You can also sign the Progress Info by Clicking Save and Re sign instead of the save button Clinical Referral Case managers can enter the location to where the resident is being referred after discharge When you first go to the page it will display a summary of all referrals that had been entered previously You can edit an old referral by clicking the radio button to the left of it then Clicking the Edit button Select the new referral location from the dropdown then Click Save To add a new referral Click New You can then add a resident referral by selecting a site from the Referred to dropdown then Clicking Save If a referral center is not in the dropdown you can add one by Clicking the red text labeled Click here to add a new 48 referral location Enter all of the information about the new center then Click Save It will then appear on the dropdown when adding a new referral The referral center entered in this section will appear on the Resident Discharge report located in Case Management Reports Medical Notes This section functions in the same manner as the Case Notes and other log sections with the only difference being that it is not in DAP format To create anew Medical Note Click on the New button on the left side of the box that appears Enter the appropriate details for the Medical Note in these comment boxes
65. then be displayed in the center of the screen You can view any of the names found in your search by clicking on the resident s name Scrolling through all of the search results is also possible by using the previous and next arrows located next to the search bar These arrows will take you through your search results in alphabetical order Under the search bar is a dropdown box that will either read All Residents or Active Residents If All Residents is displayed this means that SecurManage will be viewing and searching from every resident that has ever been entered into SecurManage If Active Residents is being displayed SecurManage will only view and search from residents that are currently in the center You can change from Active to All or vice versa by clicking on the drop down box The status of residents is changed in the Security Status section of SecurManage Dashboard Current Counts In Count 32 Out Count 7 James Widmore 5 due back from a Common schedule at 0528 2008 1430 and is now late _SamStone_ is due back from a Job Search schedule at 08 26 2008 2100 and is now late _ Jim Thomas _ is due back from a Visitors schedule at 08 26 2008 1900 and is now late Joshua Wiliams 5 due back from a Job Search schedule at 07 06 2009 1600 and is now late Case Manager Information _Jay Capone _ has not had a case note entered in the past 7 days _ Sohn Dowing _ has not h
66. then have the option of entering the amount dispensed for each medication If there are medications on the list that are not going to be dispensed just leave the amount field blank for each Enter any notes in the text box at the bottom of the page then click Save You will then be required to sign the signature pads along with the resident After this is done click Submit Signatures To refill a prescription click the Refill Prescriptions buttons The next page is basically the same as the dispense medications page except you will just enter the amount of pills that are being added back to the prescription Sign the page as done on the dispense page to complete the refill To change the current count of a prescription click the radio button to the left of that prescription and then click Edit Medication Counts You can also just click the edit button without selecting a prescription and edit all counts simultaneously Enter what the current count should be set to in each box then save and sign as before To view medication logs click the radio button beside a prescription then click Print Logs On the next page you can either select a date range for the logs you want to view 24 or just click the checkbox labeled Print All Medication Logs Click the Print button after that to view the logs Resident Log The resident log is the section where you can add various types of resident notes that aren t covered elsewhere in SecurManage
67. tice that you can record who dropped off items for the resident This list will be populated by the list of visitors that have been entered in the Scheduling Visitors section Upon arrival at the center leave this on the Other See Comments selection and enter a comment that the resident brought in the items himself or list someone else if the resident didn t bring them After these items have been entered when you Click on Resident Inventory it will display the resident s current inventory If items need to be removed from the resident s inventory Click the Remove Items button from the Resident Inventory page It will now list all of the items in the inventory In the drop down to the right of each item select the number of each item that will be removed and Click Save or Save and Re Sign as before You can also make a comment When a resident leaves the center you can Click the Close Out button to show that his inventory has been emptied You will be given the option to cancel on the following page accept the close out by clicking Yes or to accept the close out and sign by clicking Yes and Sign If you need to view past log entries Click on the View History button on the right side of the control box It will then list all of the transactions made with the resident s 27 inventory Click the radio button to the left of the one you wish to view and then Click Print Selected to view it You are not required to print it if
68. ts can be entered in this section 43 Sessions Remaining To add the current number of treatment sessions remaining for resident just enter the number remaining into the text box and then click Save to record them After entering them you can go back later and change the number in the same manner Treatment Notes Treatment Notes will bring up a listing of all treatment notes that have been entered for the resident or come up with a blank list if none have been entered yet To create a new treatment note Click on the Add Treatment Note button on the right side of the box that appears Enter the appropriate details for the treatment note in the comment box along with the note type and goal in the dropdown you can also enter Units and or select a Code in the dropdown if this is appropriate for your center and then Click the Save button on the bottom of the Treatment Note box If you have a signature pad and want to sign the treatment note Click on the Save and re sign button You can select the checkboxes to enter the staff signature resident signature or both Click Sign to enter a signature under the staff and or resident box and then sign the names on the signature pad After you have signed your note Click Update Signatures You can enter group notes by clicking on the text on the left side of the screen Clicking on By Resident Name for example will display a list of all residents which you can then add to a grou
69. ude items such as beds not being assigned case managers not being assigned etc The final box will display the census information that was recorded in the Reported Census Information module on the dashboard By clicking the Print Report button you can also run a report based on a month or a date range that will display the average census for that month Basic Search In this section you can enter a more specific multiple field search as opposed to just being able to search one field at a time as you do in the search bar This should avoid bringing up multiple residents when searching For example you can enter a resident s first and last name and search on that to come up with a specific resident or an identifying number such as their DOC Number Advanced Search This section allows you to pull up various breakdown lists of residents You can have the residents broken down and sorted by their counselor program employment restrictions currently placed on them and building To select a list first Click on Residents then under that will appear all of the lists that can be pulled up Click on the symbol to the left of a category to see all of the sub options You can Click on a resident s name to view some details of that resident or Double Click on the name or the Jump to this Resident button to pull up that resident s record If you select the Counselor breakdown list you will also have the option to print a list of all of
70. unty resident only Click on the checkboxes beside those roles This will limit access to residents based on the program type of the resident You should also give staff access to the OtherResidents role however since that will be required to be set to view residents before their program has been assigned You can give access to the various modules in SecurManage by clicking on the roles for those areas in the various Module sections The roles are based on the individual pages that can be viewed If you do not click on the checkbox beside Case Management Case Notes for instance the user will not be able to access the Case Notes page to view or edit notes The section under the roles section is where you set their unit access Click on the checkbox to the left of the units you wish to give them access You must set one of these units as the default one to be pulled up when the user logs in Click on the radio button to the right of the unit name to set that as the default When you have entered all of this information scroll to the bottom of the screen and Click Save 56 There is also an option to Save User as a Template After making all of the changes for a particular user you can click this button and then name that user s role setup as a template for creating users in the future When creating new users after templates have been created the Select Role Template option will appear If you just want to select the roles manually c
71. urScan Report This report will display locations scanned during a walkthrough along with residents that were scanned at each location as well as maintenance issues Make sure if you are scanning residents that you scan a location barcode first or they won t show on this report They would only be shown as scanned on the SecurScan Headcount report 28 SecurScan Count This report will show a breakdown of locations that had been scanned in a date range along with the number of times that each location was scanned Upload SecurScan Walkthrough After the scanned file has been uploaded to the computer from the scanner Click here to send the file to SecurManage After clicking this link you will be prompted to login again Use your standard SecurManage login After logging in a small box will appear prompting you to Upload Barcodes Click Upload Barcodes and all of the barcodes will be uploaded to the system Make sure to close this box after the upload is completed SecurScan Headcount This will generate a current headcount whether or not the resident is in or out of the center along with a checkbox to show if the resident was scanned in the time date range that was entered when generating the report To make generating the report simpler make sure to use military time when entering the time for the report Use the calendar to enter the start and end dates then enter the times that the scans should have been between to check if a re
72. y residents doing community by case manager and by service location 38 Employment Statistics This report will give a breakdown by program and by case manager of the amount of residents currently employed Transportation Report This report displays the number of times in a date range that a resident used a selected type of transportation broken down by departures and arrivals Schedule Audit This report will display all of the completed schedules in a given date range and the total time the resident was out of the center for each schedule along with comments BA information etc Day Reporting Center Schedule Card This will display a schedule card for a day reporting resident in a specific date range The times that the resident is scheduled to be in and out of the center will appear on the left side of the card created with the Scheduling Location Schedules module and on the right side any classes the resident is schedule for will appear It will be grouped by day created in Scheduling Activities The times that the resident arrived and left the center will also appear on the left side of the card after they have been logged in and out Visitor Report This report will display all of the visitors that were logged in and out for residents Late Resident Report Displays a list of residents in a particular program type in a date range that were late returning to the center for a schedule Residents Due Back This
73. ystem with such information as their current points current level etc Level History This section of the report gives a listing of where the resident s points have been week by week Demerit History This section is a list of all of the demerits that have been given to the resident You can Click on the demerit which will then be highlighted Then Click on View Details and it will give a description of the incident You can also Click on the Remove button to reset the points lost on that demerit back to the resident Tree This section of Phase gives the ability to assign a demerit to multiple residents at the same time On the left side of the screen near the pop up menu a list of five choices will appear to give you a way to select multiple residents You can select Resident which will give you a list of all active residents from which you can double Click on each name to add it to the Residents box on the right which will display all of the residents that will be assigned the chosen demerit Select the demerit that will be assigned in the drop box to the right You can add any notes that further describe the incident by clicking on the Notes text box and entering them You can Click the Spell Check button in the bottom right to correct your spelling When you are finished Click Save The other choices on the left side of the page such as By Counselor work in the same manner as they do in the Casenotes section Clicking on them will g

SecurManage™ 6.7 User Manual

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SecurManage™ 6.7 User Manual