Processing activities

If you want a client to receive an SMS reminder, or you want to block out time in your Gambler’s Help Connect schedule (or that of a colleague), then you schedule first and process later. For administrative activities, unscheduled contacts with clients or case type activities where the client wasn’t present, there’s no need to schedule – you can complete the activity in a single procedure.

There are also slight differences in how you process activities for practitioner cases, anonymous cases and group cases. The procedures for each are described below.

$C:\Users\Bill\Documents\CMS\Captures\icons and buttons\button-24836_640.png$

Click to view a video demonstration of the end-to-end procedure for processing an unscheduled activity.

Processing an unscheduled activity for a practitioner case

To create a new activity record:

1 Locate and open the case for which you want to record an activity.

2 Click

to open a new activity record for the case.

3 In the Activity Type field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select the activity type:

Client activities where the client will be physically present or participating by phone

Case activities where the client will not participate in the activity.

4 In the Activity Sub Type field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select the required sub type.

See the practitioner activity types and sub types table for a list of the activity sub types.

5 In the Mode field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select the contact mode:

Face to face

Telephone

Online

Written

Other.

6 In the Staff field the name of the primary care provider for the case defaults. You can change this if required.

7 In the Clients field, the name of the client for this case defaults.

8 In the New notes field enter a note about activity.

9 In the Location field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select the location where the activity took place.

10 In the When field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select the date and time of the activity.

11 IF this was a client type activity, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select the duration of the activity in the Activity Duration (H:M) field.

12 In the Status field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select Completed.
The Timesheet displays at the bottom of the page. If you specified a duration for the activity this value now displays in the Direct time field.

13 In the Timesheet specify direct, indirect and travel time as applicable.

14 Click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\savcloseb.jpg$ .
The activity is completed. The notes you wrote for the activity display in the Previous notes (read only) field.

Scheduling an activity for a practitioner case

If you want a client to receive an SMS reminder for an upcoming activity you must schedule the activity.

$C:\Users\Bill\Documents\CMS\Captures\icons and buttons\button-24836_640.png$

Click to view a video demonstation of how to schedule an activity.

To schedule an activity:

1 Locate and open the case for which you want to schedule an activity.

2 Click

to open a new activity record for the case.

3 In the Activity Type field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select the activity type.

4 In the Activity Sub Type field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select the sub type.

5 In the Mode field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select the contact mode.

6 In the Staff field the name of the primary care provider for the case defaults. You can change this if required.

7 In the Clients field, the name of the client for this case defaults.

8 In the New notes field enter a description of the planned activity if required.

$C:\Users\Bill\Documents\CMS\Captures\Screens\Act2.png$

9 In the Location field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select the location for the planned activity.

10 In the When field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select the date and time for the planned activity.

11 IF this is a client activity and the client wants to receive an SMS reminder,

select Send SMS Reminder.

The client must have a mobile number recorded as their main phone in the client record AND they must have given consent for them to receive SMS reminders for activities. See Identity and contact preferences and Other demographic information if you’re not sure how to do this.

12 In the Activity Duration (H:M) field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select the planned duration of the activity.

13 Click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\savcloseb.jpg$ .
The activity is scheduled. You will receive a notification twenty four hours before the scheduled event.

You can also schedule an activity for a client in the edit case page. This can be a simple way to schedule a session for a new client. See Schedule activities if you’re not sure how to do this.

Setting reminders for a practitioner activity

You can set yourself (and/or other participating staff) reminders for scheduled activities. You do this in the Reminders section of the activity record.

$C:\Users\Bill\Documents\CMS\Captures\Screens\Act - set reminder 1.png$

1 With the activity record in edit mode click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\addnewreminder.png$ .
The Reminder time field displays.

$C:\Users\Bill\Documents\CMS\Captures\Screens\Act - set reminder 2.png$

2 Click in the Reminder time field and select your desired reminder date and time.
The reminder is saved when you save the activity.

You can add more reminders for the activity if required. You can also change the reminder time as appropriate. To remove a reminder click

Rescheduling practitioner activities

If the planned time and date for an activity changes you can reschedule it. This will also reset the trigger for an SMS reminder if one was specified for the activity. If you have set a reminder for the activity for yourself you can reschedule that as well:

1 From the Operations menu select My Activities.
The My Activities list displays.

2 In the list, locate the activity you want to reschedule and click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\editthisicon.png$ to open it in edit mode.

3 In the When field, select the new date and time for the activity.

4 IF you set a reminder for yourself for the activity, in the Reminders section, in the Reminder time field select the new date and time for the reminder.

5 Click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\savcloseb.jpg$ .
The activity is rescheduled.

Completing a scheduled activity for a practitioner case

To complete a scheduled activity you change the activity status to Completed, record the relevant direct, indirect and travel times for the activity, and add a note.

$C:\Users\Bill\Documents\CMS\Captures\icons and buttons\button-24836_640.png$

Click to view a video demonstration of how to complete a scheduled activity.

To locate the activity you want to process you can access it from:

Your My Activities list or calendar

The Activities tab of the case record

The Activities section of the Details tab of the case record

Your activities reminders.

If you are processing the scheduled activity for someone else you access the activity from the case record.

1 Using one of the methods described above locate the activity you want to complete.

2 Click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\editthisicon.png$ to edit the activity.
The activity opens in edit mode.

3 In the New notes field enter a note to describe the completed activity.

4 In the Status field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select Completed.
The Timesheet displays at the bottom of the page. If you specified a duration for the activity this value now displays in the Direct Time field.

5 In the Timesheet specify direct, indirect and travel time as applicable.

6 Click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\savcloseb.jpg$ .
The activity is completed. The notes you wrote for the activity display in the Previous notes (read only) field.

Processing an anonymous practitioner activity

You should always process an anonymous activity as part of recording the anonymous case.

There should never be more than one activity recorded against an anonymous case – even if the anonymous client re-presents and you know it is the same person, you should still create a new anonymous case and activity.

1 Complete the anonymous case and click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\savcloseb.jpg$ .

2 Click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\addicon.png$ in the Activities section of the case page.
The activity screen for the anonymous case displays.

3 In the Activity Type field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select Anonymous Activity.

For anonymous cases you only ever use the Anonymous Activity.

4 In the Activity Sub Type field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select the Practitioner Anonymous Intervention.

5 In the Mode field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select the activity mode.

6 In the New notes field, enter a description of the anonymous case and the activity.

In your notes about an anonymous activity you NEVER enter any information that can identify the client – they haven’t given their consent!

7 In the Location field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select the location where the activity took place.

8 In the When field, select the date and time of the activity.

9 In the Status field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select Completed.
The timesheet displays.

10 In the Timesheet enter the time you worked on the activity.

11 If appropriate, enter time you travelled for the activity in the Travel Time field.

12 Click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\savcloseb.jpg$ .

Processing practitioner activities with multiple staff

Some of your activities might involve more than one person working with the client. Group sessions also might involve participation of more than one practitioner.

If you want to add a colleague to the activity they must have an active Gambler’s Help Connect login at your service.

When you initiate a new activity for a case, Gambler’s Help Connect defaults your name in the Staff field. In multiple staff activities, you can add the names of the other participating counsellor(s) in this field. When you set the activity status to Completed, the timesheet displays a new line for each member of staff associated with the activity. You can enter all the times for all participating staff in the one activity.

The Staff field is a search field.

To add a colleague to an activity:

1 Open the activity for editing.
The activity displays in edit mode with your name in the Staff field.

2 Specify the activity type, subtype and mode.

3 In the Staff field enter the first few letters of your colleague’s name.
A list of names matching the letters you entered displays.

$C:\Users\Bill\Documents\Business Systems\GHC Training\2016 Update\Graphics\activity staff search 1.png$

4 Select the name of your colleague.
The name displays in the Staff field.

$C:\Users\Bill\Documents\Business Systems\GHC Training\2016 Update\Graphics\activity staff search 2.png$

5 Complete the other fields for the activity including notes, location, date and time.

6 In the Status field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select Completed.
The Timesheet displays a line for each member of staff listed in the activity.

$C:\Users\Bill\Documents\Business Systems\GHC Training\2016 Update\Graphics\activity time sheet.png$

7 Add the direct, indirect and travel times for each participating staff member.

Times for different staff members don’t have to be the same.

8 Click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\savcloseb.jpg$ .

Processing practitioner activities for a family case

A family case is the same as a standard practitioner case except that more than one client is associated with the case. When you record activities for family cases you need to select each client associated with the case (who attended the activity).

1 Locate the case and start a new activity as you would for any other practitioner case.
The activity page displays but the clients’ names do not show in the Clients field.

2 Click in the Clients field.
A list of the clients associated with the case displays.

3 Select the clients you want to record against the activity.
The names display in the Clients field.

4 Complete all the other fields and process the activity as you would for any other practitioner activity.

See Processing an unscheduled activity for a practitioner case if you’re not sure how to do this.

Processing activities for practitioner group case sessions

Group case activities do not have subtypes. There are only three activity types against which you record your efforts in running group cases:

Session – covers all the work you do both direct and indirect time in actually running group sessions

Preparation – covers all the work you do in program development and maintenance

Administrative – covers all the work you do in managing and administering the group case.

You can schedule group sessions as for other activity types. This will also allow you to ensure clients who have consented will receive SMS reminders of upcoming sessions.

This procedure is the same for anonymous group cases except in an anonymous group there are no client names to select.

To process an activity for a group case:

1 Open the group case record.

2 Click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\addicon.png$ in the Activities section to open a new activity page.
The primary and secondary care providers for the case display in the Staff field.

3 $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ Select the Activity Type and Mode.

4 In the Staff field, check that the correct care provider names display. Add or remove staff from the activity as required.

5 Click in the Clients field.
The client list for this case displays.

If you are recording a preparation or administration activity for the group, you only need to select clients if the activity related directly to that person. For example, “sent invitations” (don’t bother about selecting clients), but “Rang Joe to remind him about the session”, (select Joe).

6 From the list in the Clients field, select each client who attended the session.

7 In the New notes field enter your notes for the activity.

8 $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ Select the location, and date and time.

9 IF this was a session, enter the duration of the activity in the Duration field.

10 In the Status field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select Completed.
The Timesheet displays.

11 Specify the direct, indirect and travel time for each of the participating staff.

12 Click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\savcloseb.jpg$ .

Cancelling a scheduled practitioner activity

You cancel activities by changing the status:

1 From the Operations menu select My Activities.
The My Activities list displays.

If it’s not your activity, you can locate it via either a case or activity search.

2 In the list, locate the activity you want to reschedule and click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\editthisicon.png$ to open it in edit mode.

3 In the New notes field, enter a note explaining the reason for the cancellation.

4 In the Status field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select No action required.

5 IF you set a reminder for yourself for the activity, in the Reminders section click

6 Click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\savcloseb.jpg$ .
The activity is cancelled.

Cancelling a saved practitioner activity

From time to time an activity might be recorded in error. For example, an activity might be mistakenly recorded against the wrong client or case. You can cancel a saved activity:

1 Open the case record containing the activity you want to cancel.

2 Select the Activities tab.

3 In the activities list, locate the activity and click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\editthisicon.png$ .
The activity record opens in edit view.

4 In the New notes field, enter a note explaining the cancellation.

5 In the Status field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select No action required.

6 In the Timesheet, select Delete.

$C:\Users\Bill\Documents\CMS\Captures\Screens\Act118 - deleteTS.png$

7 Click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\savcloseb.jpg$ .

If you just want to remove a member of staff from a closed activity, delete them from the Staff field and delete their timesheet entry. Then save and close.

Recording a no show for a practitioner activity

Recording a no show against a scheduled activity

Recording a no show as a new activity

Clients will sometimes fail to attend appointments without notice. When this happens you need to record a no-show. If you had scheduled the appointment then you process that as a no show. If you were planning on recording the activity after the event you create a new activity to record the no show. In either case, a no show automatically records 15 minutes of indirect time. If there was any travel time you should add it to the activity.

Recording a no show against a scheduled activity

1 From the Operations menu select My Activities.
The My Activities list displays.

If it’s not your activity, you can locate it via either a case or activity search.

2 In the list, locate the activity and click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\editthisicon.png$ to open it in edit mode.

3 In the New notes field, enter a note recording the no show.

4 In the Status field, $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select No Show.
The Timesheet displays with 15 minutes in the Indirect time field for each member of staff associated with the activity.

5 Add travel time to the timesheet if appropriate.

6 Click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\savcloseb.jpg$ .
The no show is recorded.

Recording a no show as a new activity

If there was no scheduled activity for the missed appointment you must record a no show activity:

1 Open the case record.

2 In the Activities section click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\addicon.png$ .
A new activity screen displays.

3 $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ Select the activity type, sub type and intended mode.

4 If required, in the Staff field add any other staff who planned to attend the activity.

5 In the New notes field, enter a note recording the no show.

6 In the Location field $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select the location where the activity was intended to take place.

7 In the When field specify the date and time when the activity was intended to take place.

8 In the Status field $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\ddl.png$ select No Show.
The Timesheet displays with 15 minutes in the Indirect time field for each member of staff associated with the activity.

9 Add travel time to the timesheet if appropriate.

10 Click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\savcloseb.jpg$ .
The no show is recorded.

Attaching documents to practitioner activities

You can attach a single document to an activity where this is required. If you need to attach multiple documents to an activity, consider bundling the documents into a single file, or alternatively attach the documents to the case instead. You can do this when recording the activity, or you can open the activity in edit view at a later point and attach a document.

In the activity record in edit view:

1 In the Upload Document field, click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\choose file.png$ .
A Windows Explorer window opens.

2 Locate the file you want to attach then click Open to attach the file.

Gambler’s Help Connect will allow you to attach most common file types including all MS Office and PDF files.

3 Click $C:\Users\Bill\Documents\CMS\Captures\icons and buttons\savcloseb.jpg$ .