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NORTHEASTERN ILLINOIS CASE MANAGEMENT COOPERATIVE USER MANUAL VERSION 2.0 April, 2010 Table of Contents

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NORTHEASTERN ILLINOIS CASE MANAGEMENT

COOPERATIVE

USER MANUAL

VERSION 2.0

April, 2010

Table of Contents

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PART 1: GETTING STARTED ..................................................................................................................................................................... 5

WELCOME TO CLIENTTRACK ............................................................................................................................................................................... 5

Basic Uses of ClientTrack ......................................................................................................................................................................... 5

Getting Help ............................................................................................................................................................................................ 5

SETTING UP YOUR COMPUTER FOR CLIENTTRACK .................................................................................................................................................... 6

Use a computer with DSL or faster connection to the Internet ............................................................................................................... 6

Use a computer with Internet Explorer 7.0 or higher or Mozilla Firefox 3.0 ........................................................................................... 6

Set your video display to 1024 x 768 or higher ....................................................................................................................................... 6

Turn pop-up blockers off ......................................................................................................................................................................... 7 To turn off pop-up blocking in Internet Explorer: .................................................................................................................................................... 7 To turn off pop-up blocking in Mozilla Firefox: ........................................................................................................................................................ 8 To turn off pop-up blocking in Proprietary toolbars: ............................................................................................................................................... 8 To turn off pop-up blocking in Norton Internet Security: ........................................................................................................................................ 9

A NOTE ON SECURITY....................................................................................................................................................................................... 10

LOGGING IN TO CLIENTTRACK ........................................................................................................................................................................... 10

Make ClientTrack your default home page or a favorite/bookmark..................................................................................................... 11

Logging in .............................................................................................................................................................................................. 12

Login Errors ........................................................................................................................................................................................... 12 Invalid login or password: ...................................................................................................................................................................................... 12 No second window appears: .................................................................................................................................................................................. 13 Popups blocked screen appears: ............................................................................................................................................................................ 13

PART 2: NAVIGATION FEATURES .......................................................................................................................................................... 14

BASIC NAVIGATION ......................................................................................................................................................................................... 14

Navigation Tabs .................................................................................................................................................................................... 14

Program Navigation Panel (Left Side Menu) ......................................................................................................................................... 14

Data Entry Screen .................................................................................................................................................................................. 16 Common Features of Data Entry Screens: .............................................................................................................................................................. 16

PAUSED OPERATIONS ...................................................................................................................................................................................... 19

VIEWING RECENTS .......................................................................................................................................................................................... 20

PART 3: USER ADMINISTRATIVE FEATURES .......................................................................................................................................... 20

USING THE CLIENTTRACK TASKS ........................................................................................................................................................................ 20

USING THE CLIENTTRACK CALENDAR .................................................................................................................................................................. 22

User and Client Calendars ..................................................................................................................................................................... 22 To access the User Calendar: ................................................................................................................................................................................. 22 Calendar Navigation: .............................................................................................................................................................................................. 23 Adding tasks to a Calendar: .................................................................................................................................................................................... 23

Setting up recurring tasks ..................................................................................................................................................................... 24

Events Calendar ..................................................................................................................................................................................... 25 To create a new event on the Event Calendar: ...................................................................................................................................................... 25

PART 4: USER INFORMATION ............................................................................................................................................................... 27

EDITING YOUR USER INFORMATION ................................................................................................................................................................... 27

VIEWING YOUR CASE LOAD .............................................................................................................................................................................. 27

VIEWING YOUR WORKFLOWS ........................................................................................................................................................................... 27

PART 5: TROUBLESHOOTING ................................................................................................................................................................ 28

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Internet Explorer "Page cannot be displayed" error ............................................................................................................................. 28

Field verify error .................................................................................................................................................................................... 28

PART 6: PROGRAM SPECIFIC INSTRUCTIONS ........................................................................................................................................ 29

AFC REFERRALS ............................................................................................................................................................................................. 29

AFC Referrals step-by-step .................................................................................................................................................................... 30 Select a client ......................................................................................................................................................................................................... 30 Add or update basic client demographic and contact information ........................................................................................................................ 30 Review the client’s previous encounters ................................................................................................................................................................ 30 Enter a Master Assessment .................................................................................................................................................................................... 31 Record the client’s HIV Status ................................................................................................................................................................................ 31 Complete a screening assessment ......................................................................................................................................................................... 31 Enter initial enrollment information ...................................................................................................................................................................... 32 Enter notes and a referral encounter ..................................................................................................................................................................... 32

CASE MANAGEMENT PROGRAMS (GENERAL) .............................................................................................................................................. 34

Section Overview ................................................................................................................................................................................... 34

Client Intake .......................................................................................................................................................................................... 34 Step 1: Log in .......................................................................................................................................................................................................... 34 Step 2: Find your client ........................................................................................................................................................................................... 34 Step 3: Verify the enrollment ................................................................................................................................................................................. 34 Step 4: Contact and Demographic information ...................................................................................................................................................... 35 Step 5: Household members .................................................................................................................................................................................. 35 Step 6: Emergency Contacts ................................................................................................................................................................................... 36 Step 7: Master Assessment .................................................................................................................................................................................... 36 Step 8: Source of referral ....................................................................................................................................................................................... 37 Step 9: Enter education information ...................................................................................................................................................................... 37 Step 10: Enter Veteran Status and Living Arrangement Status .............................................................................................................................. 38 Step 11: Enter employment information ............................................................................................................................................................... 38 Step 12: Income information.................................................................................................................................................................................. 39 Step 13: Insurance information .............................................................................................................................................................................. 39 Step 14: Enter HIV Medical Care, Medication, and General Health Information ................................................................................................... 40 Step 15: Enter pregnancy information (if applicable) ............................................................................................................................................ 41 Step 16: Enter legal history .................................................................................................................................................................................... 42 Step 17: Substance use information....................................................................................................................................................................... 42 Step 18: Enter mental health information ............................................................................................................................................................. 43 Step 19: Enter domestic violence information ....................................................................................................................................................... 44 Step 20: Assessed needs and eligibility .................................................................................................................................................................. 45 Step 21: Document the intake encounter with case notes and services. ............................................................................................................... 45

Client Reassessment .............................................................................................................................................................................. 46

Completing the Medical Eligibility Verification Form ............................................................................................................................ 46

Completing Case Notes and Recording Services ................................................................................................................................... 47 Step 1: Select Client ............................................................................................................................................................................................... 47 Step 2: Start Encounters Workflow ........................................................................................................................................................................ 47 Step 3: Enter Case Notes ........................................................................................................................................................................................ 47 Step 4: Enter Case Management Services .............................................................................................................................................................. 47 Step 5: Entering Case Management Direct Services............................................................................................................................................... 48 Step 6: Entering Case Management Topics ............................................................................................................................................................ 48

Documenting Referrals.......................................................................................................................................................................... 49 Entering a referral .................................................................................................................................................................................................. 49 Record referral results............................................................................................................................................................................................ 49

Closing or Transferring a Case............................................................................................................................................................... 49 Step 1: Exit the Program Enrollment ...................................................................................................................................................................... 49 Step 2: Exit the Case Manager Assignment ............................................................................................................................................................ 51

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Step 3: Exit the Active Case Assignment ................................................................................................................................................................ 51 Common error when exiting enrollments/case assignments ................................................................................................................................. 51

Finding, Running, and Printing Forms ................................................................................................................................................... 52 Printing the Intake/Reassessment Form: ............................................................................................................................................................... 52

DRS CASE MANAGEMENT ............................................................................................................................................................................... 55

Initial Assessments and Reassessment .................................................................................................................................................. 55 Step 1: Complete the Ryan White Intake or Reassessment Workflow ................................................................................................................... 55 Step 2: Enter the DRS ID ......................................................................................................................................................................................... 55 Step 3: Record the Service and Billing .................................................................................................................................................................... 55

Regular Visits, Phone Calls, and Collateral Work .................................................................................................................................. 55

Monthly Billing ...................................................................................................................................................................................... 55 Step 1: Enter Billing ................................................................................................................................................................................................ 55 Step 2: Verify Billing ............................................................................................................................................................................................... 55

Back Billing ............................................................................................................................................................................................ 55

PACPI CASE MANAGEMENT ............................................................................................................................................................................ 56

HOUSING CASE MANAGEMENT ......................................................................................................................................................................... 56

HOUSING FINANCIAL ASSISTANCE ...................................................................................................................................................................... 56

PART 7: SUPERVISION TOOLS ............................................................................................................................................................... 56

My Team ............................................................................................................................................................................................... 56 Resetting user passwords ....................................................................................................................................................................................... 56 Viewing User Case Assignments ............................................................................................................................................................................. 57 Editing User Information/Deactivating a user ........................................................................................................................................................ 57

COMPETENCIES AND TRAINING ......................................................................................................................................................................... 58

Entering Competency Scores ................................................................................................................................................................. 58 Step 1: Set up the tests and scenarios .................................................................................................................................................................... 58 Step 2. Create a Case Management Class ............................................................................................................................................................. 59 Step 3. Enter test/scenario scores ......................................................................................................................................................................... 60

PART 8: SYSTEM ADMINISTRATION TOOLS .......................................................................................................................................... 61

Grant Set-up .......................................................................................................................................................................................... 61 Entering a new grant .............................................................................................................................................................................................. 61 Editing an existing grant ......................................................................................................................................................................................... 61

Program Set-up ..................................................................................................................................................................................... 61

Linking Grants and Programs ................................................................................................................................................................ 61

Housing Facility Set-up .......................................................................................................................................................................... 61

Service Set-up ........................................................................................................................................................................................ 61

GLOSSARY ............................................................................................................................................................................................ 61

APPENDIX: FORMS ............................................................................................................................................................................... 62

RW/DRS/CORRECTIONS INTAKE SOP 3 ...................................................................................................................................................... 63

RW/DRS/CORRECTIONS SOP 8 REASSESSMENT ........................................................................................................................................ 64

MEDICAL ASSESSMENT AND ELIGIBILITY VERIFICATION FORM ................................................................................................................. 65

DRS ELECTRONIC BILLING VERIFICATION FORM.................................................................................................................................................... 66

DRS BACK-BILLING ELECTRONIC VERIFICATION FORM ........................................................................................................................................... 67

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PART 1: GETTING STARTED Welcome to ClientTrack ClientTrack™ is a database chosen by the Northeastern Illinois HIV/AIDS Case Management Cooperative for the administration and coordination of services within the system. ClientTrack runs on the Internet via a Microsoft Internet Explorer or Mozilla Firefox browser. ClientTrack has been configured to meet the needs of the Cooperative’s clients, case managers, supervisors, coordinators, and funders. We hope that you will find it easy to use and a useful tool in providing services to clients.

ClientTrack has sections for managing clients, managing housing units, and an administration area where users can schedule tasks, see the number of client assignments, register or create events, run reports and more. The Cooperative has created workflows to make the most common client tasks, like intakes, reassessments, and service entry easier.

Basic Uses of ClientTrack This manual is designed to teach you how to use ClientTrack to accomplish the following tasks:

• Perform basic administrative features within the application

• Intake new clients and record client information

• Record client assessments

• Track services and referrals for clients

• Create case notes

• Update client information and address history

Getting Help There are various ways to access Help in ClientTrack:

Help Icon

The help icon is available on many

screens and pages in ClientTrack. It is

found in the right side of headers. Click

on the Help icon to see if there is

special help for your screen.

Page Instructions – At the top of

many pages in ClientTrack, brief notes

will provide instructions on entering

information on the page.

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Setting up your computer for ClientTrack

This section of the manual will help you set your computer up to run ClientTrack.

Use a computer with DSL or faster connection to the Internet Make sure the computer you are using has a DSL or faster connection to the Internet before you begin using

ClientTrack.

Use a computer with Internet Explorer 7.0 or higher or Mozilla Firefox 3.0 ClientTrack is designed to run on the Internet browsers Microsoft Internet Explorer version 7.0 and higher or

Mozilla Firefox 3.0 and higher. Operation of ClientTrack depends on the Internet browser, not the

operating system installed on the computer, so if the system will run Internet Explorer or Mozilla Firefox,

ClientTrack should operate normally. ClientTrack will not operate properly on other browsers, such as

Netscape Navigator, Google Chrome, or Safari.

Set your video display to 1024 x 768 or higher Certain pages in ClientTrack will not display properly in resolutions less than 1024x768, although higher

resolution settings are fine.

To set your video display (Windows

XP Pro)

1. Go to your Control Panel.

2. Open Display and click the Settings

tab.

3. Under Screen Resolution select

1024x768 pixels 4. Click OK.

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Turn pop-up blockers off You may have a number of pop-up blocking software installed on your computer. ClientTrack will not work

with pop-up blockers in place, so you will need to unblock pop-ups. The following lists several ways to turn

off pop-up blockers. Depending on your computer’s configuration, you may need to do one or more of these

options.

To turn off pop-up blocking in Internet Explorer:

1. In your Internet Explorer window,

open the Tools menu and click

Internet Options.

2. Click the Privacy tab. Find the Pop-up Blocker section and click on Settings. Type

http://ctweb.afconline.org/ in the address of website to allow box. Click Add. Click Close.

Click Ok.

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To turn off pop-up blocking in Mozilla Firefox:

To turn off pop-up blocking in Proprietary toolbars:

Proprietary toolbars (e.g., MSN, Google, and Yahoo) all have built-in pop-up blockers. For each toolbar,

you will want to allow pop-ups from the site running ClientTrack.

MSN Toolbar

To turn off pop-up blocking on the MSN Toolbar

a. Make sure the Pop-up Guard button appears on the toolbar.

b. If it is not in view, click and select Toolbar Options. In Toolbar Options, check the box next

to Pop-up Guard. Click Save.

c. On the Pop-up Guard menu, click Allow Pop-ups from this Site.

Note: You must be on the ClientTrack login page in order to allow popups from that site.

Yahoo Toolbar

To turn off pop-up blocking on the Yahoo Toolbar

a. Click the Pop-up blocker icon.

Select Enable Pop-up Blocker to uncheck the item.

1. In your Mozilla Firefox window,

open the Tools menu and click

Options.

2. Click the Content tab. Click on Exceptions next to Block pop-up windows. Type

http://ctweb.afconline.org/ in address of website box. Click Allow. Click Close. Click Ok.

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Google Toolbar

To turn off pop-up blocking on the Google Toolbar

1. Click the Pop-up Blocker button.

2. The button text will change to read "Allow site pop-ups," indicating that the Popup Blocker is disabled on

the site in question.

To turn off pop-up blocking in Norton Internet Security:

1. Start Norton Internet Security

2. In the main window, click Norton

Anti-Spam

3. Click Ad Blocking 4. Click Turn Off

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A note on security It is important to protect the client information stored within ClientTrack. Clients have entrusted a great deal

of highly sensitive information to the database in order to gain accesses to services. ClientTrack has many

features to help secure the database and sensitive client information it contains. To provide additional

protection, all users of ClientTrack should use standard desktop security measures, including virus scanning,

personal firewall, and malware scanners. In addition, users should be careful with their password. Do not

share your login ID or password and do not post it in a public place or write it beside the web address for

accessing ClientTrack. Also, be mindful of where you are accessing ClientTrack from and who can see your

monitor while you access information. Only use ClientTrack to conduct work with your clients. Any user

found to be putting client information at risk may have their access to ClientTrack removed.

Logging in to ClientTrack

Make sure you are connected to the Internet and then start Internet Explorer or Mozilla Firefox browsers by

doing one of the following:

1. From the Start menu, select Programs and choose either Internet Explorer or Mozilla Firefox.

2. Or click a shortcut to Internet Explorer or Mozilla Firefox

After the browser opens, type http://ctweb.afconline.org in the address bar and hit Enter on

your keyboard. You will then see the ClientTrack Login page.

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Make ClientTrack your default home page or a favorite/bookmark 1. In the Internet Explorer or Mozilla Firefox toolbar, click Tools, then Internet Options or Options.

2. On the General tab, in the Home page area, type: http://ctweb.afconline.org/ 3. Click Ok.

You can also save ClientTrack as a bookmark or favorite by clicking on bookmarks or favorites in the toolbar and choosing

bookmark this page or add to favorites.

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Logging in Log in to ClientTrack by typing the User Name and case sensitive Password provided to you. Click Sign

In or hit Enter on the computer keyboard. You will then be asked for your Workgroup, Organization, and

Location. Depending on your security options you may have one or multiple options. Please follow

instructions later in this manual for choosing the correct workgroups, organizations, and locations.

NOTE: The first time you log in you will see the user agreement. You must accept it before you can log in

After logging in, a new window will open in the task bar at the bottom of the page. The new window is

ClientTrack. When the application is fully loaded, the window will open.

NOTE: Keep the login window open while working with the application.

Login Errors This section lists the common problems you may encounter while logging in.

Invalid login or password: If you receive the error shown below when you try to sign in, double-check your login information.

Remember that the password is case sensitive. Also, ensure that CAPS LOCKS on the computer keyboard

is turned off.

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No second window appears: If you have typed your User Name and Password, clicked Sign In and

nothing happens, first, check the task bar at the bottom of your computer screen to see if another Internet

Explorer window is open and minimized. If there is another window, click it, and you will see the ClientTrack

home page. If there is no second Internet Explorer window open and minimized on the task bar, most likely a

pop-up blocker has prevented the ClientTrack home page from opening. Verify that all pop-up blockers are

turned off as described above.

Popups blocked screen appears: If the following screen appears, you can click the click here to

launch it link to start ClientTrack. To avoid seeing this screen in the future, see the section on turning off

popup blockers on page 7.

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PART 2: NAVIGATION FEATURES

Basic Navigation ClientTrack consists of the following main areas:

Navigation Tabs

Program Navigation Panel (Left Side Menu)

Data Entry Screen

Navigation Tabs Navigation Tabs in the top banner allow you to navigate between different areas of ClientTrack

Common Tabs:

o Home contains information about the User, Organization, and Workgroup

o Clients contains information about the currently selected client

o Providers contains information about providers of services

o Housing contains information about housing units

Other Tabs:

o Employers contains information about employers

o Grants contains information about Grants or Funding Sources

Program Navigation Panel (Left Side Menu) The Program Navigation Panel on the left allows you to navigate to the different areas to perform your

daily case management tasks, such as client intakes, assessments, services, and referrals. The choices

available depend on what tab you are in.

A small multiple arrows icon in the left navigation panel can be used to expand or contract the left menu

area. Clicking on the icon will collapse the left navigation panel. To restore the panel, click on the icon again.

Opening/Closing Navigation Panel Folders

Clicking on the plus sign adjacent to category displays the available submenus. The minus sign

next to a category indicates that the folder is open. Click on the minus sign to close the folder.

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Data Entry Screen The Data Entry Screen or Page is the large area on the right. This is where you create and edit client data

content.

Common Features of Data Entry Screens:

Search:

ClientTrack makes searching easy. Anywhere in ClientTrack when a search button is displayed, type in any

identifying information, such as part of the Last Name, and click Search. For example, you can type in just

part of a client's last name to get a list of clients. Or, you can simply click Search and all clients will be

displayed

Navigation Icons:

Action Arrow: Displays a list of available actions

Delete (recyclable): Delete a record, but maintain a copy that can be

restored if deleted by mistake

Delete (permanent): Delete a record

Edit: Edit a record

Back: Goes back to the last page you were viewing

Find: Search records

Date: Displays a clickable calendar to facilitate date entries

Family: Navigation among family members’ information.

Notification The notification icon displays when an alert has been posted

concerning the client. The urgency of the notification is displayed by color.

Red = Urgent, Yellow = Normal, Green = Non-urgent

Clients with last name

that begins with Smi

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Required Fields – Required fields are referenced on the forms with a red asterisk * that displays at the end

of the field label.

Tabbing From Field-to-Field Shortcut – When you are recording information on ClientTrack screens, you

can use the Tab key on the computer keyboard to move from field to field.

Reshuffling – In categories such as Find Client (see below), where results are displayed in column form,

ClientTrack has a reshuffling feature. To reshuffle results, click on the category heading. An arrow will appear

next to the heading, telling you that the section is displayed in either alphabetical or numerical order. If you

click on the same heading again, the arrow will switch directions, indicating that the category is now

displayed in reverse alphabetical or numerical order.

For example, clicking on Birth Date will resort the results with the earliest date listed first. Clicking on Birth

Date again, reshuffles the list back to alphabetical order.

Required fields missing – When a

field is required and has not been

properly completed, a message will

display in red at the top of the screen

indicating the error. The application will

also draw a red box around the field(s)

that may have a problem. You can click

on the error message to go to the field

with missing information.

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User Dashboard

When you first log into ClientTrack you will see the user dashboard. Here you will find announcements from

the AIDS Foundation of Chicago and your active case assignments. A similar screen, the Client dashboard

is found in the Client tab. This provides the selected client’s basic demographics and the most recent

services they have received.

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Paused Operations

Many times you may not be able to finish an entire process, and you may want to put a record on hold, and

return to the particular form at a later time. If you have not completed a process and select Logout, a new

window will open asking if you want to pause anything before signing out.

Checking the box will save the data entered in the current form and allow you to continue the process later.

Not checking a box will end the current process, and the data already entered on the form will not be saved.

On many pages in ClientTrack there is also a Pause button , which allows you to pause the

current operation, move to another page, and then return to the original process when desired. Processes

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that are halted using both Paused Operations methods are displayed in the User Home Tab area under

My ClientTrack.

To resume an operation click on the folder with the green arrow on it, to delete an operation click on the

paper with the red X.

Viewing Recents The list below displays the clients you've worked with recently. If you wish to work with the client again,

Select the client. Get to this list on the Home tab, My ClientTrack.

PART 3: USER ADMINISTRATIVE FEATURES Using the ClientTrack Tasks

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Tasks are used to schedule activities for yourself, and prompt you to finish tasks. Tasks work in conjunction

with the Calendar, described in the next section. Tasks can be scheduled in both the Home tab (general tasks

for the case manager) or clients tab (tasks dealing with a specific client). Reminders of the task will pop-up

when you log into ClientTrack.

To schedule a task directly from the main Tasks menu screen: Go to the Home tab, click on tasks in

the left program navigation pane, then click on Add New in the data entry area to schedule the task.

The Task page will then be displayed, where you can enter the information concerning the task.

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Using the ClientTrack Calendar ClientTrack has three calendar presentations, the Client Calendar with tasks and schedules related to a

specific client, the User Calendar with tasks and schedules relative to the current user, and the Event

Calendar, which shows general events scheduled by the database administrators (for example trainings).

Each calendar view can be switched to a day planner to view schedules on an hourly basis for any day of the

month. It is possible to synch the ClientTrack Calendar to a Microsoft Outlook calendar. If this is of interest to

you, please have your IT staff contact the AFC Database Administrators.

User and Client Calendars The process to schedule events and navigate in the User Calendar and the Client Calendar are essentially

the same. The following describes the User Calendar.

To access the User Calendar: On the Home tab in the My Client Track menu, click Calendar.

Note: The Calendar of the current User displayed in the upper navigation panel will be displayed.

The calendar view has three main areas, the Miniature Calendar, the Main Screen, and the Task Panel

Main Screen Task Panel Miniature Calendar

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Calendar Navigation: Navigation and task entry are identical in all three ClientTrack calendar displays. There are numerous ways to

navigate in the calendar. The names of the current month, the previous month, and the next month, as well

as numbers representing the previous year and next year are initially displayed at the top of the main

screen. To change the calendar to the next or previous month, click on the name of the month. To change

the calendar to the same month as the one displayed but in either the next or previous year, click the year

number. The same navigation features are available in the miniature calendar, but the names and numbers

have been removed. Simply click on the navigation buttons « › to change the month or year displayed in the

miniature calendar.

Adding tasks to a Calendar:

The Task Pad below the miniature calendar displays

tasks that may be added to the calendar. To control

what types of tasks are displayed, right click in the

gray area next to Task Pad. A small window will

open where you can check the type of tasks to be

displayed

1. In the right side of the calendar screen, click the

text box in the Task Pad.

2. The text will disappear. Type a description of the

new task and hit Enter on the computer keyboard.

The new task will move to the top of the list of

tasks.

3. Place the cursor over the task and hold down the

left mouse button. Drag the task to the date on the

calendar to schedule the event. Release the left

mouse button and a new window will open that will

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Setting up recurring tasks

Each task can be scheduled on multiple days and at multiple times throughout the day. The Recurrences

tool allows you to set a pattern that will automatically schedule recurring tasks rather than having to create

individual schedules for each day.

1. In the Task Pad, right click next to the

task that you wish to schedule on a

recurring basis.

2. A small window will open. Click

Recurrence.

3. On the Recurrence page, Type a Start

and End time and complete the desired

Recurrence pattern and Range of

Recurrence.

4. Click OK, then click Close.

5. The event will then appear on the

calendar according the recurrence schedule

created on the Recurrences page

6. To modify or delete the current

recurrence or to create a new recurrence,

right click the task in the Task Pad and click

Recurrence. Change what is needed or

click remove recurrence.

Note: Removing a recurrence only deletes

the pattern created for the task and will not

remove tasks that have been added to the

calendar through the recurrence process.

However, modifying a recurrence pattern

will delete any previously generated

schedules and generate new schedules

matching the new

pattern.

7. When finished, click OK then click Close.

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Events Calendar The Events Calendar is used to schedule events that are not linked to specific users or clients. After events

are scheduled, participants as well as instructors or presenters can be added.

To create a new event on the Event Calendar: 1. On the Home tab in the Administration menu, click Events.

2. On the Events page, click Add New.

3. On the Event Setup page, complete the information for the event.

4. When finished, click Save.

5. ClientTrack will then return you to the Events page. To schedule the event on the Event Calendar, click

the Action Wheel next to the event and then click Schedule Event.

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6. The Event Calendar will then be displayed with the event in the Task Pad.

7. To schedule the event, Place the cursor over the task and hold down the left mouse button. Drag the task

to the date on the calendar and release the left mouse button and a new window will open that will allow you

to schedule the event.

8. To add participants, instructors, or presenters, create bills, add a recurrence, edit the event, or define the

event as a task, right click the event in the Task Pad, and select the desired task. A new window will

open depending on which task you select. Complete the required information as necessary.

9. Once the event has been scheduled, it will appear on client calendar with the same calendar icon that

appears on the Event Calendar. To schedule the client to participate in the event, right click the event and

then click Participate.

10. ClientTrack will automatically enter the client information in the Task Participation page. Verify the

information is correct, then click Save.

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PART 4: USER INFORMATION Editing Your User Information

To edit your user information go to the Home tab. Select the My Client Track folder in the left navigation pane. Click on My

User Configuration and then My Information to edit you basic contact information or Change My Password to change your

password.

Viewing Your Case Load

You can view a list of all clients assigned to you on the Home tab. In the left menu, choose Case Load. This will display a list

of all clients that have ever been assigned to you (both active and inactive). To view just active clients click on Active Cases

in the left menu. To view inactive clients, click on Inactive Cases.

The Active Case Assignments screen has many useful features. By clicking on the next to a client’s name, you will go

directly to that client’s file in the Clients tab. The Intake and Need Reassess columns will help you keep track of the intakes

and reassessments you have completed. By clicking on the column headings, you can sort the list by that column (for

example by clicking on Need Reassess, you can group all of the clients who need a reassessment together).

Viewing Your Workflows My Workflows, found in the left menu of the Home tab, allows you to see the workflows you have in

progress (not completed). You can also choose to show the workflows you have completed. Workflows are

used to do the intakes and reassessments, so this is a quick way to see the assessments you have done.

Click to resume a workflow in progress.

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Part 5: Troubleshooting This section of the manual discusses common problems you may encounter while using ClientTrack and how

they can be corrected.

Internet Explorer "Page cannot be displayed" error Troubleshooting steps: • Verify Internet connection.

• Right click mouse in the page, and then click Refresh.

Field verify error

Troubleshooting steps: • Consult help instructions in red at top of page for further information on the error.

• Consult your training manual for further information on the error.

• Change the record in the error field as appropriate.

• Click Save again.

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Part 6: Program Specific Instructions AFC Referrals

Log in to the AFC Referrals workgroup at the organization that you will be making the referral to. If you are

already in ClientTrack, you can change workgroups and organizations by clicking on My Configuration in the

upper left hand corner.

In the Clients tab click on the Screening & Referral workflow found in the left menu.

The workflow will walk you through the

following steps:

1. Check for client

2. Enter basic info if new

3. View list of previous encounters

4. Enter HIV status and date of diagnosis

5. Conduct screening assessment

6. Enroll client in program

7. Assign client to a case manger

8. Enter an encounter documenting the

referral

These individual pieces can also be done separately from the workflow

by using the left navigation menu:

Case managers- this assigns the case to a case manager

Client screening- this is the enrollment screening form for RWM/RWSS

case management services

Encounter Notes- enter case notes and encounter

documentation for the referral

HIV/AIDS Status- enter information regarding the clients HIV

status

Enrollments- enroll the client into a specific case management

program

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AFC Referrals step-by-step Select a client

Add or update basic client demographic and contact information

Review the client’s previous encounters

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Enter a Master Assessment This step ties all of the information entered during the workflow together as one screening assessment.

Record the client’s HIV Status

Complete a screening assessment

Click Finished when

done.

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Enter initial enrollment information

Enter notes and a referral encounter

Enrollment Date: Date of the

referral

Program: select the correct

program from the drop down

Case and Family: leave as the

default

Relationship to Head of

Household: select “Self” from

drop down.

Case Manager: Select the case

manager the referral will be going

to.

Click Save.

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Service Screen= Case Management Services

Program Enrollment=Case Management

Program

Grant and Provider= leave blank

Encounter Date = Date of the referral

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CASE MANAGEMENT PROGRAMS (general) Section Overview This section of the manual will walk you through the basic ClientTrack features used in the day to day work of a Ryan White

Case Manager. These forms also serve as a baseline for many other case management programs including the Corrections

program, PACPI, and DRS case management. These case management programs also have a separate section in the manual

that will contain information about the differences specific to the individual case management program.

Client Intake Step 1: Log in Using the username and password assigned to you by the AFC database administrator, log into ClientTrack. For most case

management programs you will use the Ryan White Programs workgroup, and select your organization and location. PACPI

should use the PACPI workgroup. Please see page 10 for instructions on how to log into ClientTrack.

Step 2: Find your client The first place to look for your client is in your active case list. It is possible that the client was assigned to you during the

AFC referral process. To get to your active case list, go to the Home tab and select Case Load and then Active Cases from

the left side menu. Click on the next to the name of your client to go to their file. If your client is not listed in your active

case list, you will need to search for your client. Go to the Client tab. In the left menu click on find client. You will need to

use the HRSA URN to search, the formula is:

First letter of first name

Third letter of first name

First letter of last name

Third letter of last name

Date of birth (MMDDYY)

Gender (Male=1, Female=2, Transgender=3)

Example: Mr. Julius Caesar born March 15, 1980 = JLCE0315801

Step 3: Verify the enrollment

In the Client tab, left hand menu, click on enrollments. You will get a list of all the client’s program enrollments at

your agency. In most cases there should be only one open and active enrollment, but there may be multiple

closed enrollments. In a few rare cases, a client may be enrolled in multiple programs at the same time (this is

more likely to occur at agencies that offer services beyond case management or that offer an intensive case

management program).

If there is an existing open enrollment, click on the and choose Edit. Verify that you are listed as the case

manager and that the Program is the correct case management program. Click Cancel.

If the enrollment is incorrect:

o Click on the and choose Exit the enrollment. Enter an exit date and exit reason. Click Save.

o You should be returned to the list of enrollments. Click on the Add New button.

o Enter an Enrollment Date, Program, and Case manager (should default to you). Click save.

o Follow directions below for correct enrollment.

If the enrollment is correct

o Click on the and choose Enter Intake. Continue with directions below.

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Step 4: Contact and Demographic information Complete the basic contact and demographic information from the intake form. Some of the information may be filled in.

Check this information for accuracy, and fill in any missing information. When finished, click Save.

Step 5: Household members Enter the household members for the client. NOTE: Make sure the client is one of the lines, and DO NOT edit their name in

this field. Complete all required fields for household members.

Left menu: Edit Client

Left menu: Edit Client>Household > Household Members

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Step 6: Emergency Contacts Complete the Emergency Contact information for the client.

Step 7: Master Assessment This step ties all of the assessments together as one “intake master assessment”. This allows us to determine what the

client’s information was at the point you began case management work with them.

Enter the following information:

Assessment Type: Intake

Program: Select the correct program under which you will be case managing the client

Assessor: This should default to you. If you are entering the assessment for someone else, or if you are not automatically

filled in, click on the looking glass to search for the correct case manager.

Click Save when finished

Left menu: Edit Client>Emergency Contacts > Quick Emergency Contacts (button)

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Step 8: Source of referral Please note, this is found at the top of the first page of the paper intake form.

Enter the Source of the Referral. This is not AFC, if the referral came from AFC. It is the person/entity who referred the

client for case management services with the Case Management Cooperative.

Step 9: Enter education information Enter the Highest Grade Completed. To get the list of post-secondary education options choose post-secondary school in

the first drop down

Left menu: Referrals > Referral In (button)

Left menu: Assessments>Education>Adult Education> Add new (button)

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Step 10: Enter Veteran Status and Living Arrangement Status

Enter the client’s Veteran Status, Veteran Disability %., date the client began the current living type, and select the

Housing Status (bold headings on the paper form). This is a drop down category of Institution, Transitional/Temporary,

Homeless, and Permanent. Once you select one of these options, you will see an additional field to enter the specific

housing type.

Step 11: Enter employment information Enter the client’s employment information. Some of the questions will only appear if they are applicable (for example,

hours worked only appears if the answer to employed is yes).

Left menu: Assessments>Living Arrangement satatus> Add New (Button)

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Step 12: Income information 1. Select the stability level of the client’s income and indicate if they have received income or non-cash benefits in the

last 30 days.

2. Enter the income sources the client reports for the last 30 days. Select the type, and the amount the client reports

receiving for the last 30 days.

3. Click Save. The information at the top will stay the same, but you will now have different options at the bottom.

4. Enter information about the non-cash benefits a client receives.

5. Click Save.

Step 13: Insurance information Enter the Insurance Sources for the client. Indicate their current status, whether this is the primary insurance source,

whether this insurance source covers medications, and the start or end date for all insurances. If the client currently has an

insurance source recorded, it will appear. If the client is no longer covered by this insurance, enter an End Date and remove

the check if it was the primary insurance source.

Left menu: Assessments >Financial > Add New (button)

Left menu: Assessments > Health > Insurance History > Quick Insurance (button)

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Step 14: Enter HIV Medical Care, Medication, and General Health Information This form has multiple pages click next between pages. NOTE: Some questions only show up once you select the answer to

another question.

Left menu: Assessments > Health > HIV/AIDS Status > Add New (button)

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Step 15: Enter pregnancy information (if applicable) If the client is currently pregnant, or was pregnant within the last 6 months, complete this section. If the client is not and

has not been pregnant, click Save to continue to the next assessment.

Left menu: Assessments > Health >Health History > Quick Health History (button)

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Step 16: Enter legal history

NOTE: Some questions only show up once you select the answer to another question.

Step 17: Substance use information

Enter the substances the client has used, days used in the past 30 days, Number of years used and the

route of transmission. When finished, click Finished.

Left menu: Assessments > Legal > Add new (button)

Left menu: Assessments > Health > Substance Use > Quick Addictions (button)

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Enter the substance use history and screener questions and click Next.

Step 18: Enter mental health information There are two pages. Click Next between pages, and Finished when done. Specific conditions will be entered in the next

screen.

Left menu: Assessments > Health > Mental Health > Add New (button)

Left menu: Assessments > Health > Mental Health > Add New (button)

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Enter any specific mental health conditions the client identifies.

Step 19: Enter domestic violence information Enter information from the Domestic Violence Assessment then click Save. If the client refuses this assessment mark

“Refused” under Domestic Violence Experience and click Save.

Left menu: Assessments > Health > Health History > Add New (button)

Left menu: Assessments > Domestic Violence >Add New (button)

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Step 20: Assessed needs and eligibility

NOTE: income eligibility is not included, due to the fact that income is entered in the income sources step.

Step 21: Document the intake encounter with case notes and services.

See page 47 for information on entering case notes and encounters.

Left menu: Client Eligibility > Add New (button)

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Client Reassessment Login and select the client to be reassessed if you have not done so already. Go to the Clients tab. In the left menu, click

on Assessments. This will bring up a list of all past assessments that have been completed by your agency. Click on the

button Six Month Reassessment. This will load the Reassessment workflow which will walk you step-by-step through the

reassessment. See the Intake Section beginning on page 34 for more details about the individual screens.

HINT: On some screens you will see a “default last assessment” button. If you click on this, information from the last time

the client was assessed will fill in. Be sure to verify the information to make sure nothing has changed or is missing!

Completing the Medical Eligibility Verification Form Log in and select the client if you have not done so already. In the Clients tab, on the left hand menu, select medical

eligibility. A list of all the medical forms completed by your agency will appear. Click Add new . Complete all pages of form

(click next between pages) and then click finished.

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Completing Case Notes and Recording Services

Step 1: Select Client Log in and select client if you have not done so already (best way to find client is your active case list).

Step 2: Start Encounters Workflow In the Clients tab, choose Encounters from the left side menu

Click Add New Encounter button:

Step 3: Enter Case Notes Select the entry date for the case note. The default date is always the present date.

You may type your case note here and copy and paste into other applications. You may also type your case note in another

application, such as MS Word, MS Excel, or other databases and copy it then paste it into this database.

Case notes must be entered for all encounters entered into the database for Ryan

White/DRS/Corrections clients.

Step 4: Enter Case Management Services

Service Screen: select Case Management services

Date: the date of the service (you can enter up to one day’s services in one encounter)

Enrollment: find and select the current program enrollment for the client.

Service: Check the box next to the service you provided

Hours: Enter the TOTAL time spent in the encounter(s) in hours. If you had multiple encounters of the same type (for

example 2 phone calls, enter the total time spent for both calls. The lowest amount allowed to enter will be .25:

15 minutes= . 25

20 minutes= .33

30 minutes= .5

45 minutes:. 75

90 minutes= 1.5

Calls/Visits = Enter the actual number of case management contacts (2 phone calls in one day = 2)

Click Save when finished.

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Step 5: Entering Case Management Direct Services

Direct services include things like food vouchers and transportation fare cards that you provide directly to a

client.

Service Screen: select Direct CM services.

Enrollment and Date should still be filled in from when you entered the case management services.

Service: Check the box next to the service you provided

Cost per card/voucher: Enter the dollar value of 1 ride/voucher – the field automatically defaults to common values ($10

food cards, $2.25 CTA passes). If your agency provides a different amount (for example, a reduced fare card), change the

amount to the correct amount. If you provide a multi-ride pass, divide the cost of the pass by the number of rides to get the

cost per card/voucher.

Num. cards/vouchers: Enter the number of rides/vouchers

Total: This should automatically calculate the total dollar value of services provided

Click Save when finished.

Step 6: Entering Case Management Topics

Service Screen: select Case Management Topics.

Enrollment and Date should still be filled in from when you entered the case management services.

Service: Check all topics discussed during the encounter(s).

When you are finished, click Finished.

HINT: if you are entering DRS mileage or monthly billing along with this encounter, click save after you enter

topics, switch your service screen to DRS Billing and enter the billing information then click finished.

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Documenting Referrals Entering a referral Make sure you are in the client’s file in the Clients Tab. Select Referrals in the left side menu.

You will now see a list of referrals that have been provided to the client. To add a new referral click on the Add New

button. Enter information about the referral.

Record referral results Click on the next to the referral you are updating. Select Edit. Scroll to the bottom of the page to the Outcome

Information section. Enter a referral result date and the result. Click Finished.

Closing or Transferring a Case Before closing or transferring clients, make sure that you have entered all encounters, case notes, and assessments into the

database.

Step 1: Exit the Program Enrollment Select your client from your active caseload by clicking on the blue person icon. This will take you to the Client tab for the

selected client. In the left hand menu, click on the Enrollments option.

You will now see a list of program Enrollments for this client. Click on the action arrow in front of the Program Enrollment

that you want to exit the client from and select Exit the Enrollment.

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Enter an exit date and exit reason. Check the box to Exit All Case Members (this will ensure that all members of a client’s

household, if any, are also exited).

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Step 2: Exit the Case Manager Assignment Ideally, completing step 1 will automatically do this step too. If there is still a case assignment to you, with no end date you

will need to complete the following:

In the left hand menu, under the Edit Client menu options, select Case Managers. Next to the case assignment to you, click

on the Edit icon . Enter an End Date (the day you closed the case), and change the Status to inactive. Click Save.

Step 3: Exit the Active Case Assignment Ideally, completing step 1 will automatically do this step too. If the client still appears in your active case list you will need

to complete the following:

On the home tab, in the left hand menu, choose case load then active cases. If your client appears in the list, click on the

Edit icon . Enter an End Date (the day you closed the case), and change the Status to inactive. Click Save.

Common error when exiting enrollments/case assignments When exiting an enrollment or case assignment you may get an error that you are already assigned to the client. This

occurs when more than one enrollment/case assignment has been opened at the same time. You will need to go back

through the case assignments/enrollments one by one. Start with the oldest enrollment/assignment. Enter an exit date

/end date that is the DAY BEFORE the enroll date/Begin Date of the next oldest enrollment/assignment. Continue in this

manner closing the next oldest enrollment/case assignment until all records have been closed.

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Finding, Running, and Printing Forms Reports are indicated in ClientTrack with a report icon and a description for the report:

Reports can be found throughout ClientTrack, try the reports and see what data you get from them. Reports that exist

currently are pre-set reports that are created for the aplication. No custom reports have been created yet. All reports can

be sent to a printer, or can be saved as a PDF or an Excel spreadsheet for printing.

Printing the Intake/Reassessment Form: Step 1: Select the Client you wish to print the Intake for.

Step 2a: For the Intake report: Go to the Enrollments menu item on the left navigation menu.

Step 2b: For the Reasessment/Case Status Change report: Go to the assessment menu item on the left navigation menu.

Step 3: Place your cursor over the action arrow and select Intake Report or Report.

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Example report:

Please do not store confidential client materials on shared drives!

Example of the Save As dialogue box:

Step 4: To print the full report, click on the

red Adobe icon in the upper right corner.

Choose open when asked if you want to open

or save and then click on the print button

within Adobe.

Step 5: To save the document as a PDF or an

Excel document, click on the icon for the

appropriate program on the right hand side of

the Report Viewer. You will be prompted to

open or save, select Save.

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DRS Case Management Initial Assessments and Reassessment Step 1: Complete the Ryan White Intake or Reassessment Workflow Complete the Ryan White Intake workflow (See page 34).

Step 2: Enter the DRS ID For initial assessments you will need to enter the DRS ID, for reassessments you should verify that the number is correct. Go into the client’s file in the “Clients” tab of ClientTrack. In the left hand menu click on the “DRS” folder and choose “Edit DRS Client”. On the Client Intake form, enter the 7-digit DRS ID assigned by AAU in “DRS ID”. Click “Save”.

Step 3: Record the Service and Billing Follow the instructions for entering case notes (chron notes) and encounters on page 47. Before clicking finished, switch the Service Screen to DRS Billing. Check the box next to initial assessment or reassessment. If you also need to bill for mileage reimbursement, check that box and enter the miles traveled in the column labeled “units(in hours)”. Click finished.

Regular Visits, Phone Calls, and Collateral Work Enter as instructed in general case management services (See page 47). To bill for mileage reimbursement, switch the service screen to DRS Billing, check the mileage box and enter the miles traveled in the column labeled “units(in hours)”. Click finished.

Monthly Billing Step 1: Enter Billing Select Client to be billed for, go to Clients tab and select Encounters from left side menu. Enter a brief note, click save. Select DRS Billing in the Service Screen, select the DRS enrollment from enrollment, and enter the first of the month in date. Check the box next to monthly billing. Click Save. Verify that all initial, reassessments, and mileage have been entered as instructed above. Continue until all clients have a billing entry recorded.

Step 2: Verify Billing Call or email AFC’s database managers to receive a faxed report of your billing records as they appear in ClientTrack. Verify that the billing request is correct. Once verified, send a copy of the DRS Verification Form to AFC’s DRS Program Associate by the 15th of the following month. (See page 62 for form).

Back Billing 1) Verify that you have not previously requested reimbursement or that the request has been rejected by AFC

2) Enter as instructed above except choose the DRS Billing services marked “back billing –“

3) Request a back billing report from AFC’s database managers

4) Verify that the back billing report correctly reflects services provided

5) Send back billing verification form to AFC’s DRS Program Associate (see form on page 63)

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PACPI Case Management

Housing Case Management

Housing Financial Assistance Part 7: Supervision Tools My Team My Team lists all of the case managers that a user supervises. From here you can see case assignments, calendars, and

paused operations, edit a users information, and change a users password.

1. Log into ClientTrack

2. Go to the Home Tab

3. In the left menu select My User Configuration and then My Team

Resetting user passwords Supervisors have the ability to reset user passwords for the users they supervise. Go to My Team (see above). Find the

User and click on the action arrow next to their name. Select Change Password. A window will pop up asking you for the

new password.

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Viewing User Case Assignments Supervisors have the ability to view the case assignments for the users they supervise. Go to My Team (see above). Find

the User and click on the action arrow next to their name. Select Case Assignments.

You will be taken to a list of the user’s case assignments. The list will show the enrollment begin and end dates and the

program. Both active and inactive clients are displayed. The list also indicates if the client has been assessed in the last 6

months, or if an assessment is needed. You can sort the list by any column by clicking on the title of that column. Clicking on

allows you to edit the case assignment. Clicking on allows you to go to that client’s files.

Editing User Information/Deactivating a user Supervisors have the ability to edit the basic contact information for the users they supervise and manage their access to

the database. Go to My Team (see above). Find the User and click on the action arrow next to their name. Select Edit.

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Competencies and Training Entering Competency Scores Log into the Case Manager Management workgroup and select AIDS Foundation of Chicago as the organization (see page

10 for instructions on logging into ClientTrack).

Step 1: Set up the tests and scenarios This would be each day of the training or the scenarios. Under the tests/scenarios you will enter the modules/categories.

For example: The test might be “Medical CM Competencies Day 1” and the modules would be things like “ History of CM

Cooperative”,” Service Coordination”, and “ Intro to Case Management”

Time Saving Tip: If none of the modules/sections of a test or scenario have changed score values since the last

training, you can reuse the test or scenario!

A. Go to the Home tab. B. Choose the Management folder C. Choose Test / Scenario

The Tests And Scenarios form should now be the right hand side of your screen

D. Click Add New E. Choose if this is a test or scenario F. Enter a title and a description G. Click Save

You should now be back at the Tests And Scenarios form, and your new test/scenario should appear in the list.

H. Click on the next to your test/scenario. I. Choose Module /Category J. Click Add New K. Enter the Category, Possible Score, and Passing Score for the

first module. L. Click Save M. Repeat J-L until all modules/categories for the test or scenario

are entered.

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Step 2. Create a Case Management Class

Creating a “class” of case managers allows you to enter the scores for multiple case managers at once. The class can be

used for multiple tests. For example, you can enter a “November 2009 Competencies” class and then enter scores for Day

1, Day 2, Day 3, etc. at different times using the same class.

A. Go to the Home tab. B. Choose the Management folder C. Choose Case Manager Classes

The Case Manager Classes form should now be the right hand side of your screen

D. Click New Class E. Enter a begin and end date. F. Enter a title for the class in description. G. Click Save

You should now be back at the Case Manager Classes form, and your class should appear in the list.

H. Click on the next to your class. I. Choose Members J. Click Add Member K. Search for the case manager you wish to add and click on them L. Click Save M. Repeat J-L until all case managers in the class have been

entered.

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Step 3. Enter test/scenario scores

A. Go to the Home tab. B. Choose the Management folder C. Choose Class Scores

The Class Test Scores form should now be the right hand side of your screen

D. Enter the date of the Test

E. Click on the to search for a class you want to enter scores for

F. Select the Test / Scenario you want to enter scores for G. Click Refresh

A list of all the case managers in the class and the modules/sections of the test should now appear below the search form.

H. Enter the scores. I. Click Save Selections. J. You can now select a new class or test to enter scores (D-I

above) K. When you have no more scores to enter click Finished

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Part 8: System Administration Tools Grant Set-up Grants are set up within ClientTrack to tie programs or services back to the funding source that is paying for them.

Entering a new grant 1. Go to the Grants tab.

2. In the left side menu choose Add Grant

3. Fill out the form with information about the grant. Click Next to move between the pages of the form. Click

Finished when done

Editing an existing grant 1. Go to the Grants tab.

2. In the left side menu choose Find Grant.

3. Search for the grant you wish to edit (or click search to get a list of all grants).

4. Click on the grant to select it.

5. In the left menu, choose Edit Grant.

6. Edit information about the grant and click Finished when done.

Program Set-up Linking Grants and Programs Housing Facility Set-up Service Set-up

Glossary .NET

Microsoft® .NET is a set of software technologies for connecting information, people, systems, and devices.

This new generation of technology is based on Web services-small building-block applications that can

connect to each other as well as to other, larger applications over the Internet.

Full-text Search

The ability to search an entire Help system for a particular word or keyword.

Grant

A grant is a funding source for any program. For example, in a homeless program, you might have Shelter

Plus Care grants. The terms grant and funding source may both be used.

Icon

A picture or symbol that represents an object, task, command, or choice users can select by pointing and

clicking with a mouse.

Index

A list of keywords the user may view to find topics within a Help system.

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Memory

The part of a computer that stores information or instructions. Memory can be RAM (Random Access

Memory) or ROM (Read Only Memory), and is usually measured in Kilobytes (thousand) or Megabytes

(million) bytes of memory.

URL

Uniform Resource Locator. An Internet address, as well as a standard method of naming files on the Web. A

URL begins with a protocol name (such as http), followed by a colon and two forward slashes(//). Next

comes the name of the internet server that the file is stored on, followed by directories that hold the file,

separated by forward slashes(/). The filename comes last, as shown in the following example:

http://www.mycompany.com/whatsnew.htm

Web browser

Commonly called a browser. A software application for displaying HTML pages on the World Wide Web.

Common browser applications include Microsoft Internet Explorer and Netscape Navigator.

WWW

World Wide Web. The graphical Internet hypertext service that uses the HTTP protocol to retrieve Web pages

and other resources from Web servers.

Appendix: Forms

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APPENDIX C:

RW/DRS/CORRECTIONS INTAKE SOP 3

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APPENDIX D:

RW/DRS/CORRECTIONS SOP 8 REASSESSMENT

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APPENDIX E: MEDICAL ASSESSMENT AND ELIGIBILITY

VERIFICATION FORM

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DRS Electronic Billing Verification Form

I verify that I have completed electronic entry of my agency’s ___________(month) DRS billing

submission via ClientTrack. I have requested and reviewed a copy of the DRS billing form pulled from

ClientTrack to verify that my DRS billings are being accurately reflected in the report.

_________________________________

Name

_________________________________

Agency

_________________________________

Vendor Signature

Send by fax ONLY Nicole Doss

312-922-2916

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DRS Back-Billing Electronic Verification Form

I verify that I have completed electronic entry of my agency’s DRS back billing for the month of

__________ via ClientTrack. I have verified that my agency has not previously been reimbursed for

these clients. I have requested and reviewed a copy of the DRS back billing form pulled from ClientTrack

to verify that my DRS back billings are being accurately reflected in the report.

_________________________________

Name

_________________________________

Agency

_________________________________

Vendor Signature

Send by fax ONLY Nicole Doss

312-922-2916