CRMS v2 - Administration Version x.x

Transcription

1 CRMS v2 - Administration Version x.x 1 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

2 Last Updated: April 5, CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

3 3 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

4 Table of Contents Installing CRMS V2 7 Administration 12 Login to CRMS V2 12 Login to Alternate Database 13 Administration Tabs 15 Agency Information 23 Audit Log 24 Category Table 26 Creating a New Category Table Entry 27 Modifying a Category Table Entry 28 Deactivating a Category Table Entry 29 Reactivating a Category Entry 29 Setting a Default Category Table Value 29 Removing a Category Table Default Value 29 User Groups 31 Creating a New User Group 31 User Permissions 32 Modifying a User Group 40 Deactivating a User Group 40 Reactivating a User Group 40 User Administration 41 Creating New User Accounts 41 4 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

5 Modifying a User Account 42 Deactivating a User Account 43 Searching for a User Account 43 User Access Overview 44 Reviewing Users 45 Reviewing Groups 46 Interface Sorting 47 Client Lock Box 48 Modifying a Clients Lock Box Status 49 Resetting Lock Box Status 51 Program Management 52 Creating a New Program 53 Program Options 55 Modifying a Program 55 Deactivating a Program 56 Reactivating a Program 56 Workflow Administration 57 Creating New Workflow Task 58 Admit Client to Agency 58 Put Client into Program 60 Copying Workflow to Another Program 63 Postal Code Counties 64 Translations 66 Creating a New Translation 66 Reviewing a Translation 68 5 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

6 Modifying a Translation 68 Deleting a Translation 68 Reloading Translations 69 Crisis Call Administration 70 Link Clients 71 Merge Crisis Clients 74 Link Call 76 Create Crisis Clients 78 DATIS Value Map 80 Client Groups 81 Creating New Group 81 Changing Group 82 De-Activating Group 82 6 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

7 Installing CRMS V2 This section will cover the steps required to install the CRMS V2 application. Please contact your IT department prior to installing this application. Windows Administrator privileges are required to perform the installation. 1. Double click the CRMS V2 installer (crms_v2_install.msi) in order to begin the installation process as seen in Figure 1. Figure 1 - CRMS V2 Install Files 2. Click Next to begin the installation (see following page for Figure 2). 7 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

8 Figure 2 - CRMS v2 Setup Wizard 3. Click Next to install the application in the default location. Otherwise click Browse in order to install in a custom location. Figure 3 - Selecting Installation Folder 4. Click Next to begin the installation (see following page for Figure 4). 8 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

9 Figure 4 - Confirm Installation 5. The installation will then begin. Figure 5 illustrates the installation in progress. Figure 5 - Installation in Progress 9 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

10 6. Once the installation is complete, click Close to finalize the installation. Figure 6 - Installation Complete 7. CRMS V2 must now be configured to connect to the CRMS server. Navigate to the installation directory. If installed in the default location it will be located at: C:\Program Files\CRMS Software\CRMS V2. Figure 7 - Navigating to Installation Folder 10 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

11 8. Locate the default.init file. Open the file using a text editor such as Notepad or Wordpad. 9. Modify the IP addresses in the SQL Server and FileServer locations as seen in Figure 8. Figure 8 - Modifying Default.ini 10.Locate the db.xml file. Open the file using a text editor such as Notepad or Wordpad. 11.Modify the IP addresses as necessary. Should the agency use a Testing database, make sure to have it configured accordingly. Figure 9 - Modifying DB.xml Please contact CRMS Support if unsure of your CRMS Server IP or database names. A default.ini and db.xml can be provided if necessary. 11 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

12 Administration The Administration module provides users with the ability to modify various aspects of the CRMS V2 application. The Administration area allows Administrators to create user accounts and assign features and permissions to these user accounts. Login to CRMS V2 Please verify with your CRMS Administrator should you not have access to the Administration area. 1. Double click on the CRMS V2 icon located on the desktop as seen in Figure 10. Figure 10 - Launching CRMS V2 2. The CRMS V2 login screen will appear as seen in Figure 11. Figure 11 - Login Screen for CRMS V2 3. Enter your username and password and click OK to login to the application. The username and password are identical to the credentials used in CRMS Case Management or CRMS Elite. 12 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

13 Login to Alternate Database 1. In order to login to an alternate database such as a training database, click on the Data Source drop down as indicated in Figure 12 below. 2. Select the desired database and enter your user name and password and click OK to login to the application. Figure 12 - Login to Alternate Database Username and passwords may differ as they are two separate databases. 3. Once the login is successful, click on the View menu and select Administration as seen in Figure 13. Figure 13 - Accessing Administration Module 4. Figure 14 (see following page) demonstrates the loaded Administration module. *TIPS AND TRICKS* - Should you not see any items in the View menu, contact your CRMS Administrator. Your user profile may not have the necessary permissions. 13 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

14 Figure 14 - Administration Module 5. The Administration dialog allows CRMS Administrators to modify Agency Information, review Audit Logs, change and or create Category Table entries, adjust User Groups and User Accounts, access Client Lockbox, modify Program information and customize the layout of the Administrator tabs. 6. Table 1-7 (see following pages) describes the various tabs and their function in CRMS V2. Each tab will be described in detail in its own section later in the manual. 14 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

15 Administration Tabs Tab Name Function Agency Information Allows modification to the Organization Number, Program Number, Client Numbers, Activity Code Multipliers, Note History Limit, Task Pane and Task Pane Refresh Time. Audit Log Provides the ability to review Audit Logs and filter based on various parameters. Table 1 - Listing of Administration Tabs 15 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

16 Tab Name Function Category Table Provides the ability to modify, deactivate and create new drop down menu entries which are used throughout the CRMS software suites. User Groups Provides the ability to create User Groups and assign permissions to these User Groups. Table 2 - Listing of Administration Tabs 16 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

17 Tab Name Function User Administration Provides the ability to create, modify and deactivate user accounts. It also allows Administrators to associate users to User Groups. Password resets are also performed in this module. Interface Sorting Provides the ability to reorder the Administrator tabs as desired. Table 3 - Listing of Administration Tabs 17 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

18 Tab Name Function Client Lock Box Provides the ability to lock users from client files on a per user and per client basis. Program Management Provides the ability to create, modify, and deactivate programs. Table 4 - Listing of Administration Tabs 18 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

19 Tab Name Function WorkFlow Administration Provides the ability to customize and modify WorkFlow Manager to create custom Workflow Tasks by agency or by program. Postal Code Counties Provides the ability to customize and map postal codes to counties. Table 5 - Listing of Administration Tabs 19 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

20 Tab Name Function Translations Provides the ability to modify translations used by CRMS v2 - for example French Users can customize the entire software such that it can be used in French. Table 6 - Listing of Administration Tabs The next section will outline the Housing Administration tabs. Should you require further information about the Housing Module, please contact CRMS Support. 20 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

21 Tab Name Function Building Management Provides the ability to create new buildings, de-activate buildings and modify building details. Unit Management Provides the ability to create new units, de-activate units and modify unit details. Details such as Charges and Floor Plans can also be added in the Unit Management. 21 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

22 Tab Name Function Vendor Management Provides the ability to create new vendors, de-activate vendors and modify vendor details. Housing Lookup Management Provides the ability to modify values for items such as Allowances (Heat, Water, Appliances), ODSP, Ontario Works and Standard Extra Charges. Table 7 - Listing of Housing Administration Tabs 22 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

23 Agency Information The Agency Information tab allows CRMS Administrators to modify global agency settings such as: I. Organization Number Modifies the Ministry of Health designated organization number for the organization. II.Program Number Modifies the Ministry of Health designated program number for the program. III.Client Prefix Modifies the 4 digit CRMS client number prefix. I.e. Agencies can change the prefix to 0910 to indicate client referrals were received in the fiscal year. IV.Client Number Modifies the 5 digit CRMS client number. Agencies can reset this number yearly as a way to easily track new referrals in conjunction with the client prefix. V.Activity Time Multiplier Modifies the interval used for Contact Log Activity Codes. I.e. 1 minute interval, 5 minute intervals, 10 minute intervals etc. VI.Activity Time Count The number of Activity Codes to be used with the Activity Time Multiplier. I.e. Using an Activity Time Count of 12, with an Activity Time Multiplier of 5 will result in the drop down displaying 5-60 minutes in 5 minute intervals. VII.Note History Limit Modifies the Forms module to display a preset amount of Notes. This will cause the module to load the most recent x Notes. VIII.Task Pane Determines whether the CRMS Task Pane will appear when logging into CRMS V2. Also allows Administrators to configure the Task Pane refresh time. If you are unsure about changing these settings, please contact CRMS Support as they will affect all users across the entire agency! 1. In order to make changes to any of these values, modify the desired value and click Save to finalize the process. Figure 15 - Saving Agency Information Changes 23 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

24 Audit Log The Audit Log allows CRMS Administrators to review user actions which occurred in the CRMS software suites. Administrators can filter log results based on date ranges and applications as well as by users and by clients in order to locate transactions. Figure 16 demonstrates the Audit Log. Figure 16 - Audit Log 1. Select from the desired parameters in order to refresh the Audit Log. The Audit Log will automatically refresh. As seen above in Figure 16, the Audit Log is currently displaying transactions which occurred between the date range of September 1st 2009 and September 30th In Figure 17, filtering is being applied to review transactions based on a worker and a client within the same date range. Figure 17 - Filtering Audit Log 24 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

25 3. By default, the Audit Log s drop down menus display only Active users and clients. Click on Show All as shown in Figure 18 to review transactions for Not Active clients and Not Active user accounts. Note in Figure 18 that Show All has been selected which in turn displays both Active and Not Active user accounts. Figure 18 - Showing All Users 4. The Audit Log also displays the number of log results returned by the search. This is displayed below in Figure 19. Figure 19 - Number of Returned Audit Log Transactions 5. Administrators can also Export and Print the Audit Log results. Clicking on Export will cause a Save Dialog to appear as seen in Figure 20. Select the desired location and click Save to export the log results. Select an export format by choosing from the available options. Figure 20 - Exporting Audit Log Transactions 25 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

26 Category Table The Category Table Editor allows CRMS Administrators to modify, deactivate and create new drop down menu entries which are used in the CRMS software suites. Administrators can also perform various data mappings for CDS values and Activity Codes. The Category Table is separated into two sections: the Input Section (1) and the Review Section (2). These are identified in Figure 21. Table 8 below describes the various fields found in the Input Section. 1 2 Figure 21 - Category Table Editor Field Type Group Value Value (French) Code Description Category Class Order Active Purpose First Tier Grouping Second Tier Grouping Name of Item Which Will Appear in Drop Down Display Value for Drop Down for French Users Code Value Required for Certain Items Description for Administrators Mapping Category for CDS/MIS Items For Future Use Sort Order in which items appear in Drop Down Determines whether item will be displayed in Drop Down Table 8 - Category Table Input Sources 26 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

27 Creating a New Category Table Entry 1. Select the Type and Group drop downs as seen in Figure 22. In this example, Control was selected for the Type and Contact Location was selected for the Group. Figure 22 - Creating a New Category Table Entry 2. Enter the desired value into the Value text box. If your agency used a multilingual setup, enter the french value into the Value(French) text box. Figure 23 below demonstrates adding a new Contact Location. Enter the desired sort order and check Active if you would like the item to appear in the drop down menu. Figure 23 - Creating a New Category Table Entry 27 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

28 3. Click Save to complete the process. The item will then appear in the Review section as demonstrated in Figure 24. Figure 24 - Newly Created Category Table Item Modifying a Category Table Entry 1. Select the desired Type and Group values from the drop down menus. 2. The Review Section will refresh to display the drop down items. 3. Click on the desired item in the Review Section in order to populate the Input section as seen in Figure 25. Figure 25 - Modifying a Category Table Entry 4. Make the necessary modifications and click Save to finalize the process. 28 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

29 Deactivating a Category Table Entry 1. Select the desired Type and Group values from the drop down menus. 2. The Review Section will refresh to display the drop down items. 3. Click on the desired item in the Review Section in order to populate the Input section. 4. Uncheck the Active check mark as seen in Figure 26. Click Save to finalize the changes. The Review Section will refresh and the Active column will display No as the item has been deactivated. Reactivating a Category Entry Figure 26 - De-Activating a Category Table Entry 1. Repeat steps listed above in Deactivating a Category Entry and re-check the Active check mark. Click Save to complete the process. Setting a Default Category Table Value 1. Repeat steps listed above in order to locate the desired Category Entry. 2. Once located, right click the item in the Review Section. A contextual menu will appear as seen in Figure 27 below. 3. Click Mark as Default. The item will automatically be selected when used in its particular module. Removing a Category Table Default Value Figure 27 - Marking Category Table Item as Default 1. Repeat steps listed above in order to locate the desired Category Entry. 29 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

30 2. Once located, right click the item in the Review Section. A contextual menu will appear as seen in Figure 28 below. 3. Click Clear Default to complete the process. The default will then removed from that particular Category Table grouping. Figure 28 - Clearing Category Table Default 30 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

31 User Groups The User Groups tab allows CRMS Administrators to create various user groups and assign permissions to these groups. Modifications made to a User Group will then be applied to any users belonging to this group. Additional features can also be applied to these particular user groups by clicking on the Associations button. 1. The User Groups module is broken down into two sections. Figure 29 demonstrates the loaded User Groups tab and these two sections Figure 29 - User Group Administration Tab Groups Section - Displays Groups - by default all groups will be displayed. Users can check Active Only to only see Active groups. Permissions Section - Allows Administrators to assign permissions to groups. Administrators can also deactivate groups. Creating a New User Group 1. Click on the New button to reset all permissions and text boxes. 2. Enter the Group Name and select Active or Not Active from the Status drop down. 3. Permissions must then be assigned to the newly created group. Click Save to finalize the process. 31 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

32 4. Table 9-19 below outlines the user permissions. Permissions are broken down by the various modules. User Permissions Admin Permission Agency Information Tab Audit Log Tab Category Table Editor Tab Function Access to the Agency Information Tab Access to the Audit Log Tab Access to the Category Table Tab Group Management Tab Interface Sorting Tab User Group Assoc Tab Access to the User Group Administration Access to the Interface Sorting Tab Access to the User Access Overview Tab User Management Tab Patch Manager Tab Postal Code County Tab View Load Access to the User Administration Tab Access to the Patch Management Tab Access to the Postal Code County Tab Access to the Administration menu item in the View menu Required if any permissions have been checked off Table 9 - Admin Permissions Application Permission CRMS Support App Disable Task Pane Close Push RPT to Client Chart Task Pane Function Access to CRMS Support Quick Application Forces Users to Keep Task Pane Open (Work Flow, Worker Summary) Allows Print Outs to be Pushed to Client Chart Access to the Task Pane Table 10 - Application Permissions 32 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

33 Client Demographics Permission Client Lock Box Tab Client Group Management Tab Program Management Tab Agency History Integrity Checker Delete Agency History Record Show All Default Checked Agency History Page Charges Common Date Set History Page Consent Summary Page Contact Info Page Deactivate Client Demographics Page DSM IV Page Education Employment Page Function Access to the Client Lock Box tab in the Administration module Access to the Client Group Management tab in the Administration module Access to the Program Management tab in the Administration module Access to the Agency History Integrity Checker when opening Agency History (used for Administrative corrections) Allows deletion of Agency History Records When opening Agency History, by default it will display both Not Active and Active Programs Access to the Agency History Page Access to the Charges Page Access to the Common Data Set History Page Access to the Consent Summary Page Access to the Contact Info Page Allows users to perform client de-activations Access to the Demographics Page Access to the DSM IV Page (Kardex) Access to the Education Page Access to the Employment Page ER Visits Follow Up Scheduler Page Goal Attainment Scale Page Hospitalizations Access to the ER Visits Page Access to the Follow Up Scheduler Page Access to the Goal Attainment Scale Page Access to the Hospitalizations Page Table Client Demographics Permissions 33 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

34 Client Demographics (Continued) Permission Incarcerations Medications Other Illnesses Risk Factors Page Save Create New Groups Groups Manage Client Groups Manage Custom Client List Merge Clients New Client Reactivate Client Toggle Client View Client View Group View Service Summary Delete Address Save Diagnosis MyAssistant User Reports Load Function Access to the Incarcerations Page Access to the Medications Page Access to the Other Illnesses Page Access to the Risk Factors Page Allows Users to Save Changes to Client Chart Allows Users to Create New Groups Access to the Groups Module Allows Users to modify Client Groups (Add/Remove Clients) Allows Users to Manage Their Own Custom Client List Access to the Merge Module Allows Users to Create New Clients Allows Users to Perform Re-Activations Allows Users to Toggle Client Allows Users to Open/View Client Charts Allows Users to View Groups Access to the Service Summary Module Allows Users to Delete Addresses from Client s Chart DSM-IV Page - Allows Users to Save Diagnoses vs. Impression Access to the MyAssistant Module Access to the User Reports Module Required If Any Other Permissions Has Been Granted Table Client Demographics Permissions (continued) 34 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

35 Chart Permission Template Form Admin Tab Forms Group Form Edit Forms Edit Notes Modify Complete OCAN Function Access to the Template Form Admin Tab in the Administration Module Access to the Forms History Module Allows Users to Create Forms/Notes Against Groups Allows Users to Modify Forms Allows Users to Modify Notes Allows Users to Modify Completed OCAN s New Forms New Notes Print Forms Print Notes Reportable Form Data Export Change Worker Load OCAN Staff Workload Allows Users to Create New Forms Allows Users to Create New Notes Allows Users to Print Forms Allows Users to Print Notes Access to the Reportable Form Data Export Module Allows Users to Document Forms/Notes Under Another User Name Required If Any Other Permissions Has Been Granted Access to the OCAN Staff Workload Module Table 12 - Chart Permissions 35 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

36 Contact Permission Contacts Group Contact Quick Contact Change Worker Contacts Against Non Active Clients Edit Other Workers Contacts Show All Programs Load Enable Quick Note Worker Summary Change Worker Worker Summary Pane Information & Referral Non Client Services Worker Control Centre Function Access to the Contact History Module Allows Users to Create Contacts Against Groups Allows Users to Access Quick Contact Module Allows Users to Change Worker in the Contact History Module Allows Users to Document Contacts Against Non Active Clients Allows Users to Edit Other Workers Contacts Rather than filtering by client s Active programs, all programs will be displayed Required If Any Other Permissions Has Been Granted Allows Users to Access the Quick Contact Module with Quick Note Enabled Allows Users to Change Worker in the Worker Summary Task Pane Allows Users Access to the Worker Summary Task Pane Feature Access to the Information & Referral Module Access to the Non Client Services Module Access to the Worker Control Centre Module Worker Control Centre - Change Worker Allows Users to Change Worker in the Worker Control Centre Table 13 - Contact Permissions 36 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

37 ReportSuite Permission Load Raw Data View CDS Data Function Required If Any Other Permissions Has Been Granted Allows Users to Generate Raw Data for Report Access to the ReportSuite Allows Users to Generate a CDS Data Submission File Table 14 - ReportSuite Permissions CRMS Search Engine Permission CRMS Search Engine Load Function Access to the CRMS Search Engine -ability to perform searches Required if any permissions have been checked off Table 15 - CRMS Search Engine Permissions Telecheck Permission Telecheck Scheduler Page Telecheck Summary Load Function Access to Telecheck Scheduler Access to Telecheck Summary Required if any permissions have been checked off Table 16 - Telecheck Permissions 37 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

38 Workflow Permission Workflow Management Tab Load Workflow Viewer - Task Pane Change Worker Function Access to the Client Lock Box tab in the Administration module Required if any permissions have been checked off Access to the Workflow Viewer in the Task Pane Allows Users to Change Workers in the Workflow Viewer Table 17 - Workflow Permissions Call Manager [V2] Permission Risk Assessment Edit Calls Call Playback Call Linker Crisis Module Forms Load Function Access to Risk Assessment Ability to Edit Previously Recorded Calls Ability to Playback Previously Recorded Calls Access to the Call Linker Module Access to the Crisis Module Access to Forms Module Required if any permissions have been checked off Table 18 - Call Manager (V2) Permissions The following section will outline the features/permissions associated with the Housing Module. 38 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

39 Housing Permission Building Management Tab Housing Lookup Management Tab Unit Management Tab Vendor Management Tab Occupancy Status Page Tenant Page Housing Unit Search Tenant Search Work Order Search New Work Order View Unit Details View Work Order Load Rent Roll Add Vendors - Vendor Management Function Access to the Building Management Tab (Administration Module) Access to the Housing Lookup Management Tab (Administration Module) Access to the Unit Management Tab (Administration Module) Access to the Vendor Management Tab (Administration Module) Access to the Occupancy Status Page (Demographics Module) Access to the Occupancy Status Page (Demographics Module) Allows users to perform Housing Unit Searches in the CRMS Search Engine Allows users to perform Tenant Searches in the CRMS Search Engine Allows users to perform Work Order Searches in the CRMS Search Engine Allows users to create New Work Orders from the CRMS Search Engine Access to the Unit Details (CRMS Search Engine) Allows users to view Work Orders (CRMS Search Engine) Allows Users Access to the Housing Module Access to the Rent Roll Module (Main Application) Allows user to add vendors directly to system list when creating new Work Orders Table 19 - Housing Permissions 39 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

40 Modifying a User Group 1. Click on the desired group in the Groups section as shown in Figure 30. Figure 30 - Selecting a User Group 2. Permissions for the selected group will then be loaded in the Permissions section. 3. Make any desired modifications and click Save to finalize the changes. *TIPS AND TRICKS* - Modifications applied to a User Group will automatically modify all users within the selected group. Deactivating a User Group 1. Repeat the steps above to select the desired group. 2. Click in the Status drop down and select Not Active from the list. 3. Click Save to complete the process. The User Group will then be deactivated. Reactivating a User Group 1. Uncheck the Active Only check mark - this will refresh the User Groups section to display Not Active user groups. 2. Select the desired group from the Groups section. 3. Click in the Status drop down and select Active from the list. 4. Click Save to complete the process. The User Group will then be reactivated. 40 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

41 User Administration The User Administration module allows CRMS Administrators to create, modify and deactivate user accounts. It also provides Administrators the ability to assign users to User Groups. The User Administration module is broken down into two sections. Figure 31 below illustrates these two sections Figure 31 - User Administration Module User Section - Lists User accounts - by default will only list Active Users. Deselecting Active Only will then display Not Active User accounts. 2 Profile Section - Allows Administrators to create/deactivate/modify user accounts (I.e. reset passwords, set password expiration date, assign users to groups etc.). Creating New User Accounts 1. To create a new user account, click the New button to clear all fields. 2. Enter the required information in the designated fields. Table 20 (see following page) describes each field in detail. 41 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

42 Field Full Name User Name Language Password Password Expires Status Groups Function Full Name of the User - used in reports, drop downs etc. CANNOT be left blank Login Name Used When Launching the Application Determines whether the Interface will be English or French User s Password Date Which User Will Need to Reset their Password User Account Status - Not Active Account CANNOT Login Which Group(s) User Account Belongs To Modifying a User Account Table 20 - User Fields 1. From the Users section, click to select the desired user. The Profile section will then be populated as seen in Figure Make the necessary modifications and click Save to finalize the process. Figure 32 - Modifying a User Account 42 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

43 Deactivating a User Account 1. Locate the user account as described on the previous page. From the Status drop down, select Not Active as seen in Figure 33. Figure 33 - Deactivating a User Account 2. Click Save to deactivate the user account. 3. The user name will now appear highlighted in orange as seen in Figure 34. Searching for a User Account Figure 34 - Successfully Deactivated User Account 1. In order to locate a particular user account, CRMS Administrators can also search for the user account. 2. Access the User Administration section as described above. 3. Enter desired search criteria in the Search text field as is demonstrated in Figure 35 below. Figure 35 - Searching for a User Account 4. As can be seen from Figure 35, a CRMS Administrator is searching for user accounts containing the letters chr. 5. The Users List is automatically refreshed once the user has stopped typing. 43 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

44 User Access Overview The User Access Overview module allows CRMS Administrators to review their user groups and user accounts in a global overview. The User Access Overview module is broken down into two sections. Figure 36 below illustrates these two sections. 1 2 Figure 36 - User Access Overview Module 1 2 User / Group Section - By selecting a user or a group the user/groups permissions will appear in Section 2. Permission Section - The permissions for the user/group selected in Section 1 will appear. The next section of the manual will explain what appears in each of the sections. 44 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

45 Reviewing Users 1. From the list of available users, select the desired user to review. 2. Note in Figure 37 and Figure 38, two different users are being compared. Figure 37 - Reviewing a Particular User Figure 38 - Reviewing a Particular User 3. Note in Figure 37, the user James Bond is only a member of the Front Line Group. 4. Note in Figure 38, the user Christian Gosselin is a member of all groups except Export. 5. The Permission Section will refresh to reflect the selected user s permissions. 6. Note in Figure 39 the scroll bar indicates that not all permissions are visible on screen - use the scroll bar to review all the permissions. Figure 39 - Reviewing User Permissions 45 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

46 Reviewing Groups 1. Change the Review Type from Users to Groups - this is demonstrated below in Figure 40. Figure 40 - Changing Review Type from Users to Groups 2. The User Access Overview module will then refresh to display the available User Groups. Figure 41- Reviewing User Groups 3. From the list of available groups, select the desired group to review. In Figure 42 below, the Admin group is currently being reviewed. Figure 42 - Reviewing Admin User Group 4. As can be seen above in Figure 42, three users currently have Admin access rights. 46 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

47 Interface Sorting The Interface Sorting tab allows CRMS Administrators to customize the layout of the Administration module. This allows them to modify the layout based on their particular needs; i.e. If an Administrator updates Category Table items and verifies Audit Logs more frequently, those tabs can appear first to streamline the interface. The Interface Sorting module also allows customization of various other layout features within the CRMS V2 application. 1. Figure 43 below demonstrates the Interface Sorting module. From the available drop down, select the desired interface. In this example, Administration Tabs have been selected. Figure 43 - Reordering Administration Tabs 2. Select the particular tab from the list and click Move Up or Move Down to reposition the tabs in the desired order. 3. Once the desired layout has been achieved, click Save to finalize the changes. 4. Figure 44 (see following page) illustrates the modified tab layout. Note that Category Table, Audit Log and User Administration now appear at the top of the list. 47 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

48 Figure 44 - Reordered Administration Tabs Client Lock Box The Client Lock Box allows CRMS Administrators to lock out particular user accounts on a per client basis. The Client Lock Box conforms with the PHIPA act and allows clients to deny certain users from viewing their client file. 1. Figure 45 demonstrates the Client Lock Box. Figure 45 - Client Lock Box Module 2. The Client Lock Box is separated into two sections: the Client Search section and the Users section. The Client Lock Box also contains filtering parameters to help narrow the search. Figure 46 (see following page) demonstrates these sections. 48 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

49 Figure 46 - Client Lock Box Sections Client Search Section - Displays all client files - clients in BOLD signify that the client contains Lock Box data. User Section - Displays all user accounts - users highlighted in green indicate that they have been allowed access into particular charts - while users highlighted in red indicate that that user account has been denied access. Filter Options - Displays either only Active Users/Clients as well as only clients with Lock Box information. Modifying a Clients Lock Box Status 1. To add a new client to the Lock Box, a search must first be performed. In the Client Search box, enter either a first name, last name, or client number. The list will be automatically refreshed as can be seen in Figure 47 (see following page). 49 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

50 Figure 47 - Client Lock Box Search Results 2. Click to select the client in order to load their Lock Box information. The User Section of the Lock Box will refresh to display the Lock Box information. 3. As can be seen in Figure 48 below, a client has been highlighted and the User Lock Box information has been loaded. In this example, all users can access this particular client file. Figure 48 - Modifying Clientʼs Lock Box Status 4. From the Users list, right click on the desired user account - from the available menu select Deny, Allow, or Clear to set the Lock Box Status. Figure 49 - Configuring Lock Box Status 5. Once selected, the Lock Box will automatically refresh as seen in Figure 50 (on the following page). Notice that the user has now been highlighted in red to indicate that they have been denied access. 50 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

51 Figure 50 - Refreshed Lock Box 6. Users can also click on either Show only clients with Lock Box information, or Active Only to filter the results. 7. Clicking the Active Only check mark will refresh both the client list and the users list. Clicking the Show only clients with Lock Box information check mark will only refresh the client list. Figure 51 - Filter Options Resetting Lock Box Status 1. Locate the particular client in the Client section. Right click on the desired user account for which the Lock Box status must be reset. 2. Click on Clear as seen in Figure 52 below to reset the clients Lock Box status. Figure 52 - Resetting Lock Box Status 51 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

52 Program Management The Program Management tab allows CRMS Administrators to create, modify and deactivate programs which are used in the CRMS V2 application. The Program Management tab is broken down into two sections - the Review Section and the Input Section. Figure 53 below demonstrates these two sections. 1 2 Figure 53 - Program Management Tab 1 2 Review Section - Users can select from the Active program list to make modifications in the Input section. Users can also check Show All located at the bottom of the module to display Inactive programs. Input Section - Users can make modifications to existing programs, or create new programs. 52 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

53 Creating a New Program 1. To create a new program, enter the information into the Input section. 2. Enter the following information by either selecting from the available drop down or typing in the available text boxes. Table X below describes the various drop downs and text boxes located in the Input section. Field Agency CDS Function Program Type Program Name Active Program Description Region Site/Region LHIN s Program Options Function Used for Multi-Agency Setups. For single agency setups, select All Agencies CDS Functional Centre for which program rolls up into - the MOH defined functional centre for which the program reports to Allows Administrators to group similar programs into types for custom reporting purposes Program name which will appear in all drop downs throughout the application Whether the program is Active or Not Active Description field for CRMS Administrators For Future Use For Future Use The LHIN for which the program serves Various options which can be enabled on a per program basis (see Table 22 for details) Table 21 - List of Fields in the Input Section 3. Once all details have been filled out, click Save to complete the process. Figure 54 (see following page) demonstrates the Input section prior to clicking Save. 53 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

54 Figure 54 - Creating a New Program 4. Upon hitting Save, the program will then appear in the Review Section as seen in Figure 55. Figure 55 - Successfully Created New Program 54 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

55 Program Options Program Option Accept Crisis Referrals Auto-populate Pending and Intake Dates Diagnostic Categories Employment Program No Agency History No Contacts Presenting Issues Priority Needed Referring Sources Report Only Function Accepts Crisis Referrals from the CRMS Case Management Crisis Module Automatically create the PA, IA transactions when using the Entry date transaction Diagnostic Categories becomes mandatory Additional Employment Pop Up becomes Active Particular program will be unable to save Agency History Particular program will be unable to save Contacts Presenting Issues becomes mandatory Allows for a Priority Wait List Enables Referral Source drop down in the Agency History Program will remain only for reporting purposes. Clients can NOT be admitted into the program. Modifying a Program Table 22 - List of Available Program Options 1. Click to select a program from the Review section. The drop downs and text boxes will then be populated in the Input Section. 2. Make any necessary modifications and click Save to complete the process. 3. Should you be unable to locate the program, make sure Show All is checked as seen in Figure 56 (see following page). Note in Figure 56 that certain programs are highlighted in orange to indicates that these programs are currently Not Active. 55 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

56 Figure 56 - Showing All Programs Deactivating a Program 1. To deactivate a program, first locate the desired program from the Review section. 2. Uncheck the Active check mark. 3. Click Save to finish the process. 4. To view the program at a later date, remember to click on Show All. Reactivating a Program 1. To reactivate a program, repeat the steps above, except recheck Active to make the program visible to users once more. 2. Click Save to complete the process. 56 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

57 Workflow Administration ***UNDER CONSTRUCTION*** - This section is under construction. Please contact CRMS Support to determine if an update is available. The Workflow Administration module will allow CRMS Administrators to customize and tailor the Workflow Tasks module to meet their particular needs. An Administrator can create a workflow which identically matches the worker s workflow and simplifies their data entry process. Using the Workflow Tasks (described later in the manual), workers can have an instantaneous overview of their outstanding work. 1. Open the Administrator module as described above in Administration. 2. Click on Workflow Management as seen below in Figure 57. Figure 57 - Accessing Workflow Management Please contact your CRMS Administrator should you not see Workflow Management. Your user profile may need to be updated. 3. Figure 58 illustrates the Workflow Management module. The Workflow Management module is separated into three sections: Figure 58 - Workflow Management 57 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

58 1 2 3 Entity & Trigger Type - The two drop downs: Entity and Trigger control the various aspects of the Workflow Management. Entity is currently limited to clients. The two available Trigger Types are: Admit Client to Agency and Put Client into Program. Current Workflow - This section will display the current workflow for the selected trigger type. In Figure 58 (see previous page) the current workflow items are birthdate and gender. Available Tasks - This section will list all available workflow tasks - Administrators can choose from the list and add to the various trigger types. Creating New Workflow Task Admit Client to Agency 1. To create a new Workflow Task, select the desired Trigger Type from the available choices. In this example, the CRMS Administrator is configuring the trigger type Admit Client to Agency. Figure 59 - Configuring New Workflow Task 2. Upon selecting the desired trigger type, the list of available tasks will be refreshed as seen in Figure 60 (see following page). 3. To add a new trigger type, select the desired item from the list. In Figure 60 (see following page), first name has been selected. 58 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

59 Figure 60 - Creating Workflow Task - Selecting First Name 4. After selecting the desired trigger, click on the << button as seen in Figure 60 above (highlighted in blue and indicated by red arrow). 5. The item will then appear in the Current Workflow section as seen in Figure 61 below. Figure 61 - First Name Added to Current Workflow 6. Repeat steps 3-5 to add any additional fields to the Admit Client to Agency trigger type. Figure 62 (see following page) illustrates the completed trigger type. 59 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

60 Figure 62 - Completed Trigger Type Admit Client to Agency 7. In Figure 62 above, the CRMS Administrator has decided that the following fields must be captured when adding a new client to the agency: First Name, Last Name, Birthdate, Health Card, Gender, LHIN, Phone Number(s) and Add Client to program. Put Client into Program 1. CRMS Administrators can also further customize their Workflow Tasks to capture agency particular details regarding their intake process for each individual program. 2. From the Trigger Type drop down, select Put Client into Program. 3. A program drop down will appear as seen in Figure 63. In this example, the CRMS Administrator is configuring the trigger types for the Case Management program. Figure 63 - Configuring Trigger Types for Program Case Management 4. Upon selecting the program, the list of available tasks will be refreshed. CRMS Administrators can configure program trigger types such as: Assigning a primary worker, Baseline and Current CDS fields, program transactions (Pending Assessment, Intake Assessment, Entry etc.), first contact, first note, first form, recurring contact or recurring forms. 5. CRMS Administrators can also select which note/form will be completed. 60 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

61 Figure 64 - Assigning Program Trigger Types 6. When selecting either a Note or a Form, a pop up will occur as seen in Figure 65 allowing the CRMS Administrator to select which Note/Form will be used. Figure 65 - Selecting First Note for Program Trigger Type 7. Figure 66 illustrates the First Form pop up window (see following page). 61 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

62 Figure 66 - Selecting First Form Pop Up 8. In Figure 67, the CRMS Administrator needs users to collect the referral to the program, pending, intake and entry dates. Afterwards they must collect Baseline Education, Employment, Legal and Presenting Issues. They must then enter their first contact followed by the First Progress Note and completed with the first form OCAN 2.0. Figure 67 - Completed Program Trigger Type 9. Steps 1-8 can be repeated for all programs hosted by the agency. Each program can be configured independently from all programs. 62 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

63 Copying Workflow to Another Program 1. To assist in the setup of the Workflow Manager, CRMS Administrators can simply clone the Workflow from a particular program to another program. 2. Refer to the steps on the previous page in order to customize Workflow for a select program. 3. Once the Workflow has been configured for a desired program, right click on an item in the list to bring up the menu option seen in Figure 68. Figure 68 - Copying Workflow 4. A window will appear as shown in Figure 69 below. Select the desired program from the list. Figure 69 - Copying Workflow to Another Program 5. The selected item will then be copied to the newly selected program. *TIPS AND TRICKS* - A CRMS Administrator can also multi-select items by using either CTRL or SHIFT to clone all Workflow Items from one program to another. 63 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

64 Postal Code Counties The Postal Code Counties module allows CRMS Administrators to perform mappings of known postal codes to various counties. Using this mapping functionality, CRMS Administrators can save their users some time when filling out a client s demographic information. Figure 70 demonstrates the Postal Code Counties module. Figure 70 - Postal Code Counties Module 1. The Postal Code Counties module presents the user with a list of the first three digits of all postal codes in Ontario. 2. From the list of postal codes, select the desired three digits to be mapped to an equivalent county. 3. In Figure 71 below, an Administrator has select K7M the postal code to be mapped. Figure 71 - Mapping Postal Codes Starting With K7M 4. From the list of available counties, select the desired county - in Figure 72 (see following page), a CRMS Administrator has chosen Frontenac as the county. 64 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

65 Figure 72 - Selecting Desired County 5. Upon having selected the desired county, click Update as seen below in Figure 73. Figure 73 - Updating Postal Codes With New County 6. Upon clicking Update, the list will automatically refresh. As can be seen in Figure 74 below, the postal code was successfully mapped with the selected county. Figure 74 - Successfully Updated Postal Code With County 7. Repeat for any additional postal codes necessary. 65 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

66 Translations The Translations tab allows CRMS Administrators to modify translations used by the CRMS v2 software. CRMS Administrators can customize labels, column names, drop down menus, etc. that are used by CRMS v2. CRMS Administrators can translate the software into their desired language such that staff can utilize the software in a comfortable environment. Figure 75 illustrates the Translations module. Creating a New Translation Figure 75 - Translations Module 1. To create a new translation, access the Translation module. 2. Select the desired language from the available choices. In Figure 76 below, a user has selected French. Figure 76 - Creating a New Translation 3. Perform a search for the desired item to be translated: in Figure 77 first name is being searched. Figure 77 - Searching for Item to be Translated 66 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

67 *TIPS AND TRICKS* - CRMS Administrators can simply navigate across the software in order to locate what can be translated. Figure 78 below illustrates the First Name from the Demographics page. Figure 78 - Label to be Translated 4. The Translations module will automatically refresh once the user inputs the desired search criteria. Figure 79 below demonstrates the search results. Figure 79 - Translation Search Results 5. Note in Figure 79 above, first name has not yet been translated. 6. In the Key field, enter the English version - in this case First Name:. In the Value field, enter the desired French version - in this case Prénom:. English Keys must be entered exactly as they are in CRMS v2 - note First Name: (with colon) has been entered - and NOT First Name 7. Click Save to complete the process. Figure 80 - Saving New Translation 8. A message box will appear confirming the successful save of the new translation. Figure 81 - Successfully Added New Translation 9. The newly saved translation will then appear in the Translations module. 67 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

68 Reviewing a Translation Figure 82 - Reviewing Newly Added Translation 1. To verify the newly added translation, utilize a user account which has been configured to use the language for which items are being translated - in this example, French. 2. Ask the user to open the particular page where the translation has been made. In this example, the Client Information. 3. The user should then be able to see the newly added translation. This is demonstrated in Figure 83 below. Figure 83 - Reviewing a Translation 4. Repeat the steps listed above in order to add more translations to the CRMS v2 software. Modifying a Translation 1. To modify an existing translation, access the Translations module as described above. 2. Locate the desired translation as outlined above. 3. Click on the desired translation to select it. 4. In the value field, enter the new translation. This is demonstrated in Figure Click Save to finalize the process. Deleting a Translation Figure 84 - Modifying Translation 1. Should a translation no longer be required, it can be deleted from the system. 2. Locate the desired translation by following the steps listed above. 68 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

69 3. Once the desired translation has been located, right click to bring up the following menu. Click Delete to delete the selected translation. Figure 85 - Deleting a Translation 4. A message box will appear asking the user to confirm the deletion. Click Yes to finalize the process. Figure 86 - Confirming Deletion 5. A message box will appear confirming the deletion was successful. Reloading Translations Figure 87 - Successfully Deleted Translation 1. Should the user who is adding translations be using the translated language, they do not need to log out for the software. 2. Click Help and select Refresh Translations as seen in Figure 88. Figure 88 - Reloading Translations 3. Users can then simply close the module for which they are translating, and re-open the module. This will prevent them from having to log out and then back in to the software. 69 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

70 Crisis Call Administration The Crisis Call Administration module allows CRMS Administrators to perform maintenance and clean up on Crisis calls and Crisis clients (non registered clients). 1. In order to access the Crisis Call Administration window, access the Administration module (as described above) and select Call Administration as seen in Figure 89. Figure 89 - Call Administration Item 2. The Crisis Call Administration window will then be loaded as shown in Figure 90 below. Figure 90 - Crisis Call Administration Item 3. Notice in Figure 90 above that the Crisis Call Administrator window is separated into four tabs: Link Clients, Merge Crisis Clients, Link Call and Create Crisis Clients. 70 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

71 Link Clients The Link Clients tab allows users to link Crisis Call clients with registered CRMS clients. This can be used once a client has been admitted into the CRMS system and users would like to correlate the two clients together. Linking clients will also push any contacts which may have occurred with the client while they were not registered into the CRMS system. 1. Open the Crisis Call Administration window by following the steps listed above. 2. The Link Clients tab will appear as seen in Figure Figure 91 - Linking Clients Crisis Clients - This section displays Crisis Clients (non registered). CRMS Clients - This section displays CRMS Clients (registered). 3. In section 1, perform a search for a particular Crisis client. Click Search Crisis Clients to perform a search (see following page). 71 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

72 Figure 92 - Searching Crisis Clients 4. In section 2, perform a search for the correlating CRMS client. Click Search CRMS Clients to perform a search. Figure 93 demonstrates the Link Clients interface once the equivalent CRMS client has been located. Figure 93 - Searching CRMS Clients 5. Once both client files have been located, click Link Clients to complete the process. Figure 94 - Linking Crisis Client to CRMS Client 72 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

73 6. A message box will appear confirming the linking action - review the contents of the message as irreversible data loss can occur if the linking is done against an incorrect client file. Click Yes when ready to complete the linking. Figure 95 - Confirming Linking of Crisis Client to CRMS Client 7. CRMS v2 will automatically push contacts which have occurred with the Crisis Call Clients (non registered) into their CRMS file. Figure 96 demonstrates this message box. Figure 96 - Pushing Crisis Contacts into CRMS File 8. Click Yes if you would like the contacts pushed into their CRMS file. 9. A message box will appear confirming the linking was indeed successful. Figure 97 - Linking Successful 73 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

74 Merge Crisis Clients The Merge Crisis Clients module is used to merge two non-registered Crisis Call clients into one file. This allows CRMS Administrators to perform a clean up of their Crisis Call Clients. 1. Open the Crisis Call Administrator window by following the steps described on the previous page. 2. Click on the Merge Crisis Clients tab - Figure 98 demonstrates this window. 1 2 Figure 98 - Merge Crisis Clients 1 2 Recipient Client - The client selected in section 1 will receive the contents of the file selected in section 2. Client To Be Removed - The section portion of the interface lists which clients will be removed from the system. 3. In section 1, search for the recipient client - this client file will receive the contents of the file selected in section 2. Enter known information about the client and click on Search Crisis Clients as shown in Figure 99 (see following page) 74 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

75 Figure 99 - Merging Crisis Call Clients 4. In section 2, perform a similar client search for the client who will be removed from the system. Notice in Figure 100 that the clients in section 2 have checkboxes beside their name. This allows users to select which client file will be removed from the system. Figure Merging Crisis Call Clients 5. Check off the client file which will be removed in section 2 and select a client in section 1 by clicking on the desired client. Once satisfied with the selections, click on Merge Clients to complete the process. 6. A message box will appear as seen in Figure 101 confirming the merge was indeed successful. Figure Successful Merge 75 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

76 Link Call The Link Call module allows CRMS Administrators to link Crisis call against either existing CRMS clients, or Crisis Clients. 1. Open the Crisis Call Administrator window by following the steps described above. 2. Click on the Link Call tab - Figure 102 demonstrates this window. Figure Link Call Tab 3. Perform a search for the desired Crisis Call - Figure 103 illustrates this process. Figure Searching for Crisis Call 4. Perform a search for the desired client - note that users can search by Crisis Client or CRMS Client. Figure 104 (see following page) illustrates this in greater detail. 76 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

77 Figure Searching for Crisis Client / CRMS Client 5. Figure 105 illustrates the search results for this process. Note that in this example, the user has searched for CRMS Clients. Figure Located CRMS Client 6. Once both items have been located and selected, click Link Call to Client as seen in Figure 106. Figure Linking Call to Client 7. A message box will appear asking the user to confirm the linking process. Click Yes to approve the linking. Figure Confirming Linking Process 77 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

78 8. Once the call has been successfully linked, the module will automatically refresh to display the changes. This is demonstrated in Figure 108 below. Figure Successful Linking Create Crisis Clients The Create Crisis Clients module allows CRMS Administrators to create Crisis clients directly from the Administration module - without the need to create a Crisis Call. 1. Open the Crisis Call Administrator window by following the steps described above. 2. Click on the Create Crisis Clients tab - Figure 109 demonstrates this window. Figure Create Crisis Clients Tab 3. To create a new Crisis Client, fill out necessary fields. Figure 110 demonstrates this process (see following page). 78 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

79 Figure Entering Crisis Client Details 4. When all data has been inputted, click Create Crisis Client. Figure Creating Crisis Client 5. A message box will appear as demonstrated in Figure 112 below confirming the Crisis Client has been successfully created. Figure Successfully Created Crisis Client 79 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

80 DATIS Value Map The DATIS Value Map module allows CRMS Administrators to perform various mappings for the DATIS module. ***UNDER CONSTRUCTION*** - This section is under construction. Please contact CRMS Support to determine if an update is available. Figure xx 80 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

81 Client Groups The Client Groups module located in the Administration module allows CRMS Administrators greater control over the groups user create to host various group sessions (Anger Management, Bowling, etc.). Figure 114 below demonstrates the Client Groups module. *TIPS AND TRICKS* - Client Groups can also be created from the CRMS Search Engine. Creating New Group Figure Client Groups Module 1. Access the Client Groups module by opening the Administration module and selecting Client Groups. Figure Accessing Client Groups Module 2. The Client Groups module will then appear as seen above in Figure Click New to create a new group. 4. Enter the group name, group type, program and worker. 5. Figure 116 (see following page) illustrates the group Daily Living which is about to be created. 81 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

82 6. Click Save to complete the process. Figure Creating a New Group Figure Saving New Group 7. A message box will appear confirming the save was successful. Figure Successfully Saved New Group 8. The newly created group will then appear in the list of available groups. Changing Group Figure Reviewing Newly Created Group 1. To change a group name, type, program or worker repeat the steps listed above in order to access the Client Groups module. 2. From the list of available groups, select the group to be modified. 3. Make the necessary changes and click Save when satisfied. De-Activating Group 1. To de-activate a group repeat the steps listed above in order to access the Client Groups module. 2. From the list of available groups, select the group to be de-activated. 82 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved