Add a group case and session

Task Card 11 cover

Data Exchange web-based portal – User Task card 11

The Data Exchange Protocols requires service providers to report client level data, with aggregate reporting only permitted for organisations that deliver services to a large group of people or a whole community.

Step 1 – Add a case

To add a new case record, select + Case in the Add menu located on the Data exchange web-based portal.

Figure 1 – The Data Exchange home page

Figure 1 - the data exchange home page

The Add a case – Case details screen will display.

Figure 2 – Add a case – Case details screen

This image shows the add a case, case details page. It contains a free text case ID box, a drop down dox for outlet, a drop down box for programme activity and a text box for the number of unidentified clients associated with a case.

Table 1 – Add a case – Case details screen (refer Figure 2)

FIELD DESCRIPTION
Case ID Enter the Case ID number or name. Use Something meaningful and accurate as this name can be used to assist you to search for your cases in the future.

More information on naming conventions for programs can be located in Appendix B of the Data Exchange Protocols.

Note: Please do not enter a client’s name or other identifiable information in this field.

Outlet Select the Outlet (main location) this case is being delivered from. If a case is delivered across multiple locations, record the most frequently used office from where the case is delivered.

Note: You will only see outlets within your organisation to which your Data Exchange Administrator has granted you access too.

Programme activity Select the appropriate activity that this group or event was held for.

Note: You will only see programme activities within your organisation to which your Data Exchange Administrator has granted you access too.

Service Type Select the service type that best reflects the intent of the session.
Total number of unidentified clients associated with case This field should only be used to report group activities where it is not possible or practical to record each participant with their own client record. It should not be used to ‘bulk report’ services to individuals or small groups where it is possible to collect the details of each individual client.

For group activities and large-scale community events where it is impractical to obtain any client-level information for each individual that attends, enter the total maximum number of clients that you expect to attend in this field. For example, if you expect 150 people to attend the event over the life of the case you would enter 150 in this field.

For group activities where a combination of clients and unidentified persons are expected to attend, enter in the expected number of unidentified persons only. You can then add the clients invited in the next step.

Note: If the number of actual attendees at the session is greater than the number of expected attendees recorded against the case, you will need to edit the case record and increase the number of clients expected to attend before recording the session.

Next Select Next to finish. The Add a Case – Attach clients screen will display.

Step 2 – Attach clients

The Add a Case – Attach clients screen allows you to attach clients to the case. You can do this by either searching for a client record via the:

  1. Search clients function, or the
  2. Search results area.

Figure 3 – Attach Clients to a Case Screen

add case group session figure 3

Select the clients to be associated with the case.

Select ATTACH SELECTED CLIENTS.

Select NEXT.

The Add a case – Review screen displays.

For large community events where it is impractical to attach specific clients, you can disregard this step.

Step 3 – Review case details

This Add a case – Review screen allows you to review and edit the details of the case you have entered.

Figure 4 – Add a Case – Review Screen

Add a case - Review

Select <BACK to edit the details or Cancel to stop the process.

If the details are correct, select SUBMIT.

Step 4 – Add a case – Finish screen

The Add a case – Finish screen will display.

This screen displays a summary of the case you have created, and if you did not enter your own case ID, a Case ID will be automatically created.

Figure 5 – Add a case – Finish screen

Add a case finish

Step 5 – Add a session

To add a session to the case you have just created select the Add a Session under ‘What can you do now?’ heading from the bottom of the Add a Case – Finish screen.

Figure 6 – Add a Session Link

What can you do now section of the add a case finish page with a link to add a session

Or, if you are adding a session after searching for an existing case you can add a session to the case using the:

  • ADD SESSION, or
  • COPY SESSION buttons.

Figure 7 – Case screen showing Add and Copy session

Add a case - case

The Add a session – session details screen will display.

Figure 8 – Add a session – Session details screen

add a session - session details

Table 2 – Add a session – Session details fields (Refer Figure 8)
FIELD DESCRIPTION
Case ID The Case ID reflects the name of the case you are entering a session for.
Session ID If your organisation has a session numbering system you can enter your own session ID, otherwise leave this field blank and it will be auto-populated once saved.
Session Date Record the date the group met or event actually occurred. This can be done either by entering the day, month and year values or using the calendar function.

Note: Sessions cannot be entered for future dates or dates in a closed reporting period.

Service Type The field provides an understanding of the type of service delivered within the case on each occasion. The options within the drop down box will be dependent on the program activity the case is recorded, so that only relevant service types can be added.
Number of unidentified clients attended session This field is used for recording groups of clients who have attended a session (such as workshops, skills training, or community events) where it was not practical to record individual client details. In these scenarios please record the number of people who actually attended the group session.

Community Event Example: If 150 persons were expected to attend, but only 120 actually attended on the day the session was run, you would enter 120 in this field.

Note: If the number of actual attendees at the session is greater than the number of expected attendees recorded against the case, you will need to edit the case record and increase the number of clients expected to attend before recording the session.

Interpreter Present Enter Yes if an interpreter was present. This includes an Auslan or other sign language interpreter for the hearing impaired.
Next Select Next.  The Add a session – Clients/support persons attended screen will display.

The Add a session – Clients/support persons attended screen will allow you to select the clients who are attached to the case and attended the event.

If the event was too large to collect specific client data and no clients were attached to the case, you would see the following screen:

Figure 9 – Add a session – Clients/support persons attended screen

add a session - client support person attended

Figure 10 – Add a Session – Client/Support Persons Attended Screen

This shows the add a session, clients page which allows a user to review the clients and support persons attached to a session.

Select NEXT.

The Add a session – Review screen will display.

Figure 11 – Add a Session – Review screen

Add a session review

Select SUBMIT.

The Add a session – Finish screen will display.

Figure 12 – Add a session – Finish screen

Add a session finish

If your organisation has opted-in to the Partnership Approach, you can add further information by selecting the REFERRALS TO OTHER SERVICES or SCORE ASSESSMENTS button.

More information on adding a session or community SCORE can be found in the Data Exchange Protocols and Training resources.