Penelope Portal Training Manual for Community Correction

Transcription

Penelope Portal
Training Manual v3.7
for Community Correction
Services
Penelope is ACSO’s client information system; ACSO has created the Portal in order for Community Corrections
and Treatment Agencies to have access to and communicate client information that is usually shared via
fax/phone/email. This Manual documents the processes for using the Penelope Portal.
Australian Community Support Organisation
Penelope Portal Team
Penelope@acso.org.au
Penelope Portal Training Manual for CCS
Table of Contents
Logging into Penelope............................................................................................................................. 4
Recommended browser...................................................................................................................... 4
URL ...................................................................................................................................................... 4
Pop-Ups ............................................................................................................................................... 5
Login limit............................................................................................................................................ 5
Terms of Use Page .................................................................................................................................. 6
Overview of Landing Page....................................................................................................................... 7
Change Password ................................................................................................................................ 8
Tasks.................................................................................................................................................... 9
Add Tasks ........................................................................................................................................ 9
Understanding the automatically sent Task titles ........................................................................ 11
Deleting Tasks ............................................................................................................................... 11
Events (Client) Search ....................................................................................................................... 12
How to search ............................................................................................................................... 12
How to utilise search results ......................................................................................................... 13
My Case Load .................................................................................................................................... 13
Service File Overview ............................................................................................................................ 14
Individual Profile tab ......................................................................................................................... 15
Case tab............................................................................................................................................. 15
Worker detail ................................................................................................................................ 15
Service History tab ............................................................................................................................ 16
Events Overview ................................................................................................................................... 18
Service Event ......................................................................................................................................... 19
Attendees .......................................................................................................................................... 20
Documents ........................................................................................................................................ 20
Viewing the Client Assessment Appointment Letter .................................................................... 23
Viewing the COATS Assessment Report........................................................................................ 24
Viewing the completed COATS - TCA Clinical Outcomes document............................................. 26
Viewing the completed COATS - Progress Report ........................................................................ 28
Completing a COATS – Variation document ................................................................................. 30
Completing a COATS – Comms from CCS document ........................................................................ 33
CCS Portal Training Manual Approved v3.7 July 2013
Page 2
Viewing a COATS – Comms from Tx Agency document.................................................................... 34
Viewing a COATS – After Hours document ....................................................................................... 35
Attachments...................................................................................................................................... 36
Attachment File Names................................................................................................................. 36
How to Open Attachments ........................................................................................................... 36
How to Upload Attachments ........................................................................................................ 38
How to Delete Attachments ......................................................................................................... 41
Client Photo ...................................................................................................................................... 41
How to upload your client photo .................................................................................................. 41
How to get HELP.................................................................................................................................... 43
Glossary of Terms.................................................................................................................................. 44
Page 3
Logging into Penelope
Recommended browser
Please contact your internal IT support to ensure you are using a compatible browser. ACSO cannot
provide support for unsupported browsers.
The following browsers are most compatible with Penelope:
Browser
Firefox
Internet Explorer
Safari
Chrome
Camino
Version (and above)
11
9
5
22
1
URL
There are two Penelope Portal Sites:
1. Live site https://cms.acso.org.au
The Live site is, as the name suggests ‘Live’. Data entered here will be used and processed.
2. Training site is https://cms-training.acso.org.au
The training site however is to be used when you would like to test, play, practice entering
data or completing tasks. Data here will not be processed.
Page 4
Pop-Ups
The Penelope log in screen will appear in another window per the example below:
As such, it is important you ensure pop-up are enabled and allowed. Should you not see the login
screen, please contact your internal IT support to assist you in enabling pop-ups.
Login limit
If you enter an incorrect password more than three times you will be locked out of Penelope. Once
your account has been locked, you will see a message asking you to contact your system
administrator. Your system administrator is ACSO and can be contacted at penelope@acso.org.au
Page 5
Terms of Use Page
Each time you go to log into Penelope you will be reminded of the Terms of Use Agreement below:
‘This is a private system operated by ACSO. Authorisation from ACSO is required to use this system. By logging in you
agree to be bound by and comply with the current Terms of Remote Access published by ACSO and available on the
ACSO website. Use by unauthorised persons is prohibited and may result in civil and/or criminal liability and
prosecution.’
Page 6
Overview of Landing Page
Links to the
Athena
Software
website.
Navigates
you back to
this Home
Page.
Stop watch
function.
Locks your
Penelope
session.
Archive of
system
notifications.
Logs you out
of Penelope.
Events
(Client)
Search
Lists your
active
clients.
Scroll bar: to
scroll up and
down if your
My Case
Load is very
long.
Option to
manage your
password.
Manage
tasks.
Page 7
Change Password
ACSO Penelope passwords must be alphanumeric with:
 one non alphanumeric
 over 6 characters long.
An example of this would be ‘abc123?4’.
To change your password:
1. Go to Account Maintenance
2. Click on Change Password
3. A pop-up will appear for you to change your password.
4. Click ‘save’ once you are done. Remember your new password.
Page 8
Tasks
These are tasks that workers can set for themselves as reminders, or that managers can set for their
subordinates, or that workers can send to each other. NOTE: tasks can only be sent to one worker at
a time.
Add Tasks
1. To add a task, click the ‘Add’ link in the top right corner of the box.
2. The Task creation page will appear where you can
 Enter a title for the task (example: Complete Report X)
 Option to mark as ‘completed’ — leave box unchecked if task not completed yet
 Set due date and time
 Set task for specific employee (leave blank if task is for yourself)
 Set the priority (Moderate, Urgent, etc.)
 Add any notes as necessary
Page 9
3. Click ‘Save’ and you will be taken to the Task page, where you can ‘edit’ or ‘delete’ the task you
have just created.
4. Once the task has been created, it will now show up in your ‘My Tasks box’ (if you set the task
for one of your workers, it will show up in their My Tasks box the next time they log in).
Page 10
Understanding the automatically sent Task titles



Red = The Worker who has actioned the account
Green = The Action taken
Blue = the Case/Location of the change
Deleting Tasks
It is important to delete tasks that you have completed or are not relevant. This is to ensure that the
tasks don’t accumulate and cause the system to slow down.
To delete tasks:
1. Check the box beside each task
2. Click ‘Delete’
Page 11
Events (Client) Search
This function allows you to search for any of your clients you have been provided services for (open
or closed).
How to search
1. Type in the first 4 letters of either the First OR Last name and click ‘Go’. Note: you cannot search
for both at the same time, i.e. John Smith
2. You can narrow your search by using the date range filter and/or the status filter. The status
filter enables you to search either open or closed services.
Page 12
How to utilise search results
1. Search Results can be sorted alphabetically by clicking on the appropriate column title, if you
click the same column title twice it sorts it from Z to A instead of A to Z.
2. To view the Service Details select the Service File, to see the Event details click on the
appointment date against the client name.
My Case Load
My Case Load lists all current clients associated with your CCS Office. Clicking on the Service File
name will take you to the client’s file.
Page 13
Service File Overview
The client Service File is made up of three tabs:
Contains demographic
information about the client.
Contains Referral and
Workers’ Details
Lists the client’s previous service history (brokered
by ACSO & ACSO Internal programs).
Page 14
Individual Profile tab
Here you will see all available contact information as well as demographic information.
If you believe any of the information provided is out of date, please e-mail intake@acso.org.au
Case tab
Here are the clients’ referral details, primary drug of choice, and whether our assessors recommend
the client to be referred to receive a urine test.
Worker detail
Here you will find a list of current parties associated with the Service. Including ACSO staff,
Corrections and Treatment Agency workers. Clicking their names will bring up respective contact
information. If you believe any of the information provided is out of date, please e-mail
intake@acso.org.au
Page 15
Service History tab
The service History tab presents the previous list of services the client has been engaged in, either
internally or that have been brokered by ACSO. These records go back only to October 2011. For
records beyond this date, please e-mail intake@acso.org.au
Service Name:
You can view the service details by clicking on the service name – only if you provided that service.
Agency:
If there is a name listed as the Agency, it means the service was provided by ACSO. Otherwise you
will see the name of the Treatment Agency that provided that service. If you click on the Agency
name you will find their details.
Page 16
ACSO Case naming convention is as follows;
Example Case Name
Explanation
CCO 25/12/2012 (12) #1
Order_Start Date_Duration_Episode Number
RAPIDS 25/12/2012
Referral type_Start Date
DDAL 25/12/2012
Referral type_Caution Date
RODW 25/12/2012
Other Div 25/12/2012
CISP 14657
Referral type_Court Number
StepOut 25/12/2012
Referral type_Release Date
YJ YAO 25/12/2012 (6) #1
Order_Start Date_Duration_Episode Number
DTO 25/12/2012 Phase 1
Order_Start Date_Phase Number
ACSO defines the following as:
Terms
Current referral date
Original referral type
Original referral date
ACSO’s Definition
The date the client was referred to COATS
The Source of the client when referred to COATS
The date COATS received the referral information
which only relates to parole clients assessed in
prison.
Page 17
Events Overview
You will be able to access the Service Event Details under each of the three Service File tabs.
The Service Event includes details of the booking ACSO has made for the client in that service file.
The details are:
Label name
Date
Time
Event Description
Duration
Status
Event type
Definition
date of booked appointment
time of booked appointment
name of Clinician/Assessor attending that appointment
length of time the booking is booked for in minutes, default is 60mins
Booked = appointment has not occurred
Attended but not assessed = client was not suitable to be assessed
Cancelled = Either the client, CCO, or ACSO cancelled the appointment
No Show = The client failed to attend without notifying COATS
Show = Client was assessed
internal classification
Page 18
To view the complete Booking details, click the date.
Service Event
The Service Event Page provides the complete details of the booking made.
Some of the information on this page includes:
Term
Service Event ID
Site
Case
Service
Start Time
End Time
Notes
Definition
TCA number
Internal Intake Information
Case Name detailing the Court Order
Classification of Service Type
Start time of booked appointment
End time of booked appointment
Under the ‘Notes’ section you will find a template for ACSO staff to write their
notes (if any) from the appointment.
Page 19
Attendees
The attendees tab detail the persons booked to attend the event. Details include:
Name – Attendee name with either a green or red dot. Green = attended, Red = did not attend.
If this appears next to the client’s name, this indicates a Safety Concern. Hover the mouse
over the symbol to see more detail.
Contact – contact details (if any)
Type – Internal Classification
Documents
Under the documents section you can find documents completed and documents you can complete.
Please note that you can only edit documents that you created. If a document has a locked symbol
next to it, no one is able to edit the document, even ACSO.
Page 20
Documents
completed
Documents
you can
complete
Page 21
This list details the Documents you will see and their purposes:
Document Name
Purpose
When
To Be Created By
COATS –
Assessment
Appointment
Letter
COATS - TCA
Clinical
Outcomes
COATS – TCA
Payment
COATS - Progress
Report
This is sent to the
client before a COATS
assessment
Before an
Assessment
appointment
ACSO Intake
Client outcome
information
At the end of
treatment
Treatment
Agencies
ACSO & CCS
Payment request
Treatment
Agency
Treatment
Agencies
ACSO & CCS
COATS –
Assessment
Report
ACSO’s Assessment
and Formulation
Report
ACSO Assessors
Treatment
Agencies & CCS
COATS –
Variation
To request a variation
At the end of
treatment
Updated
regularly
throughout
treatment
Within 5 days
of the
assessment
being
completed
During an
open episode
COATS Extension
COATS – Comms
from CCS
To request an
extension
A way for CCO’s to
communicate to Tx
Agencies
A way for Tx AGencies
to communicate to
CCO’s
To request payment
for CCCC
appointments that
take place after
normal business
hours
Treatment
Agencies and CCS
officers
Treatment
Agencies
CCS
ACSO,
Treatment
Agencies & CCS
ACSO & CCS
During an
open episode
Treatment
Agencies
CCS
At the end of
treatment
Treatment
Agencies
ACSO & CCS
COATS – Comms
from Tx Agency
COATS – After
Hours
Client progress, to
alleviate the need for
phone calls/e-mails.
During an
open episode
During an
open episode
To be Viewed
by
CCS
CCS
Treatment
Agencies
Page 22
Viewing the Client Assessment Appointment Letter
1. Select the COATS Assessment Service File
2. Select the Appointment Date
3. Select the document titled COATS – Client Assessment Appt Letter
Page 23
4. Select ‘Print Letter’ and it will open up the letter, once the letter is opened, click on the ACSO
logo to print desired.
Viewing the COATS Assessment Report
1. To view the COATS – Assessment Report click on the COATS Assessment Service File.
Page 24
2. Select the Event Date
3. Select the completed COATS – Assessment Report
4. You can view the COATS – Assessment Report in the current format or press ‘Print Letter’ to
see a formatted version (This does not actually print the letter).
Page 25
Viewing the completed COATS - TCA Clinical Outcomes document
The COATS – TCA Clinical Outcomes document is completed after the treatment agency and CCS
discuss the clients exit plan. To view the COATS – TCA Clinical Outcomes:
1. Select your client’s treatment service file from the home page
2.
Select the Service Event Date
Page 26
3. Select ‘Documents’ to open up that function
4. Select the completed COATS – TCA Clinical Outcomes document, beside it you will see the date it
was created.
5. You will find COATS – TCA Outcomes details, to view it formatted, click on the ‘print’ button. This
won’t actually print the document, but if you would like to print it, click on the ACSO logo.
Page 27
Viewing the completed COATS - Progress Report
The COATS – Progress report is completed by the treatment agency after each treatment session. To
view the COATS – Progress report:
2.
Page 28
4. Select the completed COATS - Progress document, beside it you will see the date it was created.
5. You will find the COATS – Progress details, to view it formatted, click on the ‘print’ button. This
won’t actually print the document, but if you would like to print it, click on the ACSO logo.
Page 29
Completing a COATS – Variation document
To complete the COATS – Variations document you will need to:
2.
Page 30
4. Select ‘COATS – Variation’ from the drop down list.
5. Select the client, if your client is not listed, you are in the wrong client’s file and need to click
‘cancel’.
Page 31
6. The Document date will automatically be populated to today’s date, no need to add any text to
the description field. Complete the rest of the fields and press ‘finish’.
7. If you have made a mistake you can click ‘edit’ make the changes and click ‘finish’. However, the
document is locked upon processing. If the document is locked and you can no longer edit it (no
edit button), simply create another COATS – Variation document and notify intake@acso.org.au
immediately
8. The Variation request will either be approved or denied;
a) If approved, the document will be marked as ‘approved’, this is shown at the bottom of
the document. Once an appointment has been booked by COATS, you will find that you
have been assigned a new service file in your ‘My Tasks’, it will also appear in your ‘My
Case Load’.
Page 32
b) If denied, the document will be marked as ‘denied’, this is shown at the bottom of the
document, a reason will also be included. If the reason is because of lack of information,
simply create another request by submitting another COATS – Variation. COATS – CSU
will also notify you with an e-mail.
Completing a COATS – Comms from CCS document
To complete the COATS – Comms from CCS document you will need to:
1. Open up the document and select your client, if your client is not listed, you are in the wrong
client file. Complete the document and always remember to click the ‘+’ (plus) icon. Please also
note that in order to remove details, click the ‘-‘ (minus) symbol beside the appointment. Then
click Finish.
Page 33
2. To add further communications, return to the same document for that client and click ‘edit’
Viewing a COATS – Comms from Tx Agency document
To view the messages sent from a Tx Agency regarding your client you will need to:
1. In your client’s file, select the document COATS – Comms from Tx Agency
Page 34
2. The COATS – Comms from CCS will appear. Once you have read it click ‘back’.
Viewing a COATS – After Hours document
This Document is to be completed by selected treatment agencies that have been approved by DOH
to provide CCCC after normal business hours.
1. Select COATS – After hours document in the clients treatment service file
Page 35
Attachments
The Attachments section allows you to upload relevant attachments to the client’s file.
Relevant files are documents that will assist ACSO, Treatment Agencies or CCS in providing quality
and timely services.
Please note there is a size limit of 5MB per attachment.
The Attachments section can be found in the Service Event.
Attachment File Names
Prior to uploading attachments, ensure the file name matches the ACSO Penelope file convention
which is:


No spaces/blanks between words
The format should be: {Date}_{Descriptive-name}_{Program}_{Client-ID}.
 Where the {date} is in the YYYMMDD format, i.e 20121105. 8 characters long
followed by an underscore, this is the date of the file creation.
 Where the {descriptive_name} is a description of the file contents and purpose - up to
50 characters using ‘n’ dash instead of spaces. This could include a versions identifier
in the form of V#, i.e. V1 for version 1.
 Where the {Program} is the ACSO program area followed by an underscore
 Where the {Client_ID} is the client identifier of the clients name (and DOB where
appropriate). When that is not applicable or useful, using a client identifier should be
used.
 CRNs (justice clients), CRIS no. (DHS clients), Penelope IDs (& case IDs).
How to Open Attachments
1. Select the client’s treatment service file you want to view the document from on the home page.
Page 36
2.
3. Click on ‘Attachments’ to open up the function. You will see three tabs underneath: Download,
Upload and Template.
Page 37
4. Select the Download tab to see all attachments, and click the file name.
How to Upload Attachments
1. Select the client’s treatment service file you want to view the document from on the home page.
Page 38
2.
3. Click on ‘Attachments’ to open up the function. You will see three tabs underneath: Download,
Upload and Template.
Page 39
4. Select the ‘Upload’ tab then click ‘Browse’ to find the document on your computer, once you
have found the file click ‘open’ to select the file.
5. To complete the upload, click “Go”. You will see the “busy” icon uploading the attachment and
once the screen clears.
Page 40
6. You will be able to access the attachment once uploaded under the Download tab.
How to Delete Attachments
To delete a document, you must email intake@acso.org.au with “Delete Attachment” in the subject
of the email and include the following details:




Client ID
Service Event ID
file name of the attachment you want to delete
reason for deletion
Client Photo
You are able to upload the client’s photo for their CCS, ACSO and Treatment provider to view. Please
Note you cannot delete the uploaded photo, you can only change it to the latest/correct one.
The same File naming convention and size applies as detailed above under Attachments.
How to upload your client photo
1. In the Service Event, click on ‘Client Photo’ to activate that function
Page 41
2. Click on ‘Browse’, select your photo, click ‘open’
3. Press ‘Go’ and the photo will upload.
Page 42
How to get HELP
You will notice throughout we have listed what email address to contact for particular issues. Below
is a summary table detailing who you should contact for your enquiry. Responses will only be made
between MON-FRI 9-5pm.
Team
COATS – CLIENT
SERVICES UNIT
PENELOPE
HELPDESK
TCA Officer
Feedback
Contact
Details
intake@acso.org.au
penelope@acso.org.au
tca@acso.org.au
Assigning clients to
services / Client
Access Form
Database malfunctions
TCA and payment
queries and
information
Attachment deletion
Login failures
penelopefeedback
@acso.org.au
Feedback on
anything regarding
the Penelope
portal
Any changes you
believe would
benefit all portal
users
Brokerage queries
Client information
updates, including
contact details,
demographics,
substance use and
legal matters
Episodes of care
clarification
Extension &
Variation queries
and information
Intake queries
To view your client
files prior to October
2011.
Password errors
Pop-up blockers
Types
of
issues
Completed
documents and
reports
Updating your
contact details
(worker profile)
Technical issues
Text – unreadable font
Document functions
Individual User
Agreement
Forms/Shared Login
Consent Form
Training Video
Training Manuals
Page 43
Glossary of Terms
Page
Field
Description
Individual Profile Page
Case
Case
Case
Case
Case
Case
Case
Case
Case
Case
Internal Client Identifier
Client’s Name
Client’s Date of Birth
Client’s Gender
Internal Intake information
Does the Client speak English
Client’s Primary Language
Client’s Contact Details
Client’s Address
Criminal Reference Number (CRN)
Scars/Tattoos/Facial Hair etc.
Nationality/Indigenous status
Casual/Full Time/Education etc.
Is an Interpreter required to communicate?
Earliest Eligibly Date
Adult Parole Board Meeting Date
Clients placed on a Court Order
Clients placed on a Youth Justice Order
Benefits/Employment/Pension etc.
The current Order Type
Earliest Discharge Date
May not be captured
Any other names used
Anxiety/ADD/Bipolar etc.
ABI/Speech/Vision etc.
May not be captured
May not be captured
Allocated worker based on gender
Country of Birth
Asthma/Cancer/Diabetes etc.
Internal categorisation of StepOut/Parole
Car/House/Homeless etc.
Based on how client was referred to COATS
Main drug of dependence
When the client was referred to COATS
Internal Classification
Maybe different in Pre-Parole Cases
Client Request/Requirement/Risk etc.
Maybe different in Pre-Parole Cases
Tx Agency/CCS/Assessor
Internal Service Identifier
Case Name – Should show Order Information
Individual ID
Name
Date of Birth
Gender
Site
Speaks English
Language
Contact
Address
Criminal Ref. #
Distinguishing Features
Cultural Background
Employment Status
Interpreter Required?
EED
APB Meet Date
JAID
CRIS #
Primary Income
Primary Legal Status
EDD Date
Eye Colour
Alias(es)
Primary Mental Health
Primary Disability
Height
Weight
Gender Specific Alloc?
Country of Birth
Primary Health Condition
COATS Pre-Enrolment
Housing Status
Current - Referral Type
Primary Drug of Choice
Current Referral Date
Funding Source
Original – Referral Type
Urine Drug Screening
Original – Referral Date
Workers
Service File ID
Case
Page 44
Case
Case
Case
Events
Events
Events
Events
Events
Events
Events
Events
Events
Events
Attendees
Attendees
Attendees
Service Start
Service End
Status
Date
Time
Event Desc.
Dur(min)
Status
Event Type
Service Event ID
Service
Start Time
End Time
Name
Contact
Type
When the Service was booked with agency
When the Service was closed (based on TCA)
Open=Engaged/Closed=Finished
Date of First booked Appointment
Time of First booked Appointment
Should show Original Workers Name
Default set to 60 minutes
Attendance status
Internal Classification
TCA Number comes from this
Classification of Service Type
Start Time of First booked Appointment
End Time of First booked Appointment
Should list all associated with Service File
Contact Details
Classification of Attendee
Page 45

Penelope Portal Training Manual for Community Correction

Transcription

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