Penelope Portal User Manual v1.3

Transcription

1 Penelope Portal User Manual v1.3 for MHCSS Service Penelope is ACSO s client information system; ACSO has created the Portal in order for MHCSS Service Provider to have access to and communicate client information that is usually shared via fax/phone/ . This Manual documents the processes for using the Penelope Portal. Australian Community Support Organisation Penelope Portal Team penelope@acso.org.au

2 Table of Contents Logging into Penelope... 4 Recommended browser... 4 URL... 4 Pop-Ups... 4 Login limit... 4 Terms of Use Page... 5 Overview of Landing Page... 6 Change Password... 7 How to Change Password... 7 My Tasks... 8 Add Tasks... 8 Common Tasks & What to Do Deleting Tasks in Bulk Events (Client) Search How to search How to utilise search results My Case Load Service File Overview Individual Profile tab Case tab Workers box Service History tab Events Overview Service Event Attendees Documents Viewing the MH Intake Assessment Completing a MH Outcomes Attachments Attachment File Names How to Open Attachments Page 2

3 How to Upload Attachments How to Delete Attachments Client Photo How to upload your client photo How to get HELP Glossary of Terms Page 3

4 Logging into Penelope Recommended browser Firefox version 11, Internet Explorer version 9 and Safari version 5 and above are most compatible with the ACSO Penelope Portal. Please contact your internal IT support to ensure you are using a compatible browser. The Penelope Client Management System is not fully compatible with other browsers. URL There are two Penelope Portal Sites: 1. Live site The Live site is, as the name suggests Live. Data entered here will be used and processed. 2. Training site is The training site however is to be used when you would like to test, play, practice entering data or completing tasks. Data here will not be processed. Pop-Ups The Penelope log in screen will appear in another window per the example below: As such, it is important you ensure pop-ups are enabled and allowed. Should you not see the login screen, please contact your internal IT support to assist you in enabling pop-ups. Login limit If you enter an incorrect password more than three times you will be locked out of Penelope. Once your account has been locked, you will see a message asking you to contact your system administrator. Your system administrator is ACSO and can be contacted at penelope@acso.org.au Page 4

5 Terms of Use Page Each time you go to log into Penelope you will be reminded of the Terms of Use Agreement below: This is a private system operated by ACSO. Authorisation from ACSO is required to use this system. By logging in you agree to be bound by and comply with the current Terms of Remote Access published by ACSO and available on the ACSO website. Use by unauthorised persons is prohibited and may result in civil and/or criminal liability and prosecution. Page 5

6 Overview of Landing Page Links to the Athena Software website. Events (Client) Search Navigates you back to this Home Page. Lists your active clients. Locks your Penelope session. Scroll bar: to scroll up and down if your My Case Load is very long. Archive of system notifications. Option to manage your password. Logs you out of Penelope. Manage tasks. Page 6

7 Change Password ACSO Penelope passwords must be: alphanumeric with one non alphanumeric and over 6 characters long An example of this would be abc123?4. How to Change Password 1. Go to Account Maintenance 2. Click on Change Password 3. A pop-up will appear for you to change your password. 4. Click save once you are done. Remember your new password. Page 7

8 My Tasks These are tasks that workers can set for themselves as reminders, or that managers can set for their subordinates, or that workers can set for each other. NOTE: tasks can only be sent to one worker at a time. Add Tasks 1. To add a task, click the Add link in the top right corner of the box. 2. The Task creation page will appear where you can Enter a title for the task (example: Complete Report X) Option to mark as completed leave box unchecked if task not completed yet Set due date and time Set task for specific employee (leave blank if task is for yourself) Set the priority (Moderate, Urgent, etc.) Add any notes as necessary Page 8

9 3. Click Save and you will be taken to the Task page, where you can edit or delete the task you have just created. 4. Once the task has been created, it will now show up in your My Tasks box (if you set the task for one of your workers, it will show up in their My Tasks box the next time they log in). Page 9

10 Common Tasks & What to Do Here are some of the task titles you will frequently see: Task Titles new case MHCSS Case (12345) New Appt MMM-DD-YY at HH:MM New Appt MMM-DD-YY at HH:MM new case MHCSS Case (12345) Event Reminder:MHCSS Case (12345) Details of the task/notes MH Comprehensive Assessment (79354) You have a new service appointment on Jul at 02:00PM with TEST 40, Client \n\nmh - Comprehensive Assessment (79354)\nRequesti ng appointment time (150348) You have a new service appointment on Aug at 02:00PM with TEST 40, Client \n\nmh - Comprehensive Assessment (79354)\nCompreh ensive Assessment (150468) MH ICSP (12374) Service MH Comprehensive Assessment (Service File ID: 79354) now has 1 event(s) in Case MHCSS Case (49521) What it means A new MHCSS case with MH- Comprehensive Assessment service file ID has been assigned to you. A client appointment has been booked for 29 July 2014 at 2pm, with you for MH- Comprehensive Assessment service file ID The event is titled Requesting appointment time A client appointment has been booked for 15 Aug 2014 at 2pm, with you for MH- Comprehensive Assessment service file ID This should reflect the appointment time you provided us in the MH appointment form. The event is titled Comprehensive Assessment A new MHCSS case with MH- ICSP service file ID has been assigned to you. Client appointment in MH- Comprehensive Assessment service file ID is scheduled to happen shortly. The MH Comprehensive Assessment service file is part of the MHCSS Case number What you need to do: Nothing. This Task comes with the new appointment and document completion tasks. From your My Case Load, look up the client s MH Intake Assessment service file to review the assessment. Once an appointment date has been provided to the client, navigate to the Comprehensive Assessment service file. Click on the 29 July appointment and complete the Appointment Form. From your My Case Load, look up the client s MH Comprehensive Assessment service file. Once the your assessment is complete, click on the 15 Aug appointment and complete the Comprehensive Assessment Outcomes Form. This service file indicates that a client is in service with your agency. When client is exited from ICSP, navigate to the service file event ( ICSP ) and complete the ICSP Outcomes Form. From your My Case Load, look up the client s MH - Comprehensive Assessment service file to view details of upcoming event (Comprehensive Assessment) Page 10

11 Deleting Tasks in Bulk It is important to delete tasks that you have completed or are not relevant. This is to ensure that the tasks don t accumulate and cause the system to slow down. To delete tasks: 1. Check the box beside each task 2. Click Delete Page 11

12 Events (Client) Search This function allows you to search for any of your clients you have been provided services for (open or closed). How to search 1. Type in the first 4 letters of either the First OR Last name and click Go. Note: you cannot search for both at the same time, i.e. John Smith 2. You can narrow your search by using the date range filter and/or the status filter. The status filter enables you to search either open or closed services (closed services will not appear on your My Case Load ). Page 12

13 How to utilise search results 1. Search Results can be sorted alphabetically by clicking on the appropriate column title, if you click the same column title twice it sorts it from Z to A instead of A to Z. 2. To view the Service Details select the Service File, to see the Event details click on the appointment date against the client name. My Case Load My Case Load lists all current clients associated with you or your Agency. Clicking on the Service File name will take you to the client s file. Page 13

14 Service File Overview The client Service File is made up of three tabs: Contains demographic information about the client. Contains Referral and Workers Details Lists the client s previous service history (brokered by ACSO & ACSO Internal programs) Page 14

15 Individual Profile tab Here you will see all available contact information as well as demographic information. If you believe any of the information provided is out of date, please complete the Update Client Details" form available at the Event. Case tab Here you can see the date the referral to Centralised Intake was made and the names of the worker(s) involved. Page 15

16 Workers box Here you will find a list of current parties associated with the Service. Including ACSO staff, you and your Agency. Clicking their name will bring up respective contact information. If you believe any of the information provided is out of date, please contact the Penelope Support Team via penelope@acso.org.au Page 16

17 Service History tab The service History tab presents the previous list of services the client has been engaged in, either internally or that have been brokered by ACSO. Service Name: You can view the service details by clicking on the service name only if you provided that service or have consent to view the information within (ie MH Intake Assessment). Agency: If there is a persons name listed as the Agency, it means the service was provided by ACSO. Otherwise you will see the name of the Agency that provided that service. If you click on the Agency name you will find their details. Events Overview You will be able to access the Service Event Details under each of the three Service File tabs. Page 17

18 The Service Event includes details of the booking ACSO has made for the client in that service file. The details are: Label name Date Time Event Description Definition date of booked appointment time of booked appointment Title of event. Default is 1 session. ACSO have naming conventions to be used for all event descriptions: MH Intake Assessment (contains our Intake assessment) Administration (other notes related to intake) Requesting appointment time (contains appointment form for completion) Comprehensive Assessment (contains outcomes form for completion) ICSP (contains outcomes form for completion) Nomination Received (contains YRR Nomination as attachment) Panel Outcome (to record the decisions of the Regional Selection Panel) YRR Assessment (contains Outcomes form for completion) YRR (contains YRR Exit form). Duration Status Event type length of time the booking is booked for in minutes, default is 60mins Booked = appointment has not occurred. Attended but not assessed = client was not suitable to be assessed Cancelled = Either the client or ACSO cancelled the appointment No Show = The client failed to answer the phone call from ACSO Show = Client completed the Intake Assessment with ACSO internal classification To view the complete Booking details, click the date. Page 18

19 Service Event The Service Event Page provides the complete details of the booking made. Some of the information on this page includes: Term Service Event ID Site Case Service Start Time End Time Notes Definition System generated number for that appointment. For Intake Assessment this will be the ACSO site it occurred. For Comprehensive Assessment this will be ACSO Central Office. Case Name will be MHCSS Case Classification of Service Type Start time of booked appointment End time of booked appointment Under the Notes section you will find a template for ACSO staff to write their notes (if any) from the appointment Page 19

20 Attendees The attendees tab detail the persons booked to attend the event. Details include: Name Attendee name with either a green or red dot. Green = attended, Red = did not attend. If this symbol appears next to the client s name, this indicates a Safety Concern. Hover the mouse over the symbol to see more detail. Contact contact details (if any) Type Internal Classification Page 20

21 Documents In the Service Event under the documents section you can find documents completed and documents you can complete. Please note that you can only edit documents that you created. If a document has a locked symbol next to it, no one is able to edit the document, not even ACSO. Documents completed Documents you can complete This list details the Documents you will see and their purposes: Document Name Purpose When To Be Created By MH MH Appointment Provider form MH Comprehensive Assessment Outcomes MH ICSP Outcomes MH Intake Assessment Update client details To advise ACSO that the appointment has been booked and nominate an assessing clinician, in order for ACSO to assign the clinician to the clients file To advise ACSO the outcome of the comprehensive assessment. So if the client contact s ACSO again, we can decide whether they need a new intake screen or whether we need to refer them back to the MH Service provider. To advise ACSO the client s exit date from your service so we can accurately calculate recall dates if the client wishes to reenter MHCSS services. To screen the client for a Comprehensive Assessment If you find that we have the incorrect demographic information about a client you can notify us to update it on Penelope. As soon as the Comprehensive Assessment appointment has been confirmed Once the Comprehensive Assessment has been completed. Once the client is exited from their ICSP with your service. At Intake When you notice that we have the incorrect client information MH Provider MH Provider ACSO Intake Assessment MH Provider To be Viewed by ACSO ACSO ACSO MH Provider ACSO Page 21

22 MH YRR Assessment To be completed for clients found eligible at Youth Residential Rehabilitation Regional Selection Panels. This will provide ACSO with additional necessary information not known at the time of panel (eg. Client s movein date) Once the client has completed the assessment phase of their YRR application and has been provided with a YRR move-in date (or will no longer be moving in). YRR Provider ACSO MH YRR Exit To advise ACSO the client s exit date from your service so we can accurately calculate recall dates if the client wishes to reenter MHCSS services. Once the client has exited the relevant YRR YRR Provider ACSO Page 22

23 Viewing the MH Intake Assessment 1. To view the MH Intake Assessment click on the MH - Comprehensive Assessment Service File. 2. Then once the clients Individual Profile has appeared, select the Service History. Page 23

24 3. Now select the clients MH Intake Assessment, you will notice a small refresh on the page and the events list below will change to reflect the events in the selected service file. Page 24

25 4. Select the Event titled MH Intake Assessment, marked (status) Show. Page 25

26 5. Select the completed MH Intake Assessment. 6. You can view the MH Intake Assessment in the current format or press Print to see a formatted version (This does not actually print the letter). 7. If viewing in Print Format the document can now be printed by clicking the ACSO logo in the top left. You can also print to document writer or a PDF converter to save the document to your PC. Page 26

27 Completing a MH Outcomes The MH Outcomes document is completed once the Comprehensive Assessment has been completed. Once completed, the Comprehensive Assessment service file will be closed. If the client will continue to engage with your service (as advised in the form), we will create a MH ICSP Service File to reflect this ongoing service. Therefore, any MH Comprehensive Assessment service file that appears on your My Case Load indicates that an MH Outcomes document has not been competed. To completed the MH Outcomes document: 1. Select your client s MH Comprehensive Assessment service file from your home page 2. Select the Service Event Date. Page 27

28 3. Select Documents to open up that function 4. Select MH Outcomes from the drop down list. 5. The client and appointment details will pre-populate. Complete all the Attendance, Outcomes and Eligibility sections and click finish. Page 28

29 6. This document will now be processed and the service will be removed from your Case Load. If you have made a mistake you can click edit make the changes and click finish. 7. However, the document is locked upon processing. If the document is locked and you can no longer edit it (no edit button), you must complete another MH Outcomes document and notify ACSO via mhcss@acso.org.au Page 29

30 Attachments The Attachments section allows you to upload relevant attachments to the client s file. Relevant files are documents that will assist ACSO in providing quality and timely services. Please note there is a size limit of 5MB per attachment. The Attachments section can be found in the Service Event. Attachment File Names Prior to uploading attachments, ensure the file name matches the ACSO Penelope file convention which is: No spaces/blanks between words The format should be: {Date}_{Descriptive-name}_{Program}_{Client-ID}. Where the {date} is in the YYYMMDD format, i.e characters long followed by an underscore, this is the date of the file creation. Where the {descriptive_name} is a description of the file contents and purpose - up to 50 characters using n dash instead of spaces. This could include a versions identifier in the form of V#, i.e. V1 for version 1. Where the {Program} is the ACSO program area followed by an underscore Where the {Client_ID} is the client identifier of the clients name (and DOB where appropriate). When that is not applicable or useful, using a client identifier should be used. Penelope IDs (& case IDs). Page 30

31 How to Open Attachments 1. Select the client s Select your client s MH Comprehensive Assessment service file from your home page 2. Select the Service Event Date. 3. Click on Attachments to open up the function. You will see three tabs underneath: Download, Upload and Template. Page 31

32 4. Select the Download tab to see all attachments, and click the file name. How to Upload Attachments 1. Select your client s MH Comprehensive Assessment service file from your home page. 2. Select the Service Event Date. Page 32

33 3. Click on Attachments to open up the function. You will see three tabs underneath: Download, Upload and Template. 4. Select the Upload tab then click Browse to find the document on your computer, once you have found the file click open to select the file. 5. To complete the upload, click Go. You will see the busy icon uploading the attachment and once the screen clears. 6. Once uploaded, you will be able to access the attachment under the Download tab. Page 33

34 How to Delete Attachments To delete a document, you must penelope@acso.org.au with Delete Attachment in the subject of the and include the following details: Client ID Service Event ID file name of the attachment you want to delete reasons for deletion Page 34

35 Client Photo You have the option to upload the client s photo. Please Note you cannot delete the uploaded photo, you can only change it to the latest/correct one. The same File naming convention and size applies as detailed above under Attachments. How to upload your client photo 1. In the Service Event, click on Client Photo to activate that function 2. Click on Browse, select your photo, click open 3. Press Go and the photo will upload. Page 35

36 How to get HELP Contact us via There are resources available for download at our website: Page 36

37 Glossary of Terms Page Field Description Individual Profile Page Individual ID Internal Client Identifier Individual Profile Page Name Client s Name Individual Profile Page Date of Birth Client s Date of Birth Individual Profile Page Gender Client s Gender Individual Profile Page Site Internal Intake information Individual Profile Page Speaks English Does the Client speak English Individual Profile Page Language Client s Primary Language Individual Profile Page Contact Client s Contact Details Individual Profile Page Address Client s Address Individual Profile Page Criminal Ref. # Criminal Reference Number (CRN) Individual Profile Page Distinguishing Features Scars/Tattoos/Facial Hair etc. Individual Profile Page Cultural Background Nationality/Indigenous status Individual Profile Page Employment Status Casual/Full Time/Education etc. Individual Profile Page Interpreter Required? Is an Interpreter required to communicate? Individual Profile Page EED Earliest Eligibly Date Individual Profile Page APB Meet Date Adult Parole Board Meeting Date Individual Profile Page JAID Clients placed on a Court Order Individual Profile Page CRIS # Clients placed on a Youth Justice Order Individual Profile Page Primary Income Benefits/Employment/Pension etc. Individual Profile Page Primary Legal Status The current Order Type Individual Profile Page EDD Date Earliest Discharge Date Individual Profile Page Eye Colour May not be captured Individual Profile Page Alias(es) Any other names used Individual Profile Page Primary Mental Health Anxiety/ADD/Bipolar etc. Individual Profile Page Primary Disability ABI/Speech/Vision etc. Individual Profile Page Height May not be captured Individual Profile Page Weight May not be captured Individual Profile Page Gender Specific Alloc? Allocated worker based on gender Individual Profile Page Country of Birth Country of Birth Individual Profile Page Primary Health Condition Asthma/Cancer/Diabetes etc. Individual Profile Page COATS Pre-Enrolment Internal categorisation of StepOut/Parole Individual Profile Page Housing Status Car/House/Homeless etc. Case Current - Referral Type How client was referred to COATS (only) Case Primary Drug of Choice Main drug of dependence Case Current Referral Date When client was referred to COATS or VAOD Case Funding Source Internal Classification Case Original Referral Type COATS referral information (only) Case Urine Drug Screening Client Request/Requirement/Risk etc. Case Original Referral Date COATS referral information (only) Case Workers MHCSS Service Provicer, ACSO Case Service File ID Internal Service Identifier Case Case Case Name Page 37

38 Case Service Start When the Service was initiated Case Service End When the Service was closed Case Status Open=Engaged/Closed=Finished Events Date Date of First booked Appointment Events Time Time of First booked Appointment Events Event Desc. Should show Original Workers Name Events Dur(min) Default set to 60 minutes Events Status Attendance status Events Event Type Internal Classification Events Service Event ID System generated identifier for the appointment Events Service Classification of Service Type Events Start Time Start Time of First booked Appointment Events End Time End Time of First booked Appointment Attendees Name Should list all associated with Service File Attendees Contact Contact Details Attendees Type Classification of Attendee Page 38