Penelope Portal User Manual v1.3
Transcription
Penelope Portal User Manual v1.3
Penelope Portal User Manual v1.3 for MHCSS Service Providers Penelope is ACSO’s client information system; ACSO has created the Portal in order for MHCSS Service Provider 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 [email protected] Penelope Portal Manual for MHCSS Service Providers Table of Contents Logging into Penelope............................................................................................................................. 4 Recommended browser................................................................................................ 4 URL ................................................................................................................................ 4 Pop-Ups......................................................................................................................... 4 Login limit...................................................................................................................... 4 Terms of Use Page ........................................................................................................ 5 Overview of Landing Page....................................................................................................................... 6 Change Password .......................................................................................................... 7 How to Change Password ............................................................................................................... 7 My Tasks ....................................................................................................................... 8 Add Tasks ........................................................................................................................................ 8 Common Tasks & What to Do ....................................................................................................... 10 Deleting Tasks in Bulk ................................................................................................................... 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 Workers box .................................................................................................................................. 16 Service History tab ...................................................................................................... 17 Events Overview ................................................................................................................................... 17 Service Event ......................................................................................................................................... 19 Attendees .................................................................................................................... 20 Documents .................................................................................................................. 21 Viewing the MH – Intake Assessment........................................................................................... 23 Completing a MH – Outcomes ...................................................................................................... 27 Attachments................................................................................................................ 30 Attachment File Names................................................................................................................. 30 How to Open Attachments ........................................................................................................... 31 MHCSS Provider Portal Manual v1.3 March 2015 Page 2 Penelope Portal Manual for MHCSS Service Providers How to Upload Attachments ........................................................................................................ 32 How to Delete Attachments ......................................................................................................... 34 Client Photo ................................................................................................................ 35 How to upload your client photo .................................................................................................. 35 How to get HELP.................................................................................................................................... 36 Glossary of Terms.................................................................................................................................. 37 MHCSS Provider Portal Manual v1.3 March 2015 Page 3 Penelope Portal Manual for MHCSS Service Providers Logging into Penelope Recommended browser Firefox version 11, Internet Explorer version 9 and Safari version 5 and above are most compatible with the ACSO Penelope Portal. Please contact your internal IT support to ensure you are using a compatible browser. The Penelope Client Management System is not fully compatible with other browsers. 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. Pop-Ups The Penelope log in screen will appear in another window per the example below: As such, it is important you ensure pop-ups 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 [email protected] MHCSS Provider Portal Manual v1.3 March 2015 Page 4 Penelope Portal Manual for MHCSS Service Providers 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.’ MHCSS Provider Portal Manual v1.3 March 2015 Page 5 Penelope Portal Manual for MHCSS Service Providers Overview of Landing Page Links to the Athena Software website. Navigates you back to this Home Page. Locks your Penelope session. Archive of system notifications. Logs you out of Penelope. MHCSS Provider Portal Manual v1.3 March 2015 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 6 Penelope Portal Manual for MHCSS Service Providers Change Password ACSO Penelope passwords must be: alphanumeric with one non alphanumeric and over 6 characters long An example of this would be ‘abc123?4’. How to Change 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. MHCSS Provider Portal Manual v1.3 March 2015 Page 7 Penelope Portal Manual for MHCSS Service Providers My Tasks These are tasks that workers can set for themselves as reminders, or that managers can set for their subordinates, or that workers can set for 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 MHCSS Provider Portal Manual v1.3 March 2015 Page 8 Penelope Portal Manual for MHCSS Service Providers 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). MHCSS Provider Portal Manual v1.3 March 2015 Page 9 Penelope Portal Manual for MHCSS Service Providers Common Tasks & What to Do Here are some of the task titles you will frequently see: Task Titles “new case – MHCSS Case (12345)” “New Appt MMM-DD-YY at HH:MM” “New Appt MMM-DD-YY at HH:MM” “new case – MHCSS Case (12345)” Details of the task/Notes MH – Comprehensive Assessment (79354) You have a new service appointment on Jul-29-14 at 02:00PM with TEST 40, Client \n\nMH Comprehensive Assessment (79354)\nRequesti ng appointment time (150348) You have a new service appointment on Aug-15-14 at 02:00PM with TEST 40, Client \n\nMH Comprehensive Assessment (79354)\nCompreh ensive Assessment (150468) MH – ICSP (12374) “Event Service MH – Reminder:MHCSS Comprehensive Case (12345)” Assessment (Service File ID: 79354) now has 1 event(s) in Case MHCSS Case (49521) What it means What you need to do: A new MHCSS case with MHComprehensive Assessment service file ID 79354 has been assigned to you. A client appointment has been booked for 29 July 2014 at 2pm, with you for MHComprehensive Assessment service file ID 79354. The event is titled “Requesting appointment time” Nothing. This Task comes with the new appointment and document completion tasks. A client appointment has been booked for 15 Aug 2014 at 2pm, with you for MHComprehensive Assessment service file ID 79354. This should reflect the appointment time you provided us in the MH appointment form. The event is titled “Comprehensive Assessment” A new MHCSS case with MHICSP service file ID 12374 has been assigned to you. Client appointment in MHComprehensive Assessment service file ID 79354 is scheduled to happen shortly. The MH – Comprehensive Assessment service file is part of the MHCSS Case number 49521. MHCSS Provider Portal Manual v1.3 March 2015 From your My Case Load, look up the client’s MH – Intake Assessment service file to review the assessment. Once an appointment date has been provided to the client, navigate to the Comprehensive Assessment service file. Click on the 29 July appointment and complete the Appointment Form. From your My Case Load, look up the client’s MH – Comprehensive Assessment service file. Once the your assessment is complete, click on the 15 Aug appointment and complete the Comprehensive Assessment Outcomes Form. This service file indicates that a client is ‘in service’ with your agency. When client is exited from ICSP, navigate to the service file event (“ICSP”) and complete the ICSP Outcomes Form. From your My Case Load, look up the client’s MH Comprehensive Assessment service file to view details of upcoming event (Comprehensive Assessment) Page 10 Penelope Portal Manual for MHCSS Service Providers Deleting Tasks in Bulk 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’ MHCSS Provider Portal Manual v1.3 March 2015 Page 11 Penelope Portal Manual for MHCSS Service Providers 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 (closed services will not appear on your ‘My Case Load’). MHCSS Provider Portal Manual v1.3 March 2015 Page 12 Penelope Portal Manual for MHCSS Service Providers 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 you or your Agency. Clicking on the Service File name will take you to the client’s file. MHCSS Provider Portal Manual v1.3 March 2015 Page 13 Penelope Portal Manual for MHCSS Service Providers Service File Overview The client Service File is made up of three tabs: Contains demographic information about the client. MHCSS Provider Portal Manual v1.3 March 2015 Contains Referral and Workers’ Details Lists the client’s previous service history (brokered by ACSO & ACSO Internal programs) Page 14 Penelope Portal Manual for MHCSS Service Providers 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 complete the “Update Client Details" form available at the Event. Case tab Here you can see the date the referral to Centralised Intake was made and the names of the worker(s) involved. MHCSS Provider Portal Manual v1.3 March 2015 Page 15 Penelope Portal Manual for MHCSS Service Providers Workers box Here you will find a list of current parties associated with the Service. Including ACSO staff, you and your Agency. Clicking their name will bring up respective contact information. If you believe any of the information provided is out of date, please contact the Penelope Support Team via [email protected] MHCSS Provider Portal Manual v1.3 March 2015 Page 16 Penelope Portal Manual for MHCSS Service Providers 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. Service Name: You can view the service details by clicking on the service name – only if you provided that service or have consent to view the information within (ie MH Intake Assessment). Agency: If there is a persons’ name listed as the Agency, it means the service was provided by ACSO. Otherwise you will see the name of the Agency that provided that service. If you click on the Agency name you will find their details. Events Overview You will be able to access the Service Event Details under each of the three Service File tabs. MHCSS Provider Portal Manual v1.3 March 2015 Page 17 Penelope Portal Manual for MHCSS Service Providers 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 Definition date of booked appointment time of booked appointment Title of event. Default is “1 session”. ACSO have naming conventions to be used for all event descriptions: MH Intake Assessment (contains our Intake assessment) Administration (other notes related to intake) Requesting appointment time (contains appointment form for completion) Comprehensive Assessment (contains outcomes form for completion) ICSP (contains outcomes form for completion) Nomination Received (contains YRR Nomination as attachment) Panel Outcome (to record the decisions of the Regional Selection Panel) YRR Assessment (contains Outcomes form for completion) YRR (contains YRR Exit form). Duration Status Event type 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 or ACSO cancelled the appointment No Show = The client failed to answer the phone call from ACSO Show = Client completed the Intake Assessment with ACSO internal classification To view the complete Booking details, click the date. MHCSS Provider Portal Manual v1.3 March 2015 Page 18 Penelope Portal Manual for MHCSS Service Providers 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 System generated number for that appointment. For Intake Assessment this will be the ACSO site it occurred. For Comprehensive Assessment this will be “ACSO Central Office”. Case Name will be “MHCSS Case” 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 MHCSS Provider Portal Manual v1.3 March 2015 Page 19 Penelope Portal Manual for MHCSS Service Providers 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 symbol 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 MHCSS Provider Portal Manual v1.3 March 2015 Page 20 Penelope Portal Manual for MHCSS Service Providers Documents In the Service Event 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, not even ACSO. Documents completed Documents you can complete This list details the Documents you will see and their purposes: Document Name Purpose When MH – Appointment form To advise ACSO that the appointment has been booked and nominate an assessing clinician, in order for ACSO to assign the clinician to the clients file To advise ACSO the outcome of the comprehensive assessment. So if the client contact’s ACSO again, we can decide whether they need a new intake screen or whether we need to refer them back to the MH Service provider. To advise ACSO the client’s exit date from your service – so we can accurately calculate recall dates if the client wishes to reenter MHCSS services. To screen the client for a Comprehensive Assessment As soon as the Comprehensive Assessment appointment has been confirmed Once the Comprehensive Assessment has been completed. If you find that we have the incorrect demographic information about a client you can notify us to update it on Penelope. When you notice that we have the incorrect client information MH – Comprehensive Assessment Outcomes MH – ICSP Outcomes MH – Intake Assessment Update client details MHCSS Provider Portal Manual v1.3 March 2015 To Be Created By MH Provider To be Viewed by ACSO MH Provider ACSO Once the client is exited from their ICSP with your service. MH Provider ACSO At Intake ACSO MH Intake Provider Assessment MH ACSO Provider Page 21 Penelope Portal Manual for MHCSS Service Providers MH – YRR Assessment To be completed for clients found eligible at Youth Residential Rehabilitation Regional Selection Panels. This will provide ACSO with additional necessary information not known at the time of panel (eg. Client’s movein date) Once the client has completed the assessment phase of their YRR application and has been provided with a YRR move-in date (or will no longer be moving in). YRR Provider ACSO MH – YRR Exit To advise ACSO the client’s exit date from your service – so we can accurately calculate recall dates if the client wishes to reenter MHCSS services. Once the client has exited the relevant YRR YRR Provider ACSO MHCSS Provider Portal Manual v1.3 March 2015 Page 22 Penelope Portal Manual for MHCSS Service Providers Viewing the MH – Intake Assessment 1. To view the MH – Intake Assessment click on the MH - Comprehensive Assessment Service File. 2. Then once the clients Individual Profile has appeared, select the Service History. MHCSS Provider Portal Manual v1.3 March 2015 Page 23 Penelope Portal Manual for MHCSS Service Providers 3. Now select the clients MH – Intake Assessment, you will notice a small refresh on the page and the events list below will change to reflect the events in the selected service file. MHCSS Provider Portal Manual v1.3 March 2015 Page 24 Penelope Portal Manual for MHCSS Service Providers 4. Select the Event titled “MH Intake Assessment”, marked (status) “Show”. MHCSS Provider Portal Manual v1.3 March 2015 Page 25 Penelope Portal Manual for MHCSS Service Providers 5. Select the completed MH –Intake Assessment. 6. You can view the MH – Intake Assessment in the current format or press ‘Print’ to see a formatted version (This does not actually print the letter). 7. If viewing in Print Format – the document can now be printed by clicking the ACSO logo in the top left. You can also ‘print’ to document writer or a PDF converter to save the document to your PC. MHCSS Provider Portal Manual v1.3 March 2015 Page 26 Penelope Portal Manual for MHCSS Service Providers Completing a MH – Outcomes The MH – Outcomes document is completed once the Comprehensive Assessment has been completed. Once completed, the Comprehensive Assessment service file will be closed. If the client will continue to engage with your service (as advised in the form), we will create a MH – ICSP Service File to reflect this ongoing service. Therefore, any MH – Comprehensive Assessment service file that appears on your My Case Load indicates that an MH – Outcomes document has not been competed. To completed the MH – Outcomes document: 1. Select your client’s MH – Comprehensive Assessment service file from your home page 2. Select the Service Event Date. MHCSS Provider Portal Manual v1.3 March 2015 Page 27 Penelope Portal Manual for MHCSS Service Providers 3. Select ‘Documents’ to open up that function 4. Select MH – Outcomes from the drop down list. 5. The client and appointment details will pre-populate. Complete all the Attendance, Outcomes and Eligibility sections and click “finish”. MHCSS Provider Portal Manual v1.3 March 2015 Page 28 Penelope Portal Manual for MHCSS Service Providers 6. This document will now be processed and the service will be removed from your Case Load. If you have made a mistake you can click ‘edit’ make the changes and click ‘finish’. 7. However, the document is locked upon processing. If the document is locked and you can no longer edit it (no edit button), you must complete another MH – Outcomes document and notify ACSO via [email protected] MHCSS Provider Portal Manual v1.3 March 2015 Page 29 Penelope Portal Manual for MHCSS Service Providers Attachments The Attachments section allows you to upload relevant attachments to the client’s file. Relevant files are documents that will assist ACSO 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. Penelope IDs (& case IDs). MHCSS Provider Portal Manual v1.3 March 2015 Page 30 Penelope Portal Manual for MHCSS Service Providers How to Open Attachments 1. Select the client’s Select your client’s MH – Comprehensive Assessment service file from your home page 2. Select the Service Event Date. 3. Click on ‘Attachments’ to open up the function. You will see three tabs underneath: Download, Upload and Template. MHCSS Provider Portal Manual v1.3 March 2015 Page 31 Penelope Portal Manual for MHCSS Service Providers 4. Select the Download tab to see all attachments, and click the file name. How to Upload Attachments 1. Select your client’s MH – Comprehensive Assessment service file from your home page. 2. Select the Service Event Date. MHCSS Provider Portal Manual v1.3 March 2015 Page 32 Penelope Portal Manual for MHCSS Service Providers 3. Click on ‘Attachments’ to open up the function. You will see three tabs underneath: Download, Upload and Template. 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. 6. Once uploaded, you will be able to access the attachment under the Download tab. MHCSS Provider Portal Manual v1.3 March 2015 Page 33 Penelope Portal Manual for MHCSS Service Providers How to Delete Attachments To delete a document, you must email [email protected] 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 reasons for deletion MHCSS Provider Portal Manual v1.3 March 2015 Page 34 Penelope Portal Manual for MHCSS Service Providers Client Photo You have the option to upload the client’s photo. 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 2. Click on ‘Browse’, select your photo, click ‘open’ 3. Press ‘Go’ and the photo will upload. MHCSS Provider Portal Manual v1.3 March 2015 Page 35 Penelope Portal Manual for MHCSS Service Providers How to get HELP Contact us via [email protected] . There are resources available for download at our website: www.acso.org.au/penelope . MHCSS Provider Portal Manual v1.3 March 2015 Page 36 Penelope Portal Manual for MHCSS Service Providers Glossary of Terms Page Field Description Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page Individual Profile Page 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. How client was referred to COATS (only) Main drug of dependence When client was referred to COATS or VAOD Internal Classification COATS referral information (only) Client Request/Requirement/Risk etc. COATS referral information (only) MHCSS Service Provicer, ACSO Internal Service Identifier Case Name 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 MHCSS Provider Portal Manual v1.3 March 2015 Page 37 Penelope Portal Manual for MHCSS Service Providers Case Case Case Events Events Events Events Events Events Events Service Start Service End Status Date Time Event Desc. Dur(min) Status Event Type Service Event ID Events Events Events Attendees Attendees Attendees Service Start Time End Time Name Contact Type MHCSS Provider Portal Manual v1.3 March 2015 When the Service was initiated When the Service was closed 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 System generated identifier for the appointment 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 38