Introduction to ClientTrack 15 for PA HMIS

Transcription

1 As we move to the next version of ClientTrack software which powers the Pennsylvania HMIS, the biggest changes are from a purely visual and navigation standpoint, as almost all actions and data collection steps remain unchanged. However, it may take a little bit of practice to get used to the new visuals and navigation, especially the Workspace and Menu navigation functions, but we hope these updates should ultimately make for an improved user experience. The below screenshot depicts the updated Client screen, with improved graphics (3-D), larger text and icons and smoother visuals. The following details the changes in regards to navigating the system, along with providing a comparison to how the current version works to provide some context, to assist with the transition. Workspaces: Workspaces are areas of the PA HMIS that allow for different data collection and review functions to occur and the standard sections for the main workgroups are Home, Clients, Providers, Housing and Support. The system identifies which workspace you are currently in with the circled label below, which is also a button, that when selected can be used to toggle or move through the different workspaces in the system. 1 P a g e

2 The Workspace icon will always be in the same place in the system, to the right of the ClientTrack label, as shown above. To change to a different Workspace, click on the button and the system will prompt you with a new navigation carousel screen from which to choose. Once you click on the Workspace option, you will be taken to a selection screen that allow you to select from the available workspaces in your workgroup. The current workspace will be slightly larger than the rest and outlined in yellow for identification. To choose a Workspace, click on its tile within the screen The workspace selection screen also has scroll options on each side that allows for moving between the Workspace choices more easily and to show those options that may be off-screen. Within the workspace carousel selection area, each Workspace tile also lists the current information loaded within that section and also provides access to the main favorite functions available. In the example below, my Client workspace has Johnson, John as the current client which may be helpful if that is the client you want to use. If that is not the client you want to work on, you can directly select our Find/Add Client function, which when selected will not only load the Client workspace (tab), but directly load the client search/new client tool. Similar options are available for each Workspace within this selection screen and can help you navigate the system a little faster than before. In version 13, workspaces are laid out like tabs at the top of the screen (i.e. Home, Clients, Providers, Housing, etc.) and provide an area for specific data review and entry. 2 P a g e

3 The new version uses the same exact concept and the names of the Workgroups or tabs will not change nor will the functions and processes included within each. The main difference going forward is the system will only show your current Workspace or tab loaded and the method in which you can change between them, which utilizes the new workspace carousel selection screen. Menu: Once you have loaded a Workspace (tab) the system provides you with a menu on the left-hand side of the screen configured specifically to that section of the system. The Menu consists of one or more folders that when selected displays individual functions or reports to use based on your workspace. Selecting a different folder will display a new listing of functions from which to select and use. Please note that by default the system closes the menu after each selection and you can set the menu behavior to stay open or close when inactive to best fit your needs. Please see the Menu Behavior section below. When loading a workspace, a couple of functions which are usually main searches, are displayed outside of any folder and can be selected and used at any time. An example is the below Find/Add Client for the Client workspace, on the top left of the screenshot below. Each parent folder is listed starting from the top of the menu area. When a folder is selected, its child functions will be displayed directly below. 3 P a g e

4 You can select any of the action menu items directly and the system will load that function or report. For any menu item with a [>] icon, that means there are additional menu items available in a second level and can be reviewed and selected by hovering on those items. By hovering over Project Enrollments, the menu expands to display and allow the selection of additional functions, such as Assessments, Enrolled Services and Check-In History. Please note that the system only allows 1 folder to be open at a time, when a new folder is selected its child functions will be displayed and the previously open folder will be automatically closed. Menu Behavior by default when loading a new workspace and after making a menu item selection, the menu will automatically close. To open the Menu within each Workspace please select Show the Menu option located at the top left hand side of the screen and circled below. This option will re-open the Menu whenever you need it. For those that prefer to have the Menu available on the screen at all times, select the push-pin icon (circled below) at the top of the menu which changes your setting to Always show the menu. 4 P a g e

5 You can also toggle it back to Hide menu when inactive at any time by toggling the same icon and this is saved on a per user basis. In version 13, the menu works in much the way, as the system displays folders based on the current workspace, and displays their child functions once selected. The folders that are available within each Workspace (tab) and the functions included within each have not changed, only the navigation in which to locate and select those functions have been updated. The main differences in the versions are the way the main folders and its child functions are grouped and positioned on the screen (described below), the new Menu Behavior for showing or hiding the menu explained above and the change in locating and selecting child functions that are on the second or third level. With the multi-level child items, version 13 denoted this configuration with this icon denoted with this icon., in version 15 it is In version 13, all available folders are displayed at the bottom of the menu and its child functions are located in the top section In version 15 each folder and its child functions are better grouped together 5 P a g e

6 The following details a couple of new features included in the new version of PA HMIS which can help with navigating and locating items within the system. Menu Favorites: A new feature that was released in the new version i9s the ability for users to create Favorites of system functions directly into their menu. In much like favorites are saved within your internet browser for easy access at a later time, the PA HMIS will allow you to create favorites of system functions or reports directly in your menu for a specific Workspace. To add a function to your Favorites, once it has been selected, look for icon near the top of that screen. That is the option that will start the process of creating a new favorite. The system will then prompt you with the ability to name the Favorite and either place it directly on your Menu or place it within a folder in your menu. To place it directly on your Menu select No Parent and hit Save. To create a directory, select new container, enter in a new folder name and then hit Save. Once the Favorite is saved, it will appear on your Menu for that specific Workspace (each workspace or tab has its own menu and set of favorites), directly above any default folders. You can add as many favorites to your Menu as you like and it will only affect your system view, and with the ability to create and control the folder directory of your Favorites you can make it as simple or complex as you like. 6 P a g e

7 All Favorites will appear between the standard favorites for the Workgroup and the default folder(s) within the Menu. This feature can be particularly useful for placing often-used reports in the HOME workspace as shown below. Please note that Favorites are based on each Workgroup, if you have access and use multiple Workgroups (i.e. HMIS Programs and PATH Programs), the favorites could be different based on your different needs. Global Search: Within the top section of each Workspace there is a new Global Search tool that allows you to search the system not only for clients, but available functions within the PA HMIS and could be a useful tool when utilizing the system. 7 P a g e

8 Client Search you can enter in any person s name and hit enter or click the search option and the system will check the database for any potential client matches. Any client that matches any of the information entered will be returned in the FIND CLIENT area shown below. You can select any of these clients from this area by clicking on them which will place you directly on that client s dashboard. Function Search you can also enter in the name of a function or report you are trying to locate and the system will return any matches that it finds, the area where the item is located and the ability to immediately go to that feature. By entering Assessment into the search, the system returned 3 matches, 2 of them for Assessment Menu options in the Client workspace and 1 of them in the Home workspace as an Assessment report. By selecting any of those results directly, the system will launch that form and/or report for you. 8 P a g e