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CARIS User Manual - Province of British Columbia

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1. y CARIS Health Visit Waiting Lists Beds gt Internal Referrals gt Case Transfers Appointment Type Medical Vv gt Eligibility Lists Topic Subject SA Reports Health Professional s Name Dr Jackson Phone Number 1250 e 5551 213 Ext EE Mode of Meeting Face to Face v EES Note This is a persistent cough Michael is a smoker General Alerts Attach File m Client Based Consultation Attachment Browse Client Correspondence Log Progress Notes Health visit ARO Start Time en 412005 mmiddiyyyy 11 30 am C J Session Notes End Time am 472005 mmiddiyyyy 1 00 Pm sm Legal Code gt Case Forms E Goals amp Objectives Tools and Utilities GOAL Youth Placement C OBJECTIVE Help him retain his oven aprtment 77 Select the appropriate items from the Drop Down Lists 78 Enter the correct date and times of the visit 79 Add a note explaining the visit 80 Attach a document if you wish to 81 Click on Record GB CARIS Build 0 57 Login Name Ann CYMH Login Time 9 14 2005 10 23 27 AM i Clients v Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Activities Display Waiting Lists gt Beds gt Internal Referrals Activity Filter Case Transfers Eligibility Lists Health Visit Recorded by Ann 2005
2. 49 Click Add to Case 3 The Add Case Affiliate window will display f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Add Case Affiliate Wating Lists gt Beds gt Eligibility Lists Start Date 8 24 2006 End Date Suc Genie gek E 7 al Member Name Role gt Case Hotes KSE gt Alerts 1 Select the appropriate Start and End dates 2 Selecta role from the drop down list 3 Click Add Affiliate Ra BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Build O57 Login Mame Annie YMH Login Times Wians a Pi Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Participants List Wading Lists Beda gt Internal Referrals Case Transfers Hame Case Access Start Date End Date SC SCH One Am 3 Case Manager 2005 08 04 SA Huber Anna Maria Case Worker 2005 08 08 2005 08 30 b Facility Notes Page st 4 Ges EC llame Role Start Date End Date gt Tools and Utilities Reginald David General 2005 08 22 Dean Steve General 2005 08 22 Theresa Elizabeth General 2005 08 22 2005 10 07 Remove Hagen Jason Les Legal Guardian 2006 03 24 Page s 1 The new affiliate will display in the Affiliates list 2 15 REMOVING AN AFFILIATE OR A
3. vk 124 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT BRITISH COLUMBIA Date 2005 09 20 From One Ann 3 To Dean Steve 1223 joe rd victoria BC V8V4M4 CA Tel 321 516 5163 Fax 321 516 5163 Subject meeting The next meeting of all Case Managers and Members will be at 9 00 a m on 9 a m on Friday 26th September Ann One You will see the document in Word format You can treat this document as you would any Word document making changes adding or deleting elements or changing formatting You can then Print the document _BRITISH COLUMBIA SARIS User Manual 2006 Maples Version 1 0 L 4 Agency Specific Functions Most of the functions described in this Manual are common to all the agencies using the CARIS system Some agencies have specific requirements or business practices that only apply to them This section contains some activities which are agency specific 4 1 BED ADMINISTRATION The Bed Administration functions enable an organization to manage a complex residential facility with a diversity of units or wards rooms and bed types The Bed Administration function allows you to add and remove beds rooms and units and change the designation of beds according to gender Open Administration under Beds on the navigation tree GB CARIS Build 0 56 Login Name training1 PSDHH Login Time 8 25 2005 11 06 24 AM Search Adv Search Help Main Activities
4. 1 Expand the Navigation Tree Case Forms function 2 Click on Meeting and Contact Note f Jason Marceau noues Careplan Counsultants 120671 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARS Meeting amp Contact Note Waiting Lists Archives gt Beds gt Reports Meeting Type D Mode of Meeting D Client Attendance D Referrals Date 2006 08 27 base Duration DI Organization Hotes Reason for meeting Eligibility Lists Meeting Attendees E Role EE EE Delete gt Alerts gt Admission and Discharge Forms Y Case Forms Meeting and Contact Note Note Attach File Progress Notes Correspondence Log Documents Process Management Legal Order sl Personal History Attachment IT BESSER Add Detach Presenting Issues Max file size 1MB Utilities E Goals amp Objectives GOAL rrfrfr IT OBJECTIVE erferferf o v OBJECTIVE ftgegfewe o e 1 Fill in the fields 2 Click Save Britis COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT f Jason Marceau 10025 120671 active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close e Case History Waiting Lists Archives Beds Activity Filter fall Activities sl Reports gt Referrals Case Conference 2006 09 27 Edit Organization Notes Page s 1 gt Eligibi
5. 1 7 6 Navigation Tree specific Navigation Trees with and without a Case in Context Y CANS Waling Lists Y Archives Administration Y Beds Administration Management Reservations Occupancy v Reports CARIS Usage Report Case Load Report by Case Types Case Load Report by Members Case Load Snapshot Report by Case Types Case Load Snapshot Report by Members Bed Utilization Report Wailing List Duration Report Case Motes Report Y Referrals Incoming Lhtocorg Y Organization Hotes Announcement Communication Notes Safety Procedure Topic Based Consultation Y Eligibility Lists Management Summary Y Utilities Templates Without a Case in context With a Case in Context Note that the expanded functions contain more elements and there are more functions when a case is in context Y CARS Waiting Lists Y Archives Administration 7 Beds Administration Management Reservations Occupancy Y Reports CARIS Usage Report Case Load Report by Case Types Case Load Report by Members Case Load Snapshot Report by Case Types Case Load Snapshot Report by Members Bed Litiization Report Waiting List Duration Report Case Notes Report Case Face Sheet Alerts Report Y Referrals Referral Observation Incoming Outgoing Y Organization Hotes Announcement Communication Notes Safety Procedure Topic Based Consultation Y Eligibility Lists Management Surnineary Y Alerts General Alerts Supervision Alerts Y A
6. Cases Details Relationships Address Book Close y CARIS Relationships Marceau Jason Waiting Lists Beds gt Eligibility Lists Person Type Relation Start Date End Date Hts gt Reports Dean Steve Family Cousin 2005 07 12 gt Facility Hotes Farrington Michael Social Friend 2005 08 26 Alerts Page s 1 New Relation _ 2 12 FINDING AN EXISTING RELATIONSHIP To find details about an existing relationship with the client In Context on the Client Details window 1 Click on Relationships d 40 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 88 CARIS Build 0 57 Login Name Ann PSDHH Login Time 9 12 2005 2 39 51 PM michael 0 Clients v Search Adu Search Help f Michael Farrington Cases Details Relationships Address Book Close y CARIS fi Client Details Farrington Michael 1 Waiting Lists gt Beds Reports Family Hame Farrington Given Hame Michael gt Facility Hotes Middle Initial ES Preferred Name Mike Aliases rer Gender Male Pees Date of Birth 10 Mar 36 Date of Death CARIS ID 1000053 Extended Demographics Address Book Relationships Address Book Edit Client A list of all recorded relationships to the client will display Hi CARIS Build 0 57 Login Name Ann PSDHH Login Time 9 12 2005 2 39 51 PM REN Clients v Search Adv Search Help f Michael Farrington Cases Details Relationships Address Book Close y CARIS
7. Internal Referrals Effective Date er4 2005 Case Type E Case Transfers Referral Mode Referral Source v EE WS e Reports Fa gt Facility Notes Mail courier Tools and Utilities Create Referral The window that appears contains a series of fields The effective date which defaults to today s date must be entered and a selection from each of the drop down lists must be selected The notes field is optional When you have selected the options 53 Click Create Referral f Michael Farrington Cases Details Relationships Address Book Close Y CARS Accept Referral Birma Waking Lists Internal Referrals Case Transfers Effective Date GT EH Case Infa gt Eligibility Lists D a Cancel gt Facility Hotes Case Hotes gt Case Forms Tools and Utilities 5 The Accept Referral window will display Check the Case Information in the Case context area to make sure it is correct then 54 Click Accept Referral If you wish to make a change click Cancel and you will be returned to the Create Case window A BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Ki 5 A rl f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS O Case Summary b Internal Referrals b Case Transfers Cave Typ
8. Lanal Cada 5 Complete the rest of the form 6 Click on Create Note Ss 7 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Hi CARIS Login Name Ann YFY Login Time 9 22 2005 4 48 10 PM 5 Search Help Jason Marceau Program B 35749 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YFV CARIS Activities Display Waiting Lists gt Eligibility Lists gt Internal Referrals Activity Filter All Activities v gt Case Transfers gt Reports Presenting issues reported by Ann 2005 09 22 16 49 Organization Hotes Client Forms Page s 1 w Case Notes Attach File Client Based Consultation Client Correspondence Log Critical Incident Report Progress Notes Health Visit The issue information is added to the Case Activities file 3 12 UTILITIES The Utilities function presently provides a Template construction and retention capability You can create templates for frequently used letters memos notes or other documents 3 12 1 Creating a Template A template is a form letter or notice that a Case Manager or Member uses to communicate standard information to a Client Affiliate or a Member It cannot be used for general communications in the agency To create a template 1 Expand Utilities 2 Click on Templates The list of available templates will display Y CARS O Template
9. e CARIS Bed Management Weg Lists Y Bede Acminisirabion Management Reservations Bed lame Status Type Occupancy CDA Test Run Unit Boy Room EI Blocked Regular gt Eligibility Lists CDA Test Run Unit BoyRoom B2 Active Regular Reports CDA Test Run Unit Boy Room B3 Active Regular Pa CDA Test Run Unit Boy Room B4 Active Regular Ec Ea CDA Test Run Unit Extra Room Bi Active Regular P Alerts Son CDA Test Run Unit Extra Room B73 Active Regular Any EJ CDA Test Run Unit Extra Room BI Active Special Needs Ary ERN CDA Test Run Unit Extra Room B4 Active Special Needs Any CDA Test Run Unit Girl Boom EI Active Regular Female CDA Test Run Unit Giri Room B2 Active Regular Female CDA Test Run Unit Gil Room BJ Aclive Bender Ferale CDA Test Run Unit Girl Room B4 Active Regular Female CDA Test Run Unit SpecialMeeds lee Special Neods i Ces The Bed Management summary will now only show the bed list for Cottage 1 Brit ISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 2 Michael Farrington Community Development Administration 8986 Active Cases Details Relationships Address Book Clone Summary Participants Case Plan Case History Close y CARIS Bed Management Wating Lists Y Bede Adminisiration Management Reservations Bed lame Status Type Gender Hote Decupanty Cottage 1 Boom Bed A Active Regular Female Eligibility Lists Cottage 1 Room 2 Bed Active Regular Male gt Report
10. COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 122 Bulla 05 Login Name AnngpC HH Login Time DGOCGOO8 1700S AM Michael Farrington Cymh Outreach 1289 Active Summary Participants Case Plan Case History Close Cases Details Relationships Address Book Close Y CARS Vieng Lists Beds Internal Referrals H Case Transfers b Eligibility Lists b Reports Facility Notes Cage Notes Case Forma Y Tools and Utilities Templates Define Document include Letterhead Je Sender One Am 3 Y Sender Address We wi Sender Phone bl Sender Fax v Sender Emads Receiver Dean Steve Y Receiver Address 1223 joe rd victoria BC V8V4M4 CA wi Receiver Phone 321 516 5163 Y Receiver Fax 21 516 5163 EI Receiver Emails we E Body The next meeting of el Case Managers and Members will be st 9 00 am on Stam on Friday 26th September Ann One Include Sender Signature Line C include Receiver Signature Line C Cancel Jf Next gt The Define Document window will be displayed where you can complete the document 2 3 4 5 6 7 8 Check the Include Letterhead box if you wish to Use the Drop Down Box to indicate the Sender which is probably yourself but can also be a Member assigned to the Case Used the Drop Down options to select the appropriate information Type in the Subject If you wish the Sender or
11. Cases Details Relationships Address Book Close Summary Participants Cese Plan Cese History Close Y CARS Organization Search Results Wating Lists gt Archives r Organization Name Organization Type gt Reports BOC YFPS wes y Referrats Byc YFPS View Incoming CN YFPS View Outgong EK YFPS View gt Organization Notes ae aon ses eg ow vs View gt Admission and Discharge Forms ss ares ven gt Clinical Forms and Assessments KLOC YFPS View Y Case Forms Loc YFPS View Meeting and Contact Note NOC VERS View Attach File Nw VFPS SS Progress Notes e eee Wen Correspondence Lew anaes ZE SE wes Heath Vist H YFPS _ view Ss a Page s 12 Presenting Issues gt Utilities Search for the specific agency facility you wish to transfer the client to 18 Click View L ARIS Logn Time 1003 fs ormanizarons Al Search D adv Search Help Login Time 1003 2006 1 46 06 PM Oiganizations Ady Search Ida Ann Lake 102000 Bifrost 129736 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Organization Details FVR ma E General a Organization Acronym Organization Type YFPS EE Eligibility Lists Alerts gt Admission and Discharoe Forms 19 Click on Create Internal Referral EC BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT gB CAR f Jason Mar
12. External Services Tools and Utilities 26 Make the appropriate selections from the Drop Down Lists and add a Note describing the event 27 Click Save The event will then be recorded and displayed on the Communication Notes page for 30 days At the end of 30 days it will disappear off the page but can be retrieved for viewing by using the Time Filter to select a date within thirty days following the event 3 6 4 Logging Telephone calls Faxes e mails To record general communications such as telephone calls faxes and e mails 1 Expand the Organization Notes section on the Navigation Tree ss 74 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 88 CARIS Login Name Ann YFY Login Time lt 05 me Clients vi Search Adv Search Help 1 Main Activities My Cases Y YFV CARIS Welcome Ann YFV Waiting Lists gt Beds Announcements gt Eligibility Lists Internal Referrals Time Filter Add gt Xase Transfers gt Rehyts Date Subject Importance Detail Y Organization Hotes 2005 08 30 t1 High zxcy Communication Notes 2005 08 30 test High zxcv gen utiege 2005 08 30 thtyhty High htyhtyh Facility Incident Report o 2005 09 01 tgrtgrt Medium rtgrtgrtg Delete Safety Procedure 2005 09 16 sdf High sdf Topic Based Consultation gt External Services Page s 1 Tools and Utilities 28 Click on Communication Notes The Communication Notes window will display GB
13. Participants Case Plan Case History Close CARIS Case Summary Waking Lists Internal Referrals Case Transfers Case Type Cymh Ouireach Referral Date Aug 04 2005 Cane Status Pre Acmit AcceptReject Date Aug 04 2005 i Cage ki 1289 Admission Date a gt Reports Case Manager One Ann_3 Est Diseharge Date gt Facility Hotes Referal Source Sait Discharge Date b Case llotes Referral Mode valk Case Close Date Case Forms Bed Information Waithat information Tools and Utilities RR Cancel Case JM Admit E 26 Click Search A list of all members with Ma as part of their demographics will display Kei CARIS Baitd 0104 Login Name Arneh Logn Wee aa AM fe Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARS O Member Search Results Waling Lists internal feiert als gt Case Transfers Member Hame Organization b Eligibility Lists Anthony Marc DFSP Reporte Clinician Marion PA Facility Hotes Marceau Jason DFSP Case Notes Macdonald Andy ae mac Case Forms ms ven b Toole and Utilities Hustwick Barb Mac Page sk 1 27 Click View beside the member whose details you want to see The Member Details window will display yoo BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT GB CARIS f Michael Farrington Cymh Outrea
14. gt Tools and Utilities Extended Dfmographies Address foo Relationships Address Book Edit Client Clicking on the will expand the Extended Demographics window Hi CARIS Login Name Anmi2PSDHH Login Time 12 14 2005 2 47 06 PM Search Adv Search Help Michael Farrington 1022257 Cases Details Relationships Address Book Close Y CARIS Client Details Farrington Michael Waiting Lists gt Beds gt Eligibility Lists Basic Demographics gt Reports E Extended Demographics gt Organization Notes Status in Canada Canadian Citizen Employment Status Part Time Ethno cultural Background Armenian Education Level Post Secondary Preferred Language English Education Type Other Lang Spoken at Home English Primary Living Arrangement None Of The Above Religious Practice Pagan Household Composition Lives Alone Aboriginal Origin Non aboriginal Dental Plan Reservation Status zeg PEN i Band Status Ho Gs PHH 1324567891 Disability Hard Of Hearing SIN Number dis Identifying Marks Guardianship Status Self Address Book Relationships Address Book Edit Client Clicking on the will expand the Address window See Section 1 6 4 1 6 3 Relationships This item opens a window which displays the information about any other people involved with the client on a Relationship basis See Section 2 11 Creating a Relationship sl 13 BRITISH COLUMBIA CARIS User
15. le e Transfer m Case Tr D 2005 08 04 ps One Ann_3 Coso Manager Eligibimy Lists l A labios 2005 08 08 2005 08 30 gt Facility Notes s i gt Caso llotos as Bee le Start Date End Date 7 Tools and Utilities Reginald David cane e Dean Steve General 2005 08 22 Geng 2005 08 22 2005 1007 Page s 1 To add a new affiliate to the list 1 Perform a Contact search Section 1 8 1 and if the contact is in the system they will display 3 c ARIE Cymh Outreach 1289 Pre Admit _ Summary Participants Case Plan Case History Close COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT If the person is NOT in the system try their name spelled differently or perform an advanced search Section 1 8 2 If they still don t show up Create a New Contact as in Section 2 4 48 Click View But 058 Login Mame AnewECYMH Login Time 6 22 2005 2 06 14 PM _ 2222 O OS Heip fi Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS E Contact Details Theresa Elizabeth Wating Lists gt Internal Referrals gt Case Transfers EX Eligibility Lists Family Mare Theresa Given lame Elizabeth Reporta Preferred blame Medber Aliases gt Facility Hotes Date of Birth 12 Apr 02 Gender Female Case lotes Date of Death gt Case Forms E Address Tools and Utilities
16. 2 Click on Progress Notes ES CARIS Build 0 57 Login Name Ann CYMH Login Time 9 14 2005 10 28 27 AM Seege Search Adv Search Help Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Progress Notes Waiting Lists Beds gt ern itera gt Case Transfers Note Date on 4 2005 Eaj gt Eligibility Lists Progress Notes Michael started putting together his resume today and says he will have it finished tomorrow gt Reports gt Facility Notes General Alerts Attach File Sjent Based Consultation Cier Baggspondence Log Progress Notes GOAL Youth Placement Health Visit C OBJECTIVE Help him retain his own aprtment Referral Observation Session Notes Create Note Legal Code Case Forms Tools and Utilities The Note date defaults to today s date but you can select a different date if you need to 71 Fill in the various fields as required and add the note that you wish to record 72 Click Create Note ss 109 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 3 If you wish to check the Objectives click on Case Plan and the Goals and Objective window will display GB CARIS Build 0 57 Login Name Ann CYMH Login Time 9 14 2005 10 28 27 AM fa Ns clients v Search Adv Search Help Michael Farrington Cymh Outreach Case
17. 2005 002 End Date gt Reports Alert Type Sexually Intrusive K i gt Organization Hotes Don t turn your back on him for a second S u b m it Save Client Forms Notes gt Case Notes Ze Add Attachment Browse General Alerts Supervision Alerts gt Case Forms gt Assessments External Services Submit Save Tools and Utilities The Alert is now attached to the client s file and a red A by his name in the Context Field is displayed to let you know that an alert has been generated Click on the Note icon to display the attached note A BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT AR Jason Marceau L Program B 35749 Referral ases Details Relationships Address Book Close Summary Participants Case Plan Activities Close vd Alert Icon General Alerts of Marceau Jason Eligibility Lists gt Internal Referrals Type Creator Start Date End Date Hotes tied cielo Sexually Intrusive Smith Ann 2005 09 22 3 gt Reports Hotes Dont turn your back on him for a second Organization Hotes Page s 1 Client Forms gt Case Hotes Ai Alert Note 3 8 2 Creating a Supervision Alert A supervision alert is a temporary alert generated to indicate that the client requires some special attention or supervision for a period of time Only used in VHRP program at present To create a Supervis
18. If there are more than 45 people in the database who match the criteria you will get a prompt that asks you to refine or narrow your criteria to reduce the range of possible responses Searches can be performed at any time regardless of who is in Context or what other function you are performing However you will leave the window you were in and end up with the search results You will also lose any inputted data from the previous window that has not been saved or entered Search Criteria Field GB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 2 2005 11 15 27 AM Marceau Ma Search Adv Search Hein ee Drop Down List Welcome Ann CYMH v CARIS Waiting Lists gt Beds Announcements gt Internal Referrals gt Case Transfers Time Filter Last 1 Month v Add gt Eligibility Lists Date Subject Importance Detail 2005 07 14 Message of no Importance Low Subjest of randomness gt Reports gt Facility Notes Tools and Utilities Page s 1 To conduct a search 1 Enter a name or part of a name in the Search Criteria field 2 From the drop down list select Client Contact Member or Organization 3 Click on the Search button A list of all persons in the database whose name s or demographics match the search criteria and who fit the drop down Search category will display ss 19 BRITISH COLUMBIA CARIS
19. Legal Code vy Case Forms Medications Tools and Utilities When you type in a generic term the code selector will provide you with the more specific options 5 Select the one that is applicable 6 Click Select The selected medication will appear in the Medication Name field When all the required information is entered 7 Click Add Medication The medication will display in the medication summary window We BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Hi CARIS Build 0 56 Login Name Ann CYMH Login Time 8 23 2005 11 28 54 AM feos hits v Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Medications Waiting Lists Internal Referrals Incoming Administration Date Filter View By Medication Outgoing gt Case Transfers Medication Hame Medication Class Prescribing Physician Dosage Start Date End Date Eligibility Lists _ Aspirin acetasalacylic gt Reports E Acid Non Prescription as recommended 2005 08 23 2005 09 30 gt Facility Notes Y Case Notes Page s 1 General Alerts Attach File Add Medication Client Based Consultation Client Correspondence Log Progress Notes Health visit Referral Observation Session Notes Legal Code vy Case Forms Medications Tools and Utilities The summary can
20. Manager Select General Provincial Services for Deaf and Hard of Hearing Provincial Services for Deaf and Hard of Hearing Provincial Services for Deaf and Hard of Hearing Child and Youth Mental Health Burnaby Early Childhood Deaf Access Office Youth Transition Program Consultative Services Child and Youth Mental Health Burnaby 3 Provincial Services for Deaf and Hard of Hearing Victory Hill Residential Program Page s 1 Choose your option and 5 Click Select Your Main page will display and you can now use the system NOTE Your screen display may include the browser functions unless you have closed them DO NOT USE the browser functions to navigate through CARIS particularly the Back or Forward buttons They will not work properly since they are browser functions not CARIS functions Always use the navigation aids and functions displayed on the CARIS display to navigate the system For example instead of the Back Button on your browser clicking Cancel on your open window will take you back to the previous window and cancel any data input or operation you were performing in the open window Additionally a Back button is provided so that you can return to the previous window within the program EME cb 7 Britis COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 1 5 2 Your Screen Display When you log on to CARIS you will see your personal desktop It
21. Meeting and Contact Note Attach File Progress Notes Correspondence Log Documents Process Management Ve BRITISH foan Wfciens Search adv Search Wee Bifrost 129736 active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Progress Notes Note Date 2006 1 0 02 Ces On Behalf Of DI Subjective ES x Objective SS l Assessment Se l Plan ri a ride Browse Add Detach Max file size 1MB Browse Detach ES E Goals amp Objectives GOAL yththtyhtyhtyhtyhtyhtyhtyhtyhtyhty T OBJECTIVE tyhtyhtyhtyh o gt 105 COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Progress Notes are recorded in the Case History file and may be retrieved for viewing or editing 3 11 CASE FORMS The Case Forms group of functions provide you with a variety of convenient ways to record activities and events that concern your Clients and their Cases The Case Forms Group only display on your navigation tree when a Client and Case are In Context An event or activity that is recorded when both a Client and a Case are In Context will only be viewable when the same Client and Case are In Context 3 11 1 Meeting amp Contact Note This is a form for recording a meeting event and notes relating to the meeting You will see that you can also attach a document to the note for example the meeting minutes
22. She wants to develop a training plan to get her prepared for post secondary schooling Progress note Understand L Mostly Understand TT Don t Understand L Questions u BRITISH COLUMBIA 5 4 EVALUATIONS 5 4 1 Training Course Evaluation Please complete these evaluations so that we can get an idea of how you feel about the course and how we might improve it for the next time Length of the training Excellent Good LI OK O Poor U Comment Content of the training Excellent Good LI OK O Poor U Comment Presentation of the training Excellent L Good O OK U Poor U Comment User Manual Excellent Good LI OK LI Poor U Comment 5 4 2 Self Evaluation now understand how the system works Very Well O Well enough OU OK O Idont U Comment can use this system now in my job Very Well L Well enough OU OK O Ican t O Comment feel confident that know what need to know Very Well O Well enough OU OK O Idont UO Comment could use more training Alot O some Ll abit O none LJ Gr _Brmtisu COLUMBIA Comment would like to have a refresher some time in the future after use the system for a while For sure U Probably L Maybe LI Idon t LJ Comment 5 4 3 Understanding the CARIS System Understand L Mostly Understand L Don t Understand L Questions What CARIS does Understand L Mostly Understand TT Don t Understand L Questions Security and Privacy
23. 0 DRAFT GB CARIS Main Activities My Cases External Services Tools and Utilities Y YFV CARIS Communication Notes Waiting Lists Beds Time Filter Eligibility Lists Date Type Method Duration Hotes Internal Referrals 2005 09 21 Referral Email Unknown Status P Sase Ta 2005 09 21 Advocacy Walk in Unknown Status Meda 2005 09 21 Referral Phone Unknown Status Y Organization Hotes CEE AENA 2005 09 21 Service Request Walk in Unknown Status 3 REES 2005 09 14 Advocacy Fax 5 mins Facilty Incident Report 2005 09 12 Education Mail Courier 60 mins E Safety Procedure 2005 09 08 Advocacy Phone 50 mins z Topic Based Consultation 2005 08 30 Referral Email 5 mins E Page s 1 Cancel Add Note Cancel 25 Click on Add Note While this feature is used primarily to log phone calls and other forms of communication it can be used to record other events in the Notes portion of the form GB CARIS Login Name Ann YFY Login Time 9 22 2005 2 22 43 PM ma Clients v Search Adv Search Help Main Activities My Cases Y YFV CARIS Create Communication Note Waiting Lists gt Beds gt Eligibility Lists Date 72272005 gt Internal Referrals Type Information v EE Contact Method Phone Y d seal e Duration minutes 15 Y z Notes Wednesday s meeting is at 2 00p m insteasd of 1 30 p m Announcement Facility Incident Report Safety Procedure Topic Based Consultation
24. 09 14 10 35 gt Reports Facility Hotes w Case Notes Page s 1 General Alerts Attach File Client Based Consultation Client Correspondence Log Progress Notes Health Visit The record will display in the Activities file You can make changes to the record by clicking the Edit button Ve Britis COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 114 3 11 8 Legal orders You may record legal orders issued in connection with your client in context Click on Legal Order in the expanded Case Forms list D g ADI Loan arme Geen Login fe eee 1b 6 PM f Ida Ann Lake 102223 Bifrost 129736 active Cases Details Relationships Address Book Close Summary Participants Case Plan Cese History Close Saat Legal Order Forms Display xe hee Legal Order Type Court Location Court Date Judge Hame Note Charge CRIMINAL CODE OF CANADA Section 176 Assam fren officiating clergyman or minister 2006 10 03 1 A list of legal orders for this case will display By expanding the entry you can see the details of the order You can also Edit or Delete the order if you wish To add a new order 1 Click New Legal Order f Ida Ann Lake niz Bifrost 129736 Active B Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close e Legal Order Waling Lists i ee Leoni order mee E eine
25. 1 GB CARIS Build 0 56 Login Name training1 PSDHH Login Time 8 25 2005 11 06 24 AM Re 7 Clients v Search Adv Search Help Main Activities My Cases Y CARIS Bed Administration Waiting Lists gt Beds gt Eligibility Lists Status Filter Unit Filter All N gt Reports gt Facility Hotes PSDH Unit D victory Hill Residential Program Active SE SE Trial unit 4 Youth Transition Administration Scenic Unit 1 Consultative Services Active i CS Test Run Unit Consultative Services Active DAO Test Run Unit Deaf Access Office Active CDA Test Run Unit Community Development Administration Active VHRP Test Run Unit Victory Hill Residential Program Active Ryan s Unit Victory Hill Residential Program Active e Cottage 1 Deaf Access Office Active Add Room Consultative Services PSDH Unit B Deaf Access Office PSDH Unit C Community Development Administration Deleted Administration The Unit is now added to the list 4 1 2 Adding a Room to a Unit A Unit will contain one or more rooms To add a room to a Unit 1 Click on Add Room The Create Room window will display 2 Give the room a name 3 Click on Save NOTE On almost every operation you perform you will receive a prompt that asks if you really want to perform the operation OK will activate the operation Cancel will take you back to the previous window ss 128 BRITISH COLUMBIA
26. 19 1 8 2 Advanced SC e metadata nicol 21 1 9 A A En A EN E A E 23 LAO E a ls 23 Client and Case Management 24 2 1 Creating a new Clear 24 2 2 FINGINg an exISting clean A id 25 2 3 Editing an existing Clean 27 2 4 Creating a New e e 28 2 5 PINGING AN CXISUNO ee e 30 2 6 Eding an EXISTING COMIACE EEN 31 2 1 FINGINd a Meme url ida il aii 33 2 8 Creating a NEW organization ccccssececcseseccceeseeeceeseeccauseeecseseeesaaseesssageessneessseaes 34 2 9 Finding AN existing ordantzaton nnn 36 2 10 Editing an existing organization ccoonccconnncconnnconcnncnncnnnoncnconanonnncnnnnarnnonnrnnnnnnnnnnnnnnnnss 37 2 11 Creating a new Relationship ccccsssccccssseecceesseeceeuseecceeseeecsegseeceeaseessageeesseneeessaaes 38 2 12 Finding an existing relationship uk 40 2 13 Editing an existing relatiONShHlIp ccoooccccocnncconnccnonoconnnccnannccnanononanonnanononnnnnnanncinanos 41 2 14 Creating ai EE ii di 42 2 15 Removing an Affiliate or a Member 45 2 16 LreatngahNewCaseieterral 46 A e A cere Re ee Nee en oe ee ey ee 48 et amma e Ee E gt EE 50 219 RINGING an existing Case aid 52 2 20 Admiting a CWSI dida ds id dd 52 2 21 Adding a Member to at Caee 53 2 22 ZEIEN 55 E E A A A ta 55 222 2 EENEG 56 E WEE ee 57 2 23 Generating the Case History n00nnnneannnoenneosnnensrnnrrenrensrnrrrsrrrernrrrsnrerrenrrrsnreerrnrerenne 59 SA a 62 3 1 AE Lee WE EE 62 3 2 NA E o 5 O e A 64
27. 20 AM Search Adv Search Hein Y CARIS Topic Based Consultation Waiting Lists Beds gt Internal Referrals Mode v Number of Participants v Case Transfers Duration TE Consultation Type v gt Eligibility Lists Topic gt Reports Facilitators E Y Facility Notes Account Training Account Training2 Administrative Log Account Trainings D Announcement Partners Type Facility Incident Report Safety Procedure lt Topic Based Consultation Tools and Utilities Recipient Organization Type Notes Add Attachment C Browse Start Date 72272005 Ce End Date Record Consultation Cancel You can see that there are many convenient fields in which to enter the pertinent data Many are drop down lists to speed up the process while some are text boxes in which to record notes or observations Attachments can be added to the file such as minutes or reports A Partner in this context is an individual or agency which is a co presenter of the event while a Recipient is the audience to whom the event is directed 41 Fill in the fields as completely as possible 42 Add Notes or attachments 43 Enter the start finish dates sl 80 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT B CARIS Build 0 55 Login Name Ann CYMH_ Login Time 8 18 2005
28. 3 3 Sek a Let EE 65 3 4 Seel EE 65 S Se WE EE le Le E REPO EE 65 3 5 FS E 67 3 5 1 Making Referral Observations cccoooncccccocccconoccnnononcnnconanononnnnonnononnnonnaroncnnanenennonens 67 Ses NIC OMA WEE 68 A e a E E a i a EEEE 70 3 6 ORGANIZATION NOTES Also referred to as FacltvhNotest 71 3 6 1 Creating an Anpnouncement 71 3 6 2 Deleting an Announcement ue 73 3 6 3 Logging a COMMUNICATION Note coooncncccccccnccccccnnoconcnnconanononnnnnnononnnnnnnanonconaninnnnanens 73 3 6 4 Logging Telephone calls Faxes e MallS cccceccccseeeeeeeeeeeeeeeceeeeseeeeseneeesaees 74 3 6 5 Recording a Safety Event Fire Smoke Test 78 3 6 6 Logging a Topic Based Consultation ccccoonccncoconcnnconcnncononcnnononcnnnonanonconarenononons 79 3 1 Eligibility List Management 81 3 7 1 Adding anew Eligibility SE a teta aia 81 SE Eding an leie E 83 SD e Melendo an Te ei e EE 84 3 7 4 Completing an Eligibility List EE 84 SE E We Del e EE inn in EE 85 3 7 6 Adding a Participant to an Eligibility User 86 3 8 AE 87 3 01 Creating a General Alerts as 87 3 8 2 Creating a Supervision Ali A a 89 3 9 Admission ana Discharge OMS A a 91 39A Meeting MINUTOS EE 91 39 2 Psychiatric AGMISSION NOOS iia lia 92 39 3 Provisional DIAGNOSES iria AA ee aralenes ae 92 3 9 4 Child Care Nursing Admission Notes AA 94 2399 Discharge FO Mini a 94 3 10 CLINICAL FORMS ANDASSESSMENT S cdi 95 3 10 1 DSM IV TR Diagnostic Classificatio
29. Address Book Close CARIS Case List Waiting Lists gt Beds gt Reports Case Status Filter a e Facility Notes gt Alerts Case Type Case Status My Case Role Start Date Administration Pre Admit Case Manager 2005 08 23 P od si Active Case Manager 2005 08 23 Consultative Services Pre Admit Case Manager 2005 08 25 Deaf Access Office Active Case Manager 2005 08 23 Victory Hill Residential Program Referral Case Manager 2005 08 23 Page s 1 Other Client Cases E Affilicate Cases New Referral The client s Case List will display and you can then view the case details When you click View the case comes into context also 2 20 ADMITTING A CLIENT You can create a case for a client and continue to prepare the paperwork or investigate the client s suitability for a program wait until a clinician has time to see the client or just wait for the client to decide to work with you This is the Pre admit phase where you are both getting ready to make a commitment to proceed Once you Admit a client you are now in the active phase of a client case worker context with all the implications of that status To admit a client to a case 1 Select the appropriate case from the client s case list and open it by clicking on View BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Lean Hama Aan MA Login Droa SAL 005 102024 AM Michael Farrington Cymh Outreach 1289 Pre Admit Cases Detai
30. CARIS Login Name Ann YFY Login Time 2005 2 22 43 PM ma Clients v Search Adv Search Help Main Activities My Cases gt External Services y YFV CARIS Communication Notes Waiting Lists gt Beds Time Fitter gt Eligibility Lists Date Type Method Duration Hotes gt Internal Referrals 2005 09 21 Referral Email Unknown Status E LEE lacie 2005 09 21 Advocacy Walk in Unknown Status E hole 2005 09 21 Referral Phone Unknown Status Y Organization Hotes rial 2005 09 21 Service Request Walk in Unknown Status 3 UA 2005 09 14 Advocacy Fax 5 mins a Facility Incident Report 2005 09 12 Education Mail Courier mins E Safety Procedure 2005 09 08 Advocacy Phone 50 mins E Topic Based Consultation 2005 08 30 Referral Email 5 mins E Page s 1 gt Tools and Utilities To record a new phone call fax or e mail 29 Click on Add Note COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Ki CARIS fi Jason Marceau Program C 39147 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YFV CARIS Create Communication Note Waiting Lists gt Beds gt Eligibility Lists Date 72272005 EM Internal Referrals Type Service Request gt Case Transfers Contact Method Fr gt Reports Duration minutes v Y Organization Hotes Noies Communication Notes Announcement Facility Incident Report Safety Procedure 4
31. CARIS User Manual 2006 Maples Version 1 0 DRAFT 88 CARIS Build 0 56 Login Name trainingl2PSDHH Login Time 8 25 2005 11 06 24 AM a clients v Search Adv Search Help Main Activities My Cases Y CARIS Create Room Waiting Lists gt Beds gt Reports Admin Status Active E gt Facility Hotes EN Microsoft Internet Explorer A D Are you sure you want to create this room The newly created room will be added to the Unit on the summary page GB CARIS Build0 56 Login Name training1 PSDHH Login Time 8 25 2005 11 06 24 AM fa Search Help Main Activities My Cases y CARIS Bed Administration Waiting Lists gt Beds gt Eligibility Lists Status Fiter Unit Fiter Add Unit gt Reports Facility Notes PSDH Unit D Victory Hill Residential Program Active Add Room s Deaf Access Office Community _Add Room Trial Unit 2 Development Administration Active Add Room Trial unit 4 Youth Transition Administration Active Add Room Scenic Unit 1 Consultative Services Active Add Room CS Test Run Unit Consultative Services Active Add Room DAO Test Run Unit Deat Access Office Active Add Room CDA Test Run Unit Community Development Administration Active Add Room VHRP Test Run Unit Victory Hill Residential Program Active Add Room LNT and Admin Test Run Unit Youth Transition Administration Active Add Room Ryan s Ui Victory Hill Residential Program Active Add Room Cottage 1 Deaf Access Offic
32. Consultative Services Active DAO Test Run Unit Deaf Access Office Active CDA Test Run Unit Community Development Administration Active VHRP Test Run Unit Victory Hill Residential Program Active YT and Admin Test Run Unit Youth Transition Administration Active Ryan s Unit Victory Hill Residential Program Active Cottage 1 Deaf Access Office Active Boom Active BedA Regular Female Active Room 2 Active Consultative Services Eat E Add Room 4 PSDH Unit B Deaf Access Office Deleted Exit J Add Room Community Development Administration Deleted Exit Add Room Test Unit Administration Deleted eat J Add Room BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 4 1 4 Bed Management The Bed Management function opens a window that contains a list of all the units rooms and beds available to the agency If you are authorized to do so you can edit any of the elements by clicking on Edit f Michael Farrington Cases Detalla Relationships Address Book Clone Community Development Administration 8986 Active Summary Participants Case Plan Case History Close Y CARIS Bed Management Wating Lists e Beda Administration Und Fitter Ai S Management Reservations Bed lame Status Type Gender Note Occupancy aerch Unit Special Needs Active Special Needs hate EN whine sperms Lita Cottage 1 Room1 Bed A Active Regular Female Em See Cottage 1 Room Bed 1 Act
33. History Close P Archives P Beda Y Reports CARIS Usage Report Case Load Report by Case Types Case Load Report by Members Case Load Snapshot Report by Case f Types Case Load Snapshot Report by Members Bed Utikzation Report Waiting List Duration Report Cate Notes Report Cate Face Sheet Alerts Report Referrals Y Organization Notes BRITISH COLUMBIA Case Notes Report Preview ort PDF ae BRITISH COLUMBIA Case Notes Report Preview Date 2006 09 22 Generated By Ann OM Client ID NIA ARA Date ENN MMOD CARIS User Manual 2006 Maples Version 1 0 DRAFT 3 5 REFERRALS 3 5 1 Making Referral Observations When you refer a Client to another facility you will need to record the reason why the referral was made This form enables you to do that To record a Referral Observation with the Client and Case In Context 1 Expand Case Notes 2 Click on Referral Observation B CARIS Build 0 57 Login Name Ann CYMH Login Time 9 14 2005 10 28 27 AM ta o Search Help f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Referral Observation Waiting Lists gt Beds gt Case Transfers Date lan 4 2005 gt Eligibility Lists Referral Target Maples Reports Referral Reason Reason 1 v Facility Notes Notes PS Maples staff hav
34. Manual 2006 Maples Version 1 0 DRAFT g8 ARIS muii DAT Login Hame Gent TYHH Logn Tma SOs 3 al F Michael Farrington Cymh Outreach 1289 Active Cages Detaile Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Relationships Farrington Michael Wating Lists Beda rt Internal Referrals Person Type Relation Start Date End Date lits gt Case Transfers Farrington Steve Family Brother 2005 08 30 Em gt Eligibility Lists Reginald David Family Brother 2005 08 04 2005 09 11 ES gt Reports Reginald David Famay Cousin 2005 09 12 E es gt Facity Hotes Morcesa Jason Social Friend 2005 08 26 Exa Case lotes gt Case Forms Page s 1 gt Tools and Utilities 1 6 4 Address Book This tag takes you to the Client s pertinent addresses telephone numbers and e mail address s You may add as many addresses etc as you require If there are many different items you can reduce the ones that display by using the Location Type Filter which will then display only e mails addresses or telephone numbers Location Filter KETE 057 Ln Mar ASTM Login Time 3 132005 Side PM Cases Details Relationships Address Book Cloe Summary Participants Case Plan Case Histo Y CARIS Address book Management Farrington Michael Beds gt Internal Referrals Location Type Fiter All Typga Add Address Case Transfers Eligibility Lists Location Person
35. My Cases Y CARIS Bed Administration Waiting Lists Beds Eligibility Lists Status Filter Al Y Unit Filter All xi gt Reports gt Facility Hotes PSDH Unit D Victory Hill Residential Program Active 3 runa AAA Trial unit 4 Youth Transition Administration Scenic Unit 1 Consultative Services Active CS Test Run Unit Consultative Services Active DAO Test Run Unit Deaf Access Office Active CDA Test Run Unit Community Development Administration Active VHRP Test Run Unit Victory Hil Residential Program Active YT and Admin Test Run Unit Youth Transition Administration Active Ryan s Unit Victory Hill Residential Program Active PSDH Unit B Deaf Access Office Deleted PSDH Unit C Community Development Administration Deleted Test Unit Administration Deleted Trial Unit 1 Consultative Services Deleted Page s 12 You will see that the solid blue lines indicate specific Units When you expand a Unit the list of rooms will be shown and when you expand each room the bed information for that room displays 4 1 1 Adding a Unit Note that only authorized persons may add remove or otherwise edit rooms beds and units If you are not authorized to perform these actions the box will be grayed out and you will be unable to use it BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Hi CARIS Build0 56 Login Name training1 PSDHH Login Time 8 25 2005 11 06 24 AM fa Client
36. Phone Wie e Fam gt Cape lotes Phone Mke D Ernail Alerta Phone Ek Cage Forme Add to Case If you are sure this is the right member 65 Click on Add to Case 66 Choose the appropriate Role from the drop down list Hags Login Nama AnmilPSDHH Login Time 8 26 2005 4 15 45 PM ma Ce Sesreh Help Jason Marceau Victory Hill Residential Program 8092 Active 5 Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close CARIS Assign Case Member Visiting Lists 6 Beda gt Eligibility Lists Start Date asaos wote TEE Reports Cent Neme Merceau Jecon O cosekt Jee e Facility Notes Wankar iiuna Andy Ma Kass Role Cewe E k Case Notes i Alerte b Case Forma Both the Start and End dates can be determined by using the pull down calendars The start date will default to today s date The member s role must be selected d 54 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 67 Click on Assign Case Member The member will now be included in the Participants List as a Case Worker in this example f Jason Marceau Victory Hill Residential Program 8092 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Cape Participants List Wasting Lists Beds gt Eligibility Lists Reports lane Case Access Start Date End Date Facility Note
37. Relationships Farrington Michael Waiting Lists gt Beds gt Eligibility Lists Person Type Relation Start Date End Date Hts gt Reports Farrington Steve Family Brother 2005 08 30 Facility Hotes Reginald David Family Brother 2005 08 04 Alerts Marceau Jason Social Friend 2005 08 26 Page s 1 New Relation 2 13 EDITING AN EXISTING RELATIONSHIP To edit any of the listed relationships or to view details from the Relationship list see 2 12 1 Click on Edit BS BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Hi CARIS Build 0 57 Login Name Ann PSDHH Login Time 9 12 2005 2 39 51 PM KE Search Adv Search Help fi Michael Farrington Cases Details Relationships Address Book Close 1 Y CARIS Relationships Farrington Michael Waiting Lists gt Beds gt Eligibility Lists Person Type Relation Start Date End Date Hts gt Reports Farrington Steve Relationship Facility Notes Reginald David Edit ud SE Relationship Type Fami EA Alerts Marceau Jason Reginald David is 2100 of Farrington Michael Start Date ea 2008 EM End Date E Notes Page s 1 Save Relationship 42 Enter the changes you wish to make change the dates or add a note 43 Click on Save Relationship You will see that the only things you can change are the end date and the notes Once a relationship has been saved it cannot be changed as far as the type or the relation
38. Save Cancel Topic Based Consultation gencia Cancel amp Aliant Carma Today s date will automatically default to the date line but if you have hand recorded calls from an earlier date and you wish to record them you can select the appropriate date from the drop down calendar 30 Select the type of communication from the drop down list Ki CARIS Login Name Ann YFV Login Time 9 22 2005 2 22 43 PM a Search Help f Jason Marceau Program C 39147 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y VEV CARIS Create Communication Note Waiting Lists gt Beds gt Eligibility Lists Date jai22 2005 Internal Referrals Type Service Request v gt Case Transfers Contact Method gt Reports Y Organization Notes Duration minutes Notes Communication Notes Announcement Facility Incident Report Safety Procedure Save Cancel Topic Based Consultation Save Cancel Client Forms 31 Then select the Contact Method E OOOO BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Jason Marceau Program C 39147 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y YEV CARIS O Create Communication Note Waking Lists Bede Eligibility Lists Date beem b Internal Referrals Service Request Case Transfers Emai Reports
39. Search Adv Search Help Main Activities My Cases Y CARIS Welcome Ann PSDHH Waiting Lists gt Beds Announcements gt Eligibility Lists gt Reports Time Fiter Last 1 Month v Ada Y Facility Hotes Administrative Log Date Subject Importance Detail Announcement as 3 Meeting with MF and parents with constable 2005 09 01 Meeting High inbkeen Facility Incident Report e Please ensure that you enter the End Date correctly Safety Procedure Tuscan Mahal sio Ho when recording a TB Consultation Topic Based Consultation Page s 1 Your announcement shows up on everyone s Main Page 3 6 2 Deleting an Announcement Deleted messages disappear from everyone s Main Page so be careful before you delete an Announcement If you are authorized to delete announcements the Delete button will be active If you are not authorized to perform this action the button will be grayed out To delete an announcement 1 Click delete for that particular announcement The announcement will disappear 3 6 3 Logging a Communication Note Various events occurring in the agency require logging for future reference The business practices of the agency will indicate which events require logging To log an event 1 Open Communication Notes under the Organization Notes heading in the navigation tree You will see a list of logged communication notes ss 73 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1
40. Subject Importance Detail gt Facility Notes 2005 07 14 Message of no Importance Low Subjest of randomness Tools and Utilities Page s 1 14 Click Search A list of all clients with Marceau as part of their demographics will display GB CARIS Build054 Login Name Ann CYMH Login Time 8 2 2005 11 15 27 AM Clients v Search Adu Search Wein Main Activities My Cases y CARIS Client Search Results Waiting Lists Beds gt Internal Referrals CARIS ID Client Hame Birth Date gt Case Transfers 1000000 Marceau Jason 1975 07 28 View gt Eligibility Lists 4000027 Ne Client Info 1985 05 22 gt Reports Given Hame Jason A Family Hame Marceau Page s 1 ES Preferred Name Jason KE Tools and Utilities Gender male Aliases Advanced Search Create Client Age 27 SIN 15 Click View The Client Details window will display GB CARIS Build0 54 Login Name Ann CYMH Login Time 8 2 2005 11 15 27 AM Marceau Clients v Search Adv Search Wein fi Jason Marceau Cases Details Relationships Address Book Close y CARIS Client Details Marceau Jason Waiting Lists gt Beds gt Internal Referrals gt Case Transfers Family Name Marceau Given Name Jason gt Eligibility Lists Middle Initial Sie Preferred Name Jason Aliases s Gender Male Repos Date of Birth 28 Jul 78 Date of Death Facility Notes CARIS ID 1000000 Tools and Utilities E Extended Demographics Addr
41. User Manual 2006 Maples Version 1 0 DRAFT GB CARIS Login Name Ann Login Time 9 23 2006 3 32 16 PM fruan cients 2 Search Adv Search Heip f Ida Ann Lake 1022226 Bifrost 129736 active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close RRE Client Search Results Waiting Lists gt Archives KR CARIS ID Client Name Birth Date gt Reporte 140048 Liang Huan Huan 1988 06 22 View gt Referrals 140083 Huang hua 1999 01 02 View gt Organization Hotes 140102 Huang Jasmin Jasse 1975 12 12 View gt Eligibility Lists 140058 Liang Huan qwe 1988 03 02 View gt Alerts 140100 Liang Huan 1988 03 02 View EES 140101 Liang Huan 1988 03 02 view Meeting Minutes 140109 Liang Huan 1988 03 02 View Psychiatric Admission Notes CH 140110 Liang Huan 1988 03 02 View Provisional Diagnoses Child Care Nursing Admission Notes Page s 1 Discharge Form gets Y Clinical Forms and Assessments DSM IV TR Diagnostic Classifications ICD 10 Diagnostic Classification NOTE When you search for a person as a Client you can click on View to view the Client Details The person is now in Client Context and you can edit or add to the client s basic and extended demographic information But when you search for the same person as a Contact and then view the details only a brief summary of contact information such as name date of birth and address is presented and the pers
42. Waiting Lists gt Beds gt Internal Referrals Document Name Notice gt Case Transfers Attachment Browse Add gt Eligibility Lists Reports Facility Notes v Case Hotes General Alerts Submit Attach File j Client Based Consultation 2 Click Detach If you are satisfied with the attachment and don t want to add any others 3 Click Submit Ve BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 2 108 3 83 CARIS Build O57 Login Name Ann CYMH Login Time 9 20 2005 11 52 05 AM A Search Help fi Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Activities Display Waiting Lists gt Beds gt Internal Referrals Activity Filter All Activities v gt Case Transfers gt Eligibility Lists gt Reports gt Facility Hotes Page s 1 v Case Hotes General Alerts Attach File Client Based Consultation The attachment will be recorded in the Case specific Activities file 3 11 4 Generating Progress Notes Progress Notes are a record of the activities and events involving a specific Client Case They provide a record of the progress of the case throughout its life as recorded by the Case Manager and Member s To record a Case Progress Note with the Client and Case In Context 1 Expand Case Notes
43. b Eligibility Lists Cane Type Deaf Access Otice Referral Date Aug 30 2005 Reports Case Status Pre Admi Accept Reject Date Aug 30 2005 i Case hi 18705 Admission Date b Facility Hotes Case Manager One Ann 3 Est Discharge Date P Case Notes Referral Source Addition Services Discharge Date Alerts Referral Mode Fax Case Close Date Bed information Case Forma Wiattliet Information MEE E Accent fetes EE O E E 1 6 CLIENT CONTEXT The term In Context as used in this system means the Client and or Case whose names appear in the Context Bar Section 1 7 Changes can only be made to a Client s file when the Client is In Context This is indicated by the client s name being displayed on the Context Bar See also Section 1 5 9 Context for a description of what Context means and how it works sl 11 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Bui Li DA Login Name Beet THH Login Time 100003 fi Jason Marceau ases Details Relationships Address Close Client Name CARIS fi Client Details Marceau Jason t Beds gt Internal Referrals Case Transfers gt Eligibility Lists E Basic Demographics Reports Facility Notes Tools and Utilities When performing ANY functions that involve a specific client make sure that the client is IN CONTEXT before doing so You will note that a new row of functions displays under the Cl
44. be expanded by clicking on the 3 10 5 Recording Administration of Medication In the expanded medication summary there is a button labeled Administer 83 CARIS Build 0 56 Login Name Ann CYMH Login Time 8 23 2005 11 28 54 AM Clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Medications Waiting Lists Internal Referrals Incoming Administration Date Filter View By Medication Outgoing gt Case Transfers Medication Name Medication Class Prescribing Physician Dosage Start Date End Date gt Eligibility Lists Aspirin acetasalacylic e i Non Prescription as recommended 2005 08 23 2005 09 30 gt Reports Acid gt Facility Notes Frequency as required Admin Date Time Admin Code Admin By Hote e Case Hotes Delivery Route oral Times General Alerts Hote 3 Attach File Client Based Consultation Client Correspondence Log Page s 1 Progress Notes Health Visit e Add Medication Referral Observation Serchlite E Session Notes 1 Legal Code vy Case Forms Medications Tools and Utilities To record the administration of this medication 1 Click Administer Ve BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 89 CARIS Build 0 56 Login Name Ann CYMH Login Time 8 23 2005 11 28 54 AM as Clients
45. case who does not have access to the client s file Typically a family member social worker minister or police officer Bed Abed in a Room which may be allocated to a client Case Report A Case Report is an automatically generated report that summarizes the User s cases using pre established criteria Contact A person of interest to a specific client or of general interest If the contact is of interest to a client like a minister or relative that person will be attached to a client s file as a relationship General contacts will just be listed like a police officer social worker or physician someone you may want to contact Context The term In Context as used in this system means the Client and or Case whose names appear in the Context Bar Critical Date The date upon which a particular event either did occur or should occur in the future End Date The date upon which an event is scheduled to end Member Someone attached to a client s case who is involved and who has access to the file Normally only other case workers clinicians supervisors or involved professionals can be members Partner A Partner is an individual or a group who is working in association with a person or group in the agency Recipient A Recipient is an individual or a group who represent the audience for an activity or event Relationship Someone attached to a client s file other than an affiliate A relationship
46. cb 84 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Microsoft Internet Explorer YD Are you sure you want to complete this eligibility list 49 Click OK The activity will be removed from the Active list and will only be included if you select All or Completed in the Status Filter 3 7 5 Eligibility List Summary The Summary displays all the Lists that are either Active or Completed depending on the Status Filter selection Login Mame Ann CYMH Login Time 9 13 2005 2 36 36 PM E Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Eligibility List Summary Wating Lists gt Beds Status Fer CORE v Internal Referrals List Mame Start Date End Date Min Max Status Hotes gt Case Transfers Computer Literacy 2005 08 02 2005 08 03 5 2 Complete 5 ae Le Computer Literacy 2005 08 02 20050803 5 20 Active z List 2005 07 15 2005 07 22 2 8 Complete 5 view Summary e o List 2005 07 15 2005 07 22 2 z Active z gt Feciiyy Notes Mertal Aerobics 2005 09 07 2006 03 07 4 15 Active gt Case Hotes gt Case Forms gt Tools and Utilities You can view the details of any List 1 Select the List you wish to have a look at and 2 Click on View BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Michael Farrington Cymh Outreac
47. gg gt Referrals Effective Date begann OS End Date 2006 10 02 T Aaa Delete 82 Fill in the Order 83 Click Save EC BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT The new order is now added to the list 3 11 9 Personal History You can make notes regarding the personal history of your client 1 Click on Personal History in the expanded Case Forms list Hi ARIS Login Name Gre Login Time D22COOG 32 16 PM E Ida Ann Lake toz Bifrost 129736 active Coses Details Relationships Address Book Close Summary Participante Case Plan Case History Close Crd Carts era Medi 84 Fill in the form with the information you wish to record 85 Click Create Note The note will be saved and appear in the Case History file 3 11 10 Presenting Issues This form allows you to record various issues on an on going basis To record an issue 1 Expand Case Notes 2 Click on Presenting Issues ss 116 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT GB CARIS Login Name Ann YFY Login Time 2005 4 31 43 PM KH Clients v Search Adv Search Help Jason Marceau Program B 35749 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y EN CARIS Presenting Issues Waiting Lists gt Eligibility Lists gt Internal Referrals Presenting Issues gt C
48. gt Case Transfers eter WFS01Wsers Profilestmike BLLTMy Documents My Documents mike spersi Browse Eligibility Lists gt Reports Facility Hotes vy Case Hotes General Alerts Submit Attach File wm em wks 107 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 70 Click Add The attachment will be listed and you can then browse to find another file if you wish GB CARIS Build 0 57 Login Name Anm CYMH Login Time 9 20 2005 11 52 05 AM ne clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Attach File Waiting Lists gt Beds gt Internal Referrals Document Name Notice gt Case Transfers Attachment Browse Add Eligibility Lists HALEY doc 32KB gt Reports Facility Notes vy Case Hotes General Alerts Submit Cancel Cancel Attach File e Client Based Consultation 3 11 3 Detaching a File lf you change your mind you can detach the attached file 1 Highlight it GB CARIS Build 0 57 Login Name Ann CYMH Login Time 9 20 2005 11 52 05 AM a Clients v Search Adu Search Help f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Attach File
49. handle this case Ve BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT If you return a referral you will offer reasons for the return either by personal contact such as an email or phone call or on the return form It will either be dealt with in a different manner or referred back to you with changes You may then reject the revised referral by clicking on the Reject referral button 83 ch Main Activities My Cases gt Case Transfers gt Report gt Organization Notes External Services gt Tools and Utilities Specific codes are provided in the drop down list for your reasons for rejecting the referral and a space for you to offer notes to further explain 1 Click on Save The referral will be returned to the sender If you choose to accept the referral 16 Click on Accept Referral ES s D db i Case Transfers Reports P Organization Notes b External Services Tools and Utilities You will then select the Case Type for this client and 17 Click Save The Client will be added to your Case List sks 69 Britis COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 3 5 3 Outgoing If you wish to refer a client to another facility from Maples this is limited to YFPS With the client and case in context 1 Search for YFPS with organizations in the pull down menu f Ida Ann Lake 022325 Bifrost 129736 Active
50. progress notes the client from b calls back with more details about the family Open a case in the SFCD area Complete a assessment in moving from referral to admit Record the family members address and other contact information Add the family members to the case Return to the progress note for the second client from your outreach trip As you complete your second progress note a phone call comes in from a client who is upset and wants to be referred to counselling You provide the information to the Well Being Program and record the call The Program Coordinator is out of the office and does not have access to a computer She requests the address of a client Look for the address and give it to the Program Coordinator Now you are able to complete your third progress note You look up at the time and realize it is time for the family mediation You don t have time to complete the third progress note You return from the family mediation and complete a session note recording all the important details You look at the time once again and realize it is time for a client based consultation a case management conference call You are providing consultation to a school district in how to enhance accessibility for a Deaf child You record this client based consultation bos _BRITISH COLUMBIA You finally complete the third progress note in a rush You now have another telephone conference call with a northern police detachment who is inter
51. v Search Adv Search Help fi Michael Farrington Cymh Outreach 1289 Pre Admit Summary Participants Case Plan Activities Close Cases Details Relationships Address Book Close y CARIS Record Medication Administration Waiting Lists y Internal Referrals Incoming Medication Name Aspirin acetasalacylic Acid Outgoing Dosage Info as recommended Delivery Route oral Case Transfers Frequency Info as required Eligibility Lists gt Reports Date Time finas am Facility Notes Code y Case Hotes Notes General Alerts Attach File Client Based Consultation a En Client Correspondence Log Progress Notes Health isit Referral Observation Session Notes Legal Code Y Case Forms Medications 3 Tools and Utilities 65 Fill in the fields 66 Click Save The administration record will be saved to the Activities record attached to this client case file GB CARIS Build 0 56 Login Name Ann CYMH Login Time 8 23 2005 11 28 54 AM CO Clients v Search Adv Search Help fi Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Activities Display Waiting Lists Y Internal Referrals Incoming Activity Filter All Activities E Outgoing gt Eligibility Lists gt Reports B gt Facility Hotes ZS General Alerts Attach File Clien
52. what function or area in the system you are presently accessing 1 5 7 Search and Advanced Search These functions provide you with the capability of finding persons or organizations already in the database Section 1 8 1 5 8 Help wks 8 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT The Help file will take you to a pdf version of the User Manual 1 5 9 Main Clicking on this item will bring you back to your main or home page The Main page is your personal CARIS desktop 7 7 1 CONTEXT Context is an important concept to understand while using CARIS Context defines where in the system you are i e context defines what functions are available for you to use and whether you are able to add view information to a case a client or provide notifications system wide System functions become available or not depending on what context you are in There are three contexts CARIS system Client Case In metaphorical terms it s like the following CARIS context is the filing cabinet Client context is the client s set of file folders with his ner name and address on the tabs and Case context contains the information in an individual client case file folder and enables you to read or add to the details of the worker client interactions CARIS context is simply logging in and having access to reports and notifications prior to selecting a single client record for use Administrators for instance may spend
53. will show your User Name You will only be able to access your own cases information and activities The system does this automatically for security and privacy reasons You will be able to search the entire database for persons but will only be able to view and edit their Client Details ge Context Bar Hi CARIS Context Bar T r CARIS Welcome Ann PSDH gt Beds gt Eligibility Lists Announcements gt Reports Time Fitter Last P Organization Hotes Interface Title Detail asdfsdf Subject Importance 2005 09 26 medium E 2005 09 26 d d w 2005 09 26 2005 09 26 sdfsadf asfsdfsd 2005 09 27 amp amp Navigation Tree 5 10 14 webspace is it highlighted Low just seeing what happens in i put a web adress here www logiclynx com Page s 1 J Main information Aren 1 5 3 Context Bar The Context Bar is the area where the Client Name and if he she has one the Case Description will display This is important and is described in more detail below 1 5 4 Navigation Tree The expandable list of functions that can be performed using CARIS See also 1 7 6 These functions change based on user and the context l e case context client context systems context More on context below 1 5 5 Main Information Area This is where all the information tables windows and data display 1 5 6 Interface Title Indicates
54. 005 09 13 End Date Hote He needs to keep his apriment where he has bed for three years and where he feels sate e ACTION Help him write his resume by the 15th Priotity PRIORITY _1 Status Active Start Date 2005 03 13 End Date 2005 08 15 Hote 6 Page s 1 Create Goal To achieve the Objective you will probably need to take other Actions 76 Click on Create Action again sks 58 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT a Michael Farrington Cymh Outreach 1289 active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Create Action Waiting Lists Beda b Internal Referrals Objective Help him retain his own aprtment b Case Transfers Actio Arrange an interview at Job Search Lid with Fred Bloggs gt Eligibility Lists Priority Priory 2 w Status Active r Critical Date buzaome End Date bazome Facility Notes SEH Hote peaos E gt Case Forms gt Tools and Utilittea 77 Fill in the fields and make the Drop Down List selections 78 Click Save The new Action will be added to the Objective in the Goals and Objectives window zone ft Search BR Adv Search Heip Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Goals and Objectives Veto Lis
55. 005 09 20 z Eligibility Lists Sample Letter 14 2005 07 19 z EE Reports e Template of mine 30001 2005 07 14 a Facility Hotes Case Notes Page s 1 Case Forms Y Tools and Utilitics Create Template Templates You can View the Template details 9 Click on View V i LAR Build 081 Login Name ANMEECYMA Login Time 7 19 2005 10 46 42 AM A ELO Search LEO E Main Activities My Cases _ Y CARIS 2 View Template gn beds Date Crested 075 gt Internal Referrals RASCH eel P Case Transfers Versione E o Eligibility Lists O gt Facility Hotes Reg l Y Tools and Utilities L sel Templates ee wy tia oe FIODAVE L __ Cancel You can delete a template from the list 10 Click on Delete The template will be deleted from the list You can Deactivate a template This will just gray out the Generate Doc option so that you can t send the document to anyone This is so that you won t send out an inappropriate or outdated document inadvertently Should you wish to you can easily Activate the document again thus making it available To Deactivate a template Click on Deactivate wks 121 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Login Name Ana EMH Leon Tienes 220 2005 115205 AM Description Page s 1 D IO OI UN fi Michael Farrington Cymh Outreach 1289 Acti
56. 08 25 12 00 00 Administered One Ann_3 Hote zl Page s 1 Add Medication The delete administration form will display 4 Fill in the fields 5 Click Save Hi CARIS Build 0 56 Login Name Ann CYMH_ Login Time 8 25 2005 11 13 41 AM a clients v Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Delete Medication Administration Waiting Lists gt Internal Referrals gt Case Transfers Medication Name Aspirin acetasalacylic Acid Code Administered Eligibility Lists Date 2005 08 25 Time 12 00 00 PM Reports Reason Code Time Mistyped v Facility Notes Notes wrong time inserted gt Case Hotes m Y Case Forms Medications Tools and Utilities The deleted item will show up in the medication summary but will be crossed out The reason can be checked later by passing the cursor over the item and a summary will display yo BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 88 CARIS Build0 56 Login Name Ann CYMH Login Time 8 25 2005 11 13 41 AM Clients v Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Medications Waiting Lists Internal Referrals gt Case Transfers Admini
57. 1 28 54 AM Clients v Search Adv Search Wein Michael Farrington Cymh Outreach 1289 Pre Admit Summary Participants Case Plan Activities Close Cases Details Relationships Address Book Close y CARIS Medications Waiting Lists w Internal Referrals Incoming Administration Date Filter View By Medication Y Outgoing gt Case Transfers Medication Name Medication Class Prescribing Physician Dosage Start Date End Date gt Eligibility Lists Reports Page s 1 Facility Notes Y Case Hotes Add Medication General Alerts Attach File Client Based Consuttation Client Correspondence Log Progress Notes 2 Health isit Referral Observation Session Notes L gal Code vY Case Forms Medications Tools and Utilities 2 Click Add Medication 3 Fill in the fields as completely as possible am oS BB CARIS Build 0 56 Login Name Ann CYMH Login Time 3 23 2005 11 28 54 AM ta Clients v Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Add Medication Waiting Lists Y Internal Referrals Incoming Medication Class Nonprescription v Medication Name Aspirin acetasalacylic Aci s Outgoing Prescribing Physician EES Dosage Info as required Delivery Route oral gt Eligibility L
58. 10 46 20 AM Search Adv Search Help Main Activities My Cases y CARIS Topic Based Consultation Waiting Lists Beds gt Internal Referrals Mode Video Conference Ce Number of Participants 1 6 25 b gt Case Transfers Duration 01 00 v Consultation Type v i gt Eligibility Lists Topic Dealing with Substance Abuse before it happens Reports Facilitators Zeil Y Facility Notes Account Training 3 sm Account Training2 Administrative Log Account Training3 v Announcement Partners Type l x Facility Incident Report Youth Forensic Services Aboriginal Agency Youth Services Safety Procedure Topic Based Consutation Tools and Utilities Recipient Victoria High School Organization Type School ES Notes Add Attachment E Minutes of Consultation doc 30KB Start Date 572272005 End Date 872272005 Ea Record Consultation Note that when you fill in the partner and recipient fields you must click Add to effect the insertion leaving them as in the case of the Recipient above will initiate a prompt when you try to Record the Consultation The same is true of the Attachments you first browse to locate the document then click Add to include it 44 Click Record Consultation The recorded event displays in the Activities file 3 7 ELIGIBILITY LIST MANAGEMENT The Eligibili
59. 137 9 3 A Eet H 137 9 4 EVA a ION Sia alabada 141 5 4 1 Training Course Evaluation ccccoonncccoconcnnononnnnconononcnnnnonononnnnonnnrononnnnrnnononrnnnnnos 141 e SelMEvallatlO No id adi lin 141 5 4 3 Understanding the CARIS System ccccceccccsssseeeceeseeeceesseecseeseessseeesseseeessaaes 142 9 0 o iene E tenes te eee casera ss saceananan a 148 6 CSS ANY EE 151 T Weien EE 152 4 General Information and Procedures CARIS Community and Residential Information System is a case management application developed for the Provincial Services Division of the Ministry of Children and Family Development British Columbia Canada The development of this new information management tool enables the accurate and appropriate tracking of clients services and outcomes and helps to ensure accountability CARIS provides a new information management tool for CYMHS the Maples Youth Forensic Psychiatric Services and Provincial Services for the Deaf and Hard of Hearing CARIS is the result of a desire on the part of the Ministry to enhance service delivery by providing open and transparent relationships improving accountability and facilitating case planning The following goals underlie the development of the CARIS system Enable communities to develop and deliver services within a consolidated coherent community based service delivery system Provide a consistent means for community service providers including ministry clini
60. 2 Changing a Medication ccccccseeeeeeeeeees 103 Client and Case Management 24 Cli nt COM at ee a Ae 11 A A me ee 14 Closing atCaee 50 Completing an Eligibility List 84 CONAC haaa 18 19 150 Contex Barcon ee 8 Creating a Case Report ccccceeceseeeeseeeeees 65 Creating a Goal 55 Creating a New Case Referral 46 Creating a new chent 24 Creating a new contact 28 Creating a new organization ccccoocccccoo 34 Creating a new Relationship 00nn00nnn0n0n000n 38 Creating a Supervision Alert 89 Es _BRITISH COLUMBIA Creating a Template 118 Creating ani Aci iii 57 Creating an Affiliate cccccecceesseeeeeeeeeeeeaees 42 Creating an Announcement occccoccnnccnccnncnnccnnnnns 71 Creating an Obiechve 56 Deleting a Medication Administration Record 100 Deleting an Announcement 73 Deleting an Eligibility List 84 RI IEN 13 Developing a Treatment lan 99 Discharging a Cent 48 Discontinuing a Medication ooocccoccnccncnco 102 Editing an Eligibility ist 83 Editing an existing Cent 27 Editing an existing Contact 31 Editing an existing organizaton 37 Editing an existing relatonshunp 41 Eligibility List Management 81 Eligibility List Summary cooocccccocnncccccnnnnncnonnos 85 EK 140 Finding a member 33 Finding an existing Case 52 Finding an exis
61. 31 2005 Organization Hotes Case Manager Villeneuve Ann Est Discharge Date Now 23 2005 k Case Notes Referral Source Sel Discharge Date Oet 31 2005 Alerts Referral Mode Walk in Case Close Date Case Forms Phase Daye ha Bed Information Waitlist Information Referral ote The Case Summary now shows the discharge date If there is a reason why the client may not be discharged at this time an Error notice will display which will indicate the reason why the discharge cannot take place The reason must be dealt with before discharging the client GB CARIS Login Marea Ar Login e 23306 DM Ida Ann Lake noz Bifrost 129736 Active Cages Details Relationships Address Book Close Summary Participante Cage Plan Cage History Close E Error Missing Criteria or Integrity Check s Failed lt lt ence Wine Lais Archives SE Activity Integrity Criteria Thar se open goals for this came Reports Referrals Organization Hotes pr Eligibility Lists gt Aleris Admission and Discharge Forms gt Clinical Forme and Assesements Case Forme 2 18 CLOSING A CASE Closing a Case means that you will no longer have any dealings with the client in relation to this particular case nor will any affiliates or members The Case will be closed and will no longer appear on the client s Case List You will be able to resurrect the case for reference purposes by selecting the Clo
62. 34 33 AM YM YWCA ki Search Adu Search Hei Main Activities My Cases Welcome Ann CYMH Announcements Time Filter Last 1 Month Date Subject Importance Detail 2005 07 14 Message of no Importance Low Subjest of randomness Page s 1 32 Click Search A list of all organizations with YW YMCA as part of their demographics will display NOTE You have to be careful when typing in the criteria In this case had you typed in just YMCA you would have received a No Results notice This is because even though many people refer to the Y as the YMCA in fact the acronym was entered as the YM YWCA and as such no part of either the full name or the acronym contains the sequence YMCA So if you don t get a result it a good idea to try some different combinations before you proceed to create a new organization GB CARIS Build0 54 Login Name Ann CYMH Login Time 8 8 2005 11 34 33 AM Search Adv Search Help Main Activities My Cases Y CARIS Organization Search Results Waiting Lists Beds gt Internal Referrals Organization Hame Organization Type gt Case Transfers The search returned no results gt Eligibility Lists You can try advanced search or create a new organization Reports Facility Hotes Y Tools and Utilities Page s 1 Templates Advanced Search Create Organization i Britis COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAF
63. CARIS Build 0 54 Login Name Ann CYMH Login Time 8 8 2005 11 34 33 AM YMCA Search Adv Search Hei Main Activities My Cases Or ganization Details Young Men s and YoungWomen s Christian Association 1 Organization Hame Young Men s and Young Vomen s Christian Association Organization Acronym YM YWCA Organization Type Youth and Family Description Physical Training sports and self development facilities DI Address Book Address book management Create Contract Edit Organization Transter Create Internal Reterral The Edit Organization window will display and you can proceed to complete more fields or change existing information Hd CARIS Build054 Login Name Ann CYMH Login Time 8 8 2005 11 34 33 AM YMCA Organizations W Search Adv Search Help Main Activities My Cases Edit Organization Young Men s and YoungWomen s Christian Association 2 Organization Name Young Men s and Young Vomen s Christian Association Organization Acronym YM YWCA Organization Type Youth and Family Description Ka Training sports and self development facilities Save Changes If you change your mind click the Cancel button and you will return to Organization Details 34 Click Save Changes to retain your editing and the new demographic information will be saved 2 11 CREATING A NEW RELATIONSHIP A Relationship describes a connection between a clien
64. Case Plan Cage History Close AIT Search Case History Wating Lists P Archives Beda Keyword Reports Activity Type Date of Activity 1 Referrals Start Date bone E gt Organization Notes End Date Beem Ek Eligibility Lists Alerts b Admission and Discharge Forms b Case Forma P Utilities Case Histories can be searched using either keywords or time frames from date to date or specific date The activity filter allows you to just view those activities that you are interested in rather than the complete History It allows you to search during a specific time frame rather than for the entire period the Case has been open This feature is useful when you have recorded many activities over a long period of time Select a time frame suing the drop down calendars or type in a specific date to locate the activity in which you are interested Alternatively type in a key word based on the subject or type of activity The filter will sort through the activities and display all those with the parameters you have selected Ris i Login Hare ew Logn Trie wiis eo Pl f Jason Marceau uous A Careplan Counsultants 120671 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close CARE Case History WWeadine Lists P Archives P Beda Activity Filter All Activities a Bed Reservation 2006 07 28 J eee gt Eligi
65. Case Transfers Advanced Search I Create Contact _ Eligibility Lists 24 Click View The Contact Details window will display Ve BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 88 CARIS Build0 54 Login Name Ann CYMH Login Time 8 8 2005 11 26 38 AM Search Adv Search Help Main Activities My Cases Y CARIS Ei Contact Details Scrooge Ebenezer Waiting Lists Y Beds Administration E General Management Family Hame Scrooge Given Hame Ebenezer Reservations Preferred Hame Eb Aliases Occupancy Date of Birth 25 Dec 25 Gender Male Internal Referrals Date of Death Case Transfers Address Book Eligibility Lists Relationships Reports Facility Notes AddtoCase PM Relateto Client PY Relationships Address Book Edit Contact Tools and Utilities NOTE You will notice that there are no Extended Demographics shown when Scrooge is accessed as a Contact This is a privacy function If you had accessed Scrooge as a Client the Extended Demographics would be viewable and therefore changeable At that point Scrooge as a Contact becomes Scrooge as a Client and a Case may be created for him If you don t create a Case he stays in the database as a Contact You can access anyone in the database as either a Client or a Contact It depends on what you want to do with the person afterwards that determin
66. Details Relationships Address Book Close fi Client Details Farrington Michael gt bm Referrals Case Transfers Family Hame Farrington Given Hame Michael gt Eligibility Lists Middle Initial ase Preferred Name Mike Aliases Eh Gender Male EE Date of Birth 10 Mar 36 Date of Death Facility Notes CARIS ID 1000053 Tools and Utilities El Extended Demographics El Address Book Relationships Address Book Edit Client 51 Click on Cases Hi CARIS Build 0 54 Login Name Ann CYMH Login Time 8 4 2005 10 20 24 AM ae Clients v Search Adv Search Help fi Michael Farrington Cases Details Relationships Address Book Close y CARIS Case List Waiting Lists Beds 3 gt Internal Referrals base tremors Case Status Filter Eligibility Lists gt Reports Case Type Case Status My Case Role Start Date Facility Notes Page s 1 Tools and Utiliti ools an 25 Other Client Cases DI Affilicate Cases New Referral A list of existing cases will display In this case there are none 52 Click on New Referral to start the process of creating a case MT BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT EB CARIS Build 054 Login Name Ann CYMH Login Time 8 4 2005 10 20 24 AM A Search Adv Search Help f Michael Farrington Cases Details Relationships Address Book Close Y CARIS Create Referral Waiting Lists Beds
67. Full Name Di Nosimento Edson Arantes gt Referrals Notes Organization Hotes Eligibility Lists Alerts Admission and Discharge Forms Clinical Forms and Assessments gt Case Forms Utilities 3 Fill in the appropriate fields pa een searen D adu Search ee Crossroads MHA CP 90439 Pre Admit Summary Participants Case Plan Case History Close lt lt AA Case Number fe0439 A zi Ki CARIS Login Name Ann Login Ti me 9 28 2006 3 00 55 PM Edson Di Nosimento 10220 Cases Details Relationships Address Book Close TEE Waiting List Waiting Lists gt Archives Beds Priority 3 bd Reports Full Name oi Nosimento Edson Arantes Referrals Notes ASDFGHJKL Organization Hotes Eligibility Lists Alerts Admission and Discharge Forms Clinical Forms and Assessments Case Forms Utilities GEN RE EA EEN ES AA E E EE E 4 Click on Add to Waitlist The client is now added to the list B CARIS Login Name Ann Login Time 9 28 2006 3 00 55 PM Edson Di Nosimento 0220 Cases Details Relationships Address Book Close y CARIS Waiting List Crossroads MHA CP Waiting Lists Archives Beds Reports Referrals Organization Hotes Eligibility Lists Alerts Admission and Discharge Forms Clinical Forms and Assessments Case Forms Utilities BRITISH COLUMBIA Priority Full Na
68. HH Login Time 9 1 2005 11 27 04 AM clients v Search Adv Search Help Main Activities My Cases y CARIS Create Announcement Waiting Lists gt Beds gt Reports Subject TB Consultations EPA Importance Administrative Log f gt Please ensure that you neter the End Date correctly when recording a Topic Based Consuttation A Announcement Detail Facility Incident Report Safety Procedure Topic Based Consultation Cancel The Create Announcement window always shows today s date 22 Fill in the subject and importance fields 23 Add your announcement 24 Click Save If you see this prompt GB CARIS Build0 57 Login Name Ann PSDHH Login Time 9 1 2005 11 27 04 AM A Clients v Search Adv Search Help Main Activities My Cases y CARIS Create Announcement Waiting Lists gt Beds gt Eligibility Lists Date gt Reporte sic vy Facility Notes Administrative Log Announcement Facility Incident Report Safety Procedure Topic Based Consultation COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Check the way you have written your details The system doesn t like odd characters and symbols so sometime it will reject them In this case it doesn t like the Quotes around End Date Remove them and your announcement will be accepted GB CARIS Build0 57 Login Name Ann PSDHH Login Time 9 1 2005 11 27 04 AM 5 Q _ y
69. Huan Liang ios Crossroads Residential 135824 Follow up Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close O DSM IV TR Diagnostics Classification E OSM Assessment SS AA BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 3 10 2 ICD 10 Diagnostic Classification MAC f Huan Liang soos Crossroads Residential 135824 Follow up Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close 7 cues ICD 10 Diagnostics Classification Wating Lists gt Archives Beds Reports gt Referrals Primary 2nd 3rd 4th Organization Notes E ES EH E gt Eligibility Lists Note 7 Alerts y Psychiatric Admission Notes Provisional Diagnoses Chid Care Nursing Admission Notes Discharge Form Save Y Clinical Forms and Assessments DSM IV TR Diagnostic Classifications ICD 10 Diagnostic Classification Provisional Diagnoses Medications Progress Notes ICD 10 Assessment Case Forms Utilities 3 10 3 Provisional Diagnoses See 3 9 3 3 10 4 Medications Medications may be prescription or non prescription To log the prescribed or suggested medications 1 Open Medications in the navigation tree under Case Forms Ve Britis COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 1 88 CARIS Build056 Login Name Anni CYMH Login Time 8 23 2005 1
70. Information Services Branch CARIS Community and Residential Information System IISC Project A18 Ministry of Children and Family Development 2005 User Manual Maples Adolescent Treatment Centre September 2006 Version 1 0 DRAFT Pa BRITISH COLUMBIA Revisions Date Revision KEE September 25th Version 1 0 Draft EA This Version of the CARIS System User Manual is specifically for the use of The Maples Adolescent Treatment Centre Maples Table of Contents 1 General Information and Drocedures A 1 1 1 HOWO Use EMIS MANU ind dt lilas 1 1 2 Tne CARTS SV SM dlls 2 1 3 Ale CARIS ee 2 1 4 DSC UNE ana IV ACY EE 3 1 5 ASIC FOCOS tao o 5 NN ee Le e e Messiaen E 5 UC ge e E DIS dd so 8 Md EE Dart ae te ere te eet EE 8 UE SE Ee E rein ME 8 15 5 Mal Information AAFC EE 8 15 6 Interface EE 8 1 5 7 Search and Advanced Search AAA 8 E We EE 8 LSS le E EE 9 15 40 e 9 Mod MC EH 11 1 6 ClentConte Eat diia 11 LOT Cases td 12 1 6 2 Detalla e O ed 13 A A ee eee ere ee 13 TOA E ele e LEE 14 A E aa a a a a a A i 14 1 7 AA gt eege 14 EZA SUMMA e a o a ias 15 EZ Parnaso a a a oot a E 15 E d WE EE 15 1 7 4 Case History ACTIVITIES Jenna nicaraco lar iil dd wove EE 16 BAS A A A A unsemene ese tmiees 17 1 7 6 Navigation Tree epecfc 18 1 8 Searching for a Client Contact Member or Organization 00nnaannnnannnannnnnnnnnnnennnne 18 E el I A A AE E ace eR
71. Lab Tests Y Medication Management Medications OTC Checklist Since no Checklist is shown 4 Click ADD GB CARIS Login Name Ann YFY Login Time 9 22 2005 3 45 08 PM cies v Search D Adv Search Help Jason Marceau Program B 35749 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YFV CARIS OTC CheckList Waiting Lists gt Eligibility Lists gt Internal Referrals Date 8 22 2005 gt Case Transfers Reports E A Pain Reliever Organization Hotes Client Forms Hame Comment gt Case Hotes 1 Advil Oves Ono 7 Alerts EES 2 Tylenol Chewable Lab Tests OvYes Ono _ tends to spit them out Y Medication Management EE Medications ves Ono OTC Checklist Diagnostic Assessments Tylenol Regular Oves Ono Budget Notes Other Forms gt Assessments External Services gt Tools and Utilities Signed off by physician Oves Ono ls the original document placement on client s central file O Yes No The Checklist must be COMPLETELY filled in before it can be saved In other words all the listed items must be checked as Yes or No A prompt will appear if you have missed any before you can Save it 5 Complete the Checklist 6 Click Save yoo BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 3 CARIS Login Name Ann YFY Login Time 9 22 2005 3 45 08 PM A XA Clients v S
72. MEMBER To remove an affiliate or a member from the Case list With the Client Case in context 1 Click on Participants 2 Click on Remove beside the person s name A prompt will display asking if you really want to remove that person f Michael Farrington Cymh Outreach 1289 Pre Admit ses Detalla Relationships Address Book Close Summary Participants Case Plan Case History Close CARIS Participants List Waiting Lists gt Internal Referrals gt Case Transfers Eligibility Lists lame Case Access Start Date Enel Date gt Reports One Am 3 Case Manager 2005 08 04 Keefer Notes Huber Anna Maria Case Worker 2005 08 08 2005 08 30 Microsoft Internet Explorer gt Case Hotes A plore b Case Forms E Affiliates K Are you sure you want remove this participant from the case Tools and Utilitics Theresa Elizabeth Generel 2005 08 22 2005 10 07 50 Click OK The person will be removed from the list sl 45 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 2 16 CREATING A NEW CASE REFERRAL A client who has been entered into the system is considered a person until a Case has been created for him or her at which time the person becomes a client To create a new case 1 Bring the person into context Section 2 2 Hd Cap Build 054 Login Name Ann CYMH Login Time 8 4 2005 10 20 24 AM fl A Search Adv Search Help Michael Farringtgn Cases
73. OK and it will be saved and recorded in your Communication Notes B Main Activities My Cases Y YEV CARIS Communication Notes Wating Lists Beds Time Fiter 4 Weeks vw Eligibility Lists Date Type Notes gt Internal Referrals 2005 09 22 Information 5 EN Case Transfers 2005 09 21 Referral es Berro 2005 09 21 Advocacy 5 Ea Y Organization Hotes Communication Notes a rach Wees 2005 09 21 Service Request 5 Ea Faciity incident Report 2005 09 14 Advocacy 2 Satety Procedure 2005 09 12 Education 2 EN Topic Based Consutation 2005 09 08 Advocacy 3 gt External Services 2005 06 30 Referral m Em gt Tools and Utilities Page s 1 12 3 6 5 Recording a Safety Event Fire Smoke Test To record a safety incident or event 1 Click on Safety Procedure in the navigation tree under Organization Notes 2 Fill in the appropriate fields using the drop down list to identify the type of event sl 78 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT GB CARIS Build 0 55 Login Name Ann CYMH Login Time 8 18 2005 10 46 20 AM tar Clients v Search Adv Search Help Main Activities My Cases y CARIS Safety Procedure Waiting Lists Beds Internal Referrals Date 872272005 Time f 2 00 AM kend gt Case Transfers Procedure Type Smoke Detectors v DAI ee Notes Small fire in washroom caused by cigarette in waste basket Reports
74. OLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Loan Name EE TMH Legin Tina 241 fi Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS O View Eligibility List Wiading Lists Beds List Name Computer Literacy gt Internal Referrals Start Date 2005 0800 End Date 2005 08 03 3 gt Case Transfers Minimum Maxim Pos Eligibility Lists Participants E Participants Ls Current Participante 4 y Determination of Computer Lieracy es a Summary List Description SSES softer Reports Eee eee Participant lame Priority Case Date Added Case lotes 1 Farrington Michael 1 1289 2005 09 19 P Case Forme Tools and Utilities The person will be added to the List and you may then add another Participant if you wish You may also change the Priority of a Participant 51 Click on Edit Login Name rt Thi Loon Tima Bag Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARS Edit Participant Valing Lists Beds gt Internal Referrals Eligibility List cs nputer Llera Max Participants Case Transfers Participant IFarringlon Michael Priority 4 w i L s 52 Change the Priority 53 Save 3 8 ALERTS The system provides for tagging clien
75. Receiver to sign the document Check the appropriate footer s Click Next You will see a Preview of your letter with all the tagged items generated es BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 123 Login Hama Srae ttCHH Login Tira 3250 2009 11209 AM Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARS O Preview Weg Lita Beds Internal Refer als Export to Word Export to PDF Case Transfers Eligibility Lists Reports Facility Notes P Case Hotes Sep Case Forma BRITISH Templates Date 2005 09 20 From One Am 3 To Dean Steve 1223 joe rd victona BC V8W4MA CA Tel 321 516 5163 Fax 321 516 5163 Subject meeting The next meeting of all Case Managers and Members will be at 9 00 am on Sam on Fnday 26th September Ann One You can elect to create the document in either Microsoft Word format or as an Acrobat PDF document 9 Click on Export to Word or Export to PDF You may see this prompt File Download Do you want to open or save this file GR Name UI _DocGen_WordWiew doc Type Microsoft Word Document From app01 logiclynx com Always ask before opening this type of file While files from the Internet can be useful some files can potentially bam your computer Wl 10 Click Open
76. SDHH Login Time 8 26 2005 11 59 30 AM Clients v Search Adv Search gei Michael Farrington Cases Details Relationships Address Book Close y CARIS Case List Waiting Lists Beds gt Eligibility Lists Reports Case Status Filter All v gt Facility Hotes gt Alerts Case Type Case Status My Case Role Start Date Administration Pre Adimit Case Manager 2005 08 23 a ol Active Case Manager 2005 08 23 Consultative Services Pre 4 dmit Case Manager 2005 08 25 Deaf Access Office Active Case Manager 2005 08 23 Victory Hill Residential Program Referral Case Manager 2005 08 23 3 Page s 1 Other Client Cases DI Affilicate Cases The Case Summary will display ss 48 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Kalen all searen AWSeareh es f Cole Matrceaut set Response Community 6680 Active Cases Details Pelationehips Address Book Close Summary Participants Case Plin Case History Clone CARS O Case Summary Wenking Lists gt Aithes Badi Cane Typa Espora Corsrzge Beien A fate Ang 06 NE Case Status Active Accept Reject Date Auy 30 2006 Case khk 6500 Admis sban Dite Sep 33 06 gt On gartzation lotes Case Manager HARCEAL JADON bet Discharge Date gt Uoubiiny Lite Peterral Source ares Dinchras ge Date b Alerts Referral Mode Fax Case Close Date e Admisci n and Disch ge Forma Phase Diya d Discharge Fom Dem e Caro Plan Mo Beate H
77. T KH CARIS Build D d Login Name Ann CYMH Login Time 8 8 2005 11 34 33 AM YM YWCA Organizations Y Search Adv Search Wein Main Activities My Cases Organization Search Results Organization Name Organization Type Young Men s and YounqvVomen s Christian Association YF Page s 1 Advanced Search Create Organization 33 Click View The Organization Details window will display Hi CARIS Build 0 54 Login Name Ann CYMH Login Time 8 8 2005 11 34 33 AM Organizations W Search Adv Search Main Activities My Cases Organization Details Young Men s and YoungWomen s Christian Association Organization Hame Young Men s and YoungvYomen s Christian Association Organization Acronym YM YYWWCA Organization Type Youth and Family Description Physical Training sports and self development facilities DI Address Book Address book management Create Contract Edit Organization Create Internal Reterral 2 10 EDITING AN EXISTING ORGANIZATION Editing existing organization details may be a function that you have not been authorized to perform If this is the case the Edit Organization button will be grayed out and you will be unable to perform this operation To edit the file of an existing organization once you have found the organization and confirmed its identity 1 Click the Edit Organization button wks 37 COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Hi
78. Understand L Mostly Understand TT Don t Understand L Questions Basic Procedures Logging In Understand L Mostly Understand L Don t Understand L Questions Your Screen Display Understand L Mostly Understand TT Don t Understand L Questions Context Bar Understand L Mostly Understand L Don t Understand L Questions tepa BRITISH COLUMBIA Navigation Tree Understand L Mostly Understand L Don t Understand Questions Main Information Area Understand L Mostly Understand LJ Don t Understand Questions Client Context Understand L Mostly Understand L Don t Understand Questions Case Context Understand L Mostly Understand L Don t Understand Questions Searching for a Client Contact Member or Organization Basic Search Understand Mostly Understand L Don t Understand Questions Advanced Search Understand L Mostly Understand L Don t Understand Questions Client and Case Management Create a new client Understand Mostly Understand L Don t Understand L Questions tapa _BRITISH COLUMBIA Find an existing client Understand L Mostly Understand Questions Edit an existing Client Understand L Mostly Understand Questions Create a new contact Understand L Mostly Understand Questions Find an existing contact Understand L Mostly Understand Questions Edit an existing contact Understand L Mostl
79. ae Start Date End Date Hote H Reports Facility lotes ie Address 21 2345 downtown ave oria BC VEWIS2 CA i Active k Cape lotes Case Forms Email nike planepeath ca Active k Tools and Wilities a Phone 250 88 5678 i Active Page s 1 1 6 5 Close Closes the window and removes the Case from the Context bar returning you to your Main Page with the Client still in context 1 7 CASE CONTEXT Some clients may be involved in more than one case either as clients or as members or contacts When performing any functions related to a specific case make sure that the correct Case is also In Context before proceeding See 1 5 9 amp 1 6 1 sks 14 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Bulg O24 Login Name Amar MH Login Tires 6 4 2005 102024 AM Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case Histor Y CARIS Case Summary Wating Lists b Internal Referrals Case Transfers Case Type Cymh Gutreach Referral Date Aug 04 2005 Case Status Pre Admi Accept Reject Date Aug 04 2005 Sai Case hk 1239 Admissi n Date Reporte Case Manager One Am 3 Est Discharge Date Facility Hotes Referral Source Seli Discharge Date Case llotes Referral Mode Walk in Case Close Date Case Forma Pod morman Walter information amp Tools and Utilities You will see that a
80. allows you to record such a provisional diagnosis sl 92 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 1 Expand the Admission AND Discharge Forms function 2 Click on Provisional Diagnoses Login rama Arri Login Tine Ga 32 16 FM f Huan Liang ua Crossroads Residential 135824 Follow up Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close cams Provisional Diagnoses Formulation Notes List Archives Date Type Status Clinician Hote Reports Page s 1 gt Organization Notes New Fortudation A list of existing provisional diagnoses will display To add a new Formulation 62 Click on New Formulation The Record Formulation form will display ES CARIS Huan Liang u Crossroads Residential 135824 Follow up Summary Participante Case Plan Case History Close Cases Details Relationships Address Book Close v CARIS Record Formulation for Diagnostic Classifications Waiting Lists gt Archives E Beds Reporta Referrals gt Organization Notes Eligibility Lists Alerts Meeting Minutes Paychestric Admission Motes Provisional Disgnoses Ohdd Carebursing Admission Moles Cischarge Form Clinical Forms and Assessments Fr Case Forme Utilities E DSM IV Assessment is E d i i BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 63 Fil
81. ams to work collaboratively on a client s case and to maintain a longitudinal case history of all activities of client service This practice creates efficiencies in service enables decision support and provides an auditable record of all activities associated with a client It assists in providing the right information to the right person at the right time to make the right decision CARIS provides on line assessments bed management observations activities tracking alerts waitlists and more and as such is a clinically useful tool 1 3 WHAT CARIS DOES CARIS is an on line secure daily management tool for clinical teams and administrators to assist them in managing their numerous case files The following list identifies some of the capabilities and functions of CARIS es BRITISH COLUMBIA Create new cases Add members to cases Add affiliates to cases Bed management functions Create Name Reserve Add a Room or Bed Assign a Bed Track activities concerning a case Perform a variety of assessments Track outcomes Create notes Access a detailed client record and summary Generate reports that help identify trends and issues Generate case reports Maintain eligibility and wait lists 1 4 SECURITY AND PRIVACY Security and Privacy are essential in the proper care of client information Security and privacy are different though complementary elements and need to be differentiated Security is a matter of doing many s
82. an try advanced search or create a new contact Reports Facility Notes ty Page s 1 Tools and Utilities Advanced Search Create Contact 19 Click on Create Contact sl 28 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Hi CARIS Build0 54 Login Name Ann CYMH Login Time 8 8 2005 10 00 37 AM C Search Adv Search Help Main Activities My Cases Y CARIS S Create Contact Waiting Lists gt Beds gt Internal Referrals Family Name Scrooge Given Name Ebenezer gt Case Transfers gt Eligibility Lists Preferred Name Eb Aliases Date of Birth December 4 25 1925 Gender v gt Reports gt Facility Hotes Perea ERAR gt Tools and Utilities The Create Contact form will display 20 Fill in as many fields as you can 21 Click Create Contact A dialogue box will display asking you if you want to create this contact Microsoft Internet Explorer he j Are you sure vou wish to create this contact record 22 Click OK The Contact Details box will display containing the information you have entered Hd CARIS Eeer Login Time 55 2005 10 00 37 AM C Search J Adu Search Heip Main Activities My Cases y CARIS Gi Contact Details Scrooge Ebenezer Waiting Lists gt Beds gt Internal Referrals gt Case Transfers Family Hame Scrooge Given Name Ebenezer gt Eligibility List
83. anization Hotes GHJI gt Eligibility Lists Ste a Y Admission and Discharge Forms sana iain atin E Dees Detach Meeting Minutes Peychisiric Admission Motes Provisional Diagnoses ea ai Discharge Form 74 Fill in the form 75 Attach an electronic copy if you wish to 76 Click Save The document will be added to the Document List HI CARIS Login Name Ann Login Tira VSS Chie 33316 FM E Ida Ann Lake noz Bifrost 129736 active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Waiting Lists Archives P Beds Reporte Referrals Organization Hotes Eligibility Lists P Alerta Psychiatrie Admission hates Provisional Diagnoses Chid CareiNtursing Admission Notes 3 11 7 Logging Health Visits If your client makes a visit to a physician hospital clinic or other health related facility you can record the visit using this form To record a Health Visit with the Client and Case In Context yo BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 1 Expand Case Notes 2 Click on Health Visit GB CARIS Build057 Login Name Ann CYMH Login Time 9 14 2005 10 28 27 AM Clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close
84. arch occcooocccccccnocccnco 8 Security and Privacy sacian 3 Self Evaluation ooccccccoccocococonoconcnnonanononnns 140 Gurmmar T 15 RRE 23 The OTC Checklet AAA 103 Training Course Evaluation aenneaeannaeanns 140 Training Plan and Scenarios aaanaanaannana 135 RE EE 150 Understanding The CARIS System 141 WhatCAR Sid OCS deet E 2
85. arent have child take prescribed medication 3 times a day requiring set up and recording of medication taken The non prescription medication that you gave see d is having a minor adverse effect upset stomach on the child You call the parents Record the phone call and record an observation Problems arise when two residents are having conflict requires relocation of one of the residents type an announcement for other staff that the child has been relocated to another place Type in a progress note in each resident s file explaining the incident Complete a Communication note indicating contact with each parent A family meeting has been scheduled because there are conflicts within the family complete a session note Complete three progress notes with three different objectives u _BRITISH COLUMBIA A parent has called to express their frustration about the flight schedule for the next month Attach their e mail and place it on the child s files Send a note to the day staff re the e mail note You are looking at one of your clients case plan and you know that it needs to be updated Take an objective and change the status from pending to complete Add another objective to the same goal Understand L Mostly Understand TT Don t Understand L Questions Scenario 5 SFCD DAO CARIS Client Contest Key Caseworker Case context Three messages are on the answering machine You have responded to each ca
86. ase Transfers Alcohol and Drug Abuse Allergies Reports Devlopmental Disorder gt Organization Hotes Eating Problems Enuresis Soiling Client Forms Financial Reported by Head riur Date 8 22 2005 y Case Hotes Medication Problems Attach File Note st snacks all the time Client Based Consuttation Poor Self Care Client Correspondence Log EES Sleeping Problems Critical Incident Report Speech Problems Attachments Progress Notes Health Visit Referral Observation Session Notes Supervision Warning Personal History Presenting Issues Create Note A variety of issues is provided You may select one or more of these issues 3 Select an Issue 4 Click Add GB CARIS Login Name Anng VFV Login Time 9 22 2005 4 31 43 PM TT Kee Search E Adv Search Help f Jason Marceau A Program B 35749 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YFV CARIS Presenting Issues Waiting Lists gt Internal Referrals gt Case Transfers Eating Problems gt Reports gt Organization Notes gt Client Forms Reported by Smith Ann y Date 8 22 2005 v Case Notes Attach File gem Jason won t eat proper meals just snacks all the time Client Based Consultation Client Correspondence Log a weieen a Ba Health visit Referral Observation Session Notes Supervision Warning Personal History Presenting Issues
87. bility Lists Counselling Youth 2006 07 26 Edit Alerts Counselling Family 2006 07 26 EE b Admission and Discharge Forms Case Forms gt UMilities 4 Provisional Diagnoses 2006 07 19 2 Progress Notes 2006 07 13 4 Session Motes 2006 07 12 4 Discharge Activity 2006 07 12 3 Case Conference 2006 07 12 EE Progress Notes 2006 0743 2 Discharge Activity 2006 07 12 O m a al Client Based Consultation 2006 07 12 4 Medication Intervention 2006 07 42 Legal Memorandums 2006 07 12 E Goal 2006 07 42 Goal 2006 07 12 Legal Authorization for Release of Info 2006 07 12 Si Ke 5 H iA he bh y BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT The list can be reduced by selecting a specific type of activity on the drop down activity filters list Selecting an activity will instantly minimize the displayed list to those activities selected The specific activity can be viewed and edited by clicking on the Edit button Note that not all activities permit editing This is to prevent inadvertent or deliberate loss or compromise of the information To edit or update activity information Click on the Edit button for the activity you wish to update Enter the new information or notes Click Save Changes f Jason Marceau possas Careplan Counsultants 120671 Active Cases Details Relationship
88. cal terminal problem rather than a CARIS problem ms BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 2 Client and Case Management It is important to remember that the database contains names of persons These persons can be clients contacts or members A person can be any one of those categories or they can be two of them or all three It is unlikely however that a member will also be a client It is important that you search for a person as a client or contact because the way you search will affect what you can do with the information afterwards see 1 8 1 2 1 CREATING A NEW CLIENT To create a new client is basically to enter a new person into the system database To avoid duplication the system requires you to perform a search for the person before you create a new one To Create or enter a New Client 1 Perform a search as in 1 8 1 or 1 8 2 If the search produces no results 8 Click on Create Client gS CARIS Build0 54 Login Name Ann CYMH Login Time 8 4 2005 4 09 44 PM Search Adv Search Help Main Activities My Cases y CARIS Client Search Results 2 Waiting Lists Beds gt Internal Referrals CARIS ID Client Hame Birth Date gt Case Transfers The search returned no results gt Eligibility Lists You can try advanced search or create a new client gt Reports Facility Notes ty Page s 1 Tools and Utilities Advanced Search Create Clie
89. can be a contact a member or another client This is in general used for family members Referral The process of referring a client to another authorized person within the business domain of CARIS with the additional element of where the individual client has come from i e self referral agency contact walk in etc Referral The process of opening a new case for a client Basically New Referral means Start a New Case Room A specific room in a Unit Start Date The date upon which an event is scheduled to start Transfer The process of providing responsibility for the client to another agency or receiving agency Unit A Unit in the context of this Manual is a facility such as a house ward or other building containing rooms and beds es BRITISH COLUMBIA ed TEE 9 16 Adding a Bed toaboom 128 Adding a Member to a Case ees 53 Adding a new Eligibility List 81 Adding a Participant to an Eligibility List 86 Adding a Room to a Un 127 AGGING EA EEN 125 Address e 14 Admitting a Client 52 Advanced Gearch 21 hn E 150 Agency Specific Functions cccceeceeeeeees 125 AMS otro ais 2 87 Assigning a Bed 133 Attaching aile 107 108 Basic Gearch 19 Bed Administration aeneeeneeeneeeeeeneee reren 125 Bed Management ANNE 130 CARIS 22257 sei eee ee 1 2 Case Context EE 14 Case Notes A 87 Case lan 15 A eee 1
90. ceau Program C 39147 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y YFV CARIS O Create Internal Referral Viading Lists Beds gt Eligibility Lists Priority S gt Reports Notes Notes gt Organization Hotes Client Forms _ Save Referal gt Case Hotes Alerts Case Forms gt Assessments External Services Tools and Utilities 20 Fill in the form 21 Click Save Referral The referral will automatically be sent to the selected Agency facility and a note will be entered in the Case History file 3 6 ORGANIZATION NOTES ALSO REFERRED TO AS FACILITY NOTES Organization Notes are a group of functions that provide you with the capability of recording events such as meetings phone calls e mails and so on of a general nature that is not Client or Case specific with which you are involved in some manner NOTE Events recorded in this Log are not secure in that they can be viewed by any other authorized user as can Announcements Incident Reports and so on ORGANIZATION NOTES ARE VIEWABLE BY ANY OTHER AUTHORIZED USER AT YOUR LOCATION Consequently when you are in Client and or Case Context ALWAYS use the Client Correspondence Log to record phone calls e mails etc that are client or case specific Events are recorded permanently but are only displayed for 30 days following the event If you wish to view a
91. ch 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close y CARIS Member Details Marion Clinician Waiting Lists Internal Referrals Case Transfers First Name Marion Last Name Clinician gt Eligibility Lists Phone H Organization PA Reports Phone W eS Fax gt Facility Hotes Phone M Email gt Case llotes Phone E gt Case Forms Tools and Utilities Add to Case You will notice that only basic information is provided This is for privacy and security reasons You can neither edit nor create a member all you may do is assign an existing member to your case See Section 2 21 Creating and editing are administrative functions 2 8 CREATING A NEW ORGANIZATION To create a new organization is to add an organization to the database Organizations are either external such as the YW YMCA Jubilee Hospital or another government department or agency or they could be an internal department or agency such as Child Care or Special Needs The listing will provide descriptive and contact information for the organization To avoid duplication the system requires you to perform a search for the organization before you create a new one To Create or enter a New Organization 1 Perform a search as in 1 8 1 or 1 8 2 NOTE You may want to search using a variety of input criteria since people often refer to organizations in diffe
92. characters wide SENDER_LAST_NAME Sender last name SENDER_FIRST_NAME Sender first name SENDER_MIDDLE_NAME Sender middie name SENDER_DOB Sender date of birth SENDER_GENDER Sender gender RECEIVER_LAST_NAME Receiver last name RECEIVER_FIRST_NAME Receiver first name RECEIVER_MIDOLE_NAME Receiver middie name RECEIVER_DOBG Receiver date of birth RECEIVER_GENDER Receiver gender CASE g Case Identifer FTODA YA Today s date E Tag Reference To use the Tags copy and Paste them into the body of your letter where you need them zu 119 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Fie Edt View Favores Tools Help Om O DAG Zeen fmm e G A 9 ez Address ry http app01 logklynx com skase Main Activities My Cases Y CARIS Create Template war ts Beds Date Crested Case Transfers Varali F gt Eligibility Lists lt gt Reports Description Notice of Meeting Facility Notes Y Tools and Utilities Y Templates Body The next meeting of all Case Managers and Members will be at 9 00 a m on Sam on Friday 26th September SENDER_FIRST_NAME SENDER LASF WAME 3 Teg Reference Tag Description Hote EXTBO Textbox Park textbox 25 characters wide STEXTBOX n Textbox Park textbox n characters wide SSENDER_LAST_NAME Sender last name SSENDER_FIRST_NAME Sender first name SENDER_MIDOLE_NAME Sender middie name SSENDER_DOBS Sender date of birth SENDER_GENDER Sender
93. cians and workers to develop and communicate case plans for shared clients Support common goals and outcomes facilitating business process analyses to effect improvements in treatment and care Enhance integrated case planning and support community and family capacity to care for children Provide a community based service delivery system that promotes innovation and shared responsibility Enhance a community based approach to service delivery CARIS is distributed as a real time on line application and its underlying data model is built on the Public Health Conceptual Data Model from the Centers for Disease Control in Atlanta Georgia and HL standards 1 1 HOW TO USE THIS MANUAL This Manual is divided into seven sections Section 1 General Information and Procedures Provides a general overview of the system what it does and a discussion on security and privacy It then provides detailed procedures for performing the common actions such as logging in working with context and so on Section 2 Client and Case Management Provides step by step instructions for performing the daily client case management operations Section 3 Functions es BRITISH COLUMBIA Provides a description and methods of use of specific functions such as alerts notes files amp documents referrals forms reports and so on Section 4 Agency Specific Functions Descriptions of functions which are specific to a particular agency S
94. ct The Edit Contact window will display and you can proceed to complete more fields or change existing information Hi CARIS Build 0 54 Login Name Ann CYMH Login Time 8 8 2005 11 34 33 AM en Contacts v Search Adv Search Help fi Ebenezer Scrooge Cases Details Relationships Address Book Close y CARIS E Edit Contact Scrooge Ebenezer Waiting Lists Beds Internal Referrals Family Mame Scrooge Given Name Ebenezer gt Case Transfers Preferred Name Eb Aliases Eligibility Lists Date of Birth December W 25 1 925 Gender gt Reports gt Facility Hotes Ge gt Tools and Utilities Save Changes If you change your mind click the Reset button and your changes will be erased and the original entries restored Clicking Cancel will return you to Contact Details 25 Click Save Changes to retain your editing and the new demographic information will be saved See Note above in Section 2 5 re Extended Demographics ls Britis COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 2 7 FINDING A MEMBER To find a member who is already in the system 1 Type in all or part of the member s name in the Search Criteria field 2 Select Members from the drop down list f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary
95. ded Admin Date Time Admin Code Admin By Hote Macicebione Delivery Route oral 2005 08 25 11 15 00 Administered One Ann_3 Times 9 00 4M 5 00 PM Tools and Utilities 9 00 PM 2005 08 25 12 00 00 Administered One Ann_3 Note 2 oe Page s 1 Add Medication A prompt will display asking if you really want to discontinue the medication 3 Click Yes The medication will no longer be displayed on the Medications window wks 102 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 3 10 8 Changing a Medication If you wish to change a medication or any aspect of its application such as frequency dates times or dosage you must delete the existing medication and add a new one This is for legal and medical practice reasons To change a Medication 1 Open the Medication file 2 Select the medication you wish to change 3 Expand it GB CARIS Build 0 56 Login Name Ann CYMH Login Time 8 25 2005 11 13 41 AM Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Summary Participants Case Plan Activities Close Cases Details Relationships Address Book Close y CARIS Medications Waiting Lists Internal Referrals Administration Date Filter Today Y View By Medication v gt Case Transfers gt Eligibility Lists gt Reports Medication Name Medication Class Prescribing Physician Dosage Start Date End Date gt Facility Notes As
96. dmission and Discharge Forms Meeting Minutes Psychiatric Admission Motes Provisional Diagnoses Child Care Hurzing Admission Notes Discharge Form Y Clinical Forms and Assessments DSM IV TR Diagnostic Cassiicalions ICD 10 Diagnostic Classification Provisional Diagnoses Medications Progress Noles Y Case Forms Meeting and Contact Note Attach File Progress Noles Correspondence Log Documents Process Management Health Visit Legal Order Personal History Presenting Issues Y Utilities Templates The Maples Navigation Tree is unique to the agency It contains all the elements of the CARIS system that apply to the Maples business processes You can see that when a case is in context more items appear both as functions and as elements in the expanded function lists These are the elements that are case specific 1 8 SEARCHING FOR A CLIENT CONTACT MEMBER OR ORGANIZATION The database contains the names and demographics of every person in CARIS and any organization that has been entered In this case you have access to the entire database not just your own clients or organizations However the information that is available to you when you do access someone else s client for example will be limited to basic demographic information so that the client s privacy is protected In a typical situation you may have a walk in person requesting service and you want to see if they are already in the system You type
97. down list 60 Click Close Case The Case Summary will display with the date and reason shown and no other options available The Case is closed Lenn Hama aor SDH Login Tima 10015005 11 55 51 AM Michael Farrington 1022257 VHRP 74880 closed Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Case Summary Waiting Lists Beds gt Eligibility Liste Case Type WHRP Referral Date Oct 31 2005 a Case Status Closed Accept Reject Date Oct 31 2005 Case kd 74630 Admission Date Oct 31 2005 Organization Hotes Case Manager Villeneuve Ann Est Discharge Date Nov 23 2005 Case lotes Referral Source Sell Discharge Date Oct 31 2005 Alerts Referral Mode Walk in Case Close Date Oct 31 2005 co E Phase Days bk Bed Information Waltliat Information Referral Hote Reject eier Accel Reterral Cancel Case Discharge Close Case COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 1 sl 52 2 19 FINDING AN EXISTING CASE Cases are always attached to a specific client To find a case you must know the client s name or be able to locate the client through the various search methods Section 1 8 Once the client is In Context 1 Click on Cases Ea CARIS Build 0 57 Login Name training1 PSDHH Login Time 8 26 2005 11 59 30 AM Clients v Search Adv Search Help fi Michael Farrington Cases Details Relationships
98. e Cymh Cutreach Referral Date ug 04 2005 Case Status Pre Acdrril Accept Reject Date Aaig 04 2005 e Lite Case td 1289 Admission Date 6 Reports Case Manager One Ann_3 Est Discharge Date Facility Notes Referral Source Set Discharge Date Case Motes Referral Mode Walk in Case Close Date Bed information gt Case Forms gt Tools and Utilities Waitliet Information Reject Reterral Accept Reterral Cancd Case Se E Discharge Close Cose The client is now in the pre admit stage You may leave the client there until you are ready to admit him or her at a future date or admit 6 the client now NOTE You may have found during the creation of this new case that the client is not suitable for the Case or Program that you were considering If you decide not to continue with the case you may Cancel 7 the case 2 17 DISCHARGING A CLIENT When you discharge a client you effectively cease to work with the client on this case but the case remains open and will appear on the client s Case List until you Close the Case Section 2 18 This feature allows occasional client contact eg Consultations phone calls to be recorded on the client file when the client is no longer receiving regular services To discharge a client 1 Place the client into context 2 Open Cases 3 Select View for the case you wish to discharge him from GB CARIS Build 0 57 Login Name training1 P
99. e Active 3 Room rawe 2 Room nave Consultative Services Deaf Access Office Community Development Administration Deleted Test Unit Administration Deleted Edit Add Room Page s 12 4 1 3 Adding a Bed to a Room To add a bed or beds to a room 1 Click on Add Bed opposite the room you wish to place it in The Create Bed window will display e BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Hi CARIS Build 055 Login Name training1 PSDHH Login Time 8 25 2005 11 06 24 AM fe clients w Search Adv Search Help Main Activities My Cases Y CARIS Create Bed Waiting Lists Beds gt Reports Type Facility Hotes Gender Admin Status Active E Save CH EI o 2 2 Name the Bed 3 Select the type from the drop down list 4 Select the gender of the occupant that the bed is designated for 5 Click Save The bed will now be added to the room GB CARIS Build0 56 Login Name training1 PSDHH Login Time 8 25 2005 11 06 24 AM ne Clients w D Search Adv Search Help Main Activities My Cases y CARIS Bed Administration Waiting Lists Beds gt Eligibility Lists Status Fiter Unit Fitter gt Reports gt Facility Notes PSDH Unit D Victory Hill Residential Program Active Trial Unit 2 Sidings seit Active Trial unit 4 Youth Transition Administration Active Scenic Unit 1 Consultative Services Active CS Test Run Unit
100. e been contacted vy Case Hotes General Alerts Attach File Add Attachment Client Based Consultation Client Correspondence Log Progress Notes Referral Observation GOAL Youth Placement Session Notes C OBJECTIVE Help him retain his owen apriment Legal Code Case Forms Tools and Utilities 10 Select the appropriate items from the Drop Down Lists 11 Enter the correct date of the referral 12 Add a note explaining the reason for the referral 13 Attach a document if you wish to 14 Click on Create Note GB CARIS Build 0 57 Login Name Ann CYMH_ Login Time 9 14 2005 10 28 27 AM feo Search Help Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Activities Display Waiting Lists gt Beds Internal Referrals Activity Filter All Activities v gt Case Transfers gt Eligibility Lists Referral Observation by Ann 2005 09 14 10 40 gt Reports gt Facility Notes Page s 1 w Case Hotes General Alerts Attach File The referral will display in the Activities file Note that this is just a reference form it does not activate a referral We BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 7 3 5 2 Incoming When another case worker refers a case to you it will appear in the Incoming Case Referral funct
101. e y v Organization Hotes Communication Notes Announcement Facility Incident Report Satety Procedure Topic Based Consultation Save Client Forms Case Notes Alerts 32 Then the Duration of the event 89 ARIE Login Hame Anne FW oor Tir fi Jason Marceau Program C 39147 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y YFV CARIS O Create Communication Note Waiting Lists Beda Eligibility Lists Date boom Internal Referrats Type Secene Si Case Transfers Contact Emi ilini Duration minutes E wl Y Organization Notes Notes Boel wil be unable to al Pe 5 e ue wll be unable to attend the Friday meeting his mother iz i Facility incident Report a Safety Procedure Sen Client Forma b Caso Notes Alerta 33 Add whatever notes you wish If you wish to append an e mail to the record for future reference you can 34 Open the e mail 35 Select All and Copy to obtain the body of the e mail and the address and details of the sender 36 Paste it into the Notes section of the Communication Notes above 37 Click Save A prompt will display asking if you are sure you wish to Save this event y BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Microsoft Internet Explorer A d Are ou sure you Wish to create this administrative log 38 Click
102. earch Adu Search Help E Jason Marceau Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close vy YFV CARIS Waiting Lists Eligibility Lists Internal Referrals Case Transfers gt Reports gt Organization Hotes Client Forms gt Case Hotes Alerts Y Case Forms Lab Tests Y Medication Management Medications OTC Checklist Program B 35749 Referral OTC Checklist Summary Date Signed Off by Physician Placed in Client s Central File 2005 09 22 No No Page s 1 Add The checklist will be displayed on the OTC Checklist Summary window 3 10 10 Progress Notes Progress Notes are maintained by the Case Worker to record events and milestones in the Client s history together with observations and comments by the Case Worker 1 Expand Clinical Forms and Assessments 2 Click on Progress Notes GB CARIS Login Name Ann Login Time 9 29 2006 3 32 16 PM i Ida Ann Lake 1023336 Y CARIS Waiting Lists gt Archives gt Beds gt Reports gt Referrals Organization Hotes Eligibility Lists Alerts Y Admission and Discharge Forms Meeting Minutes Psychiatric Admission Notes Provisional Diagnoses Child Care Nursing Admission Notes Discharge Form Y Clinical Forms and Assessments DSM IV TR Diagnostic Classifications ICD 10 Diagnostic Classification Provisional Diagnoses Medications Progress Notes Y Case Forms
103. ect Case lotes Trial Unit 2 Green Room Second Gre Ve Active Regular Male 2005 Aug 25 367 Case Forms Trial Unit 3 Lilac Room First Bed Active Regular Female 2006 Jul 13 45 5 DS Unit 2 Lilac Room Second e mo pat 2005 Aup 25 ge Trial Unit 2 Red Room FirstBed Active Special Needs Female 2005 Aug 25 367 Trial Unit 3 Red Room Second Active Special Needs Male 2005 Aug 25 367 A list of all beds that meet the criteria will display wks 133 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 5 Select the one you want 6 The Create Reservation window will display Michael Farrington Community Development Administration 8986 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close oy CARS Create Reservation Wating Lists Y Beda Admirasty ation Mene Cottage 1 Room 2 Bed 1 Management Start Date Koseng Start Time fzooam LL Reservalions Duration P asada End Date 08 26 2005 End Tene fizooam J gt Eligibility Lists Reports gt Facility Hotes AssigntoBed WR SaveReservagen E Cancel P Case lotes P Alerte Case Forms 8 If the client is present and ready to occupy the bed you can proceed to assign the bed immediately subject to current bed administration rules Otherwise to confirm the reservation 7 Insert the appropriate Start and End time fields 8 Click on Save Reservation The res
104. ection 5 Training Plan and Scenarios Provides training scenarios and self evaluation charts Section 6 Glossary Provides a glossary of terms used in this manual Section 7 Index Each section contains descriptive text usually a screenshot of what you may expect to see when you perform an action and action commands to perform the operation The commands are in the form of numbered text i e 1 Click on OK 2 Fill in the text box 3 Click on close Note that the screenshots shown may differ slightly from the ones you actually see due to the sample names agencies or descriptions we have used for demonstration purposes System updates may also require modifying the screen display The navigation tree will also contain different features depending upon the agency Section 2 describes processes how to accomplish certain things like Start a New Case or Create a New Client while Section 3 describes the Functions what things do and how to do them like Alerts Notes or Attach a Document Warning dialogue boxes will appear to query whether you really want to perform an action or if you are performing an incorrect action If you get a browser error notice Page cannot be Displayed click the refresh icon in your browser toolbar to clear it and return to the Main page 1 2 THE CARIS SYSTEM CARIS is a clinically useful and comprehensive case management system enabling clinical te
105. elete The list will be deleted and will not show up on the display even when the All option is selected in the Status Filter 3 7 4 Completing an Eligibility List Completing a List means that you if you are authorized to do so are satisfied that the participation level is acceptable and you are closing the List to further participants and proceeding with the activity or program To complete a List 1 Open the Eligibility list Management window 2 Select the List you wish to complete 3 Click on Complete f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Complete Eligibility List Fating Lists P Beds b Internal Referrals Details Case Transfers Esgibdty List Marte Computer Literacy e Eligibility Lists Start Date 2005 08 02 End Date 2005 09 03 Management Minimum Participants 5 Maximum Participante 0 Sumenary Reports Participants gt Facility Hotes Er oft Hanne Prior Date Added Ca a Mites d m Farrington Michael 1 2005 09 19 Case Forme Page s 1 gt Tools and Utilities Complete List f Zeg The display will indicate the status of the List and provide details of the participants If you are satisfied with the number of participants and wish to continue with the activity 48 Click Complete List A prompt will display asking if you want to complete the List
106. errals EE Case Transfers Computer Lieracy 2005 08 02 20050603 5 2 Active E Y Eligibility Lists List 2005 07 15 2005 07 22 3 8 Active E Weem Mental Aerobics 2005 00 07 20060307 4 15 Active 2 Reports Page s 1 Facility Notes Case Notes Case Forme Tools and Utilities The new program or activity has been added 3 7 2 Editing an Eligibility List To make changes to a List if you are authorized to do so 1 Open the Eligibility list Management window 2 Select the List you wish to edit 3 Click on Edit E Michael Farrington Cases Details Relationships Address Book Close Y CARIS Edit Eligibility List Wisin Lists Bede Internal Referrals List Name Computer Literacy Case Transfers Start Date aros SE Minimum Participants del A TE ec ere DS Summary l gt List Description Facility Notes e Tools and Utilities Cancel You can now make changes to the List NOTE If you are NOT authorized to create edit delete or complete Eligibility lists The option buttons will be grayed out and you won t be able to open the windows BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 3 7 3 Deleting an Eligibility List If for any reason such as insufficient participants you wish to delete a List if you are authorized to do so 1 Open the Eligibility list Management window 2 Select the List you wish to delete 3 Click on D
107. ervation will be saved and will show on the Reservations window f Michael Farrington Community Development Administration 8986 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close y CARIS O Bed Reservations Wating Lists Y Beds Admenistration Una Fiter Al Y Time Fiter 8 25 2005 Management Reservations Bed lame Client Start Date Time EndDate Time Duration Occupancy gt Eligibility Lists J Start Date Today gt Reports Bed 1 Farrington Michael 2005 Aug 25 00 00 2005 Aug 28 0000 2 Assign Facility Notes gt Case llotes Alerts Page s 1 gt Case Forms The reservation will stay in this location until it is either assigned or deleted 4 1 6 Assigning a Bed From the Reservations window 1 Click on Assign zu a BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Michael Farrington Cases Details Relationships Address Book Close Community Development Administration 8986 Active Summary Participants Case Plan Case History Close Y CARIS Assign to Bed Waiting Lists Y Beds Administration Chert Neme Farrington Michael Management Name Bed 1 Reservations Start Date Time 2005 Aug 25 00 00 Occupancy Duration 2 gt Eligibility Lists End Date Time 2005 Aug 26 00 00 KREE Notes gt Facility Hotes gt Case lotes gt Alerts Case Forms 2 Click on Assign t
108. es how you will access them CONTACTS CLIENTS AND MEMBERS To clarify these three person descriptions A Client is a person who is the primary person in a Case and who is receiving a service A Contact is a person who is connected to a Case but who cannot view the Case File or is just a person of interest to the Agency or the Case Worker s A Member is a person who is connected to a specific Case and who has access to the CARIS Case File of that Client 2 6 EDITING AN EXISTING CONTACT Editing contact demographics may be a function that you have not been authorized to perform If this is the case the Edit Contact button will be grayed out and you will be unable to perform this operation To edit the file of an existing contact once you have found the contact and confirmed the identity 1 Click the Edit Contact button ss 31 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 88 CARIS Build 0 54 Login Name Ann CYMH Login Time 8 8 2005 11 26 38 AM Sor Contacts v Search Adv Search Help Main Activities My Cases Y CARIS fi Contact Details Scrooge Ebenezer Waiting Lists Y Beds Administration Management Family Hame Scrooge Given Name Ebenezer Reservations Preferred Hame Eb Aliases K Occupancy Date of Birth 25 Dec 25 Gender Male 1 Internal Referrals Date of Death d Reports Facility Hotes Tools and Utilities Relationships Address Book Edit Conta
109. ess Book Relationships Address Book Edit Client 16 Confirm the chent e identity by clicking the Extended Demographics sign BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Hi CARIS Build 0 54 Login Name Ann CYMH Login Time 8 2 2005 11 15 27 AM Marceau Clients v Search Adv Search Help fi Jason Marceau Cases Details Relationships Address Book Close y CARIS fi Client Details Marceau Jason Waiting Lists Beds gt Internal Referrals Basic Demographics gt Eligibility Lists Status in Canada Canadian Citizen Employment Status Part Time gt Reports Ethno cultural Background Canadian Education Level Grade 2 Preferred Language Armenian Education Type Home School Facility Notes Reet z Sie Lang Spoken at Home Asiatic Lanquage Primary Living Arrangement Group Home Tools and Utilities Religious Practice Christian Not Included Elsewhere Household Composition Group Setting Aboriginal Origin Non aboriginal Dental Plan Band Status Ho si PEH ae Guardianship Status Cfes Temporary Custody PHH 6546549641 Disability See SIN Number Identifying Marks as Location Use Start Date End Date Hotes oe 2 2005 07 123 23423 Some Street Victoria BC 8X4H4 C4 Primary 2005 07 12700 00 00 42T00 00 00 321 516 5163 Primary 2005 07 12700 00 00 E 00 zl 123 Street Name Victoria BC YOWOWO CA ICMvVYork 2005 07 26T00 00 00 Gens z SS E y Gem 26700 00 00 S Page
110. ested in setting up a sensitivity training for their officers You complete a topic based consultation note You review your three progress notes for some reason and you realize that the information you recorded in the third note has some errors in it You edit the note and place the correct information Understand L Mostly Understand TT Don t Understand L Questions Scenario 6 Mgmt DAO SFCD in case context You arrive at work after lunch having to follow up on some calls from the morning You were unable to record the calls from this morning there were three of them The first was topic based the second and third were client related You return the call regarding the topic based request A income assistance worker is requesting information regarding how to accommodate a deaf client You provide some topic based consultation and record it The other two calls were from clients requesting assistance for finding housing and for income assistance help Record these against your clients You make several calls for the housing issue Record them approx 5 calls You make several calls for the income issue Record them approx 3 calls One of the housing calls you make is a good contact Set up their organization The same occurs for income assistance You are on a conference call with the client who has an income issue and the income assistance worker Client based consultation recording A client comes in and meets with you
111. gender RECEIVER_LAST NAMES Receiver last name PRECEIVER_FIRST_NAMES Receiver first name SRECEIVER_MDDLE_NAMES Receiver middle name SRECEIVER_DOBS Receiver date of birth SRECEIVER_GENDERS Receiver gender CASE D Case idertifer TODAY Today s date 8 Save the template The template will now be added to the list of templates Login Hama Annie HH Login Tims 202008 11205 Al f Michael Farrington Cases Details Relationships Address Book Close Y CARIS Templates Waiting Lists Beds Template lame Version Date Created Description Internal Referrals omar 1 02 2005 07 19 View IL Delete 1 Deactivate Case Transfers Meeting llotice 1 2005 09 20 Eligibility Lists e Letter 11 2005 07 19 El view J Delte Deactivate Gen Template of mine 20001 2005 07 14 F Y Tools arden Page s 4 Templates Create Template You will see that with no Case In Context the Generate Doc option is grayed out When you bring a Case In Context this option will then be available y gt BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT LIELER Login Hama Geet Mu Lean te Michael Farrington Cymh Outreach 1289 active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close P Beda Template Marne Version Date Created Description gt Internal Referrals Consent Letter e msn E EE Case Transfers Meeting Notice 1 2
112. h 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS O View Eligibility List Vista Lists Beds List Name Computer Literacy EE Start Date 2005 08 02 End Date 2005 08 03 b Case Transfers Minimum Maximum e y Eligibility Lists Participants 5 Participants 20 gene i Current Participants o Determination of Computer Literacy as a Summary List Description to course offering Reports eee Participant llame Priority Case Date Added Case Motes Case Forma Pagelst 1 b Tools and Utilities 3 7 6 Adding a Participant to an Eligibility List From the Eligibility List Summary window Section 3 1 5 1 Click on Add Participant NOTE You must have a Client and Case In Context to be able to add a participant Logi A Login Timea SOS Ze fi Michael Farrington Cases Detalla Relationships Address Book Close Cymh Outreach 1289 Active Summary Participants Case Plan Case History Close 2 Y CARIS Add Participant Internal Referrals Eligibility List er Litera etadir Case Transfers Participan 1 Y Eligibility Lists Management Summary gt Reports You may select the Client or any Affiliate to participate in the program or activity and you may designate a priority for that participation Once you have made your selection 50 Click Save yooo BRITISH C
113. ical Training sports and self development facilities gt Reports v Facility Notes Y Tools and Utilities Cancel Templates emm 29 Fill in as many fields as you can 30 Click Create Organization A dialogue box will display asking you if you want to create this organization Microsoft Internet Explorer D Are you sure you want to create this organization Lox Geng 31 Click OK The Organization Details box will display containing the information you have entered Hi CARIS Build 0 54 Login Name Ann CYMH Login Time 8 8 2005 11 34 3 YMCA Search Adv Search Main Activities My Cases Organization Details Young Men s and YoungWomen s Christian Association Organization Hame Young Men s and YoungWYomen s Christian Association Organization Acronym YM YWCA Organization Type Youth and Family Description Physical Training sports and zelt development facilities El Address Book Address book management Create Contract Edit Organization Create Internal Reterral You have now added a new organization to the system database COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 2 9 FINDING AN EXISTING ORGANIZATION To find an organization that is already in the system 1 Type in all or part of the organization s name in the Search Criteria field 2 Select Organizations from the drop down list GB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 8 2005 11
114. ient s name when a Client is In Context 1 6 1 Cases Clicking on this item opens a window listing all the cases involving the Client who is In Context f Michael Farrington Cases Details Relationships Address Book Close Y CARIS Case List Wating Lists gt Beds gt any nt gt Reports Case Status Fiter A Y gt Facility Notes gt Alerts Case Type Case Status My Case Role Start Date Administration Pre Adm Case Manager 2005 08 23 View _ Communty Development Administration Active Case Manager 2005 08 23 vew Consutetive Services Pre Adm Case Manager 2005 08 25 View Deaf Access Office Active Case Manager 2005 08 23 _view_ Victory Hil Residential Program Reterral Case Manager 2005 08 23 yoo BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 1 6 2 Details Clicking on Details opens the description of the Client s demographic and other information GB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 4 2005 10 20 24 AM AAA Search Adv Search Help f Michael Farrington Cases Details Relationships Address Book Close y CARIS fi Client Details Farrington Michael Waiting Lists Beds gt Internal Referrals gt Case Transfers Family Hame Farrington Given Hame Michael gt Eligibility Lists Middle Initial SH Preferred Name Mike Aliases ree Gender Male PERPE Date of Birth 10 Mar 36 Date of Death gt Facility Notes CARIS ID 1000053
115. in their name and it displays as a client You can click on Cases and see if the person is already involved in a case Other Client Cases and who the particular case manager or member is so you can refer the person to them or consult with them It is important that duplication is avoided so the system is set up so that you MUST search for a name before you can Create a New Client Because people use aliases and variations of their names try to search for as many known names as possible if there is any doubt _ BRITISH COLUMBIA SARIS User Manual 2006 Maples Version 1 0 Once a name is entered into the system it cannot be deleted If a duplication occurs an administrative decision must be made to deal with it Usually the information will be consolidated into one of the files and the other one de populated and left with a note referring you to the complete active file 1 8 1 Basic Search The basic Search function is inclusive in that it will produce a list of all persons whose demographics contain all or part of the criteria entered in the field The field requires as few as two letters to function The more letters you enter the narrower the search will be For example If you typed in urk you would get a list that contained everyone in the database who had urk mentioned in their name or demographic info not just Burke or Gurka but someone who had a tattoo of a Turkey NOTE
116. ined and saved you will need to define one or more objectives designed to achieve the set Goal With the Goals and Objectives window open 1 Click on Create Objective A BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT e CARIS Pya LES Login Hare Ari Mu Lean Tere Sy Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Create Objective Waiting Lists Beds Internal Referrals Goal Help him find a job Case Transfers Objective lt User Defined Objectives we gt Eligibility Lists User Defined Tile Help him retain his own aprtment gt Reports Priority Prior Status il oar TaS Critical Date ras E Approschi Case Hotes See Case Forms ed eat fa 1312005 LS Se Tools and Utilities Note He needs to keep his apriment where he has lived for three years and where he feels sate ps EE EES ee 71 Select the appropriate items from the Drop Down List or select User Defined Objective and type an objective into the text box and then add whatever Notes are needed to explain the objective s You can have several objectives for a given Goal but you have to create each one separately The Objective will now be added to the Goal in the Goals and Objectives window Build 0 57 Login Name Gei YMHA Login Tir KHN NW bi 7 f Michael Farrington Cases Detai
117. ion When you expand Referrals 1 Click on Incoming eB ARI Login Nume EL Login Tim Main Activities My Cases Y VEV CARIS Incoming Referrals Eligibility Lists Referring Organization Referring Person Cheni Mame v Internal Referrals YWoulh Forensic Victoria 2 Smith Ann Marceau Jason Jim view Page s 1 Case Transfers Reporte gt Organization Motes P External Services Tools and Utilities The list of incoming referrals will display To view details of the referral 15 Click on View ES CARIS Login Hama Anm BP Login Time 92362008 12 Main Activities My Cases Y VFV CARIS O View Referral Ve Lets gt Beda gt Eligibility Lists Y Internal Referrals incoming LZ gt Case Transfers Reporta gt Organization Notes External Services Tools and Utilities Initial Activity Date 2005 09 14110 49 00 2005 0 9 14110 49 00 Recording Person smith Ann o Organization Youth Forensic Victoria 3 Referral Destination governance Mapler Bifrost Program 2 Target Client Marceau Jason Jumm 4 Referral Assessment by Ann 2005 09 14 10 49 Return Referral Accept Referral Reject Referral il Cancel The referral details will display You have three choices e Return the Referral for changes or other reasons e Accept the referral in which case it will become your responsibility e Reject the referral which means you cannot or do not wish to
118. ion Alert 1 Expand Alerts in the navigation tree and 2 Click on Supervision Alert Hi CARIS Login Name Ann PSDHH Login Time 11 7 2005 12 50 51 PM S Clients v Search Adv Search Help Robert Charlton 1022625 VHRP 65862 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Supervision Alerts Charlton Robert Waiting Lists Beds Eligibility Lists Type Creator Start Date End Date Hotes gt Reports E Special Attention Villeneuve Ann 2005 10 19 E gt Organization Hotes Case Hotes Alerts General Alerts oa Alert Supervision Alerts 3 Y Case Forms 54 Click on Add Alert i Britis COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Hi CARIS Login Name Ann PSDHH Login Time 11 7 2005 12 50 51 PM Robert Charlton 1022235 A Cases Details Relationships Address Book Close y CARIS Waiting Lists Beds gt Eligibility Lists gt Reports gt Organization Notes gt Case Hotes vy Alerts General Alerts Supervision Alerts gt Case Forms H CARIS Login Name Anni PSDHH 8 Robert Charlton 1022835 Cases Details Relationships Address Book Close Y CARIS Waiting Lists gt Beds gt Eligibility Lists Reports gt Organization Hotes gt Case Notes y Alerts General Alerts Supervision Alerts gt Case Forms VHRP 65862 Active Summar
119. ips Address Book Close Summary Participants Case Plan Case History Close Y CARIS O Create Action gt Beds b Internal Referrals Object Hein him retein his own apriment Case Transfers Action Help him write his resume bythe 15th A E Pap Dani z Status Active z eer Critical Date fanarzo0s End Date 5 2005 gt Facility Notes gt Case Hotes Note Case Forma b Tools and Utilities Save Y Cancel 72 Fill in the appropriate fields and select the appropriate items from the Drop Down Lists Action is always a text entry 73 Type in any Actions 74 Add a Note if necessary 75 Click Save The Action will be appended to the Goals and Objectives list ciente fl Search Help f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Goals and Objectives Welng Lists gt Beds gt Internal Referrals GOAL Youth Placement In Progress gt Cave Transfers Goal Detail gt Eligibility Lists Priority PRIORITY _1 Status Active Reports Critical Date 2005 03 12 Start Date 2005 09 12 End Date gt Facility Hotes Note Michael needs a job right away to pay his rent gt Case Hotes OBJECTIVE Help him retain his own aprtment In Progress ete Case Forms Priority PRIORITY_1 Status Pending Activity gt Tools and Utilities Critical Date 2005 09 13 Approach Start Date 2
120. is Case There can be more than one Goal and more than one Objective for each Goal See Section 2 22 sl 15 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT GB car Bull tS Login Hama Ane MH Login Tema 343 2008 3 1244 PM f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Adress Book Close Summary Participants Case Plan Case History Close Y CARIS O Goals and Objectives Winding Lists Beds b Internal Referrals GOAL Help himfind a job gt Case Transfers Goal Details P Bigibilty Lists Priority PRIGRITY_1 Status Active gt R i Critical Date 2005 09 12 erer Start Date 2005 09 12 End Date Facility Hotes Mote Michael needs a job right away to pay his rend Case Notes Z OBJECTIVE Help him retain his own apetment In Progress b Case Forma Priority PRIORITY_1 Status Pending Activity Tools and Utilities Critical Date 2005 09 13 Approach Psychological Start Date 2005 09 13 End Date lote He needs to beep his apriment where he has ved for three years and where he feels sale Page s 1 1 7 4 Case History Activities Clicking on Case History will produce a list of all the activities of the case in context during the time frame selected and concerning the activity type selected from the filter When a Client and or Case is In Context then only those activities connected to that Client Case will be displayed When you click o
121. is either in context or not Reports are automatically generated by the system based on the information in the data base filtered by the criteria you select to generate the report 3 4 1 Generating a Report The reports generated are specific to the agency and when applicable to the specific case in context The procedure is similar for each report To generate a Report 1 Expand the Reports function in the navigation tree 2 Click on the specific report type you wish to generate sl 65 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT fi Jason Marceau toosas Cases Detalla Relationships Address Book Close Archives P Beds e Reporta CARIS Usage Report Cate Load Report by Case Types Case Load Report by Members Case Load Snapshot Report by Case Types Cate Load Sragahot Report Ey Members Bed Utilization Report Case Notes Repor Case Face Sheet Aleris Report Referrals Case Notes Report Note Type s Careplan Counsultants 120671 Active Summary Participants Case Plan Case History Close 8 Select the date range for which you want the report 9 Select any other criteria that the particular report asks for in this case Note type and Group The report will be automatically generated Jason Marceau 00 Cases Details Relationships Address Book Close Careplan Counsultants 120671 active Summary Participants Case Plan Case
122. ists __ lt lt A ee Frequency Info Time s C gt Reports gt Facility Notes Start Date 8723 2005 ESN End Date y Case Notes Do not exceed recommended dosage Administration Instruction General Alerts Attach File Client Based Consultation Add Medication Client Correspondence Log Proaress Notes NOTE To ensure correct medication description a Search option is provided 4 Click on the s ws BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 4 GB CARIS Build 0 56 Login Name Ann CYMH Login Time 8 23 2005 11 28 54 AM Ce Clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Add Medication Waiting Lists Y Internal Referrals Incoming Medication Class Nonprescription Medication Name s Outgoing Prescribing Physician Saurch Caden gt Case Transfers gt Eligibility Lists Reports Dosage Into Input aspirin mis Frequency Info Code Selector R Acetasalacylic Acid aspirin gt Facility Notes Start Date vy Case Notes General Alerts Administration Instruction Aspirin acetasalacylic Acid Attach File Client Based Consutation Client Correspondence Log E Progress Notes Health Visit Referral Observation Session Notes
123. ive View CDA Test Run Unit Giri Room 87 Sage Pamela in Bed Active 114 g Gol all BJ 4 1 7 Occupancy Clicking on Occupancy in the navigation tree under the heading Beds will show a summary of the status of all the beds available to the program that is in context If no case is in context it will show the summary for every bed in the system vk 135 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 5 Training Plan and Scenarios This Training Plan is intended for use with the CARIS User Manual and a working demonstration version of the CARIS System The Training Manual contains the following Sections Section 1 General Information and Getting Ready An overview of the Training Plan What you will need Training Program Schedule Section 2 Using CARIS An overview of the system and its capabilities Section 3 Scenarios Typical situations used as practice samples for the purpose of familiarization with the system Section 4 Evaluations Training evaluation Self evaluation Section 5 Notes Pages for the Trainee to make notes 5 1 GENERAL INFORMATION AND GETTING READY The Training Session s will be conducted using this Manual as a reference and a demonstration program for practice purposes Since the program is for demonstration purposes only you need not be afraid of making a mistake or messing up the program Due to the fact that CARIS is used by several different agencies the Scree
124. ive Regular Male _ eo t Facility Motes SCENE CS Test Run Unit Boy room Bi Acie Regular Male gt Alerta CS Test Run Unit Boy room B2 Active Regular Male Case Forma CS Test Run Unit Boy room B3 Active Regular Male CS Test Run Unit Boy room B4 Active Regular Male CS Test Run Unit Extra room Bi Active Regular Any CS Test Run Unit Extra room B2 Active Regular Any CS Test Run Unit Extra room B3 Active Special Needs Any CS Test Run Unit Extra room B4 Active Special Needs Any CS Test Run Unit Gini Room B4 Active Regular Female CS Test Run Unit Girl Room B2 Active Regular Female CS Test Run Unit Girl Room B3 Active Regular Female CS Test Run Unit Girl Room B4 Active Regular Female Page s 12345678 Note that there are possibly more than a single page of listings The listings can be organized by clicking on the headings In the above case they are organized by Bed Name so the beds show up in alphabetical order You could organize the list by Status type or gender by clicking on the heading There is a filter available which will narrow the list if you know which unit you wish to view For example if you just want to view the Cottage listings 1 Open the Unit Filter Drop Down list 2 Select Cottage 1 fi Michael Farrington Cases Details Relationships Address Book Close Community Development Administration 8986 Active Summary Participants Case Plan Case History Close
125. l in the form and 64 Click Save The information will be saved and stored in the Case History file 3 9 4 Child Care Nursing Admission Notes The Child Care Nursing Admission Form allows you to record information and observations at the time of admission GB caris Loop Hama Ann Login Tma 2006 Saas PM fi Huan Liang naos Crossroads Residential 135824 Follow up Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close e SCH CARIS Child Care Nursing Admission Note Waiting Lists P Archives Beds Record Date 08 08 28 Physical description general healih amp e Reports SC gt Referrals Een Holas Comment on all perceived or stated Eligibility Lists medical problems a Aleris El Admission and Discharge Forms Medication s Accompanying Adolescent Meeting Minutes a Psychiatric Admission Noles Ce Provisional Diagnoses Chid Caredursing Admission Notes Discharge Form General behaviour mn Clinical Forms and Assessments b Case Forms initial attitude towards uni staff and z gt Utilities peers zi Other issues or concerns D El El E After you fill in the information you may either Save the information which will allow you to edit or change it later or Finalize it which will freeze it permanently 3 9 5 Discharge Form The Discharge Form which displays when you click on this function provides an oppo
126. lity Lists Alerts Admission and Discharge Forms Y Case Forms Meeting and Contact Note Attach File Progress Notes The note is saved and entered in the Case History file as an activity 3 11 2 Attaching a File To attach a file to a specific Case 1 Bring the Client and Case into Context 2 Expand Case notes in the navigation tree The Attach File window will display GB CARIS Build 0 57 Login Name Ann CYMH Login Time 9 20 2005 11 52 05 AM Clients v Search Adv Search Help fi Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Attach File Waiting Lists Beds gt Internal Referrals Document Neme gt Case Transfers Attachment Browse gt Eligibility Lists gt Reports Facility Notes vy Case Hotes General Alerts Submit Y Cancel D 67 Give the document a name 68 Browse to locate the file you wish to attach 69 Click on it to bring it into the Attachment field EB CARIS Build 0 57 Login Name Ann eCYMH Login Time 9 20 2005 11 52 05 AM Clients v Search Adv Search Hein f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Attach File Waiting Lists Beds gt Internal Referrals Document Name Notice
127. ll and now you are recording the three conversations where there are three open cases A client is requesting registration in a course for an uncle and aunt The uncle and aunt have not been affiliated with the client You will have to set up the uncle and aunt in the contact list and affiliate them with the client Then you must register them in the course offering A client is asking about where to book interpreters in Kelowna You call the client back and give them the phone number You record this on your call log A person is calling about bus services for the physically disabled You call back and refer them to another agency Record the call A prospective client calls and is requesting services Set up the client You are only able to set up a basic demographic i e gender name and d o b The client will call back later Don t open a case The Program Coordinator asks you to set up the Videoconference class scheduled for the fall of 2005 eligibility management The class must have a minimum of 5 registrations and a maximum of 10 Determine the length of the course and add other detailed information such as time dates day of the week the instructor location Purpose of the course You have returned from an outreach trip on which you had no access to a computer and could not add progress notes You met with three clients and now you want to record your observations Create three notes for three clients In the middle of recording your
128. ls Relationships Address Book Close Cymh Outreach 1289 Active Summary Participants Case Plan Case History Close Y CARIS Goals and Objectives Wating Lists gt Beds gt Internal Referrals 3 GOAL Help him find a job gt Case Transfers Coal Detain Ea gt Eligibility Lists Priority PRIORITY 1 Status Active Critical Date 2005 09 12 gt ube Start Date 2005 09 12 End Date gt Facility Hotes Hote Michael needs a job right away to pay his rent gt Case lotes OBJECTIVE Help him retain his own aprtment In Progress Case Forms Priority PRIORITY_1 Status Pending Activity gt Tools and Utilities Critical Date 2005 03 13 Approach z Start Date 2005 09 13 End Date Note He needs lo keep his apriment where he has lived for three years and where he feels safe Page s 1 2 22 3 Creating an Action Now that you have established the Goals and Objectives for the client you can decide on what Action s to take to first achieve the Objective s which should then result in the achievement of the Goal s With the Goals and Objectives window open 1 Click on Create Action sl 57 Britis COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT You will note that this button is in the Objectives part of the display You can t generate an Action until you have decided on an Objective Michael Farrington Cymh Outreach 1289 active Cases Details Relationsh
129. ls Relationships Address Book Close Summary Participants Case Plan Case Histo 2 Y CARIS Case Summary Waiting Lists b Internal Referrals b Case Transfers Cave Type Cymh Cutreach Referral Date ug 04 2005 Case Status Pre Ad Accept Reject Date Aug 04 2005 Dtos Case ld 1288 Admission Date Reports Case Manager One Ann_3 Est Discharge Date Facility Notes Referral Source Set Discharge Date Case Motes Referral Mode Walk in Case Close Date Case Forms Ped aor mation Waitlist Information gt Tools and Utilities Te TE Greg Gen E Adme E ET 61 Click Admit V 5 D I ID B Loon Name Geen TMH Login Time 84 2005 103034 AM Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARS Admission Detail Wating Lists Internal Referrals Case Transters Effective Date Pie ice dor Est Discharge Date Reports gt Facility Hotes P Case lotes Case Forma Tools and Utilities The effective date will be today and you can select the estimated discharge date or leave it blank 62 Select the appropriate dates 63 Click Admit 2 21 ADDING A MEMBER TO A CASE A Member is a person who has access to the case files and who is actively involved in the case You can appoint a member to one of your cases from the list of members only if you are the Case Manager The pe
130. mall things properly including developing and following policies regulations and procedures and appropriately handling paper and passwords Security also involves securing the hardware network the database and the transactions online Security for CARIS is the responsibility of the Province of B C and is handled by standard government security protocols at CITS Common Information Technology Services who are the hosts for the CARIS application Security is also the responsibility of the users Every user of the system is responsible for maintaining the confidentiality of their ID and password and to prevent unauthorized access by locking down their workstation when they leave it unattended The CARIS application resides within the SpanBC network behind the government firewall Users will access CARIS through IDIR or BCelD authentication While CARIS is an internet based web application security is protected by making it accessible only by authorized users with the correct name password and domain information Privacy is a different matter Privacy relates to the relationship a client and the clinician have to the client s data Privacy specifically relates to data and the management and access of that data in the course of clinical care by authorized users CARIS provides tightly controlled case based privacy which enables a case manager to determine who is able to view and contribute to a client s case CARIS handles privacy in a
131. me CARIS ID Case 3 Di Nosimento Edson Arantes 1022848 90439 2006 09 28 zl Edit Po clients f search _ Help Crossroads MHA CP 90439 Pre Admit Summary Participants Case Plan Case History Close lt Pra Case Number E 0439 A z TTT searen D Adu Search Heip Crossroads MHA CP 90439 Pre Admit Summary Participants Case Plan Case History Close Date Added Hote Page s 1 Add to Waitlist CARIS User Manual 2006 Maples Version 1 0 DRAFT You may edit the entry at any time by clicking on the Edit button which will return you to the Waiting List form above 3 1 items 3 and 4 3 2 ARCHIVES Archiving of client records is a restricted operation If you are authorized to archive records 1 Expand the Archives function 2 Click on Administration f Simon Templar mxo Crossroads residential 5614 active Cates Detalla Relationships Address Dock Close Sammy Participantes Case Plan Case Mntory Close v CARS Vesting Lots vY Archives Ayreon gt Bede gt Reports gt Peer gn gt Organization Motes gt Uigibiity Lists Alerts gt Adiccion and Disc ha ge Formas gt Clinical Forma and Assessments gt Cane Forma gt fier The Archive Records List will display The list contains a description of all of the client s records which have been archived To archive another document or documents 5 Click on Create New Acces
132. mission and Discharge Forms function 2 Click on Psychiatric Admission Notes GB cars See un Pm Eo ELE CET f Huan Liang i s Crossroads Residential 135824 Follow up Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close CARS y 7 I Waking Lists Psychiatric Admission Notes E Archives P Bede Reports Presenting Problems RE Organization Notes P Eligibility Liste gt Alerts Y Admission and Discharge Forms Mesting Minuies Paychestnc Admission Notes Provisional Disgnoses ES Chid Care Mursing Admission Motes Diagnostic impression on Discharge Form Admission Clinical Forma and Assessments Case Forms gt Utilities initial Pian Mental Issues on Acmissior a Fill in the appropriate fields 60 Click Save The form may be edited at a future date If you wish to finalize the form contents 61 Open the form again You will see that you now have the options to Save Reset Cancel or Finalize the form Saving it allows you to make changes later Resetting it empties the fields and lets you start over Cancelling just returns you to the previous window without any changes Finalizing the form freezes the information permanently 3 9 3 Provisional Diagnoses As a Case Worker you may have occasion to make a diagnosis based on your experience with a client or information you may have received This function
133. most of their time in CARIS context producing reports Client context orients the system function around a client and enables the user to have access to the clients demographic information and list of cases This is a higher level view of the client shared amongst workers and provides no clinical details Case context orients the system to provide functions for management of the individual case A client may have more than one case but case context provides user functions for one case at a time The current context can be seen at anytime by viewing the context bar The Client in Context will be to the left and the Case in Context will be shown to the right E Michael Farrington Victory Hill Residential Program 9042 Active Cros Patata H etdiapngtuta Address Dock Lbpe Sunny Papaa Cade Plan Actwiti a Lie Di Case Exit Summa ru 1 5 10 Activities Ve _BRITISH COLUMBIA CARIS gt User Manual 2006 Maples Version 1 0 DRAF Clicking on Activities will produce a list of all the activities in which you have been involved during the time frame selected and concerning the activity type selected from the filter If a Case is In Context Section 1 8 then only those activities connected to that Case will be displayed If no Case is In Context the activities displayed will only be those of a general or administrative nature and will NOT include Case specific activities Note that there will alwa
134. ms The Supervision Alert icon will be displayed until the End Time is reached or the alert removed and the Alert will be listed 3 9 ADMISSION AND DISCHARGE FORMS 3 9 1 Meeting Minutes To record the minutes of a meeting involving the client in context 1 Expand the Admission and Discharge Forms function 2 Click on Meeting minutes Login Nema Arsi Login Tira SPOS Sis PH Huan Liang cso Crossroads Residential 135824 Follow up Cages Detalle Relationships Address Book Close Summary Participants Case Plan Case History Close Other Faas a z gt Referrals Long Term Plard amp 1 D Organization Hotes me El Save 8 Print Provisional Di Child Care blursing Admission Notes Discharge Form Clinical Forms and Assesaments Case Forma U igies 59 Fill in the fields You can now Save the minutes and they will be stored in the Case History file Saved minutes can be edited later if you wish Save and Print and they will be both saved and a copy will be printed out Finalize and Print which will save the minutes and print a copy Finalized minutes can not be changed or edited cb 91 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 3 9 2 Psychiatric Admission Notes These notes will be completed if the case worker considers it necessary based on the business rules and the case worker s evaluation 1 Expand the Ad
135. n Case History you will be asked to define the search in terms of type and time frame Login Nome A Login Tine A A PM Michael Farrington Cases Detalla Relationships Address Book Close y carts Activities Search Activity Type Filter Waking Lists gt Bede b Internal Referrals Keep Case Tranatera Ach Type Eligibility Liste gt Reporte Facility liotes gt Case llotes k Case Forms b Tools and Utilities mm 123 4 5 Sg r 8 8 WW 12 45 14 15 16 17 18 18 es 2 Display Activities BW Cancel When you have selected the appropriate filters click on Display Activities and all the activities which are included in the type and time frame will be displayed sl 16 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT gt Internal Referrals gt Case Transfers 1 7 5 Close Cymh Outreach 1289 Active Summary Participants Case Plan Case History Close A Activities Display tivity Filter All Activities S 3J Admitted by Ann 2005 08 25 15 34 SE ig Modication Intervention EH T atananlara E Y Case Affiliate Update by Ann 2005 08 22 15 00 Y Cane Member Update by Page s 1 Clicking Close under the Case will close the Case but leave the Client still In Context Clicking Close under the Client closes both the Case and the Client COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT
136. n exclusive search engine This means that the results of the search will only contain exactly what you typed in any of the fields in the Search window Consequently the more fields that are filled in the more exclusive the resulting search will be The Advanced Search has the same general fields as the demographics form and enables highly specific searches Hi CARIS Build054 Login Name Ann CYMH Login Time 8 4 2005 4 09 44 PM clients v Search Adv Search Help Main Activities My Cases y CARIS Advanced Search Client Waiting Lists gt Beds Clients Contac Organizations Internal Referrals gt Case Transfers E Basic Demographics gt Eligibility Lists K Reporte CARIS ID Facility Notes Family Name Given Name Michael Tools and Utilities Middle Initial Preferred Name Aliases Gender sl Date of Birth au H Date of Death Ir Extended Demographics E Locations To perform an advanced search 1 Type in as much data as you require in as many fields as you wish 2 Click on Search All the clients whose demographic data includes Michael will display NOTE The names and data are not case sensitive so you don t have to use capital first initials We BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Ki CARIS Build 0 57 Login Name Anm PSDHH Login Time 9 12 2005 2 39 51 PM SEE Clients v Search Ad
137. n Hame Michael gt Eligibility Lists Middle Initial Sr Preferred Name Mike Aliases ad Gender Male EE Date of Birth 10 Mar 36 Date of Death gt Facility Hotes CARIS ID 1000053 Tools and Utilities Extended Demographics Address Book Relationships Address Book Edit Client You have now added a new client to the system database If you now exit from this window by clicking close the new client will be saved However if you open My Cases later the client will not appear because you have not yet opened a case for this client Unless you just wanted to record details regarding this client normally you would proceed to Create a New Case for this client Section 2 16 Note that anyone who has CARIS access in your organization will now have access to the demographic information you have entered if they perform a search for that client 2 2 FINDING AN EXISTING CLIENT To find a client who is already in the system 1 Type in all or part of the client s name in the Search Criteria field sl 25 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 1 GB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 2 2005 11 15 27 AM Marceau Clients v Search Adv Search Help Main Activities My Cases y CARIS Welcome Ann CYMH Waiting Lists gt Beds Announcements gt Internal Referrals gt Case Transfers Time Filter Add gt Eligibility Lists gt Reports Date
138. n Shots in the manual and the graphic interface of the demonstration program may not be identical to the one you will actually use Some items in the Navigation Tree as it is shown will not be available at your agency What you will require One 1 days time at the location specified 8 hours per day A couple of pens A computer terminal with a web browser provided A copy of the CARIS User Manual provided The location of the Training Sessions will be es BRITISH COLUMBIA The Dates and Times are as follows Date Start am Break to pm End pm Date Start am Break to pm End pm The coordinator is Telephone e mail 5 2 USING CARIS The CARIS program has been developed and implemented for the purpose of improving Client Tracking Case Management and Documentation within the context of your Agency s activities 5 3 SCENARIOS The following Scenarios represent typical situations that you may encounter from day to day Working through these Scenarios will help you to become familiar with the system and with the User manual Scenario 1 Roles Mgmt Admin SFCD DAO a Bed Management Change Status Type and Gender Set up Bed Administrative Functions 3 b Eligibility List Management Set up four events classes 4 Add course to the Eligibility List 5 Edit a course 6 Delete a course 7 Complete a course 8 View Completed List Active List and All Lists Understand L Mostly Understand L Do
139. n event that occurred more than thirty days previously use the Time Filter to select a date within thirty days following the estimated date of the event you wish to view Following is an example of recording an administrative event 3 6 1 Creating an Announcement An announcement is a message intended for everyone at a given location or agency This is typically an administrative function to enable administrators to notify staff of impending events or other useful information others in the location may have the option of creating announcements too Announcements show up automatically on the main page of each user upon log in ss 71 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT LA di CARIS uild 0 57 Login Name Ann PSDHH Login Time 9 1 2005 11 27 04 AM o Clients v Search Adv Search Help Main Activities My Cases Y CARIS Welcome Ann PSDHH Waiting Lists gt Beds Announcements Eligibility Lists Reports Time Filter Add Y Facility Notes Administrative Log Date Subject Importance Detail Announcement 07 Ant See you August 30 and 31 for followup CARIS di pub ao 2005 07 13 Happy summer vacation Medium il 1 acility Incident Repo e 2 g A Meeting with MF and parents with constable Delete Safety Procedure H a men jackson Topic Based Consultation Page s 1 To add an announcement to the list 1 Click Ada on your Main Page Hi CARIS Build 0 57 Login Name Anm PSD
140. n t Understand L Questions Scenario 2 CARIS Context Activity all roles tepa BRITISH COLUMBIA Receive a phone call e mail fax not related to a specific client or case record them separately in the Communication Notes Topic Based Consultation You and another person present at a conference on there were 25 people there your presentation was for 55 minutes 10 of those people were from early intervention agencies 15 were teachers from around the province Report a false alarm safety report Understand L Mostly Understand TT Don t Understand L Questions Scenario 3 Complete a damage report where a window was broken Facility report Understand L Mostly Understand L Don t Understand L Questions Scenario 4 Case Client Context VH staff Case Context Key Casel Support Staff Phone Call from a Parent Consulting with a community support service about the child Request for registration in a SFCD course refer case to SFCD Child takes medication medication not set up add medication staff enter the information to completion realizes it states the wrong time edits to input the correct time one for prescription and one for non prescription Record medical appointment Record a SIR child injured records conversation with parents child seems to get worse requiring an emergency hospital visit follow up report made after discharge from emergency record conversation with p
141. nd L Mostly Understand Questions Develop a Treatment Plan Understand L Mostly Understand Questions Create a Goal Understand L Mostly Understand Questions Create an Objective Understand Mostly Understand Questions Create an Action plan Understand L Mostly Understand tapa _BRITISH COLUMBIA Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Questions Generate the Case History Understand L Mostly Understand L Don t Understand L Questions Functions Alerts Understand L Mostly Understand TT Don t Understand L Questions Reports Understand L Mostly Understand L Don t Understand L Questions Other Functions Understand L Mostly Understand TT Don t Understand L Questions Aaa BRITISH COLUMBIA 5 5 NOTES yd _BRITISH COLUMBIA NOTES vk _BRITISH COLUMBIA NOTES vk _BRITISH COLUMBIA The glossary defines terms used in CARIS Sometimes the meanings are somewhat different from normal usage but have become of special meaning within the MCFD Activities A record of actions taken by the user either in a general operational sense or specific to a client or case Ad Hoc Reports Reports prepared for a specific purpose generally based on specific criteria Affiliate Someone attached to a client s
142. ng gt Reports SS Type Informational v Facility Notes Sees Method Phone v General Alerts Duration minutes 20 v Attach File Notes called to say Michael is sick and cant get to his appointment today Client Based Consultation Client Correspondence Log Progress Notes Health Visit Referral Observation Session Notes Legal Code Case Forms Tools and Utilities 6 Fill in the fields and 7 Click on Save The call will be saved in the correspondence log attached to that particular client case file Els BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT H CARIS Build 0 55 Login Name Ann CYMH Login Time 8 22 2005 1 54 00 PM Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Correspondence Loy Waiting Lists Internal Referrals gt Case Transfers Time Filter 872272005 gt Eligibility Lists gt Reports Eventid Date Direction Type Method Duration Hotes gt Facility Hotes 8073 2005 08 22 Incoming Informational Phone 20 mins E w Case Notes General Alerts Page s 1 Attach File Client Based Consultation Client Correspondence Log Progress Notes Health Visit Referral Observation Session Notes Legal Code Case Forms Tools and Utilities 3 11 6 Documents Process Management Provision is made in CARIS to record and track paper ba
143. ns ooccccconccncccnccncononcnnononnnnonnanononanencononons 95 3 10 2 ICD 10 Diagnostic Clasettcaton enaa kaea arani aana 96 210 Provisional DIAGNOSES EE 96 ITA WICCICAUONS EE 96 3 10 5 Recording Administration Of Medication oocccccconcncocnnnnccnoncnnononnnnnonanoncnnannnononons 99 3 10 6 Deleting a Medication Administration eco 100 3 10 7 Discontinuing a Medication uk 102 3 10 38 Changing Be ee WEE 103 NOS MMe ONC CHECKS rs Gees ates tanta tener ee 103 SOMO IPrOgreS SN Ole in o cota 105 E A o a 106 Sa E DEn Te E Contact IN OTC EE 106 Sd EE Eer Un Le TEEN 107 ETES Detachng a File nsira a 108 3 11 4 Generating Progress Notes AA 109 3 11 5 Logging Client Correspondence occccconccnccnoccnconocnnccnanononnnnnnnononcnnonnnnnnonnnrnnonanrnnnnnas 110 3 11 6 Documents Process Management 112 Sd LOGGING ee 113 ILLO Heger 115 OVALS TPCT SO Malti EEN Ae 116 Oo Ie LO A A E 116 SEET 118 3 12 1 Creating a Template EE 118 3 12 2 Generating a Re ent EEN 122 4 Agency Specific Ein ee EEN 126 4 1 Bed ACMI STANON E 126 rag En AGANO Ee EE 126 4212 AQUING a ROOM a En DEE 128 Atoa Addno a Bea Ora ROOM taaan elo alas 129 4 1 4 Bed Management kk 131 4 1 5 Reserving a Bed rada dd 132 AO sAGSSIOIING A EE 134 AA QCCUPANCY EE 135 5 Training Plan and Gcenanos 136 5 1 General Information and Getting Ready coooccncccccccncccoccnnononnnnnonanonnonancnononnnnnnnanonoos 136 5 2 USNO CARI aea a whelaetidbotde dag
144. nships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Create Goal Visiting Lists Beds o Internal Referrals Goal User Defined Goal w Case Transfers User Defined Tithe Help him find a Job Eligibility Lists Pricey Priory do _ a Status fale Crtical Date Bases o Facility Hotes eme SE Start Date an 3 2008 End Date Case Forms Note teilen right away to bey his rent gt Tools and Utilities 70 Click Save and the Goal will be saved and will also become Active Note that until it is saved the Status is grayed out The Goal will now be displayed in the Case Plan Goals and Objectives window GB CARIS Build 0 57 Login Name Ann CYMH Login Time 9 13 2005 3 12 44 PM Search Adv Search Help Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Goals and Objectives Waiting Lists gt Beds gt Internal Referrals GOAL Help him find a job Case Transfers Goal Details Delete Create Objective Eligibility Lists Priority PRIORITY 7 Status Active gt Reports Critical Date 2005 09 12 Start Date 2005 09 12 End Date Facility Notes Hote Michael needs a job right away to pay his rent gt Case Hotes Page s 1 Case Forms gt Tools and Utilities Create Goal 2 22 2 Creating an Objective When a Goal has been def
145. nt COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Unless there was an entry somewhere in the database that said Michae in which case that entry would display as a result If you had selected female from the gender drop down list then ONLY the female Michael would display on the Results list EB CARIS Build0 57 Login Name Ann PSDHH Login Time 9 12 2005 2 39 51 PM E Search Adv Search Help Main Activities My Cases Y CARIS Client Search Results Waiting Lists Beds gt Eligibility Lists CARIS ID Client Hame Birth Date gt Reports 1000192 Zeus michael 1987 06 15 Facility Hotes Client Info Page s 1 Given Hame michael Family Name Zeus Advanced Search Create Client Preferred Name michael SSS Gender female Aliases Age 18 SIM NOTE You cannot perform an advanced search for a Member An advanced search for a member is unnecessary because a basic search will always produce the required member 1 9 HELP The Help function will link you to a pdf version of this Manual 1 10 SYSTEM ERROR Occasionally you may receive a System Error prompt usually when you first log into the system If this occurs click on the Refresh button on your browser toolbar This will usually work If it doesn t then log off the system and log on again If this still doesn t solve the problem then you may have to shut your computer down and restart This typically is a lo
146. nt The Create Client form will display Hi CARIS Build0 54 Login Name Ann CYMH_ Login Time 8 4 2005 10 20 24 AM EH Search Adv Search Help Main Activities My Cases y CARIS E Create Client Waiting Lists Beds 6 Internal Referrals Case Transfers Family Name Given Name gt Eligibility Lists Middle Initial Preferred Name gt Reports 1 Aliases Gender v Facility Notes Date of Birth sl H Tools and Utilities k Extended Demographics Create Cieri ss 24 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 9 Fill in the fields 10 Click on the sign to open the extended demographics box 11 Fill in as many fields as you can 12 Click Create Client A dialogue box will display asking you if you want to create this client Microsoft Internet Explorer h d j Are vou sure vou wish to create this client record 13 Click OK The Client Details box will display containing the information you have entered 88 CARIS Build 0 54 Login Name Ann CYMH Login Time 8 4 2005 10 20 24 AM a Search Adv Search Help fi Michael Farrington Cases Details Relationships Address Book Close Y CARIS M Client Details Farrington Michael Waiting Lists gt Beds gt Internal Referrals E Basic Demographics gt Case Transfers Family Name Farrington Give
147. number of ways including the provision of a complete audit trail which enables the review of all accesses activities and interactions on a client s case CARIS ability to share data across program and office boundaries is controlled by the policies for data sharing of each organization es BRITISH COLUMBIA Forms in CARIS are not documents that can be e mailed but are centralized and accessed remotely by authorized individuals on an as needed basis All accesses changes and views of the client forms are recorded and auditable CARIS ability to share data across program and office boundaries is controlled by the policies for data sharing of each organization es BRITISH COLUMBIA 1 5 BASIC PROCEDURES 1 5 1 Logging In Authentication and Authorization Process Access to CARIS is limited to persons who have a valid BCelD or IDIR account and have been provided with specific roles within CARIS The authorization for access and the role descriptions are provided to CARIS by MCFD The User must also have a valid password specifically for CARIS access The process is shown in the following diagram MCFD AUTHENTICATION SERVICES SECURITY REGISTRY CARIS WEB SERVER Multiple Roles Selection Screen Welcome Screen CARIS Authorization and Authentication Process E For a User to gain access to CARIS sl 5 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Either 1 Type in
148. o Feniks Beier at Mo AS Chent De signstion Designation Date Meeting and Contaci Mote MPA Statin Aderva ston Types ZAererrser AGA Fia Bed bodice matini Docunarta roces Marnganert Waitlist Information Pre soniad History sme Fraserem aer Prier al Mote Ubica 55 Click on Discharge The Discharge Form will display 88 ARIS Login Name a A A A A Michael Farrington nozes VHRP 74880 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Discharge Form Waiting Lists EES Date rosas ES Eligibility Lists geg e gt Reports __ Organization Notes Case Hotes Alerts erg i SE Responsible Agent Summary of Services Recehrad Po 56 Fill in the appropriate fields with the information required to validate the discharge 57 Click Save BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 4 E i ER ke SIS ogin Name Annie SOHH Login ma 10312004 11 0931 AM michael O Clients ei Search H Adv Search Michael Farrington 1022257 VHRP 74880 Follow up Cases Details Relationships Address Book Close Summary Participante Case Plan Case History Close EE Y CARIS Case Summary Waking Lists P Beda gt Eligibility Lists Case Type WHRP Referral Date Oct 31 2005 gt Reporte Case Status Foods Accept Reject Date Oct 31 2005 Case kk 74880 Admission Date Oct
149. o Bed The client will now show up on the Bed Summary page for that program as In Bed The notification on the Reservation page will disappear Bulld DEZ Login Hama tralringHBP5DHH Lean Time 4252005 3 00 25 DM A chante v Search Adv Search Help Michael Farrington Cages Details Relationships Address Book Close Community Development Administration 8986 Active Summary Participants Case Plan Case History Close Y CARIS O Bed Summary Walking Lists Y Beds Administration Uni Fitter AN Ki Manspemert Reservations Bed Name Client Name Client Status Bed Status As Occupancy z Trial Unit 2 Bed Room Second Bed Active SE Trial Unit 2 Bed Room First Bed Active gt Feciity Hotes Trial Unit 2 Lilac Room Second Bed Active view b Case lotes Trial Unit 2 Lilac Room Eat Bed Brown Gustavo In Bed Active 160 Alerts Trial Unit 2 Green Room Second Bed Active Case Forms Trial Unit 3 Green Room First Bed Denim Daisy in Bed Active 322 Cottage 1 Room 2 Bed 1 Farrington Michael In Bed Active 1 Cottage 1 Room 1 Bed A Active COA Test Run Unit Special leeds gt a Room EA Active view CDA Test Run Unk Spectal leeds i r Room B3 Active view CDA Test Run Unit Special leeds Room B Active COA Test Run Unit Special leeds Room Bi dames Robert in Bed Active 205 view Menn CDA Test Run Unit Girl Room B4 Active view CDA Test Run Unit Girl Room B3 Act
150. on is not in Client Context This version of CARIS is linked to an external database OHW You can search this database by clicking on the Search OHW button The Search OHW Clients window will display Login Tie S123 IT CC Ceci Heer ste SE PM Search Adv Search Help Ida Ann Lake noz Bifrost 129736 active Cases Details Relationships Address Book Close summary Participants Case Plan Case History Close Y CARS Search OHW Clients W sding Lists P Archives Beds a P Reports Famity Mame Wer Given Harma Kos Gender H Date of Birth Organization Notes gt Eligibility Liste k Alerts 6 Enter the information about the client you are searching for 7 Click Search The results of the search will display A BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT ES CARIS SETTENE AN fun cients Login Tine 920200 3 12 16 PM Ida Ann Lake ozs Bifrost 129736 Active E Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Sean EJ OHW Client Search Results Wading Lists Archives t Bede Synchronized Client Id Client Hame Date of Birth Reports The search returned no results P Referrals You can try advanced search or create a new client P Organization Holes Eligibility Lists Page s 1 gt Alerts Meeting Minutes RBrwchiadric Beinn Moke 1 8 2 Advanced Search The Advanced Search is a
151. pirin acetasalacylic a i Non Prescription as recommended 2005 08 23 2005 09 30 gt Case Hotes Acid Y Case Forms Frequency as recommended Admin Date Time Admin Code Admin By Hote Madicdl na Delivery Route oral 2005 08 25 11 15 00 Administered One Ann_3 Times 9 00 4M 5 00 PM gt Tools and Utilities 9 00 PM 2005 08 25 12 00 00 Administered One Ann_3 Hote 3 Page s 1 Add Medication 4 Click Delete 5 Proceed as in Section 3 7 3 10 9 The OTC Checklist A checklist is provided to record the use of any Over The Counter medications that the client customarily uses or intends to use This provides a quick reference based on experience or other evidence concerning the client s compatibility with or success with OTC medications 1 Expand Case Forms 2 Click on Medication Management 3 Click on OTC Checklist 103 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT GB CARIS Login Name Ann YFY Login Time 9 22 2005 3 45 08 PM A Clients v Search Adv Search Help Jason Marceau Program B 35749 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YFV CARIS OTC Checklist Summary Waiting Lists gt Eligibility Lists Date Signed Off by Physician Placed in Client s Central File Internal Referrals gt Case Transfers Page s 1 Reports gt Organization Hotes Client Forms gt Case Hotes Alerts 3 Y Case Forms
152. re 2005 11 24 11 40 AM Page s 123 sl 10 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 7 5 11 My Cases Clicking on My Cases will display a complete listing of all the Cases in which you the User are involved GB CARIS Build0 57 Login Name Ann PSDHH Login Time 9 8 2005 10 56 52 AM Ree T wl Search Adv Search Help Main Activities My Cases y CARIS My Case List Waiting Lists Beds Case Status Fitter gt Eligibility Lists All Pre Admit gt Reports Case Type Case Status My Case Role Client Id Client Hame Date Active gt Facility Notes Consultative Services Active Case Manager PKHAK 100000028 Khakzad Pirouz 2005 08 21 adiis M Deaf Access Office Pre Admit Case Manager PDEWWD 100000001 Dew Dry 2005 08 30 Victory Hill i Vi ew Residential Program Active Case Manager PMARC 15 Teau Jason 2005 08 22 View Youth Transition Referral Case Manager PMARC 15 Marceau Jason 2005 07 25 Page s 1 You can shorten the list by using the Case Status filter and you can see the details of a specific case by clicking on View The Case Summary will display with various options available Section 2 16 to 2 20 Login Mame APS DOHA Login Time SEV20045 1048 22 AM V Adv Search Help fi Dry Dew Deaf Access Office 18285 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Case Summary Wading Lists Beda
153. rent ways For example The Y or YMCA and do not use its full name So if someone has entered the Young Women s and Men s Christian Association in the database as the organization name typing YMCA into the search criteria field would not register a hit and thus will not bring up the organization If the search produces no results 28 Click on Create Organization GB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 8 2005 11 34 33 AM YMCA Search Adv Search Help Main Activities My Cases Y CARIS Organization Search Results Waiting Lists 2 gt Beds gt Internal Referrals Organization Hame Organization Type gt Case Transfers The search returned no results gt Eligibility Lists You can try advanced search or create a new organization gt Reports gt Facility Hotes Y Tools and Utilities Page s Templates Advanced Search Create Organization sl 34 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT The Create Organization form will display GB CARIS Build0 54 Login Name Ann CYMH Login Time 8 8 2005 11 34 33 AM YMCA Organizations ze E Search Adv Search Hein 5 y CARIS Create Organization Waiting Lists Beds Internal Referrals Organization Name Young Men s and YoundgwWYomen s Christian Association Case Transfers Organization Acronym YM YVWCA Organization Type Youth and Family ze gt P Lists Description Phys
154. row of functions displays under the Case description These elements provide information specific to that case 1 7 1 Summary Provides basic information about a particular Case and provides the option to alter the case status Discharge the Client from the Case see previous screenshot 1 7 2 Participants Clicking on Participants displays a list of all Members who are attached to the particular Case Members are other authorized people who are involved in the Case and who have access to the case files Also displayed are Affiliates who are all the people who are affiliated with the Case These are people who have an interest in some way in the Client and or the Case but who do NOT have access to the case files GB CAR f Michael Farrington Cages Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Participants List Waiting Lists Beda gt Internal Referrals b Case Transfers Harme Case Access Start Date End Date gt Eligibility Lists One Anno Case Manager 04 Huber Anna Maria Case Worker 2005 06 06 2005 08 30 Remove Reports Facility Notes at lote A EE Name Role Start Date End Date gt Tools and Utilities Reginald David General 2005 06 22 Remove Dean Steve General 2005 08 22 Therese Ektabeth General 2005 08 22 2005 10 07 Page s 1 1 7 3 Case Plan The Case Plan contains the Goals and Objectives regarding the Client and th
155. rson who creates the Case usually the Intake Clinician is automatically assigned the role of Case Manager He or she will be able to assign the role to the appropriate clinician when one is determined To add a member to your case 1 Bring the client and case into context 2 Perform a Search for the member you wish to add to the case sl 53 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Login Name Anm F SORA Login Tiree BESCHE 4 16 45 PM f Jason Marceau Victory Hill Residential Program 8092 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Member Search Results Waiting Lists Beds Eligibility Lists Member Name Organization gt Reports Anthony Marc DFSP Facility Notes Clinician Marion PA view gt Case Itotes Huber Anna Maria CYMH view gt Alerta Hustwick Barb MAC vew Caso Forme Marceau Jamon DFSP view Macdonald Andy MAC view One Ann mac Page s 1 64 Select the member you want from the list and click View Th hee f Jason Marceau Victory Hill Residential Program 8092 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Member Details Andy Macdonald 4 Waiting Lists gt Beds gt Eligibility Lists First Hame Andy Last Name Macdonald Reports Phone r Organization MAC Facility Notes
156. rtunity to record information and observations concerning the client at the time of discharge If you have already discharged the client using the Case Summary window Discharge button the effective Date of discharge will appear automatically at the top of the form vk 94 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 85 ARIS Login Tithe 2 23 ftarington O oo 7 Search Adv Search T Zfecle CCc eb ze EP i dall M CH SS tu Search Adu Search Heip Login Tima 9 29 2006 3 32 16 PM ws d f Huan Liang isos Crossroads Residential 135824 Follow up Cases Details Relationships Address Book Close summary Participants Case Plan Case History Close v cars Discharge Form Waking Lists Archives Dischargea Dabe 2006 09 29 345 FM gt Beds Reason Ir d aal gel Reports P Referrals gt Organization Notes gt Eligibility Lists Responsible Agent Ir d Alerts Discharge hote Y Admission and Discharge Forms Meeting Minutes Psychiatric Admission Notes Summary of Services Received Provisional Diagnoses CH Caredursing Admission Motes D Discherge Form Post Service Recommendations Clinical Forme and Assessments Case Forms MHilities e 3 10 CLINICAL FORMS AND ASSESSMENTS CARIS provides a number of forms for recording a variety of clinical and behavioural information 3 10 1 DSM IV TR Diagnostic Classifications Geess PM MAC fianington EEGEN
157. rvations Administration Und Fiter at Y Time Fiter e 25 2005 Reservations Bed liame Client Start Date Time End Date Time Dun ation Occupancy Eligibility Lists Reports Page s 1 Facility Notes Case lotes Alerts Case Forms YT TF WW WW 2 Click on Search Bed Availability f Michael Farrington Community Development Administration 8986 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close wean Search Bed Availability Cage lotes Alerts Case Forms Facility Hotes 3 Fill in the date you wish to reserve the bed for and the number of days the client will stay 4 Click Search Michael Farrington Community Development Administration 8986 Active Cases Detaile Relationships Address Book Close Summary Participants Case Plan Case History Close r CARIS Reservation Availability Visiting Lists Y Beds Administration Mame Bed Status Bed Type Bed Gender Availability Start Duration lt CDA Test Run Unit Special leeds Management Room B3 Active Special Needs Female 2005 Aug 25 37 Reservations i q CDA Test Run Unit Special leeds i l 5 ere Active Special Needs Male 2005 Aug 25 267 gt Eligibility Lists Cottage 1 Room1 Bed A Active Regular Female 2005 Aug 25 367 Reports Cottage 1 Room 2 Bed 1 Active Regular Male 2005 Aug 25 367 Facility Hotes e Unit 2 Green Room First Ke gen Male 006 Feb 01 06 Sel
158. s Facility Hotes Page sh 4 Case Notes P Alerts Case Forma The edit function enables you to change the status or Type from drop down lists C Michael Farrington Community Development Administration 586 Active Cases Details Relationships Address Book Close Summary Participants Caso Plan Caso History Close Y CARS Edit Bed Waiting Lists Y Beds Administration Mama Bed 1 Management Gender Male Reservations Saus Acre Lupp Type Regular b Eligibility Lists Notes gt Reports Facility Hotes gt Case Notes gt Alerts Cancel Case Forms 4 1 5 Reserving a Bed To reserve a bed for a client you must have both the client and the case in context Beds are sometimes assigned to specific programs so the client may not be eligible for a bed in a unit even if one is available In that case you may have to open a new case for the client in a program for which beds are available or edit the Unit via the Administration function Section 4 2 To make a bed reservation With the client and case in context 1 Open Reservations under the Bed heading in the navigation tree The reservation page will display BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT f Michael Farrington Community Development Administration 8986 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Bed Rese
159. s 1 Relationships Address Book Edit Client 17 Check the demographics 2 3 EDITING AN EXISTING CLIENT Editing client demographics may be a function that you have not been authorized to perform If this is the case the Edit Client button will be grayed out and you will be unable to perform this operation To edit the file of an existing client once you have found the client and confirmed the identity 1 Click the Edit Client button Mig heh 053 Login Hame AoC MH Login Tine OGN ir Ab f Michael Farrington Cymh Outreach 1289 Pre Admit Summary Participants Case Plan Case History Close Cases Details Relationships Address Book Close Y CAPRIS W Edit Client Farrington Michael Waiting Lists gt Internal Referrals b Case Transfers E Basic Demographics Eligibility Lists A Extended Demographics Reporte Statue in Canada B v Employment Status k w Facility lotes GE sl Education Levet Y gt Case lotes Gre SR S gt m Case Forma Landa el Education Type e Tools and Utilities Lang Spoken et p Primary Living r E Home m Arrangement l _ es f an Household po SZ Religious Practice Y Composition 2 Aboriginal Ovigirc _ Dental Ple Band Simus No PEN Guardians hip Gm Ge KT Status tt L Disabilty SIN Number kiendiiying Marks 8 i H Reset Cancel
160. s Address Book Close Summary Participants Case Plan Case History Close Se Update Session Note Waiting Lists P Archives Beds Shabana Date 0086 07 12 Rois FSI uration 0215 Organization Notes TopicySubject atvatvidv Eligibility Lists Mode of Meeting Face To Face gt Alerte Member 0C ro Aga Delete b Admission and Discherge Forme Biko Ann Co facitator gt Case Forme Constant Ann Other Utilities Gitfkate UR Foie PE zl ess Notes tedividwdtw Attachment Ir Bone Ada Detach Max file size IMB _ _ E Goals amp Objectives GOAL mirir id T OBJECTIVE erfertert o 4 T OBJECTIVE ttgegtewe _Save Changes ij Reset ff conce sl 61 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT This Section will contain a description of each individual function or window These functions are usually found in the Navigation Tree Each agency using the system will have its own list of features in the navigation tree 3 1 WAITING LISTS The Waiting Lists represent a group of lists established by each agency and unique to each agency that reflect case types and programs available at the agency Clients may be placed on a list only if they are in Pre Admit mode The lists simply contain the names of clients who wish to participate in the particular activity and do not indicate a priority Prioritie
161. s Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Activities Display Waiting Lists Beds Internal Referrals Activity Filter All Activities gt Case Transfers Eligibility Lists Progress Hotes Observation by Ann 2005 09 14 10 30 Reports Facility Hotes v Case Hotes Page s 1 General Alerts Attach File Client Based Consultation Client Correspondence Log Progress Notes The record will display in the Activities file You can make changes to the record by clicking on Edit 3 17 5 Logging Client Correspondence To record client or case specific communications you must first 1 Bring the appropriate client into context 2 Bring the applicable Case into context GB CARIS Build 0 55 Login Name Ann CYMH Login Time 8 22 2006 1 54 00 PM fas clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Case Summary Waiting Lists Internal Referrals gt Case Transfers Case Type Cymh Outreach Referral Date Aug 04 2005 SE Case Status Pre Admit Accept Reject Date Aug 04 2005 Eligibility Lists Case ld 1289 Admission Date Reports Case Manager One Ann_3 Est Discharge Date Facility Notes Referral Source Self Discharge Date gt Case eS Referral Mode walk in Ca
162. s Vialling Lists b Beds Template Hamme Version Date Created Description gt Internal Referrals Sample Letter 10 mg El vee TI Delete Deactivate Case Transfers Template of mine 30001 2005 07 14 E L ven J Delete J Deactivate Eligibility Lists Reports Page s 4 Facility Notes Y Tos an Unas Templates ss 118 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT NOTE You can view templates and create them without being in Client or Case Context but you have to have a Case In Context in order to generate a document Le activate and complete the template for transmission 3 Click on Create Template Main Activities My Cases e CARIS O Create Template Wat ut gt Beds Date Created Internal Referrals Name gt Case Transfers Version gt Eligibility Lists Description Reports gt Facility Notes Y Tools and Utilities Body Templates En Ex 4 Give the new template a name 5 A Version 6 A Description and 7 Enter the actual letter or note in the Body You will notice the lower part of the form contains a list of Tag references These are HTML tags which when you type them in exactly as shown will produce the tagged information when you generate the letter This avoids errors and also saves you time which is the whole purpose of creating the template Description OR Textbox Blank textbox 25 characters wide TEXTBOX n Textbox Blank textbox n
163. s AMA ane Manege bio Gree Macdonsid Andy Case Worker 2005 08 26 Alerts Page s 1 Case Forma Hane Role Start Date End Date Page sy 1 2 22 DEVELOPING A CASE PLAN The term Case Plan as used in this system refers to the Goals and Objectives set by the Case Manager and probably Case Members and the Client for the particular Case that is In Context 2 22 1 Creating a Goal The Goal is the broad conclusion to the Case that the Plan is aimed at achieving To Create the Goal bring the Client and the Case into Context 1 Click on Case Plan E gt Buda 057 Login Name Geet Mun Login Time 9 19 2004 1244 PM f Michael Farrington Cases Details Relationships Address Book Close e ee Goals and Objectives a 1 Wating Lists Beds gt Internal Referrals bc No Goals and Objectives gt Case Transfers 1 gt Eligibility Lists Page s 1 Reports gt Facility Hotes Case Notes Case Forms Tools and Utilities 2 Any existing Goals will be displayed In this case there are none because this is a new case and none have been set 68 Click Create Goal ss 55 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 69 Select a goal from the drop down list or select User Defined Goal and type in a goal in the text box EB caris f Michael Farrington Cymh Outreach 1289 Active Cases Details Relatio
164. s Preferred Hame Eb Aliases Gi Reports Date of Birth 25 Dec 25 Gender Male Facility Hotes Date of Death Tools and Utilities Address Book You have now added a new contact to the system database ns o BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 2 5 FINDING AN EXISTING CONTACT To find a contact who is already in the system 1 Type in all or part of the contact s name in the Search Criteria field 4 GB CARIS Build0 54 Login Name Ann CYMH Login Time 8 8 2005 11 26 38 AM iso ME Contacts v Search Adv Search Help Main Activities My Cases Y CARIS Welcome Ann CYMH Waiting Lists Y Beds Announcements Administration Management Time Filter Last 1 Month ze Add Reservations Occupancy Date Subject Importance Detail Internal Referrals 2005 07 14 Message of no Importance Low Subjest of randomness Case Transfers Eligibility Lists Page s 1 Reports Facility Notes Tools and Utilities 23 Click Search A list of all contacts with Scr as part of their demographics will display Hi CARIS Build 0 54 Login Name Ann CYMH Login Time 3 8 2005 11 26 38 AM Re Contacts v Search Adv Search Help Main Activities My Cases Y CARIS Contact Search Results Waiting Lists Y Beds Administration CARIS ID Contact Hame Birth Date Management PSCRO 83 Scrooge Ebenezer 1925 12 25 Reservations Occupancy Page s 1 Internal Referrals
165. s for admission are the responsibility of the case workers involved To add a client to a Wait List 1 Click on Waiting Lists eB CARS pun tire ee Pr fcne l Search Adv Search Help Login Tire 9 28 2006 3 00 55 PM Pa sareh See Main Activities My Cases SE Waiting Lists Summary lt lt me Valing Lists r Archives Beda Hame Reporte Wat Lest Entrozai Bet gt Referrals Waiting List Bifrost CP view gt Organization Motes Weding List Careplan Counsutaents View Eligibility Lists Waiting List Community Outreach View gt Utilities ene Crossroads Non view sired Crossroads Forensic _ View Wat List Crossroads Forensic Unit _ View Weling List Crossroads Residential View Wisin Let Crossroads MHA a CP jeny Waiting List Crossroads WHA Respite View Wating List Dala Residentia View Waiting List Dela MHA GF View Waiting List Dala MHA Respite View Wading List Dala Non Fetidentsal Wire Wating List Response Communiy View Pager 12 Select the list to which you wish to add a client and 2 Click on View A sl OZ BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT La Hi CARIS Login Name Ann Login Time 9 28 2006 3 00 55 PM Edson Di Nosimento 022248 Cases Details Relationships Address Book Close ree Waiting List Waiting Lists Archives Beds Priority Es Reports
166. s v Search Adv Search Y CARIS Waiting Lists gt Beds gt Eligibility Lists gt Reports Facility Hotes Main Activities My Cases m Bed Administration PSDH Unit D Victory Hill Residential Program Active Trial Unit 2 a Active Trial unit 4 Youth Transition Administration Active Scenic Unit 1 Consultative Services Active DAO Test Run Unit Deaf Access Office Active CDA Test Run Unit Community Development Administration Active VHRP Test Run Unit Victory Hill Residential Program Active YT and Admin Test Run Unit Youth Transition Administration Active Ryan s Unit Victory Hill Residential Program Active PSDH Unit B Deaf Access Office Deleted Ect aca Room PSDH Unit Community Development Administration Deleted Lea Add Room Trial Unit 1 Consultative Services Deleted Add Room Page s 12 1 Click on Add Unit The Create Unit window will display Hi CARIS Build0 56 Login Name training1 PSDHH Login Time 8 25 2005 11 06 24 AM ta Clients w 7 Search Adv Search Help Y CARIS Waiting Lists Y Beds Administration Management Reservations Occupancy gt Eligibility Lists gt Reports Facility Notes Main Activities My Cases Create Unit Program Admin Status Active s i En Ez 2 Enter the name of the Unit 3 Click on the appropriate program 4 Click Save ES CARIS User Manual 2006 Maples Version 1 0 DRAFT
167. se Close Date Bed Information Waitlist Information gt Case Forms 3 Expand Case Notes and 4 Click on Client Correspondence Log ss 110 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Hi CARIS Build 0 55 Login Name AnniBCYMH Login Time 8 22 2005 1 54 00 PM Clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Correspondence Log Waiting Lists gt Internal Referrals gt Case Transfers Time Filter oam Eligibility Lists Reports Event Id Date Direction Type Method Duration Hotes Facility Notes v Case Hotes Page s 1 General Alerts Attach File Client Based Consuttation Add Event Client Correspondence Log Progress Notes Health visit Referral Observation Session Notes 4 Legal Code gt Case Forms Tools and Utilities 5 5 Click Add Event Hi CARIS Build 0 55 Login Name Ann CYMH Login Time 8 22 2005 1 54 00 PM af clients v Search Adv Search Wein Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Create Correspondence Log Waiting Lists Internal Referrals gt Case Transfers Date 72272005 gt Eligibility Lists Direction Incoming Outgoi
168. sed Cases filter in the client s Case List or Britis COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Michael Farrington 1022257 VHRP 74880 Follow up Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARS O Case Summary Waking Lists Beds gt Eligibility Liste Case Type WHRP Referral Date Oct 31 2005 7 Case Status Folgw up Accept Reject Date Oet 31 2005 1 Case kk 74880 Admission Date Oct 31 2005 Organization Hotes Case Manager Villeneuve Ann Est Discharge Date Nov 23 2005 gt Case lotes Referral Source Set Discharge Date Cret 31 2005 Alerta Referral Mode ab in Case Close Date Se Case Forms eg Daye ha Bed Information Waitlist information Referral Note Rejeci Reterral PM Accept Referral GEN 1 Click on Close Case The Close Case window will display Jj j I E Za egin Hama AnP SDHH Login Time 104315008 11 39 31 AM f Michael Farrington 10 28 VHRP 74880 Follow up Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Close Case Waiting Lists Bede gt Eligibility Lists Effective Date heem El Dis Reason for Closure fcomicied Organization lotes i eee H close case JM concer Alerts 58 Select the effective date for closing the case 59 Select a reason from the drop
169. sed documents 1 Expand the Case Notes function 2 Click on Documents Process Management Login Tima SRSR006 3 32 16 PM Ida Ann Lake 1022220 Bifrost 129736 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARS Processed Documents List Chid CarelMursing Admission Notes Page s 1 Disciarge Form Clinical Forme end Assesemente DEM M TR Diagnoste Classifications KD 10 Diagnostic Classification A list of documents will display Information about a particular document can be viewed by expanding the listing If an electronic file was attached to the document it will show and can be viewed o 112 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT To view a listed document the paper document must be located either from the client file or by contacting the Recording Person You can add a new document to the list 73 Click on New Document i i ml Da EH CARIS Login Marca Ann Leon Tira State 232 016 PM Ida Ann Lake noz Bifrost 129736 active Casos Details Relationships Address Book Close Summary Participants Case Plan Case History Close v CARS Single Document Collection Recording Valing Lists Archives Date Bose o poneis Document Tite MHA Form 13 Motificaficn to involuntory patient of rights under the MHA r Reporte gt Referrals On Beha Oi D Org
170. ses Details Relationships Address Book Close y CARIS Relationships Marceau Jason Waiting Lists Beds gt Eligibility Lists Person Type Relation Start Date End Date Hts Reports Dean Steve j O0e D Person Search gt Facility Hotes gt Alerts Search Criteria Duncan Michael 1990 01 31 Farrington Michael 1936 03 10 Relate Page s 1 Create Contact COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Page s 1 38 Select the appropriate person from the search results 39 Click Relate The Relationship data window will display GB CARIS Build 0 57 Login Name Ann QPSDHH Login Time 8 26 2005 4 15 45 PM ms O O Search Adv Search Help fi Jason Marceau Cases Details Relationships Address Book Close y CARIS Relationships Marceau Jason Waiting Lists Beds gt Eligibility Lists Person Type Relation Start Date End Date Hts gt Reports Dean Steve ni asin ans gt Relationship Facility Notes gt Alerts Relationship Type Social Y Farrington Michael is of Marceau Jason Start Date 3 26 2008 E End Date Notes Page s 1 a Save Relationship 40 Fill in the appropriate fields 41 Click Save Relationship The Relationship window will now include the new relationship GB CARIS Build 0 57 Login Name Anm PSDHH Login Time 8 26 2005 4 15 45 PM ms o Search Adv Search Help fi Jason Marceau
171. ship is concerned If you wish to change either of these items 44 Click on Edit 45 Enter today s date as the End Date 46 Add a note about why you are doing this 47 Save Relationship You will not be able to add a new relationship using the same name until tomorrow when the previous one will have been ended 2 14 CREATING AN AFFILIATE An affiliate is a person who has a direct or indirect interest in a particular case A Relation is related to the person an Affiliate is related to the case An Affiliate is typically a relative a physician a case worker from another agency or a police officer for example To add an affiliate to a client s case file the client and case must be in context ss 42 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT f Michael Farrington A Cymh Outreach 1289 Active Case Plan Case History Close Cases Details Relationships Address Book Close rticipar gt Internal Referrals gt Case Transfers gt Eligibility Lists gt Reports e gt Facility Hotes Referral Mode Walk in Case Close Date 1 gt Case totes gt Case Forms gt Tools and Utilities 1 Click on Participants The list of participants including affiliates attached to the client case will display Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close
172. sion Login Mire SIMO DASE Login Tires BCEE 3 14 41 PH Simon Templar cx Crossroads residential 5614 active Cates Detalla Relationships Address Doch Clone Paren Participante Cave Plan Case Mestory Chee Y CARS O Create Accession e Arched Adair ibon Thede 133303 b Bodt ome pewa gt Reporte Locair mare k Peer a accessen amp II gt Organization Hites gt Elightity Lists Seii EN gt Admioton and Disc has ge Formis Clinical Porma amd Aprezatmega Cane Forma Mion sl 64 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 6 Fill in the appropriate information 7 Click Save Login karea IHON DALEY Leon Tire Ss 3 1 Eu fi Simon Templar ocx D Crossroads residential 5614 Active Caves ee Tetange Adios Boek Close Sumenny Participante Case Plan Cove story Y CARS Archive Records List Varna Licks e Archives Ara rk ober Somnus 11250 Bods tr Reperis r Referrals Bou 5458 Cited 2008 00 38 e Organization otes b Clip Licks e Ane O gt Admisi n Mil Dict har go Forn Ek Ciki Fma ad Antenna e Cate fotima pk Hion Pet cori rele France Kr ea Cote j Pagal 1 3 3 BED MANAGEMENT Bed Management is described in Section 4 Agency Specific Functions 3 4 REPORTS The system provides the capability of generating Case Specific and other reports The Navigation tree lists those reports available when a case
173. stration Date Filter Today Y View By Medication Eligibility Lists gt Reports Medication Hame Medication Class Prescribing Physician Dosage Start Date End Date Facility Notes i 3 SEPEN ACASA AC Non Prescription as recommended 2005 08 23 2005 09 30 gt Case Hotes Acid Y Case Forms Frequency as recommended Admin Date Time Admin Code Admin By Note Medications Delivery Route oral e Sie eng One Amn Times 9 00 4M 5 00 PM Baiste Time marii gt Tools and Utilities 9 00 PM Bsa n Code mp Ore AA a Mola A Tee ered Hote j Deleting Part ee Ae 3 Page s 1 Add Medication 3 10 7 Discontinuing a Medication To discontinue a medication 1 Open and expand the applicable medication 2 Click Discontinue GB CARIS Build 0 56 Login Name Ann CYMH Login Time 8 25 2005 11 13 41 AM Clients v Search Adu Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Medications Waiting Lists gt Internal Referrals gt Case Transfers Administration Date Filter Today view By Medication x gt Eligibility Lists gt Reports Medication Hame Medication Class Prescribing Physician Dosage Start Date End Date Facility Notes bea e g sprintacetasalacile va prescription as recommended 2005 08 23 2005 09 30 Case Hotes Acid Y Case Forms Frequency as recommen
174. t if you are authorized to do so 45 Click on Add List A form will display containing fields for you to describe the activity or program offered f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close gt Case Transfers Start Date P ER End Date BH Case Forms Cancel 46 Fill in the fields using the Drop Down Lists and text fields Some fields are mandatory and a prompt will display if these fields are not completed prior to clicking Save Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Create Eligibility List Wating Lists gt Beds gt Internal Referrals Ust name gt Case Transfers Start Date Brnos es End Date hras ex A Minimum Participante 4 Maximum Participante is A weekly class to stimulate creativity by using various mental exercises and games A List Description gt Reports e gt Facility Notes COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 47 Click Save Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Eligibility List Management Wating Lists gt Beda Status Fiter Active 2 gt Internal Ref
175. t Based Consultation Client Correspondence Log Page s 1 Progress Notes Health visit Referral Observation Session Notes Legal Code v Case Forms Medications Tools and Utilities 3 10 6 Deleting a Medication Administration Record Should you make an error when recording the administration of a medication you can correct the error by deleting that particular record and re administering the medication Ve Britis COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT 100 1 Open the Medication Record 2 Locate the specific medication administration record you wish to delete 3 Click Delete GB CARIS Build 0 56 Login Name Anm CYMH Login Time 8 26 2006 11 13 41 AM Clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Medications Waiting Lists gt Internal Referrals gt Case Transfers Administration Date Filter Today Y View By Medication gt Eligibility Lists gt Reports Medication Name Medication Class Prescribing Physician Dosage Start Date End Date n a Ars acetasalacylie on Prescription as recommended 2005 08 23 2005 09 30 e Case Forms Frequency as recommended Admin Date Time Admin Code Admin By Hote AN Delivery Route oral 2005 08 25 11 15 00 Administered One Ann_3 Tools and Utilities gen E E a ST 2005
176. t and a person who is familiarly or socially related The relationship is for reference purposes since the person has no access to the case To Create a Relationship 1 Bring the client into context 2 Click on Relationships A BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT GB CARIS Build 057 Login Name Ann PSDHH Login Time 8 26 2005 4 15 45 PM im _ f Search Adv Search Help fi Jason Marceau Cases Details Relationships Address Book Close y CARIS Relationships Marceau Jason Waiting Lists Beds gt Eligibility Lists Type Relation Start Date End Date its gt Reports Family Cousin 2005 07 12 E Facility Hotes 3 gt Alerts Page s 1 2 If the person is not already on the list 35 Click New Relation A Search window will display Ki CARIS Build 0 57 Login Name Ann PSDHH Login Time 8 26 2005 4 15 45 PM nO _ Search D Adv Search fi Jason Marceau Cases Details Relationships Address Book Close y CARIS Relationships Marceau Jason Waiting Lists Beds gt Eligibility Lists Person Type Relation Start Date End Date Hts gt Reports Dean Steve j j Person Search gt Facility Notes gt Alerts Search Criteria Search 36 Enter the person s name 37 Click Search B CARIS Page s 1 Build0 57 Login Name Anm PSDHH Login Time 8 26 2005 4 15 45 PM ma members ei Search Adv Search Help fi Jason Marceau Ca
177. t files with Alerts With a Client and Case in context the Alerts functions will be available on the Navigation Tree 3 8 1 Creating a General Alert Clicking on General Alerts will bring up the General Alerts information window AP BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Hi CARIS Login Name Ann YFV Login Time 3 22 2005 3 21 08 PM may clients Search E Adv Search Heip Jason Marceau Program B 35749 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YFV CARIS General Alerts Waiting Lists gt Eligibility Lists gt Internal Referrals Type Creator Start Date End Date Hotes gt Case Transfers Page s 1 gt Reports gels gt Organization Hotes gt Client Forms Add gt Case Hotes Y Alerts saz Se G enera Al e rts upervision Alerts To add an alert to a client s file Add Alerts 1 Click on the Add Alert button 2 Select the type of Alert from the drop down list 3 Enter any pertinent information in the Notes field 4 Click Submit Save Ki CARIS Login Name Ann YFY Login Time 9 22 2005 3 21 08 PM Clients v Search Adv Search Help f Jason Marceau Program B 35749 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Alert Type i Create Alert Eligibility Lists Internal Referrals KEE Start Date
178. the URL for the CARIS website in the User s web browser http caris mcf gov bc ca or 4 Click on the Icon on the User s desktop ARIS A User ID Password request will display BRITISH j COLUMBIA leader mcf gov bc ca requires you to logon How would you like to logon Business Organization using a BCelD How to get a BCeID Government Employee using an IDIR Account COPYRIGHT DISCLAIMER PRIVACY ACCESSIBILITY When you type in your IDIR or BCelD number and your password the CARIS server contacts the MCFD Authentication Services Security Registry which checks and validates your ID and Password If both are correct the Registry confirms that you have access privileges CARIS then matches your ID with your preauthorized role s and displays the Role Selection page ee a ain You can expand any of the roles to display more information and to select your option ss i BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT A U1_Authorization Microsoft Internet Explorer File Edit view Favorites Tools Help da Back gt Gi at O search Ge Favorites 4History Ey gi Address E https spearhead meF gov bc cafcaris CARIS Auth aspx STEVE DEAN Please select a location and a role to log in to CARIS interface Youth Forensics Provincial Services Fernie Provincial Services for Deaf and Services for Family and Community Hard of Hearing Development
179. ting chent 25 Finding an existing Contact 30 Finding an existing organization 36 Finding an existing relationship 40 FUNCIONS kio E 62 Generating a Document 122 Generating Progress Notes 109 Generating the Case History cccoocccccnoccncc 59 E EEE 150 lee N 8 Logging a Communication Note 00a0aanaa 73 Logging a Topic Based Consultation 79 Logging Health Visits oooooccconnnccncncoc 113 EOI Mia aca ost 5 7 Logging Medications cccseceeseeeeeneeeeeeeeees 96 Logging Telephone calls Faxes e mails 74 AA A tewenedue 9 Main Information Area 8 Making Referral Observations oo 67 Member 18 19 23 150 Va 11 Navigation Tree 8 87 NOS iaa eri 147 OCCUPANCY iis e Ee 134 ORGANIZATION NOTES 71 Participants ocooocccccncccncoococncnnooncnnnonncnnnnnconnnnnos 15 Presenting ISSUES ENEE 116 Recording a Safety Event Fire Smoke Test 78 Recording Administration of Medication 99 Recording Session Notes occccoccncccccccoocno 116 A ee eee ae 150 Relationship occcoocccoccocncociconiconconnconinancns 40 150 Relationships xs scosds npastunsoenezeucaaaent edad road 13 Gr _Brmtisu COLUMBIA Removing an Affiliate or a Member 45 REPORT EE 65 Reserving a Bed 131 SC SIAN OS E 136 SEMEN DIS aiii id oia 8 Search and Advanced Se
180. ts Beds Internal Referrals GOAL Youth Placement in Progrese diese con Betas Eligibility Lista Priority PRIORITY 1 Status Active Critical Date 2005 09 12 SSES Start Date 2005 09 12 End Date Facility Notes lote Michael needs a job right away lo pay his rent gt Case Hotes OBJECTIVE Help him retain his own apriment In Progress let Case Forms Priority PRIORITY 3 Status Pending Activity gt Tools and Utilities Critical Date 2005 03 13 Approach Start Date 2005 09 13 End Date Notte He needs lo beep his apriment where he has ed for three years and where he feels sale e ACTION Help him write his resume by the 15th Priority PRIORITY_1 Status Active Start Date 2005 09 13 End Date 2005 09 15 lote e ACTION Arrange an interview al Job Search Lid with Fred Bloggs Priority PRIORITY _2 Status Active Start Date 2005 0413 End Date 2005 09 17 Note interview as oon as he has his resume done Pegaer 1 Creabe Goal 2 23 GENERATING THE CASE HISTORY You can view the Case specific Case History list at any time that the particular Case is In Context With the Client and Case In Context 1 Click Case History sks 59 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT z Login Hama Snir Login Tieme CU AC SO EM f Jason Marceau noues Careplan Counsultants 120671 Active Cases Details Relationships Address Book Close Summary Participante
181. ty List is a record of activities and programs involving your Clients or other Clients If you are authorized to do so you can generate new activities or programs and add them to the list and you can edit delete or complete existing ones You can place your Client and or any Case Affiliates on any activity or program that is listed subject to acceptance by the activity or program coordinator The Status Filter allows you to select only the Lists you are interested in All Active or Completed 3 7 1 Adding a new Eligibility List You do not have to have a Client or Case In Context to view the complete Eligibility List and having either In Context will not affect the List display 1 Expand the Eligibility List by clicking on the gt 2 Click on Management ss 81 BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT Hi CARIS Build 0 57 Login Name Ann CYMH_ Login Time 9 19 2005 2 36 36 PM ne H hints v D Search Adv Search f Michael Farrington A Cases Details Relationships Address Book Close Y CARIS Eligibility List Management Waiting Lists gt Beds Status Filter gt Internal Referrals List Hame Start Date End Date Min Max Status Hotes gt Case Transfers Computer Literacy 2005 08 02 2005 08 03 5 20 Active g Y Eligibility Lists List 2005 07 15 2005 07 22 2 8 Active E Management Summary Page s 1 gt Reports ra To add a new program or activity to the lis
182. v Search Help Main Activities My Cases y CARIS Client Search Results Waiting Lists gt Beds Eligibility Lists CARIS ID Client Name Birth Date gt Reports 1000029 Duncan Michael 1990 01 31 gt Facility Hotes 1000192 Zeus michael 1987 06 15 View 1000053 Farrington Michael 1936 03 10 View Page s 1 Advanced Search Create Client If you had typed in Michae and missed the last I like this GB CARIS Build 0 54 Login Name Ann CYMH_ Login Time 8 4 2005 4 09 44 PM W Clients v Search Adv Search Help Main Activities My Cases Y CARIS Advanced Search Client Waiting Lists gt Beds gt Internal Referrals Clients Contacts Organizations gt Case Transfers Basic Demographics gt Eligibility Lists Sege apse gt city Notes FomiyName OOOO Given Name Tools and Utilities Middle Initial fs Preferred Name Ir O ve ooo w Ooo Extended Demographics Locations Search Then you would receive this result GB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 4 2005 4 09 44 PM EEN Clients v Adv Search Main Activities My Cases y CARIS Client Search Results Waiting Lists Beds gt Internal Referrals CARIS ID Client Hame Birth Date gt Case Transfers The search returned no results Eligibility Lists You can try advanced search or create a new client gt Reports Facility Hotes Tools and Utilities Page s 1 Advanced Search Create Clie
183. ve Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Templates Waiting Lists Beds Template Name Versi n Date Created Internal Referrals Consent Letter 1 02 l 2005 07 19 l Case Transfers Meeting Notice 1 2005 09 20 a sete Ln Sample Letter 11 2005 07 19 ir shee Template of mine 90001 2005 07 14 Facility Hotes Case lotes k Case Forma Y Tools and Wiitics Templates Create Template The selected template will still be visible but will have the Generate Doc option grayed out 3 12 2 Generating a Document To generate a document from the template list which is to select a templated letter or note to send to a Client Member or Affiliate you must bring the Client and Case into Context Description 3 Ta is 3 z 3 View Delete LGescpsgs 1 Page s 1 Creste Template fi Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Case History Close Y CARIS Templates Waiting Lists Beda Template Name Version Date Created H Internal Referrals Consent Letter 1 02 l 2005 07 19 i Case Transfers Meeting Notice 1 2005 09 20 ON a a Sample Letter 11 2005 07 19 E Template of mine 90001 2005 07 14 Facility Hotes Case Notes k Case Forms Tools and Utilities Templates Select the template you want and 1 Click on Generate Doc Ve BRITISH
184. vy Facility Notes Administrative Log Announcement Add Attachment i Facility Incident Report Fire Report doc 29KB Safety Procedure Topic Based Consultation Tools and Utilities EH En 39 Add an attachment if available 40 Submit Hi CARIS Build 0 55 Login Name Ann CYMH Login Time 8 18 2005 10 46 20 AM Search Help Main Activities My Cases y CARIS Activities Display Waiting Lists Beds Internal Referrals Activity Filter All Activities v Case Transfers Eligibility Lists Safety Procedure by Ann 2005 08 22 12 52 Reports y Facility Notes Page s 1 Administrative Log Announcement Facility Incident Report Safety Procedure Topic Based Consultation Tools and Utilities The incident will be recorded in the Activities file 3 6 6 Logging a Topic Based Consultation A Topic Based Consultation is an event during which two or more people discuss or consult together about a specific subject or topic that may be clinical but does not have to do with a particular client The system provides a convenient form in which you can record the significant features of such an event Under the heading Organization Notes in the navigation tree 1 Click on Topic Based Consultation This window will display ns o BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT ES CARIS Build055 Login Name Ann CYMH_ Login Time 8 18 2005 10 46
185. w BRITISH COLUMBIA CARIS User Manual 2006 Maples Version 1 0 DRAFT The Edit Client window will display and you can proceed to complete more fields or change existing information If you change your mind click the Reset button and your changes will be erased and the original entries restored Clicking Cancel will return you to Client Details 18 Click Save Changes to retain your editing and the new demographic information will be saved 2 4 CREATING A NEW CONTACT To create a new Contact is to enter a new person into the system database A Contact is typically a person who is in some way connected to an existing or new Client or Case but who does not have access to the file A Contact can also be a person connected with the work that you or your co workers perform such as a physician minister police officer government worker and so on To avoid duplication the system requires you to perform a search for the person before you create a new one To Create or enter a New Contact 1 Perform a search as in 1 8 1 or 1 8 2 but use the drop down list to select Contact If the search produces no results 1 GB CARIS Build0 54 Login Name Anm CYMH_ Login Time 8 8 2005 10 00 37 AM Search Help Y CARIS Contact Search Results 2 Waiting Lists gt Beds gt Internal Referrals CARIS ID Contact Hame Birth Date gt Case Transfers The search returned no results Eligibility Lists You c
186. y Participants Case Plan Activities Close Create Supervision Alert Start Date End Date OO Supervision Alert Type L E gt Notes Add Attachment ss Aaa Si po Submit Save 55 Select the Alert Type from the Drop Down List 56 Add any Notes you wish to describe the nature of the alert 57 Add any attachments Login Time 11 7 2005 12 50 51 PM Y Search VHRP 65862 Active Summary Participants Case Plan Activities Close Create Supervision Alert Start Date 2005 11 07 End Date fi17872005 Supervision Alert Type Special Attention v he s showing signs of depression please kepp an eye on him N Notes v Add Attachment C e bail Detach J Doo Submit Save 58 Click Submit Save CARIS User Manual 2006 Maples Version 1 0 DRAFT ST changes Search Adv Search Help GB CARIS Login Name Ann PSDHH Login Time 11 7 2005 12 50 51 PM AS Search Help fi Robert Charlton 1022035 VHRP 65862 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Supervision Alerts Charlton Robert Waiting Lists Beds gt Eligibility Lists Type Creator Start Date End Date Hotes gt Reports Special Attention Villeneuve Ann 2005 10 19 Organization Notes LG Special Attention Villeneuve Ani 2005 11 07 2005 11 18 gt Case Hotes Alerts Page s 1 Case For
187. y Understand Questions Find a member Understand L Mostly Understand Questions Create a new organization Understand Mostly Understand Questions Find an existing organization Understand L Mostly Understand tapa _BRITISH COLUMBIA Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Questions Edit an existing organization Understand L Mostly Understand Questions Create a new Relationship Understand L Mostly Understand Questions Find an existing relationship Understand L Mostly Understand Questions Edit an existing relationship Understand L Mostly Understand Questions Case Management Create a new case referral Understand L Mostly Understand Questions Find an existing case Understand L Mostly Understand Questions Admit a Client Understand L Mostly Understand Questions tae BRITISH COLUMBIA Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Discharge a Client Understand L Mostly Understand Questions Deactivate a case Understand L Mostly Understand Questions Add a contact to a case Understand L Mostly Understand Questions Add a Member to a Case Understa
188. ys be a Client in context if there is a Case in context but you can have a Client in context without a Case There is no Activities function associated with just a Client Hi CARIS Login Name Ann a GE PSDHH ee Search D Adv Search Help Main Activities My Cases y CARIS Activities Search Waiting Lists Beds Eligibility Lists Start Date len 6 2006 lt October 2005 gt Reports End Date 3 24 2006 gt Organization Hotes Display Activities Time Frame Today 3 24 2006 With no Case in context you can access any non case specific activities by defining the time frame and clicking Display Activities Ki CARIS as AAA Search D Adv Search Help Login Time 3 24 2006 11 00 03 AM PSDHH puant Mi Adv Search Main Activities ain ases eem Activities Display Activity Type Filter Waiting Lists Beds gt Eligibility Lists Activity Filter All Activities v gt Reports omg Greet gt Organization Hotes EE EECH Safety Procedure 2006 02 13 11 30 AM EE euer Safety Procedure 2006 02 13 11 30 AM Safety Procedure 2006 02 13 11 15 AM Topic Based consultation 2006 02 13 12 00 AM Safety Procedure 2006 02 03 3 15 PM Announcement 2006 01 10 12 00 AM Communication Hote 2006 01 10 12 00 AM Communication Hote 2005 12 30 12 00 AM Safety Procedure 2005 11 24 11 40 AM Safety Procedu

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