How to record an Episode

Transcription

1 How to record an Episode Introduction Episodes are used in frameworki to manage work in the system. For example, referrals, assessments and reviews will all be recorded in the form of an Episode. A sequence of Episodes creates a workflow. Some Episodes can be initiated directly from the People menu. The majority however are created as outcomes from other Episodes within a workflow Go to the People menu. 2. Click Find Person. Last Updated: 14 September 2013 Page 1 of 35

2 Enter the search criteria. 4. Click Find. Last Updated: 14 September 2013 Page 2 of 35

3 5 5. Click on the person. Last Updated: 14 September 2013 Page 3 of 35

4 Go to the People menu again. The screenshot above is the person s Personal Details screen. 7. Select New Contact and Referral. Last Updated: 14 September 2013 Page 4 of 35

5 The screenshot above shows that a Contact and Referral Episode has been created. This particular Episode is divided into four separate screens: a Document screen, a Service User Groups screen; a Tasks screen and an Outcomes screen. 9. The next screen can be accessed by clicking the Next button at the bottom. Episodes can have two, three, four or more screens depending on the type of Episode and on local configuration. 10. The mandatory form(s) and other optional forms or letters are accessed from the Create button. 11. To open the mandatory form, click the green plus sign. Last Updated: 14 September 2013 Page 5 of 35

6 The screenshot above shows the Contact and Referral Record form. This form in your live system will be different to the one described in this how-to guide. 13. You can hide and unhide the Sections area by clicking the white arrow. 14. Select Find child/young person from the menu. 15. To add a subject of the form, click Find Clicking Find will take you to the Find Person screen. If there was an option to select an organisation within the menu, the Find button would take you to the Find Organisation screen. Last Updated: 14 September 2013 Page 6 of 35

7 Enter the search criteria. 17. Click Find. Last Updated: 14 September 2013 Page 7 of 35

8 Click on the User. Last Updated: 14 September 2013 Page 8 of 35

9 To add the user s details to the form, click Add. 20. The user s details have pulled through to the section below and the entry fields within the question have been cleared. 21. Click the Find button. To add other subject details to the form this step would need to be repeated. To add another user to the form you must find them on the system. Last Updated: 14 September 2013 Page 9 of 35

10 Enter the search criteria. 23. Click Find. Last Updated: 14 September 2013 Page 10 of 35

11 Click on the User. Last Updated: 14 September 2013 Page 11 of 35

12 The details have pulled through to the form. 26. Click Add To add these details to the form, scroll down a little. 27. To move a person down the list, click on the green down arrow icon. To move a person up the list, click on the green up arrow icon. 28. To delete an entry at this stage, you would need to click on the black cross. 29. To amend the details of an entry, click on the green amend pencil icon. This will populate the entry fields above with the person s details. Last Updated: 14 September 2013 Page 12 of 35

13 A cog icon next to a question indicates that the information has been automatically populated by data from the database. In the screenshot above, the cog icons are grey, which means none of these fields can be amended. If a cog icon is yellow, the information has pulled through from the database but the information is editable. 31. To exit edit mode, click Cancel. Click Apply Changes if changes have been made. Last Updated: 14 September 2013 Page 13 of 35

14 Clicking a question mark icon next to a question will reveal some guidance notes. 33. If a field within the question has a printer icon with a red cross, it indicates that this information will not be included when the form is printed. Last Updated: 14 September 2013 Page 14 of 35

15 Some fields from within a form are automatically populated by data from the database. If you needed to amend or update this data, you would need to click on the link at the bottom. This would take you to the person s Personal Details screen from where the information can be updated. Clicking the Refresh button will update the person s Personal Details and then refresh the fields in the form to pull that information through. 35. To undertake a spell-check in this section, click the ABC icon. 36. When you have completed a section, click into the Section completed checkbox. 37. To remain in the form and save your work, click Save and Continue. Last Updated: 14 September 2013 Page 15 of 35

16 The first section now has a green tick indicating that this section is now complete. 39. The screenshot above shows a Warning section at the top. 40. To access the next section within the form, click the section title. This section appears because this form has a mandatory question that must be answered prior to completion. This message will disappear once the question has been answered. Last Updated: 14 September 2013 Page 16 of 35

17 When you have completed answering the questions in the section, click into the Section Completed check-box. 42. To remain in the form and save your work, click Save and Continue. Last Updated: 14 September 2013 Page 17 of 35

18 To access the next section within the form, click the section title. 44. The screenshot above shows that the first question has a red asterisk next to it. 45. Update the section 46. Scroll down to the bottom. This means that this is a mandatory question. Last Updated: 14 September 2013 Page 18 of 35

19 Click into the Section Completed checkbox. 48. To save your work and exit the form, click Save and Close. Last Updated: 14 September 2013 Page 19 of 35

20 To amend the information within the form, click the pencil icon. Last Updated: 14 September 2013 Page 20 of 35

21 The form will be available for editing. To exit, click Save and Close. Last Updated: 14 September 2013 Page 21 of 35

22 To re-categorise the details of the form, click the Folder icon. Last Updated: 14 September 2013 Page 22 of 35

23 From the screenshot above you can view and update the filing details. 53. To exit without saving, click Cancel. 54. Click OK. For example, you can update the Main Category and Sub-Category if required. Last Updated: 14 September 2013 Page 23 of 35

24 Clicking the Upload button will take you to a screen from where you can browse your computer or file drive for a document and attach it to the Episode. Once uploaded, it could be categorised. 56. The Create button would enable you to record and generate other forms or letters assigned to this Episode. 57. To move to the next screen of the Episode, click the Next button. Last Updated: 14 September 2013 Page 24 of 35

25 Select a Group. The screenshot above shows the Service User groups screen. 59. Select a Sub Group. Please note; this screen may not be activated in your live system. 60. Click Add. The Group will appear in the lower section as the Primary group. 61. To navigate to the next screen in the Episode, click Next. Last Updated: 14 September 2013 Page 25 of 35

26 The screenshot above shows the Tasks screen. 63. To initiate the Task, click on the hyperlink. Tasks are activities within an Episode which involve a worker other than the worker to whom the Episode is assigned. Example reasons to send a Task may be to request authorisation or request joint working. Mandatory tasks are denoted by a green tick, non-mandatory tasks by a black cross and both can be sent to either a worker or a team. This particular Episode has one mandatory Task. An Episode with a mandatory task can t be Finished until the Task is marked as complete. A non-mandatory task could be ignored, and the Outcome could be completed, and the Episode finished. However, if a non-mandatory Task was started, the Episode could not be finished until the Task was marked as Complete. Last Updated: 14 September 2013 Page 26 of 35

27 The screenshot above shows the Add Task screen. 65. To pass the Task to a Worker, click Find. This screen is used to specify the team or worker that the Task needs to be sent to. Last Updated: 14 September 2013 Page 27 of 35

28 Enter the search criteria. 67. Click Find. 68. Select the user. Last Updated: 14 September 2013 Page 28 of 35

29 Optionally enter some Request Notes. 70. Click the OK button. Last Updated: 14 September 2013 Page 29 of 35

30 To amend the requested task, you would need to click the pencil icon. 72. To go to the next screen, click Next. Last Updated: 14 September 2013 Page 30 of 35

31 The screenshot above shows the Outcomes screen. 74. If you wanted to record a proposed outcome, select an outcome. 75. Click the Find button. Recording the actual outcome and the details on this screen may be the responsibility of the person reviewing the form. Please refer to local guidance. Last Updated: 14 September 2013 Page 31 of 35

32 Select or find the worker responsible for the outcome. Last Updated: 14 September 2013 Page 32 of 35

33 The screenshot above shows that the details have pulled through. 78. To view the outcome in the Existing Outcomes section, click Save and Continue. Where appropriate, you could enter a note and / or select an alternative priority. Last Updated: 14 September 2013 Page 33 of 35

34 The screenshot above shows that the proposed outcome has appeared in the Existing Outcomes section. This outcome can be amended via the pencil icon. If you wanted to record another outcome, you would need to repeat the process. 80. To exit, click Save and Close. Given that a Task has been passed to another worker the Episode cannot be Finished. Once the Task has been completed by the other worker the Episode can be Finished. Last Updated: 14 September 2013 Page 34 of 35

35 The screenshot above shows that process has returned to the Episode Summary screen. A Tasks section is now visible. Also, given that an outcome has not been recorded and it has not been marked as Finished, the Episode is marked as Incomplete. 82. The Task just sent is now listed in the Tasks Sent (awaiting reply) folder. Last Updated: 14 September 2013 Page 35 of 35