OHTN Support

Scenario:

This is some guidance about how to enter data into TREAT to show the intensity of service you are providing to your participants (clients) and the work effort that is performed by you and your agency.  In order to provide the service(s) from start to finish, all of these different contact sessions with your participant (client) are separate ‘Scheduled Events with Activity items’ or separate ‘Progress Notes with Activity items’:

Each new client (participant, community member) needs to be Enrolled in the Program when you are adding appointments, notes or IPCC.  If you see a warning message about that, please go back and Enroll them in the Program.

Need = Medication coverage to get HIV medications.  Use Profile -> Medical tab, Connection to Care to track whether they have a doctor and are taking meds.  There are a few examples of multiple Activity Service Items that can be added to each separate entry into TREAT.  Entry = new Individual Progress Note OR new Participant Appointment.  Use IPCC to track presented issues (at least one IPCC is required for each new participant).  Use Profile -> Referrals (Outgoing) tab to track status and effectiveness of warm referrals to your external partners.  Use the Referral Activity Items if you just want to track the less complex Referral types without tracking the status or successful completion.

Session/Entry #1: During a Wellness check, the worker speaks with participant to arrange for a service(s) – e.g. issue = medications.

• COUN-Wellness check – discovered what the participant needed.  Contact could be initiated by the worker or the participant.  Track new issue – HIV-Access to medications, INC-Need to apply for a benefit

Session/Entry #2: Next, Worker speaks with Third Party Service Provider or obtains information to arrange the service(s) for the

 participant.  

• Service Coordination activities: COORD-Advocated for client, COORD-Contacted other service providers on client’s behalf, COORD-Service navigation

Session/Entry #3: The service(s) is delivered to the participant.

• COUN-Treatment/medication adherence, REF-Social services (incl. EI, OW, ODSP), COORD-Filled in forms or documents, REF-HIV Clinical care, REF-Other AIDS service organization or HIV program, PRAC-Transportation (rides provided), COORD-Staff travels to/from client appointment (accompaniment)

Session/Entry #4: Worker followed up with client to see if they received services or needed anything else

• COUN-Wellness check, COORD-Discussed the case with other professionals (internal & external), COUN-Treatment/medication adherence
• Eventually mark IPCC and Completed
• Eventually follow up on Referrals (Outgoing) to a successful outcome

Session/Entry #5: Future contact with client

• New issue presented – Track IPCC (issue) - FOOD-Difficulty affording enough to eat.  Services provided, FOOD-Food voucher/Gift card, REF- Community food bank, COUN-Physical health

Note:

• Entries 1 to 3 above, could take place on the same date but they are separate entries into TREAT at separate times during the day
• Cannot edit Progress Notes after 72 hours
  • No such limit on appointments
  • Appointments can also be Edited to Cancelled or Entered in Error
• Click Encounters, visit type = Enrollment to either modify the Primary Worker or Close the Enrollment.  Otherwise you do not need to go to Encounters

Closing Summary:

• use the list of items attached to this article or refer to the appendix in the user guide to highlight the most frequently used activity items for your staff
• For Intakes, add Activities for "INTAKE-" and other "COORD-" activities one-by-one - this is in additions the the ones you are adding for COUN-, PRAC-, FOOD-, REF-, etc.
• Add at least one IPCC (required for new community members for OCHART reporting).  Tracking IPCC is useful for existing community members to keep a record of their issues in a central location where they can be marked as Completed.  Everyone will know where to find the information - without perusing case notes.
• Add Warm (complex) Referrals to the Profile -> Referrals (Outgoing) tab.  These will be reported in OCHART and the real benefit is that you can Edit the information as the Status changes to the point of resolving the issue.  Everyone can find these details in this central place without having to peruse case notes.  You will also need to add the standard "COORD-" activity items, etc., to the progress note or individual appointment.
• For Cold (simple) Referrals, where there is no hand-holding of the community member, you can add "REF-" activity items, one by one.  These will be reported in OCHART as well.
• Case notes will continue to be important, but sometimes information in the note can indicate that more work was done when compared with the Activity Items that were added for the session.

Here is the link to OCASE resources and training.

Best practices for privacy and security

The OCASE Team

Ontario Community-Based AIDS Services and Evaluations (OCASE) | ASO and Community Initiatives (ACI)

OHTN | 1300 Yonge St., 6th Floor, Toronto ON M4T 1X3

ocase@ohtn.on.ca