Client individual plans can be created by accessing a consumer’s chart from the provider application. Once in the chart click on the ‘Case Manager’ tab (red circle). When the tab is highlighted in white, click on the ‘Individual Plan’ button (green circle) and then you will see a yellow bar at the bottom. Click on the “Add New I/P” button (black arrow).
When the pop-up window opens enter the desired information into the relevant fields. You must include a number (red arrow) for each outcome in the plan – the first number chosen should be 1. Each outcome should have its own small box within the popup window (purple rectangle). After entering each outcome click on the “Add Outcome” button (green arrow).
When the pop-up window opens enter the desired information into the relevant fields. You must include a number (red arrow) for each outcome in the plan – the first number chosen should be 1. Each outcome should have its own small box within the pop
This spontaneously causes another small box to appear for your next outcome to be entered below the first (see next figure). Ignore the final spontaneous box if all of your outcomes have been entered. When you have entered all the client’s outcomes remember to scroll all the way to the bottom and click on the “Submit” button (orange arrow).
The popup window will disappear and you can see below the yellow bar a list of individual plans created with their associated outcomes listed (purple rectangle). To edit a previously created individual plan or create a report for it simply click respectively on the ‘Edit’ or ‘Report’ button to the right of the relevant plan date (blue circle).
We can now add the different kinds of actions that will help the individual achieve their outcomes. As well as enter how frequently we want our direct support staff to document these activities by clicking on the “Add Actions” (green arrows) to the right of each outcome.
A pop-up window will appear with the outcome outlined at the top (red arrow). You must assign a step number (pink arrow) for each action, again – the first number chosen should be 1. The field titled “This action should occur XX time(s) per” (green arrow) is the number of times you wish the action to occur for the action period chosen in the “recurrence” section.
For example, if you want an action to be charted twice a day then put 2 in the “This action should occur XX time(s) per” field. If you enter 2, then 2 ‘Start Time’ and ‘End Time’ fields appear will appear below. If you enter 3, then 3 ‘Start Time’ and ‘End Time’ fields appear will appear below, etc. Next, check off the “Recurrence” box (yellow arrow). When the Recurrence options appear choose the appropriate frequency, for example, “Daily” and the other applicable options (black circle).
Always choose an end date or number of occurrences (red circle) and then click “Add Action” (brown arrow). Repeat this process until all actions associated with this outcome are entered and then don’t forget to scroll all the way to the bottom and click “Save” (blue circle).
These actions will now appear for direct care staff to document activities.
Once the direct support staff start documenting activities, monthly individual plan reports can be created by clicking on the “Report” button (red arrow) to the right of each individual plan listed in the client’s chart.
An example of a monthly report is given below. Direct support staff have entered prompts (red circles). Staff initials are shown after the forward slash. The legend that explains the prompts is given at the top of the report (green arrow).
Prompts and the accompanying staff initials are shown once/day for Action 1, twice/day for Action 2.1 and once/day for Action 2.2. The blacked-out areas are days that were identified as not needing documentation of outcome actions as per the implementation plan (IP).
Generating A Quarterly Report
Quarterly reports are created by clicking on the “Quarterly Review” button (red arrow) to the right of the dated Individual Plan.
When the popup window opens up insert a “Review Date” and a “Quarter Start Date” into the fields indicated below (red arrows). The system will automatically populate the “Quarter End Date.” Now choose a service type from the Dropdown menu (blue arrows) and enter supervisory/case manager comments related to service chosen (purple arrow). If mistakes are made simply click on the big red “Remove” button to the right of the item. To add more slots for services click on the “Add More” button (red circle). If needed enter relevant text in the fields at the bottom of the window (orange rectangle). Don’t forget to hit the big blue “SAVE” button at the very bottom when you’re done.
A list of Quarterly Reviews (purple circle) will show in a horizontal line just below the individual plans they refer to. To generate a quarterly report simply click on the “Report” button to the right of the appropriate Quarterly Report date range (red arrows).
An example of a Quarterly Review Report without staff initials, is given on the following page.