CRMS OCAN 2.0 Reference Guide Version 1.2

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4 Table of Contents Introduction 6 Overview 7 OCAN Data Exporter 8 Introduction 8 Installation 9 Configuration 12 Using the OCAN Data Exporter 15 OCAN Consumer Portal 19 Introduction 19 Installation 20 Configuration 24 Granting Access to the OCAN Consumer Portal 26 CRMS Case Management 27 CRMS Elite (Crisis/Central Intake) 28 Using the OCAN Consumer Portal 29 OCAN 2.0 Walkthrough 32 Introduction 32 Providing User Access to OCAN Forms/Reports 33 Creating a New Assessment - CRMS Case Management 37 Printing an Assessment - CRMS Case Management 40 Printing Blank Copies - CRMS Case Management 41 4 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

5 Continuing a Previously Saved OCAN 42 Creating a New Assessment - CRMS Elite (Crisis/Central Intake) 43 Printing Blank Copies - CRMS Elite (Crisis/Central Intake) 46 OCAN 2.0 Self Walkthrough 47 Introduction 47 Creating a New Assessment - CRMS Case Management 48 Creating a New Assessment - CRMS Elite (Crisis/Central Intake) 52 Worker Reports 55 OCAN Staff Workload 57 5 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

6 Introduction This manual will cover the steps to install and features of the OCAN Tools developed by CRMS. Please have an IT technician perform the installations as Administrator privileges may be required. Please contact CRMS Support should you experience any issues or require any assistance with this manual. CRMS Support - support@crms-software.com Phone x CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

7 Overview The OCAN or more commonly known as the Ontario Common Assessment of Need is a pilot project being developed by the Ministry of Health. CRMS has developed various tools to meet these requirements. This manual will guide CRMS Administrators through the various tools which have been developed specifically for OCAN partners. The manual will be broken down into various components - the OCAN Data Exporter, the OCAN Consumer Portal and the OCAN forms themselves. This manual has been updated to reflect the latest changes brought forth in the OCAN 2.0 project. 7 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

8 OCAN Data Exporter Introduction The OCAN Data Exporter is the application used to generate the submission file for the Ontario Common Assessment of Need. This document describes how to install, configure and how to use the OCAN Data Exporter. 8 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Installation Please contact CRMS Support should you not have the latest OCAN installation files. The first step is to obtain the installation files required to install the application.

9 Installation Please contact CRMS Support should you not have the latest OCAN installation files. The first step is to obtain the installation files required to install the application. These files include: Setup.exe Ocan_dataexport_install.msi If you do not have these files please contact CRMS Support. Once you do have these files double click the Setup.exe file to begin the installation. Figure 1 - Installation Step 1 9 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

$This will require modifying 2 files located in the installation folder. The default installation folder is C:\Program Files\CRMS Software \CRMS OCAN Data Export\.$

12 Configuration After the OCAN Data Exporter is installed the application must be configured to connect to the CRMS database server. This will require modifying 2 files located in the installation folder. The default installation folder is C:\Program Files\CRMS Software \CRMS OCAN Data Export\. The following files must be modified using a text editor such as Notepad. Default.ini This file configures the patching system for the OCAN Data Exporter. db.xml This file provides the location of the CRMS database server. Figure 6 - Installation Folder Figure 7 - Default.ini 12 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

13 Open the Default.ini file using the Notepad application. Replace both instances of with the IP address of the server that hosts the CRMS database. Save and close the file. Figure 8 - DB.xml Open the db.xml file using the Notepad application. Replace with the IP address of the server that hosts the CRMS backend database. Replace CRdB with the name of your organization s live database. If you do not know these pieces of information then contact CRMS Support to get the details. If you would like to configure the OCAN Data Exporter application to connect to your test database as well modify the db.xml file to match Figure 9, replacing with the IP address of the CRMS backend database server and replacing CRdB with the live database name and CRdA with the test database name. When you are finished modifying the file make sure to save and close. 13 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

14 Figure 9 - DB.xml with Multiple Databases If you do not feel comfortable modifying these files you can contact CRMS Support and they can provide you with pre-configured versions of these files for your agency. Once the application is installed and configured please contact CRMS Support with a list of CRMS users that will have permission to use the OCAN Data Exporter. 14 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Using the OCAN Data Exporter Double click the CRMS OCAN Data Export shortcut on your desktop to start the application. You will be prompted with a login dialog box.

15 Using the OCAN Data Exporter Double click the CRMS OCAN Data Export shortcut on your desktop to start the application. You will be prompted with a login dialog box. The dialog box contains a User Name text box, a Password text box and, if the db.xml was configured for more than 1 database, a data source drop down box. Select the desired data source and login using your CRMS user account. Figure 10 - Login Dialog Click the View menu and select the Reportable Form Data Export item to open the screen that will be used to generate the OCAN data submission file. Figure 11 - Opening the Data Exporter Screen 15 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

16 Figure 12 - OCAN Data Export Make sure that the OCAN tab is the selected tab if you want to generate the OCAN submission file. The Reportable Forms tab allows you to export data from any reportable forms, including the OCAN Full, Core, and Self assessments, in a file format that can be opened using Excel On the OCAN tab the Export drop down box should be defaulted to New Export. When the Export drop down is set to New Export the list below will display all OCAN Full assessments that have been marked as complete and have not been exported. The list also displays if a Self assessment has been linked to the Full assessment and what the status of the Self version is. The list is grouped by months. To generate a submission file check off the assessments that you would like to include and click the Export button. You will then be prompted to select the folder that the xml file(s) will be written to. If the assessments that are checked off have completion dates in different months separate xml files will be generated for each respective month. 16 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Figure 13 - Folder Selection After generating the export file(s) the application will verify the file against the schema definition file for the OCAN export.

Figure 14 - XSD Verification Error The error message tells you which client and which assessment the error occurred in.

17 Figure 13 - Folder Selection After generating the export file(s) the application will verify the file against the schema definition file for the OCAN export. If there are any errors you will receive a message similar to the one shown in Figure 14. Figure 14 - XSD Verification Error The error message tells you which client and which assessment the error occurred in. Using this information you can correct the assessment (only if your user profile has the ability to make modifications to completed OCAN assessments). If you are not comfortable with making the corrections to the assessment please contact CRMS 17 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Support and send a screenshot of the error message so that we can diagnose and fix the problem. When the export is complete you will receive a message box similar to the one depicted in Figure 15.

18 Support and send a screenshot of the error message so that we can diagnose and fix the problem. When the export is complete you will receive a message box similar to the one depicted in Figure 15. Figure 15 - Export Finished If you received an XSD verification error the application will still generate the file but if you submit the file it will fail the OCAN verification and be rejected. We suggest sending the file to CRMS Support along with the XSD verification error message box screen shot to help us diagnose the problem. When the export is complete a new item will be added to the Export drop down box. Selecting an item other than New Export in the Export drop down box will refresh the list and display the assessments that were included in that export item. You can regenerate exports using this method. 18 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

19 OCAN Consumer Portal Introduction The OCAN Consumer Portal is the application used to allow consumers/clients to complete and fill out their own Ontario Common Assessment of Need. This document describes how to install, configure and how to use the OCAN Consumer Portal as well as how to provide clients access into the Consumer Portal application. 19 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

20 Installation Please contact CRMS Support should you not have the latest OCAN installation files. The first step is to obtain the installation files required to install the application. These files include: Setup.exe ocan_portal_installer.msi If you do not have these files please contact CRMS Support. Once you do have these files double click the Setup.exe file to begin the installation. 1. Click Next to begin the installation process. Figure 16 - Installation Screen 1 20 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

21 2. Select the desired installation path for the OCAN Portal. Click Next to continue the installation process. Figure 17 - Installation Screen 2 3. Click Next to begin the installation. 21 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Figure 19 - Installation Complete The following section will describe the configuration of the

24 Configuration Prior to using the OCAN Consumer Portal, the application must first be configured. Navigate to the installation directory: by default, the application is installed at: C:\Program Files\CRMS Software\OCAN Portal 1. Locate the default.ini file - open the file using a standard text editor. Figure 20 - Configuring Default.ini 2. Replace both instances of with your CRMS server IP (this information can be obtained by either contacting your IT department, or contacting CRMS Support). Save and close the file. 3. Secondly, the db.xml file must also be modified. Using a standard text editor such as Notepad, open the db.xml file as shown on the following page in Figure 21. Should you not feel comfortable modifying these files, please contact CRMS Support - pre-configured versions can be sent to your CRMS Administrator. 24 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

25 Figure 21 - Configuring DB.xml 4. Replace the host field of with your CRMS Server IP. 5. Secondly, replace the dbname field containing CRdB with your the name of your Live database. By default most standard CRMS installations will use CRdB. 6. Save and close the file and continue onto the next step. 25 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Granting Access to the OCAN Consumer Portal Once the OCAN Consumer Portal has been configured, CRMS Administrators must then grant consumers access to the portal.

First locate and open the desired client s chart for whom you wish to grant access to the OCAN Consumer Portal. 2.

26 Granting Access to the OCAN Consumer Portal Once the OCAN Consumer Portal has been configured, CRMS Administrators must then grant consumers access to the portal. A password must also be generated for the consumer to successfully log into the application. 1. First locate and open the desired client s chart for whom you wish to grant access to the OCAN Consumer Portal. 2. If you are using CRMS Case Management, the CA Access button is located in the main client Demographic page,as indicated in Figure 22. Should you be unable to locate the CA Access button, please contact CRMS Support to have it activated. Figure 22 - Locating CA Access Button (Case Management) 3. If you are using CRMS Elite (Crisis/Central Intake), the Portal Access button is located above the First Name field as indicated in Figure 23. Figure 23 - Locating CA Access Button (Elite/Crisis/CI) 26 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

CRMS Case Management 1. After clicking on the CA Access button, the following window will load as indicated by Figure 24. Figure 24 - Granting Access to OCAN Portal via Case Management 2.

27 CRMS Case Management 1. After clicking on the CA Access button, the following window will load as indicated by Figure 24. Figure 24 - Granting Access to OCAN Portal via Case Management 2. Check off Allow access to the CA Consumer Portal Application. 3. Click Generate to create a randomized password as seen in Figure 25. Figure 25 - Generating a Random Password 4. Alternatively, you can enter a password of your choosing as seen in Figure Click Save to complete the process. Figure 26 - Creating a Predetermined Password 27 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Click Generate to create a randomized password as seen in Figure 28. Figure 28 - Generating a Random Password 4.

28 CRMS Elite (Crisis/Central Intake) 1. After clicking on the CA Access button, the following window will load as indicated by Figure 27. Figure 27 - Granting Access to OCAN Portal via CRMS Elite (Crisis/Central Intake) 2. Check off Allow access to the CA Consumer Portal Application. 3. Click Generate to create a randomized password as seen in Figure 28. Figure 28 - Generating a Random Password 4. Alternatively, you can enter a password of your choosing as seen in Figure Click Save to complete the process. Figure 29 - Creating a Predetermined Password 28 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

29 Using the OCAN Consumer Portal 1. Once a consumer (or client) has been granted access to the OCAN Consumer portal they can then fill out their own assessment digitally by utilizing the OCAN Consumer portal. Please remember to provide the client with BOTH their password and their login ID. The CRMS file # serves as the consumer s login ID to the application. 2. Double click on the OCAN Portal desktop shortcut as shown in Figure 30 to launch the OCAN Portal. Figure 30 - Launching the OCAN Portal 3. Once the application has initialized, the login screen will appear as shown in Figure Figure 31 - Logging into the OCAN Portal 4. Have the consumer enter their CRMS client file # and password which was generated in the previous section. Click OK to perform the login. 29 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Figure 32 - OCAN Portal Splash Screen 6.

30 5. Upon a successful login, the CRMS OCAN Consumer Portal splash screen will appear as shown in Figure 32. Click Continue to begin using the application. Figure 32 - OCAN Portal Splash Screen 6. Figure 33 below illustrates the loaded OCAN Consumer Portal. Figure 33 - OCAN Consumer Portal 30 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

31 7. In order to fill out a Self Assessment, select OCAN 2.0 Self from the Form drop down as indicated by Figure 34. Figure 34 - OCAN 2.0 Self in Form drop down Once the user has selected the OCAN 2.0 Self from the Form drop down, the form will automatically load and pre-populate known client information. Figure 35 - OCAN Consumer using OCAN Consumer Portal 8. Have the consumer fill out all possible fields and click Save to complete the process. 31 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

32 OCAN 2.0 Walkthrough Introduction The OCAN 2.0 Walkthrough will guide users on how to complete and fill out their own Ontario Common Assessment of Need. This portion of the document will outline the various features CRMS has developed for the OCAN. 32 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Providing User Access to OCAN Forms/Reports 1. In order to begin using the OCAN Assessments, staff must first be provided access to utilize the OCAN forms. 2.

33 Providing User Access to OCAN Forms/Reports 1. In order to begin using the OCAN Assessments, staff must first be provided access to utilize the OCAN forms. 2. In the Administrator module of CRMS, select the desired staff member for which you wish to provide OCAN access. Click on Forms Security to provide access to the OCAN forms. Please contact CRMS Support should the Forms Security button be unavailable Figure 37 - Successfully Saved OCAN Consumer 3. Once the Forms Security window has loaded, the following window will appear as shown in Figure CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

34 Figure 38 - Providing OCAN Access in Forms Security Check off the desired forms for which the user should have access to as seen in Figure 39. Click OK to save the changes. Figure 39 - Providing OCAN Access in Forms Security 34 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

From the drop down, select printable form as seen in Figure 40. As was performed in step 4, check off the forms for which the staff member should have access to.

35 From the drop down, select printable form as seen in Figure 40. As was performed in step 4, check off the forms for which the staff member should have access to. Click OK to save the changes. Click Close to finalize the process. Figure 40 - Providing OCAN Access in Forms Security 35 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

4. Additionally, CRMS Administrators must also provide staff access to the Worker reports - particularly which reports the user should have access to.

36 4. Additionally, CRMS Administrators must also provide staff access to the Worker reports - particularly which reports the user should have access to. From the drop down, select Worker Reports as seen in Figure 41. Figure 41 - Providing Access to Worker Reports 5. From the available choices, check off which particular reports the staff member should have access to. Figure 42 demonstrates some of the available choices. Figure 42 - Selecting Particular Worker Reports 6. Additionally, a user profile option will need to be activated in order for the staff member to have access to the Worker menu located in CRMS. Figure 43 demonstrates this user privilege. 36 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Creating a New Assessment - CRMS Case Management 1. Click on Forms to enter the Forms module. Select the desired client for which you wish to fill out an OCAN Assessment. 2.

37 Figure 43 - Providing User Profile Rights to Worker Reports 7. Should the staff member require override capabilities, check off Reportable form status override. This is demonstrated in Figure 44. Figure 44 - Reportable Form Status Override User Right 8. Once all staff members have been provided access to the OCAN Forms, exit out of the Administrator module. Creating a New Assessment - CRMS Case Management 1. Click on Forms to enter the Forms module. Select the desired client for which you wish to fill out an OCAN Assessment. 2. From the Note Type drop down, select OCAN 2.0 as shown in Figure 45 below. Figure 45 - Creating a New OCAN 2.0 Assessment 3. After selecting OCAN 2.0 you will be prompted to select either the Full or Core OCAN as shown in Figure 46 on the following page. 37 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Figure 46 - Selecting Core or Full OCAN 4. Upon selecting either the OCAN Full or OCAN Core Assessment, CRMS will load the assessment on screen and automatically populate certain fields.

38 Figure 46 - Selecting Core or Full OCAN 4. Upon selecting either the OCAN Full or OCAN Core Assessment, CRMS will load the assessment on screen and automatically populate certain fields. Prior to beginning a new assessment, make sure the program field in the Forms section and the program field within the assessment MATCH (as seen below in Figure 47) - otherwise, the assessment may not be properly linked. Figure 47 - Matching Program Fields 5. Once the assessment has been filled out and ready to be marked as Completed, change the Status drop down to Complete and click File -> Save to finalize the assessment. 6. The user will be prompted with a message box confirming they wish to mark the assessment as Complete (see following page for Figure 48). Click Yes to mark the assessment as Complete. 38 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Figure 48 - Marking Assessment as Complete 7. CRMS will automatically verify if the mandatory fields have been filled out prior to marking the assessment as Complete.

39 Figure 48 - Marking Assessment as Complete 7. CRMS will automatically verify if the mandatory fields have been filled out prior to marking the assessment as Complete. Should any mandatory fields be empty, CRMS will provide the user with a list of fields which must be filled out prior to marking the assessment as Complete as demonstrated in Figure 49. Figure 49 - List of Incomplete Mandatory Fields 8. CRMS will also highlight mandatory fields in yellow in order to provide staff with an easy way to identify required fields. Figure 50 below demonstrates this highlighting. 39 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Figure 50 - Highlighted Mandatory Fields Printing an Assessment - CRMS Case Management 1. Once the Assessment has been filled out and ready to be printed, select Print from the file menu. 2.

40 Figure 50 - Highlighted Mandatory Fields Printing an Assessment - CRMS Case Management 1. Once the Assessment has been filled out and ready to be printed, select Print from the file menu. 2. A selection dialog will appear as shown in Figure 51 asking the user to select which print out they would like displayed. Figure 51 - Print Out Selection Dialog Select the desired print out and click OK. The print out will then be generated on screen as seen in Figure CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Forms as seen in Figure 53. Figure 53 - Printing Blank OCANs 2.

41 Figure 52 - OCAN 2.0 Print Out Printing Blank Copies - CRMS Case Management 1. Should staff require a blank OCAN print out, this can be accomplished by clicking on the View menu and selecting Print Forms as seen in Figure 53. Figure 53 - Printing Blank OCANs 2. The user will then be presented with a selection dialog where they can select which version of the assessment they would like printed as seen in Figure CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Figure 54 - Printing Blank OCANs Should the user be unable to select anything from this dialog, verify their Forms Security as they may have not been given permission to print blank forms.

42 Figure 54 - Printing Blank OCANs Should the user be unable to select anything from this dialog, verify their Forms Security as they may have not been given permission to print blank forms. Continuing a Previously Saved OCAN 1. Should the user be unable to mark the assessment as complete, the assessment will remain In Progress. 2. In order to continue a previously saved OCAN, click on the particular OCAN in the grid as seen in Figure 55. Figure 55 - Continuing Previously Saved OCAN 3. Alternatively, a user can select OCAN 2.0 or OCAN 2.0 Self from the Note Type - CRMS will then prompt the user to confirm whether they are continuing an OCAN, or starting a brand new version as seen in Figure CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Figure 56 - Confirmation Dialog 4. Click Yes to load the previously saved OCAN, or click No to create a new version. Creating a New Assessment - CRMS Elite (Crisis/Central Intake) 1.

43 Figure 56 - Confirmation Dialog 4. Click Yes to load the previously saved OCAN, or click No to create a new version. Creating a New Assessment - CRMS Elite (Crisis/Central Intake) 1. Locate the desired client in the Client Search window. Once the client has been located, open the particular case (or program) for which this assessment will be saved under. 2. Click on Forms to enter the Forms module. From the Form drop down, select OCAN 2.0 as indicated in Figure 57. Figure 57 - Selecting OCAN in CRMS Elite (Crisis/Central Intake) 43 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

44 3. Should a previously saved OCAN exist, a message box will appear asking the user to confirm whether they would like to create a new assessment, or to continue with the In Progress assessment as seen in Figure 58. Figure 58 - Previously Saved OCAN in CRMS Crisis 4. After selecting OCAN 2.0 you will be prompted to select either the Full or Core OCAN as shown in Figure 59 Figure 59 - Selecting OCAN in CRMS Elite (Crisis/Central Intake) 5. Once the assessment has been filled out and ready to be marked as Complete, change the Status drop down to Complete and click Save to finalize the assessment. 6. Should the user be unable to mark the assessment as Complete a dialog window will appear listing all incomplete mandatory fields as shown in Figure CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Figure 60 - Incomplete Mandatory Fields in CRMS Elite (Crisis/Central

Figure 61 - Printing Blank OCANs in CRMS Crisis 2.

46 Printing Blank Copies - CRMS Elite (Crisis/Central Intake) 1. Should staff require a blank OCAN print out, this can be accomplished by clicking on the Tools menu and selecting Print Forms as seen in Figure 61. Figure 61 - Printing Blank OCANs in CRMS Crisis 2. The user will then be prompted with a selection dialog and asked to select which version of the assessment they would like printed as seen in Figure 62. Figure 62 - Selection Dialog CRMS Crisis Once having selected the desired print out, click on either Print or Print Preview. The print out will then be generated on screen. 46 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

47 OCAN 2.0 Self Walkthrough Introduction The OCAN 2.0 Self Walkthrough will guide users on how to complete and fill out their own Ontario Common Assessment of Need Self Version. This portion of the document will outline the various features CRMS has developed for the OCAN. 47 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

0 Self as shown in Figure 63. Figure 63 - OCAN 2.0 Self in CRMS Case Management 3. The OCAN Self assessment will then be loaded on screen as seen in Figure 64.

48 Creating a New Assessment - CRMS Case Management 1. In order to fill out a new OCAN 2.0 Self assessment, select the particular client for which the full assessment is either In Progress or Complete. 2. From the Note Type drop down, select OCAN 2.0 Self as shown in Figure 63. Figure 63 - OCAN 2.0 Self in CRMS Case Management 3. The OCAN Self assessment will then be loaded on screen as seen in Figure 64. Figure 64 - OCAN 2.0 Self in CRMS Case Management 4. Once the assessment is complete, change the status drop down to Complete and select Save from the File menu. 48 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

5. A confirmation dialog as seen in Figure 65 will appear confirming that the note will be set to read-only mode. Figure 65 - Marking OCAN 2.0 Self as Complete in CRMS Case Management 6.

49 5. A confirmation dialog as seen in Figure 65 will appear confirming that the note will be set to read-only mode. Figure 65 - Marking OCAN 2.0 Self as Complete in CRMS Case Management 6. Once the assessment has been saved (whether In Progress or Complete ), the system will ask the user to link the Self assessment to their Core assessment. A dialog box will appear as shown in Figure 66 asking the user to select the corresponding Full version. Figure 66 - Linking OCAN 2.0 Self to OCAN 2.0 Core 7. Click on the Link checkbox in order to select the desired assessment. Click OK to link the Self assessment to the Core assessment. 49 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

If the linking was successful, the check box will be checked as in Figure 68. Figure 68 - Confirming OCAN Consumer Link 10.

50 8. Users can confirm the link by selecting the OCAN 2.0 Self from the selection grid. A Manage Link button will appear as indicated in Figure 67. Figure 67 - Managing OCAN 2.0 Self Link 9. Clicking on the Manage Link button will cause the Linking window to appear. If the linking was successful, the check box will be checked as in Figure 68. Figure 68 - Confirming OCAN Consumer Link 10.The Linking window will appear each time the OCAN 2.0 Self is selected from the Forms section. If the link is correct, click OK to return to the assessment. 50 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

51 11.Should several previously linked OCAN 2.0 versions exist, the interface will display these records as can be seen in Figure 69. Figure 69 - Multiple Linked OCANs 51 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

52 Creating a New Assessment - CRMS Elite (Crisis/Central Intake) 1. Locate the desired client in the Client Search window. Once the client has been located, open the particular case (or program) for which this assessment will be saved under. 2. Click on Forms to enter the Forms module. From the Form drop down, select OCAN 2.0 Self as indicated in Figure 70. Figure 70 - OCAN 2.0 Self in CRMS Elite (Crisis/Central Intake) Should a Completed assessment already exist for this particular client/program, a message box will ask the user whether they would like the answers to be copied from the previous assessment, populate only the Summary of Actions or load a new assessment. Figure 71 - Previously Completed OCAN 2.0 Self Once the assessment has been saved, the Link window will appear as shown in Figure 72. Select the assessment which it will be linked to and click OK. 52 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Figure 72 - Linking Window in CRMS Elite (Crisis/Central Intake) Should users wish to modify the link, the Manage Link button will allow staff members to make any necessary corrections.

53 Figure 72 - Linking Window in CRMS Elite (Crisis/Central Intake) Should users wish to modify the link, the Manage Link button will allow staff members to make any necessary corrections. Figure 73 illustrates the Manage Link button in CRMS Crisis/Central Intake. Figure 73 - Manage Link Button in CRMS Crisis/Central Intake 3. Figure 74 demonstrates the Link window once the Self assessment has been properly linked to the Full assessment. 53 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Worker Reports The Worker Reports area allows management to review various OCAN reports. These reports can be accessed by following the instructions below.

Click on Worker Reports to access various OCAN reports. Figure 76 demonstrates this interface. Figure 76 - Worker Reports Interface 3.

55 Worker Reports The Worker Reports area allows management to review various OCAN reports. These reports can be accessed by following the instructions below. 1. From the main CRMS menu, click on the Worker menu item as shown in Figure 75. Figure 75 - Accessing Worker Reports 2. Click on Worker Reports to access various OCAN reports. Figure 76 demonstrates this interface. Figure 76 - Worker Reports Interface 3. From the Report drop down, select the desired report. Figure 77 demonstrates the available choices (see following page for Figure 77) 55 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Figure 77 - Selecting a Worker Report 4. After selecting the desired report, fill out any other required parameters. Once ready to generate the report, click Show Report.

56 Figure 77 - Selecting a Worker Report 4. After selecting the desired report, fill out any other required parameters. Once ready to generate the report, click Show Report. 5. The report will then be generated on screen. Figure 78 demonstrates the generated print out. 56 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

The OCAN Staff Workload interface will then be loaded as seen in Figure

57 Figure 78 - Worker Report Print Out OCAN Staff Workload 1. From the Worker menu item, select OCAN Staff Workload. The OCAN Staff Workload interface will then be loaded as seen in Figure 79. Figure 79 - OCAN Staff Workload 57 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

58 2. From the available drop down, select the desired program. The interface will list all programs which contain OCAN assessments. Figure 80 demonstrates this drop down. Figure 80 - Program Drop Down in OCAN Staff Workload 3. After having selected the desired program, click on the particular client. As can be seen in Figure 79, the assessment ID, reason for assessment, status and start/ completion dates are visible in the interface (see following page for Figure 81) 4. If required, the interface will allow CRMS users to change the particular worker for which the assessment is saved under. 5. Click on the Change Worker button to modify the worker name. Figure 81 also demonstrates this interface (see following page for Figure 81). 58 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Figure 81 - Switching Worker in OCAN Staff Workload Interface 59

CRMS OCAN Data Exporter Version 1.0

CRMS OCAN Data Exporter Version 1.0 1 CRMS SOFTWARE Copyright 2003-2013 CTSI Incorporated All Rights Reserved Last Updated May 20, 20013 2 CRMS SOFTWARE Copyright 2003-2013 CTSI Incorporated All Rights