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CAISI 9.6 User Guide

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This guide describes procedures for using the CAISI Case Management Software system to: - Log on and navigate in the system - Search for and view clients - Add and edit clients in the system (refer, admit, discharge client) - Work with OSCAR Case Management Encounter module (create and edit notes) - Use the Tickler to send and receive activity messages - Upload client documents and images -

1. CAISI Product Overview

Provides high level description of the CAISI Software Management System, as well as how CAISI integrates with OSCAR.

1.1. Overview

Product overview.

The OSCAR Multi-Agency Case Management (CAISI) software is a web-based configuration of the OSCAR McMaster software system designed to enhance the electronic integration of care between agencies. This software is being used by social service agencies and medical providers caring for vulnerable populations that benefit from an integration of their care.

The CAISI Project aims to electronically integrate services and information for those who are homeless at the individual and population levels using this electronic information system.

This software is a configuration of the OSCAR McMaster system, an open source Ministry of Health endorsed electronic medical record, that incorporates additional features geared specifically to the care of people who are homeless.

The CAISI Project, using its open-source development approach, seeks to integrate with major social and IT networks among agencies working with the homeless. These include shelters, drop-in centres, outreach teams, clinics, hospitals, public health services, and emergency medical services.

The CAISI configuration of OSCAR McMaster software supports the rapid assessment of clients, referral to appropriate shelters and agencies, managing waiting lists into services, supporting multi-agency case management, and ultimately client placement into appropriate housing or community placement.

2. Logging On and Navigation

This section describes how to log on to CAISI/OSCAR, and how to navigate in program.

2.1. Logging On

Describes procedure used to log on.

Before logging on for the first time, ensure that your user name and password have been assigned, along with an appropriate role for your use of CAISI.

If you are logging on remotely, ensure that you have also received the second level passcode.

 1.  In the address bar of your browser, type the URL for your CAISI site. Typically, this URL includes the name of your organization/hospital. For example, if you’re your organization is the Seaton House, you would type seaton.caisi.ca. The logon screen appears. 

 Note: Before the logon screen appears, and if you are prompted to do so, click Yes and then OK in the appropriate boxes.

CAISI Login Screen

 

2.  Type your user name and password in the User Name and Password text boxes.

    3.  If you are logging on remotely, enter your 2nd level passcode in the 2nd Level Passcode box. This is also your pin number.

    4.  Click the Sign in button to complete the process. The Oscar home page opens:

    Oscar home page

    2.2. Navigating the OSCAR/CAISI System

    Shows how to navigate to different screens in the OSCAR/CAISI system.

    2.2.1. Navigation Overview

    Overview of navigation.

    Once you log on, the Oscar medical program’s home page opens, showing the client list associated with the selected program (for example The Drop In Program Medical Clinic show in the graphic below).

    Oscar home page

     

    The view you see after you log in, and the functionality you have access to, depends on the role your administrator assigns to you, 

    The home page contains the following elements:

     

    2.2.2. Menu Bar and Clickable Menu Items

    Provides a snapshot of the OSCAR medical view menu bar.

    Along the top of the screen is the menu bar, with clickable menu items, including Search, Report, Billing,Tickler, Program, etc. 

    navigation_menu items.jpg

    The role assigned to you in the CAISI system determines which menu items are visible or that you can use.

     

    2.2.3. Date and Calendar

    Provides a brief description of date shown and accessing the calendar.

    Below the menu bar, the current date is displayed.

    navigation_menu items

    Using the Calendar

    To view the client list current on another date, click Calendar beside the date. The Calendar dialog box opens:

     calendar    

    To see the list of clients current on a particular day, do one of the following:

    • Click any day on the calendar.

    OR

    • To see a list of clients in another month, click the back < or forward > arrows at the top of the calendar, and select a day. 

    The list of clients current for that day is displayed.

     

    2.2.4. Programs and the Client List

    Provides brief description of how to select a program to show client list associated with that program.

    The selected program name is shown above the client list, but also in the Program drop-down list box near the top right of the screen, below the menu items.  For example, the Critical Care Shelter is shown in the graphic segment below.

     Program box

    Client List Display

    By default, the client list displayed depends on the program selected from the Program drop-down list box.

    To see a different list of clients, click the arrow beside Program box, and select another program name.

    Client Names

    The icons you are able to see displayed beside each client name depends on the role assigned to you in the CAISI system. For example, if your role is that of a counselor, you may not have access to encounter notes recorded by doctors regarding medical information.

    2.2.5. OSCAR Case Management Encounter

    Provides brief description of the OSCAR Case Management Encounter screen for selected clients.

    You can use Oscar’s Case Management Encounter (CME) to organize case management activities related to individual clients. Activities include writing case notes, prescriptions, consultations, billing, uploading documents, etc. 

    Accessing a Client’s CME

    In the Oscar Home page, from the client list, locate the client whose CME view you wish to open, and click the E beside the client’s name. The Case Management Encounter window opens:

    CME

     

    2.2.6. CAISI Program Management Module

    Provides brief description of the CAISI Program Management Module.

    With the CAISI Program Management Module (PMM)You can perform program management tasks that include new client intakes, updating old client intake files, or conducting referrals and discharges.

    Accessing the CAISI Program Management Module

     In the Oscar Home page, click the Program menu item at the top of the screen. The CAISI Program Management Module window opens:

    CAISI Porgram management module

    To return to the OSCAR view, click Case Management on the left panel of the screen.

     

    3. Searching for Clients

    This section describes how to search for clients in the OSCAR/CAISI system.

    3.1. Search Overview

    Overview of OSCAR/CAISI system's search capabilities.

    If you are unable to see a client in the client list, and before you add a new client to the system, you may need to do a search to ensure the client is not already in the system.

     You can search the main OSCAR system for the client, or you can search for the client in CAISI Program Management Module.

     

    3.2. Searching for Clients in OSCAR

    A brief description of how to use OSCAR's search capabilities to retrieve existing client information.

    1. Log in to the OSCAR/CAISI system. 

    2.  On the main OSCAR screen, at the top right corner, and to the left of the Help link, type the client’s last name in the text box , and click the Go button.

    navigation_menu items.jpg

    3.  If the system does not retrieve a client name, access the CAISI Program Management module to search for the client. For details see Searching for Clients in the CAISI Program Management Module.

    3.3. Searching for Clients in the CAISI Program Management Module

    Describes how to search for client's in the CAISI PMM.

    1. On the OSCAR main screen’s menu bar, click Program. The CAISI program screen opens:

     CAISI Porgram management module

     2. On the left panel, under Navigator, click Search Client. The right panel refreshes to show search criteria options:

     Search client

     3. Do one of the following:

     a) To narrow your search, enter known information in the criteria text boxes, such as Client Last Name, Admission Date From, etc.

     OR

     b) To retrieve all existing clients, leave the text boxes blank, and click the search button.

     Search results appear below the criteria text boxes, similar to the graphic below:

     caisi_search_results

     4. Depending on how many names are in the system, you may need to click one of the numbers below the displayed list to open another screen with client names. For example to navigate from the first screen to the second, click 2, or click Next.

    Note: If you cannot  find the client’s file from the list of clients you retrieve, the client is not in the system and you must create a new one by filling out an Intake form. For details, see Adding New Clients.

     

    4. Viewing Client Files in the CAISI System

    This section describes how to view client files using the CAISI system.

    4.1. Viewing Client Files in Caisi

    Describes how to view client files in CAISI.

    You can view clients in CAISI by clicking a selected client name on the main OSCAR screen, or by seaching for clients in the CAISI system, and then selecting and opening a client file from the search results.

     1. View client files by doing one of the following tasks:

          a.  Select a client from the client list on the main OSCAR screen, and click the client’s name.

         OR

         b(i).  On the main OSCAR screen’s menu bar, click Program to open the CAISI program module:

     CAISI Porgram management module

      b (ii) In the CAISI program module, from the left panel, select Search Client. Follow the instructions in Searching for Clients in the CAISI Program Management Module to retrieve the list of clients. Select and click  a name to open the client’s file.

     The right screen refreshes on the Summary tab to show summaries of the client’s information (Personal Information, and other summaries such as Intake Form, Current Programs, and Referrals):

     personal summary

     Click the following tab for additional information/action regarding the cilent:

    • History tab: Displays all program activities and referrals.
    • Forms tab:  Lists the intake and user created forms.
    • Refer tab: Lists detailed referral information.
    • Discharge tab:  Use this tab to complete discharges of clients from services and temporary programs into the community.

     

    5. Using CAISI's Program Management Module

    This section describes the following tasks you can do in CAISI's PMM: Adding New Clients; Referring Clients to Programs; Admitting Clients to Programs (Permanently or Temporarily); Discharging Clients; Batch Discharges and Admissions

    5.1. Overview

    High level description of how to use CAISI's PMM.

    Use CAISI’s Program Management Module (PMM) to complete intake tasks to add new clients, make referrals, complete admission and discharge tasks, and perform batch discharges from one program to admit clients to another program.

     To use PMM  functionality, you need to access PMM from the OSCAR main screen.

     Accessing the Program Management Module

     1.  On the main OSCAR screen’s menu bar, click Program to open the CAISI program module:

     CAISI Porgram management module

     2. From this window you can do the following tasks:

    5.2. Adding New Clients

    Describes how to add new clients to the CAISI system.

    1. On the PMM’s left panel, under Navigator, click New Client to open the New Client intake form.

    New_client_form

     

    2.  To avoid creating a duplicate file, type the client’s first and last name in the First Name and Last Name boxes, and then click the Search button. One of two results occur:

      • If the system finds one or more similar names in the system, those names are displayed as shown in the following graphic:

    Intake_similar_names

      • If the name in the list is a match, beside the name, click the Update Local button (if the client is already in the CAISI system) or the Copy to Local button (if the client is already part of the integrated system). This updates the client’s existing Registration Intake form. For details see Step 3.

    OR

      • If none of the names in the list is a match, click the New Client button at the bottom of the form, then click OK when the message box appears. The Registration Intake is displayed, showing the first and last name, similar to the graphic shown below:

    Registration_Intake Form

     3.  Complete as much of the information on the Intake form as you can, including:

      • First Name
      • Last Name
      • Postal Code
      • Client Record Name

         If you can, also enter date of birth and the health insurance number/version code,

    4.  In the Program Admissions area, click the arrow beside the Bed Program or Residence Location drop-down list box and select the program to which you are admitting the client.

    Note (1): Only bed programs that are not full to capacity are visible on the list. 

    Note (2) : It is important to select a program, otherwise the client is placed in a holding tank by default.

    5. Then, if appropriate, check one or more of the Service Programs check boxes (for example, Partner Agency 2 Program).

    6. When you finish, click Add Record button if this is a new client, or the Save button if you are updating client intake information.

    You can refer a client to additional programs when completing the intake form or by selecting the Refer tab on the top of the CAISI client page.  For details, see Referring Clients to Programs.

    5.3. Referring Clients to Programs

    Describes how to refer a client to a specific program.

    1. Search for and select the client you want to refer to a program. For details on searching for a client, see Searching for Clients in the CAISI Program Management Module.

     The client’s information opens on the Summary page, similar to the graphic below:

     personal summary

     2. Click the Refer tab; the screen refreshes to show the Refer tab, similar to the graphic below:

     referral tab

     3. To select the appropriate program, do one of the following:

      • If you know the name of the program to which you want to refer the client, type it in the Program Name box.
      • If you do not know the name of the program, select the type of program you want. Click the arrow beside Program Type, and select either Bed or Service.
      • If you do not know the name of the program and are not sure of the program type, you leave all boxes empty.

    Click the Search button. Once the search is complete, a new window opens with a list of available programs that match your search criteria.

     referral_search_results

     4. Click the name of the program to which you want to refer the client. The search results window closes, and the Refer tab refreshes, similar to the graphic shown below.

     referral notes

    An additional section in the lower half of the window provides information about the program name, program type, participation level (including the number of people waiting to be admitted to the program), as well as the program location’s telephone and email information.

    5.  In the Reason for Referral and Presenting Problems text boxes, type additional information as required.

    6.  If this is a temporary referral for the client, click the Request Temporary Admission check box. For more information on this option, see Admitting Clients to Programs.

    7. When you’re finished, click the Process Referral button. The screen refreshes with information to let you know that the client has been successfully referred, and is now in the queue for admission to the program you selected.

    5.4. Admitting Clients to Programs

    Describes how to admit clients to programs, including temporary admittals.

    Once you have referred a client to a program, and the client is in a queue for admission to the program, you need to admit the client to the program.

    You can also admit a client temporarily to a program, if during the referral process (see Referring Clients to Programs) you indicated that the client is to be temporarily admitted.

    Note: Ensure that you have access to the program to which you plan to admit the client.

    See:

    Admitting a client to a program

     

    1.  By default, when you open CAISI’s Program Management Module, the list of programs in your program domain appears on the right panel of the screen, similar to the graphic below. The list also shows the number of clients in queue to be admitted to each program:

     CAISI Porgram management module 

    Tip: If you are in another screen in the Program Management Module, and wish to see the list of programs available in your program domain, click Home, located at the top right of the screen, next to Logout (see graphic above).

    2.  Click the name of the program to which you want to admit the client. The screen refreshes, and opens on the General tab of the selected program’s information page (the name of the program is at the top right corner of the screen, similar to the graphic shown below:

    general tab

     3.  Click the Queue tab. The screen refreshes to show the queue for the program you selected.

     queue 

    4. Click the Admit button beside the client you want to admit to the program.

    5. When the screen refreshes, write any relevant notes in the Admissions Notes text box, and then press Process Admission.

     

    Admitting a client temporarily to a program

    If you had selected Temporary Admission prior to processing a client referral (see Referring Clients to Programs), you can choose to admit a client to two programs at once, the original bed program and a secondary temporary bed program. The secondary temporary bed program is viewed as a service program in CAISI.

     

    5.5. Discharging Clients

    Describes how to discharge clients, including how to discharge clients from a temporary program, or discharging clients to a non-CAISI bed program.

    You can discharge a client from a program, or from a program to which the client temporarily belongs. You can also discharge clients to non-CAISI community bed programs.

    See:

    Discharging a client from a program

    1. In the Program Management Module, search for the client that you want  to discharge from the program. For details on searching for clients, see Searching for Clients in the CAISI Program Management Module.

    Once you find the client name, open the client’s profile, which is similar to the graphic shown below:

    personal summary

     2. Click the Discharge tab at the top of the screen. The screen refreshes to show the Discharge screen.

    Discharge tab

     3. Click the Disharge button beside the name of the Program from which you want to discharge the client. The screen bottom portion of the screen refreshes.

    4. Click the Process Discharge button.

    Discharging a client from a temporary bed program

     

    Complete this task when you are discharging the client from your program to the community. This would occur if the client’s whereabouts are unknown, s/he is living with a partner, has left the city, etc.

    1.  To discharge a client from a temporary bed program, complete the same steps as in the Discharging a client from a program procedure, and then navigate to the Discharge from a Temporary Program area on the screen to find the program from which you want to discharge a client (see graphic below).

     Discharge notes

    2. In the Discharge - Temporary Program area, click beside one of the options that describe why the client is being discharged (for example, Client requires acute care) and, in the Discharge Notes text box, write any comments regarding the discharge.

    3. Click the Process Discharge button.

     

    Discharging a client to a Non-CAISI community bed program

     

    1. Follow the same steps as for the Discharging a client from a program procedure, but navigate to the Discharge to non-CAISI community bed program area.

    2. Beside the Community Program drop-down list box, click the arrow and select the appropriate program.

    3. Click the Discharge button. Once you discharge clients to community programs, you can access their files in the archive view of the program from which you discharged them.

    Note: To see more detail on this process refer to the community discharge manual.

     

     

     

    5.6. Using a Batch Process to Discharge and Admit Groups of Program Clients

    Describes how you can select groups of clients, discharge them from one program and admit them to another.

    You can discharge a group of program clients and then admit them all to another program using a batch process.

    1. In the Program Management Module, under Administration on the left panel, click Program List to display the list of programs, similar to the graphic shown below: 

    program list 

     2. Click the name of the program from which you want to discharge a group of clients. The screen refreshes to display the program’s general information:

    general tab

    3.  Click the Clients tab to display the list of clients currently admitted to the program:

    Client_list

    4.  Click the check boxes beside the clients you want to discharge and admit to another program, and then scroll to the bottom of the screen:

     Batch_discharge_buttons

     5.  Do one of the following:

      • If you want to discharge these clients to a CAISI bed program, click the arrow beside the drop-down list box next to the Batch Discharge to CAISI Bed Program button, and select the appropriate program. Then click the button.
      • If you want to discharge these clients to a CAISI bed program, click the arrow beside the drop-down list box next to the Batch Discharge to Community Bed Program button, and select the appropriate program. Then click the button.

     When the confirmation message box appears, click OK.

    6. Creating and Editing Notes for Clients' Case Management Encounter Profiles

    This section describes how to create and edit notes to attach to client's Case Management Encounter profiles

    6.1. Adding Issues to a Client's Case Management Encounter Profile

    Before adding a note to a client's Case Management Encounter profile, you need to ensure that there is at least one issue to which you can associate the note.

    When you create a case note for a client, you need to associate the case note with at least one issue heading.

    Client case notes are then organized and sorted according to these issue headings (for example, Paranoid Schizophrenia or Alcohol Abuse).

    1. From the OSCAR medical view, locate the client for whom you wish to add a new issue (for details, see Searching for Clients in OSCAR).

    2. Click E beside the client name to open the Case Management Encounter view for that client:

    CME

    3.Below the Progress Note Report View area on the right panel of the screen, click New Note. The New Note window opens, similar to the graphic shown below: 

    New Note

    4. Click the add new issue button below the Issue Association View list to open the the Search the Issue window.

    5. Do one of the following:

    • Type a keyword in the text box related to the issue you want to add and click Search. For example, if type Alcohol Abuse, all issues that include Alcohol Abuse in the heading are retrieved from the database.

    Note: If you are looking for a counselor related issue, type CTCMM in the search engine. CTCMM stands for City of Toronto Case Management Module. All counselor related issues will appear.

    OR

    • Leave the text box empty and click the Search button to retrieve all issues stored in the database.

    The list of issues is displayed:

    Issue_search_results

    5. In the issue list, check the issue(s) that you want to add to the client’s Issue Association View list, then click the add checked issue button. The screen closes, and you are returned to New Note window, showing the new issue(s) you added in the Issue Association View list.

     

    6.2. Creating Case Notes

    Describes how to create case notes.

    You can create case notes for each client. Case notes are organized and sorted according to the issue headings associated with the case notes.

    For example, if you feel that addictions are an issue for a client, you select that issue during the case note creating process. Should you want to view all case notes on Addictions for that client, the system would retrieve that issue and all case notes pertaining to that issue would be displayed.

    1. After you log on and the Oscar medical program’s home page opens, the client list displays:

    Oscar home page

    2. Click the [E] beside the name of the client for whom you want to create a case note. The CME screen for the client opens, similar to the graphic shown below:

    CME

    3.  Below the Progress Note Report View, click New Note. The New Note window opens, similar to the graphic below:

    New Note

    4. To associate the appropriate issue(s) with your new note, do one of two things:

      •  In the Issue Association View list, click beside the issue(s) with which you want to associate your note.

         OR

    5. In the Progress Note Entry View text box, type the new note, then scroll down to the bottom of the page, which is similar to the graphic below:

    Save_note_pic

    6. Click the arrow beside the Encounter Type drop-down list box, and select an encounter type, for example, face to face encounter with client.

    7. Click the Sign and the Include checked issues in note check boxes.

    8. Click the Save and Exit box to return to the client’s Case Management Encounter window. Your note is now included in the Progress Note Report View list, near the bottom of the window, similar to the graphic below:

    sort notes

     Note: If you want to sort the notes in the Progress Note Report View list, according to criteria such as date, provider, program, status, etc. click the arrow beside the Sort drop-down list box just above the note list, and select the criteria you want to sort the notes by, such as Date or Program. The list is re-organized according the sort criteria you select.

     

    6.3. Editing Case Notes and Viewing Note History

    Describes how to edit case notes and view note history.

    The history of a given note includes the original note content, as well as any edits that have been added to the note.

    Note history can be reviewed by all providers but the content of the original note can never be deleted or altered.

    Note edits can only be made by the original author of the note. To comment on a note that you did not write, you need to create a new note associated with the same issue as the note you are commenting on.

    All signed and saved notes that you have authored are shown with a pen-and-pencil icon pen_pencil_icon beside them. Notes authored by providers other than yourself do not have this icon and cannot be edited by you.

    1.   Open Case Management Encounter window of the client whose note you want to edit, and scroll down to the Progress Note Report View:sort notes

    2. Click the pen-and-pencil icon pen_pencil_icon beside the note you want to edit to open the Issue Association and Progress Note Report View window, which displays the issues selected that are associated with your note, as well as the content of the note you wrote, similar to the graphic below:

    edit note

    3. In the Progresss Note Entry View text box, type the changes you want to make to the note.

    4. At the bottom of the window, click the Sign check box, and the click the Save and Exit button. The window closes, the updated note is displayed in the Progress Note Report View list, with a clock icon clock_icon beside the pen-and-pencil icon.

    Note: If you want to view the history of your note, click the the clock icon clock_icon beside the note. The Archived Note Update History window opens, showing the changes that have been made to the note:

    archive_note_update_history

     

     

     

    7. Using Ticklers To Create Action Alerts

    This section describes how to view, add, and edit ticklers.

    7.1. Viewing Ticklers

    Describes how to view ticklers in the OSCAR/CAISI system.

    Ticklers are messages sent between providers that can be used to alert staff of an action that needs to take place.  

    You can view ticklers from the main OSCAR  medical view  that is displayed when you log on to the system, or you can view ticklers from individual client’s Case Management Program screen.

    To view a tickler

    1. Log on to the system. The main OSCAR medical view opens:

    Oscar home page

    2.  Do one of the following:

      • To view ticklers for all clients, on the menu bar along the top of the screen, click Tickler. The Filter Tickler List window opens, with a list of ticklers associated for all clients:

    Tickler_all_clients

    • If you want to view the ticklers for a specific client, do the following:
      • (a) In the Oscar main window, click E beside a selected client's name to open the client’s Case Management Encounter screen.
      • (b) In the Clinical Resources area on the left navigation panel, click View Tickler.The Filter Tickler List window opens, showing the list of ticklers associated with the client:

    tickler_single client

    These tickler filter windows, whether for all clients or a selected client by default list ticklers that have Active status.  Each tickler listing shows the client name, the provider name, date, action priority, to whom the task is assigned, the tickler status, the tickler message, and the client’s program.

     3. From the tickler view window, you can filter and sort ticklers as follows:

      • To filter the tickler list, navigate to the top of the page, and then select a different status (for example Complete) in the Status box, a different program in the Programs box, a different provider in the Provider box, or a different task assignee in Task Assigned To.
      • To view only those ticklers that you created, click the arrow beside Custom Filters, and select My Tickler. The screen refreshes, showing only your ticklers.
      • To see a print preview, click Print Preview above the list to open a print preview window.
      • To sort ticklers according to date, click Date at the top of the Date column.

    4.  To open a detailed view of a selected tickler, click the the magnifying lens icon to the left of the client name to open the Tickler detail dialog box. From this view, you can reassign the task, change/update the status, and at the bottom of the screen, type comments in the text box in the Comments area. For more details, see Editing Ticklers.

     

    7.2. Adding a tickler

    Describes how to add a tickler to the OSCAR/CAISI system.

    1. Open a client Case Management Encounter screen:

    CME

    2.  In the Clinical Modules area of the navigation panel on the left, click Add Tickler.  The Create New Tickler window opens, showing the client name and the program to which the client is assigned:

    add_tickler_screen

    3.  Complete the tickler as follows:

      • If you want to change the default date and time at which the tickler becomes active, make changes in the Service Date and Service Time boxes.
      • If you want to change the tickler priority, click the arrow beside the Priority box, and select High, Normal, or Low.
      • To assign the tickler to the appropriate person, click the arrow beside the Task Assigned To drop-down list box, and select one of the names in the list.
      • To write a message, type your message in the Message box.

     3.  Click the Save button.  The Filter Tickler List window opens, showing the new tickler in the list.

     

    7.3. Setting Tickler Preferences

    Describes how to set tickler preferences.

    You can set your preferences so that a small pop-up window appears to let you know how many ticklers are assigned to you.

     1.  Log on to the main OSCAR medical view (the graphic below shows the top portion of the screen):

    navigation_menu items

     2.  Click Pref on the menu; the Preference window opens:

    preference_dialog box

    3.  Beside New Tickler Warning Window, click Enabled.

    4.  Click Update to save your change. The next time you log on to the system, a pop-up window opens to indicate the number of ticklers that are assigned to you.

     

    7.4. Editing Ticklers

    Describes how to edit a tickler.

    1.  Navigate to Filter Tickler List window for all clients, or for a specific client. For details, see Viewing Ticklers.

    2.  Click the magnifying lens icon to the left of the client name associated with the tickler message that you want to edit and/or complete. The Tickler detail dialog box opens:

    tickler details

    3. To change the status of the tickler from Active to Complete, click the arrow beside the Status box in the Main Information area, and select Complete. Then click the Update Status button. 

    Note: You can also delete the tickler altogether by selecting Delete from the Status box.

    4. To add a comment to the tickler, type the comment in the text box in the Comments area, and click the Add Comment button. The comment appears in this area.  Comments may indicate that the action has been completed/resolved, or cannot be resolved, etc.

    5.  When you are finished, click Return to list to return to the main tickler list.

    8. Billing Clients

    This section describes how to use the OSCAR/CAISI system to create client billing.

    8.1. Billing a client

    Describes the procedure used for billing a client.

    You can bill a client directly from the client’s Case Management Encounter screen.

     1.  Open a client’s Case Management Encounter screen.

    CME

    2.  Under Clinical Modules in the navigation panel at the left of the screen, click Billing to open the Ontario Billing form, similar to the graphic below:

    billing_open_screen

     3.  On the upper right panel of the screen, select the appropriate options in their drop-down boxes, including Billing Physician, Visit Type, Billing Type, Visit Location and Admission Date.

     4.  On the upper right panel of the screen, next to the Admission Date box, click Billing form. The Billing Form popup appears, showing a list of billing types:

    billing_form_popup

    5.  On the list, click the appropriate billing type, for example, General Practice

    After you finish entering all the required information, the form is populated similar to the graphic shown below: 

    billing form _showing service options

     

    6.  Beside the Dx box in the middle of the upper portion of the screen, click Search to open the Diagnostic Code Search dialog box:

    Diagnostic search results

    6. Select the diagnostic code you need for your billing. The dialog box closes, and the Ontario Billing form reopens showing the code you added.   

    7. If you want to add another code, click Search beside the dx1 box, and repeat step 6. You can add one more code (for a total of 3 codes), by clicking Seach beside the dx2 box. 

    8. For specialist billing, navigate to the Service columns shown on the lower portion of the screen, similar to the the graphic below: 

    billing_service_columns

    9. Double-click each code that relates to specialist billing, for example, K030A. The Specialist Billing area above the Service columns is now populated by the code(s) you selected, similar to the graphic below:

    billing_form_add specialist code

    10.  In the Specialist billing area, in the Time and % columns, enter the time and % values beside code number.

    11. At the very top right of the billing form's screen, click the Next button. The Confirmation screen opens. Click the Save button to complete the process:

    billing_confirmation

     

     

    9. Uploading Documents and Photos for Client Case Management Encounters

    This section describes how to upload client documents and photos to a client's Case Management Encounter profile.

    9.1. Uploading Client Documents

    Describes how to upload client documents to a client's Case Management Profile.

    Once you are in a client’s Case Management Encounter screen, you can upload documents, electronic files or scanned images.

    To upload a client document

    1. Open a client’s Case Management Encounter screen, similar to the graphic below:

    CME_with tickler link

    2.  In the Clinical Resources area in the Navigation panel on the right, click documents.  The eDocs window opens, similar to the graphic below:

    upload_docs_window

    3. Click +Add Document at the top of the screen; the screen refreshes, similar to the graphic shown below:

    uploading_document_add

    4. Do the following:

      • Beside the Select Type text box, click the arrow, and select the document type, such as lab or legal.
      • At the left of the screen, click the arrow beside the Browse text box and, in the File Upload window, locate and select the file you want to upload. Click Open, the File Upload window closes.
      • Click the Add tab to upload the file. The file appears in the Document Description of the window.

     5.  Click Done – Close Window.

    9.2. Uploading Client Photos

    Describes how to upload a client's photo to the client's Case Management Encounter profile.

    Picture identification in a client’s Case Management Encounter window helps prevent identity theft and act as valid identification for that client.

    Note that the client’s picture must first be uploaded to the hard drive of your computer before it can be uploaded to the Case Management Encounter window.

    To upload a picture of a picture:

    1. Open the Case Management Encounter screen.

     CME_with tickler link

    2. At the top right corner of the screen, click the orange shadow box containing the darkened silhouette. The Client Image Manager pop-up window appears:

    client_image_manager

    3.  Click the Browse button and, in the File Upload window, locate and select the client image, and click Open. Note that the image must be in either *.gif or *.jpg format.

    4. Click the Upload button. Once the upload process is finished, the Client Image Manager pop-up closes and, in the client’s Case Management Encounter screen, the orange-shadowed silhouette is now green, similar to the graphic shown below:

    upload_image_green

    5. To view the client’s picture, position your mouse over the green-shadowed silhouette. The client’s image is displayed, and stays in view for about 5 seconds, before reverting to the silhouette.This ensures that the client’s picture is not in plain view for long periods of time. Photos can be removetd/updated at any time by following the steps above.

    10. Logging Out of the System

    This section describes how to log out of the system.

    10.1. Logging Off OSCAR/CAISI

    Describes how to log off from OSCAR/CAISI.

    It is very important that you log out each time you use the system.

    If you are in the CAISI system, click Case Management at the bottom of the navigation bar on the left panel.  This returns you to the OSCAR main view.

    Once in Oscar, click Log Out at the top right of the screen. 

     

     

    11. Making Changes to the CAISI User Guide

    Describes who to contact regarding changes to the CAISI Use Guide.

    Comments or suggestions can be directed to aadila@caisi.ca.