NORTHEASTERN ILLINOIS CASE MANAGEMENT
COOPERATIVE
USER MANUAL
VERSION 2.0
April, 2010
Table of Contents
Client Track Manual version 2.0 April 2010 Page 1
PART 1: GETTING STARTED ..................................................................................................................................................................... 5
WELCOME TO CLIENTTRACK ............................................................................................................................................................................... 5
Basic Uses of ClientTrack ......................................................................................................................................................................... 5
Getting Help ............................................................................................................................................................................................ 5
SETTING UP YOUR COMPUTER FOR CLIENTTRACK .................................................................................................................................................... 6
Use a computer with DSL or faster connection to the Internet ............................................................................................................... 6
Use a computer with Internet Explorer 7.0 or higher or Mozilla Firefox 3.0 ........................................................................................... 6
Set your video display to 1024 x 768 or higher ....................................................................................................................................... 6
Turn pop-up blockers off ......................................................................................................................................................................... 7 To turn off pop-up blocking in Internet Explorer: .................................................................................................................................................... 7 To turn off pop-up blocking in Mozilla Firefox: ........................................................................................................................................................ 8 To turn off pop-up blocking in Proprietary toolbars: ............................................................................................................................................... 8 To turn off pop-up blocking in Norton Internet Security: ........................................................................................................................................ 9
A NOTE ON SECURITY....................................................................................................................................................................................... 10
LOGGING IN TO CLIENTTRACK ........................................................................................................................................................................... 10
Make ClientTrack your default home page or a favorite/bookmark..................................................................................................... 11
Logging in .............................................................................................................................................................................................. 12
Login Errors ........................................................................................................................................................................................... 12 Invalid login or password: ...................................................................................................................................................................................... 12 No second window appears: .................................................................................................................................................................................. 13 Popups blocked screen appears: ............................................................................................................................................................................ 13
PART 2: NAVIGATION FEATURES .......................................................................................................................................................... 14
BASIC NAVIGATION ......................................................................................................................................................................................... 14
Navigation Tabs .................................................................................................................................................................................... 14
Program Navigation Panel (Left Side Menu) ......................................................................................................................................... 14
Data Entry Screen .................................................................................................................................................................................. 16 Common Features of Data Entry Screens: .............................................................................................................................................................. 16
PAUSED OPERATIONS ...................................................................................................................................................................................... 19
VIEWING RECENTS .......................................................................................................................................................................................... 20
PART 3: USER ADMINISTRATIVE FEATURES .......................................................................................................................................... 20
USING THE CLIENTTRACK TASKS ........................................................................................................................................................................ 20
USING THE CLIENTTRACK CALENDAR .................................................................................................................................................................. 22
User and Client Calendars ..................................................................................................................................................................... 22 To access the User Calendar: ................................................................................................................................................................................. 22 Calendar Navigation: .............................................................................................................................................................................................. 23 Adding tasks to a Calendar: .................................................................................................................................................................................... 23
Setting up recurring tasks ..................................................................................................................................................................... 24
Events Calendar ..................................................................................................................................................................................... 25 To create a new event on the Event Calendar: ...................................................................................................................................................... 25
PART 4: USER INFORMATION ............................................................................................................................................................... 27
EDITING YOUR USER INFORMATION ................................................................................................................................................................... 27
VIEWING YOUR CASE LOAD .............................................................................................................................................................................. 27
VIEWING YOUR WORKFLOWS ........................................................................................................................................................................... 27
PART 5: TROUBLESHOOTING ................................................................................................................................................................ 28
Client Track Manual version 2.0 April 2010 Page 2
Internet Explorer "Page cannot be displayed" error ............................................................................................................................. 28
Field verify error .................................................................................................................................................................................... 28
PART 6: PROGRAM SPECIFIC INSTRUCTIONS ........................................................................................................................................ 29
AFC REFERRALS ............................................................................................................................................................................................. 29
AFC Referrals step-by-step .................................................................................................................................................................... 30 Select a client ......................................................................................................................................................................................................... 30 Add or update basic client demographic and contact information ........................................................................................................................ 30 Review the client’s previous encounters ................................................................................................................................................................ 30 Enter a Master Assessment .................................................................................................................................................................................... 31 Record the client’s HIV Status ................................................................................................................................................................................ 31 Complete a screening assessment ......................................................................................................................................................................... 31 Enter initial enrollment information ...................................................................................................................................................................... 32 Enter notes and a referral encounter ..................................................................................................................................................................... 32
CASE MANAGEMENT PROGRAMS (GENERAL) .............................................................................................................................................. 34
Section Overview ................................................................................................................................................................................... 34
Client Intake .......................................................................................................................................................................................... 34 Step 1: Log in .......................................................................................................................................................................................................... 34 Step 2: Find your client ........................................................................................................................................................................................... 34 Step 3: Verify the enrollment ................................................................................................................................................................................. 34 Step 4: Contact and Demographic information ...................................................................................................................................................... 35 Step 5: Household members .................................................................................................................................................................................. 35 Step 6: Emergency Contacts ................................................................................................................................................................................... 36 Step 7: Master Assessment .................................................................................................................................................................................... 36 Step 8: Source of referral ....................................................................................................................................................................................... 37 Step 9: Enter education information ...................................................................................................................................................................... 37 Step 10: Enter Veteran Status and Living Arrangement Status .............................................................................................................................. 38 Step 11: Enter employment information ............................................................................................................................................................... 38 Step 12: Income information.................................................................................................................................................................................. 39 Step 13: Insurance information .............................................................................................................................................................................. 39 Step 14: Enter HIV Medical Care, Medication, and General Health Information ................................................................................................... 40 Step 15: Enter pregnancy information (if applicable) ............................................................................................................................................ 41 Step 16: Enter legal history .................................................................................................................................................................................... 42 Step 17: Substance use information....................................................................................................................................................................... 42 Step 18: Enter mental health information ............................................................................................................................................................. 43 Step 19: Enter domestic violence information ....................................................................................................................................................... 44 Step 20: Assessed needs and eligibility .................................................................................................................................................................. 45 Step 21: Document the intake encounter with case notes and services. ............................................................................................................... 45
Client Reassessment .............................................................................................................................................................................. 46
Completing the Medical Eligibility Verification Form ............................................................................................................................ 46
Completing Case Notes and Recording Services ................................................................................................................................... 47 Step 1: Select Client ............................................................................................................................................................................................... 47 Step 2: Start Encounters Workflow ........................................................................................................................................................................ 47 Step 3: Enter Case Notes ........................................................................................................................................................................................ 47 Step 4: Enter Case Management Services .............................................................................................................................................................. 47 Step 5: Entering Case Management Direct Services............................................................................................................................................... 48 Step 6: Entering Case Management Topics ............................................................................................................................................................ 48
Documenting Referrals.......................................................................................................................................................................... 49 Entering a referral .................................................................................................................................................................................................. 49 Record referral results............................................................................................................................................................................................ 49
Closing or Transferring a Case............................................................................................................................................................... 49 Step 1: Exit the Program Enrollment ...................................................................................................................................................................... 49 Step 2: Exit the Case Manager Assignment ............................................................................................................................................................ 51
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Step 3: Exit the Active Case Assignment ................................................................................................................................................................ 51 Common error when exiting enrollments/case assignments ................................................................................................................................. 51
Finding, Running, and Printing Forms ................................................................................................................................................... 52 Printing the Intake/Reassessment Form: ............................................................................................................................................................... 52
DRS CASE MANAGEMENT ............................................................................................................................................................................... 55
Initial Assessments and Reassessment .................................................................................................................................................. 55 Step 1: Complete the Ryan White Intake or Reassessment Workflow ................................................................................................................... 55 Step 2: Enter the DRS ID ......................................................................................................................................................................................... 55 Step 3: Record the Service and Billing .................................................................................................................................................................... 55
Regular Visits, Phone Calls, and Collateral Work .................................................................................................................................. 55
Monthly Billing ...................................................................................................................................................................................... 55 Step 1: Enter Billing ................................................................................................................................................................................................ 55 Step 2: Verify Billing ............................................................................................................................................................................................... 55
Back Billing ............................................................................................................................................................................................ 55
PACPI CASE MANAGEMENT ............................................................................................................................................................................ 56
HOUSING CASE MANAGEMENT ......................................................................................................................................................................... 56
HOUSING FINANCIAL ASSISTANCE ...................................................................................................................................................................... 56
PART 7: SUPERVISION TOOLS ............................................................................................................................................................... 56
My Team ............................................................................................................................................................................................... 56 Resetting user passwords ....................................................................................................................................................................................... 56 Viewing User Case Assignments ............................................................................................................................................................................. 57 Editing User Information/Deactivating a user ........................................................................................................................................................ 57
COMPETENCIES AND TRAINING ......................................................................................................................................................................... 58
Entering Competency Scores ................................................................................................................................................................. 58 Step 1: Set up the tests and scenarios .................................................................................................................................................................... 58 Step 2. Create a Case Management Class ............................................................................................................................................................. 59 Step 3. Enter test/scenario scores ......................................................................................................................................................................... 60
PART 8: SYSTEM ADMINISTRATION TOOLS .......................................................................................................................................... 61
Grant Set-up .......................................................................................................................................................................................... 61 Entering a new grant .............................................................................................................................................................................................. 61 Editing an existing grant ......................................................................................................................................................................................... 61
Program Set-up ..................................................................................................................................................................................... 61
Linking Grants and Programs ................................................................................................................................................................ 61
Housing Facility Set-up .......................................................................................................................................................................... 61
Service Set-up ........................................................................................................................................................................................ 61
GLOSSARY ............................................................................................................................................................................................ 61
APPENDIX: FORMS ............................................................................................................................................................................... 62
RW/DRS/CORRECTIONS INTAKE SOP 3 ...................................................................................................................................................... 63
RW/DRS/CORRECTIONS SOP 8 REASSESSMENT ........................................................................................................................................ 64
MEDICAL ASSESSMENT AND ELIGIBILITY VERIFICATION FORM ................................................................................................................. 65
DRS ELECTRONIC BILLING VERIFICATION FORM.................................................................................................................................................... 66
DRS BACK-BILLING ELECTRONIC VERIFICATION FORM ........................................................................................................................................... 67
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PART 1: GETTING STARTED Welcome to ClientTrack ClientTrack™ is a database chosen by the Northeastern Illinois HIV/AIDS Case Management Cooperative for the administration and coordination of services within the system. ClientTrack runs on the Internet via a Microsoft Internet Explorer or Mozilla Firefox browser. ClientTrack has been configured to meet the needs of the Cooperative’s clients, case managers, supervisors, coordinators, and funders. We hope that you will find it easy to use and a useful tool in providing services to clients.
ClientTrack has sections for managing clients, managing housing units, and an administration area where users can schedule tasks, see the number of client assignments, register or create events, run reports and more. The Cooperative has created workflows to make the most common client tasks, like intakes, reassessments, and service entry easier.
Basic Uses of ClientTrack This manual is designed to teach you how to use ClientTrack to accomplish the following tasks:
• Perform basic administrative features within the application
• Intake new clients and record client information
• Record client assessments
• Track services and referrals for clients
• Create case notes
• Update client information and address history
Getting Help There are various ways to access Help in ClientTrack:
Help Icon
The help icon is available on many
screens and pages in ClientTrack. It is
found in the right side of headers. Click
on the Help icon to see if there is
special help for your screen.
Page Instructions – At the top of
many pages in ClientTrack, brief notes
will provide instructions on entering
information on the page.
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Setting up your computer for ClientTrack
This section of the manual will help you set your computer up to run ClientTrack.
Use a computer with DSL or faster connection to the Internet Make sure the computer you are using has a DSL or faster connection to the Internet before you begin using
ClientTrack.
Use a computer with Internet Explorer 7.0 or higher or Mozilla Firefox 3.0 ClientTrack is designed to run on the Internet browsers Microsoft Internet Explorer version 7.0 and higher or
Mozilla Firefox 3.0 and higher. Operation of ClientTrack depends on the Internet browser, not the
operating system installed on the computer, so if the system will run Internet Explorer or Mozilla Firefox,
ClientTrack should operate normally. ClientTrack will not operate properly on other browsers, such as
Netscape Navigator, Google Chrome, or Safari.
Set your video display to 1024 x 768 or higher Certain pages in ClientTrack will not display properly in resolutions less than 1024x768, although higher
resolution settings are fine.
To set your video display (Windows
XP Pro)
1. Go to your Control Panel.
2. Open Display and click the Settings
tab.
3. Under Screen Resolution select
1024x768 pixels 4. Click OK.
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Turn pop-up blockers off You may have a number of pop-up blocking software installed on your computer. ClientTrack will not work
with pop-up blockers in place, so you will need to unblock pop-ups. The following lists several ways to turn
off pop-up blockers. Depending on your computer’s configuration, you may need to do one or more of these
options.
To turn off pop-up blocking in Internet Explorer:
1. In your Internet Explorer window,
open the Tools menu and click
Internet Options.
2. Click the Privacy tab. Find the Pop-up Blocker section and click on Settings. Type
http://ctweb.afconline.org/ in the address of website to allow box. Click Add. Click Close.
Click Ok.
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To turn off pop-up blocking in Mozilla Firefox:
To turn off pop-up blocking in Proprietary toolbars:
Proprietary toolbars (e.g., MSN, Google, and Yahoo) all have built-in pop-up blockers. For each toolbar,
you will want to allow pop-ups from the site running ClientTrack.
MSN Toolbar
To turn off pop-up blocking on the MSN Toolbar
a. Make sure the Pop-up Guard button appears on the toolbar.
b. If it is not in view, click and select Toolbar Options. In Toolbar Options, check the box next
to Pop-up Guard. Click Save.
c. On the Pop-up Guard menu, click Allow Pop-ups from this Site.
Note: You must be on the ClientTrack login page in order to allow popups from that site.
Yahoo Toolbar
To turn off pop-up blocking on the Yahoo Toolbar
a. Click the Pop-up blocker icon.
Select Enable Pop-up Blocker to uncheck the item.
1. In your Mozilla Firefox window,
open the Tools menu and click
Options.
2. Click the Content tab. Click on Exceptions next to Block pop-up windows. Type
http://ctweb.afconline.org/ in address of website box. Click Allow. Click Close. Click Ok.
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Google Toolbar
To turn off pop-up blocking on the Google Toolbar
1. Click the Pop-up Blocker button.
2. The button text will change to read "Allow site pop-ups," indicating that the Popup Blocker is disabled on
the site in question.
To turn off pop-up blocking in Norton Internet Security:
1. Start Norton Internet Security
2. In the main window, click Norton
Anti-Spam
3. Click Ad Blocking 4. Click Turn Off
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A note on security It is important to protect the client information stored within ClientTrack. Clients have entrusted a great deal
of highly sensitive information to the database in order to gain accesses to services. ClientTrack has many
features to help secure the database and sensitive client information it contains. To provide additional
protection, all users of ClientTrack should use standard desktop security measures, including virus scanning,
personal firewall, and malware scanners. In addition, users should be careful with their password. Do not
share your login ID or password and do not post it in a public place or write it beside the web address for
accessing ClientTrack. Also, be mindful of where you are accessing ClientTrack from and who can see your
monitor while you access information. Only use ClientTrack to conduct work with your clients. Any user
found to be putting client information at risk may have their access to ClientTrack removed.
Logging in to ClientTrack
Make sure you are connected to the Internet and then start Internet Explorer or Mozilla Firefox browsers by
doing one of the following:
1. From the Start menu, select Programs and choose either Internet Explorer or Mozilla Firefox.
2. Or click a shortcut to Internet Explorer or Mozilla Firefox
After the browser opens, type http://ctweb.afconline.org in the address bar and hit Enter on
your keyboard. You will then see the ClientTrack Login page.
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Make ClientTrack your default home page or a favorite/bookmark 1. In the Internet Explorer or Mozilla Firefox toolbar, click Tools, then Internet Options or Options.
2. On the General tab, in the Home page area, type: http://ctweb.afconline.org/ 3. Click Ok.
You can also save ClientTrack as a bookmark or favorite by clicking on bookmarks or favorites in the toolbar and choosing
bookmark this page or add to favorites.
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Logging in Log in to ClientTrack by typing the User Name and case sensitive Password provided to you. Click Sign
In or hit Enter on the computer keyboard. You will then be asked for your Workgroup, Organization, and
Location. Depending on your security options you may have one or multiple options. Please follow
instructions later in this manual for choosing the correct workgroups, organizations, and locations.
NOTE: The first time you log in you will see the user agreement. You must accept it before you can log in
After logging in, a new window will open in the task bar at the bottom of the page. The new window is
ClientTrack. When the application is fully loaded, the window will open.
NOTE: Keep the login window open while working with the application.
Login Errors This section lists the common problems you may encounter while logging in.
Invalid login or password: If you receive the error shown below when you try to sign in, double-check your login information.
Remember that the password is case sensitive. Also, ensure that CAPS LOCKS on the computer keyboard
is turned off.
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No second window appears: If you have typed your User Name and Password, clicked Sign In and
nothing happens, first, check the task bar at the bottom of your computer screen to see if another Internet
Explorer window is open and minimized. If there is another window, click it, and you will see the ClientTrack
home page. If there is no second Internet Explorer window open and minimized on the task bar, most likely a
pop-up blocker has prevented the ClientTrack home page from opening. Verify that all pop-up blockers are
turned off as described above.
Popups blocked screen appears: If the following screen appears, you can click the click here to
launch it link to start ClientTrack. To avoid seeing this screen in the future, see the section on turning off
popup blockers on page 7.
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PART 2: NAVIGATION FEATURES
Basic Navigation ClientTrack consists of the following main areas:
Navigation Tabs
Program Navigation Panel (Left Side Menu)
Data Entry Screen
Navigation Tabs Navigation Tabs in the top banner allow you to navigate between different areas of ClientTrack
Common Tabs:
o Home contains information about the User, Organization, and Workgroup
o Clients contains information about the currently selected client
o Providers contains information about providers of services
o Housing contains information about housing units
Other Tabs:
o Employers contains information about employers
o Grants contains information about Grants or Funding Sources
Program Navigation Panel (Left Side Menu) The Program Navigation Panel on the left allows you to navigate to the different areas to perform your
daily case management tasks, such as client intakes, assessments, services, and referrals. The choices
available depend on what tab you are in.
A small multiple arrows icon in the left navigation panel can be used to expand or contract the left menu
area. Clicking on the icon will collapse the left navigation panel. To restore the panel, click on the icon again.
Opening/Closing Navigation Panel Folders
Clicking on the plus sign adjacent to category displays the available submenus. The minus sign
next to a category indicates that the folder is open. Click on the minus sign to close the folder.
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Data Entry Screen The Data Entry Screen or Page is the large area on the right. This is where you create and edit client data
content.
Common Features of Data Entry Screens:
Search:
ClientTrack makes searching easy. Anywhere in ClientTrack when a search button is displayed, type in any
identifying information, such as part of the Last Name, and click Search. For example, you can type in just
part of a client's last name to get a list of clients. Or, you can simply click Search and all clients will be
displayed
Navigation Icons:
Action Arrow: Displays a list of available actions
Delete (recyclable): Delete a record, but maintain a copy that can be
restored if deleted by mistake
Delete (permanent): Delete a record
Edit: Edit a record
Back: Goes back to the last page you were viewing
Find: Search records
Date: Displays a clickable calendar to facilitate date entries
Family: Navigation among family members’ information.
Notification The notification icon displays when an alert has been posted
concerning the client. The urgency of the notification is displayed by color.
Red = Urgent, Yellow = Normal, Green = Non-urgent
Clients with last name
that begins with Smi
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Required Fields – Required fields are referenced on the forms with a red asterisk * that displays at the end
of the field label.
Tabbing From Field-to-Field Shortcut – When you are recording information on ClientTrack screens, you
can use the Tab key on the computer keyboard to move from field to field.
Reshuffling – In categories such as Find Client (see below), where results are displayed in column form,
ClientTrack has a reshuffling feature. To reshuffle results, click on the category heading. An arrow will appear
next to the heading, telling you that the section is displayed in either alphabetical or numerical order. If you
click on the same heading again, the arrow will switch directions, indicating that the category is now
displayed in reverse alphabetical or numerical order.
For example, clicking on Birth Date will resort the results with the earliest date listed first. Clicking on Birth
Date again, reshuffles the list back to alphabetical order.
Required fields missing – When a
field is required and has not been
properly completed, a message will
display in red at the top of the screen
indicating the error. The application will
also draw a red box around the field(s)
that may have a problem. You can click
on the error message to go to the field
with missing information.
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User Dashboard
When you first log into ClientTrack you will see the user dashboard. Here you will find announcements from
the AIDS Foundation of Chicago and your active case assignments. A similar screen, the Client dashboard
is found in the Client tab. This provides the selected client’s basic demographics and the most recent
services they have received.
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Paused Operations
Many times you may not be able to finish an entire process, and you may want to put a record on hold, and
return to the particular form at a later time. If you have not completed a process and select Logout, a new
window will open asking if you want to pause anything before signing out.
Checking the box will save the data entered in the current form and allow you to continue the process later.
Not checking a box will end the current process, and the data already entered on the form will not be saved.
On many pages in ClientTrack there is also a Pause button , which allows you to pause the
current operation, move to another page, and then return to the original process when desired. Processes
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that are halted using both Paused Operations methods are displayed in the User Home Tab area under
My ClientTrack.
To resume an operation click on the folder with the green arrow on it, to delete an operation click on the
paper with the red X.
Viewing Recents The list below displays the clients you've worked with recently. If you wish to work with the client again,
Select the client. Get to this list on the Home tab, My ClientTrack.
PART 3: USER ADMINISTRATIVE FEATURES Using the ClientTrack Tasks
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Tasks are used to schedule activities for yourself, and prompt you to finish tasks. Tasks work in conjunction
with the Calendar, described in the next section. Tasks can be scheduled in both the Home tab (general tasks
for the case manager) or clients tab (tasks dealing with a specific client). Reminders of the task will pop-up
when you log into ClientTrack.
To schedule a task directly from the main Tasks menu screen: Go to the Home tab, click on tasks in
the left program navigation pane, then click on Add New in the data entry area to schedule the task.
The Task page will then be displayed, where you can enter the information concerning the task.
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Using the ClientTrack Calendar ClientTrack has three calendar presentations, the Client Calendar with tasks and schedules related to a
specific client, the User Calendar with tasks and schedules relative to the current user, and the Event
Calendar, which shows general events scheduled by the database administrators (for example trainings).
Each calendar view can be switched to a day planner to view schedules on an hourly basis for any day of the
month. It is possible to synch the ClientTrack Calendar to a Microsoft Outlook calendar. If this is of interest to
you, please have your IT staff contact the AFC Database Administrators.
User and Client Calendars The process to schedule events and navigate in the User Calendar and the Client Calendar are essentially
the same. The following describes the User Calendar.
To access the User Calendar: On the Home tab in the My Client Track menu, click Calendar.
Note: The Calendar of the current User displayed in the upper navigation panel will be displayed.
The calendar view has three main areas, the Miniature Calendar, the Main Screen, and the Task Panel
Main Screen Task Panel Miniature Calendar
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Calendar Navigation: Navigation and task entry are identical in all three ClientTrack calendar displays. There are numerous ways to
navigate in the calendar. The names of the current month, the previous month, and the next month, as well
as numbers representing the previous year and next year are initially displayed at the top of the main
screen. To change the calendar to the next or previous month, click on the name of the month. To change
the calendar to the same month as the one displayed but in either the next or previous year, click the year
number. The same navigation features are available in the miniature calendar, but the names and numbers
have been removed. Simply click on the navigation buttons « › to change the month or year displayed in the
miniature calendar.
Adding tasks to a Calendar:
The Task Pad below the miniature calendar displays
tasks that may be added to the calendar. To control
what types of tasks are displayed, right click in the
gray area next to Task Pad. A small window will
open where you can check the type of tasks to be
displayed
1. In the right side of the calendar screen, click the
text box in the Task Pad.
2. The text will disappear. Type a description of the
new task and hit Enter on the computer keyboard.
The new task will move to the top of the list of
tasks.
3. Place the cursor over the task and hold down the
left mouse button. Drag the task to the date on the
calendar to schedule the event. Release the left
mouse button and a new window will open that will
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Setting up recurring tasks
Each task can be scheduled on multiple days and at multiple times throughout the day. The Recurrences
tool allows you to set a pattern that will automatically schedule recurring tasks rather than having to create
individual schedules for each day.
1. In the Task Pad, right click next to the
task that you wish to schedule on a
recurring basis.
2. A small window will open. Click
Recurrence.
3. On the Recurrence page, Type a Start
and End time and complete the desired
Recurrence pattern and Range of
Recurrence.
4. Click OK, then click Close.
5. The event will then appear on the
calendar according the recurrence schedule
created on the Recurrences page
6. To modify or delete the current
recurrence or to create a new recurrence,
right click the task in the Task Pad and click
Recurrence. Change what is needed or
click remove recurrence.
Note: Removing a recurrence only deletes
the pattern created for the task and will not
remove tasks that have been added to the
calendar through the recurrence process.
However, modifying a recurrence pattern
will delete any previously generated
schedules and generate new schedules
matching the new
pattern.
7. When finished, click OK then click Close.
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Events Calendar The Events Calendar is used to schedule events that are not linked to specific users or clients. After events
are scheduled, participants as well as instructors or presenters can be added.
To create a new event on the Event Calendar: 1. On the Home tab in the Administration menu, click Events.
2. On the Events page, click Add New.
3. On the Event Setup page, complete the information for the event.
4. When finished, click Save.
5. ClientTrack will then return you to the Events page. To schedule the event on the Event Calendar, click
the Action Wheel next to the event and then click Schedule Event.
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6. The Event Calendar will then be displayed with the event in the Task Pad.
7. To schedule the event, Place the cursor over the task and hold down the left mouse button. Drag the task
to the date on the calendar and release the left mouse button and a new window will open that will allow you
to schedule the event.
8. To add participants, instructors, or presenters, create bills, add a recurrence, edit the event, or define the
event as a task, right click the event in the Task Pad, and select the desired task. A new window will
open depending on which task you select. Complete the required information as necessary.
9. Once the event has been scheduled, it will appear on client calendar with the same calendar icon that
appears on the Event Calendar. To schedule the client to participate in the event, right click the event and
then click Participate.
10. ClientTrack will automatically enter the client information in the Task Participation page. Verify the
information is correct, then click Save.
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PART 4: USER INFORMATION Editing Your User Information
To edit your user information go to the Home tab. Select the My Client Track folder in the left navigation pane. Click on My
User Configuration and then My Information to edit you basic contact information or Change My Password to change your
password.
Viewing Your Case Load
You can view a list of all clients assigned to you on the Home tab. In the left menu, choose Case Load. This will display a list
of all clients that have ever been assigned to you (both active and inactive). To view just active clients click on Active Cases
in the left menu. To view inactive clients, click on Inactive Cases.
The Active Case Assignments screen has many useful features. By clicking on the next to a client’s name, you will go
directly to that client’s file in the Clients tab. The Intake and Need Reassess columns will help you keep track of the intakes
and reassessments you have completed. By clicking on the column headings, you can sort the list by that column (for
example by clicking on Need Reassess, you can group all of the clients who need a reassessment together).
Viewing Your Workflows My Workflows, found in the left menu of the Home tab, allows you to see the workflows you have in
progress (not completed). You can also choose to show the workflows you have completed. Workflows are
used to do the intakes and reassessments, so this is a quick way to see the assessments you have done.
Click to resume a workflow in progress.
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Part 5: Troubleshooting This section of the manual discusses common problems you may encounter while using ClientTrack and how
they can be corrected.
Internet Explorer "Page cannot be displayed" error Troubleshooting steps: • Verify Internet connection.
• Right click mouse in the page, and then click Refresh.
Field verify error
Troubleshooting steps: • Consult help instructions in red at top of page for further information on the error.
• Consult your training manual for further information on the error.
• Change the record in the error field as appropriate.
• Click Save again.
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Part 6: Program Specific Instructions AFC Referrals
Log in to the AFC Referrals workgroup at the organization that you will be making the referral to. If you are
already in ClientTrack, you can change workgroups and organizations by clicking on My Configuration in the
upper left hand corner.
In the Clients tab click on the Screening & Referral workflow found in the left menu.
The workflow will walk you through the
following steps:
1. Check for client
2. Enter basic info if new
3. View list of previous encounters
4. Enter HIV status and date of diagnosis
5. Conduct screening assessment
6. Enroll client in program
7. Assign client to a case manger
8. Enter an encounter documenting the
referral
These individual pieces can also be done separately from the workflow
by using the left navigation menu:
Case managers- this assigns the case to a case manager
Client screening- this is the enrollment screening form for RWM/RWSS
case management services
Encounter Notes- enter case notes and encounter
documentation for the referral
HIV/AIDS Status- enter information regarding the clients HIV
status
Enrollments- enroll the client into a specific case management
program
Client Track Manual version 2.0 April 2010 Page 30
AFC Referrals step-by-step Select a client
Add or update basic client demographic and contact information
Review the client’s previous encounters
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Enter a Master Assessment This step ties all of the information entered during the workflow together as one screening assessment.
Record the client’s HIV Status
Complete a screening assessment
Click Finished when
done.
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Enter initial enrollment information
Enter notes and a referral encounter
Enrollment Date: Date of the
referral
Program: select the correct
program from the drop down
Case and Family: leave as the
default
Relationship to Head of
Household: select “Self” from
drop down.
Case Manager: Select the case
manager the referral will be going
to.
Click Save.
Client Track Manual version 2.0 April 2010 Page 33
Service Screen= Case Management Services
Program Enrollment=Case Management
Program
Grant and Provider= leave blank
Encounter Date = Date of the referral
Client Track Manual version 2.0 April 2010 Page 34
CASE MANAGEMENT PROGRAMS (general) Section Overview This section of the manual will walk you through the basic ClientTrack features used in the day to day work of a Ryan White
Case Manager. These forms also serve as a baseline for many other case management programs including the Corrections
program, PACPI, and DRS case management. These case management programs also have a separate section in the manual
that will contain information about the differences specific to the individual case management program.
Client Intake Step 1: Log in Using the username and password assigned to you by the AFC database administrator, log into ClientTrack. For most case
management programs you will use the Ryan White Programs workgroup, and select your organization and location. PACPI
should use the PACPI workgroup. Please see page 10 for instructions on how to log into ClientTrack.
Step 2: Find your client The first place to look for your client is in your active case list. It is possible that the client was assigned to you during the
AFC referral process. To get to your active case list, go to the Home tab and select Case Load and then Active Cases from
the left side menu. Click on the next to the name of your client to go to their file. If your client is not listed in your active
case list, you will need to search for your client. Go to the Client tab. In the left menu click on find client. You will need to
use the HRSA URN to search, the formula is:
First letter of first name
Third letter of first name
First letter of last name
Third letter of last name
Date of birth (MMDDYY)
Gender (Male=1, Female=2, Transgender=3)
Example: Mr. Julius Caesar born March 15, 1980 = JLCE0315801
Step 3: Verify the enrollment
In the Client tab, left hand menu, click on enrollments. You will get a list of all the client’s program enrollments at
your agency. In most cases there should be only one open and active enrollment, but there may be multiple
closed enrollments. In a few rare cases, a client may be enrolled in multiple programs at the same time (this is
more likely to occur at agencies that offer services beyond case management or that offer an intensive case
management program).
If there is an existing open enrollment, click on the and choose Edit. Verify that you are listed as the case
manager and that the Program is the correct case management program. Click Cancel.
If the enrollment is incorrect:
o Click on the and choose Exit the enrollment. Enter an exit date and exit reason. Click Save.
o You should be returned to the list of enrollments. Click on the Add New button.
o Enter an Enrollment Date, Program, and Case manager (should default to you). Click save.
o Follow directions below for correct enrollment.
If the enrollment is correct
o Click on the and choose Enter Intake. Continue with directions below.
Client Track Manual version 2.0 April 2010 Page 35
Step 4: Contact and Demographic information Complete the basic contact and demographic information from the intake form. Some of the information may be filled in.
Check this information for accuracy, and fill in any missing information. When finished, click Save.
Step 5: Household members Enter the household members for the client. NOTE: Make sure the client is one of the lines, and DO NOT edit their name in
this field. Complete all required fields for household members.
Left menu: Edit Client
Left menu: Edit Client>Household > Household Members
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Step 6: Emergency Contacts Complete the Emergency Contact information for the client.
Step 7: Master Assessment This step ties all of the assessments together as one “intake master assessment”. This allows us to determine what the
client’s information was at the point you began case management work with them.
Enter the following information:
Assessment Type: Intake
Program: Select the correct program under which you will be case managing the client
Assessor: This should default to you. If you are entering the assessment for someone else, or if you are not automatically
filled in, click on the looking glass to search for the correct case manager.
Click Save when finished
Left menu: Edit Client>Emergency Contacts > Quick Emergency Contacts (button)
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Step 8: Source of referral Please note, this is found at the top of the first page of the paper intake form.
Enter the Source of the Referral. This is not AFC, if the referral came from AFC. It is the person/entity who referred the
client for case management services with the Case Management Cooperative.
Step 9: Enter education information Enter the Highest Grade Completed. To get the list of post-secondary education options choose post-secondary school in
the first drop down
Left menu: Referrals > Referral In (button)
Left menu: Assessments>Education>Adult Education> Add new (button)
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Step 10: Enter Veteran Status and Living Arrangement Status
Enter the client’s Veteran Status, Veteran Disability %., date the client began the current living type, and select the
Housing Status (bold headings on the paper form). This is a drop down category of Institution, Transitional/Temporary,
Homeless, and Permanent. Once you select one of these options, you will see an additional field to enter the specific
housing type.
Step 11: Enter employment information Enter the client’s employment information. Some of the questions will only appear if they are applicable (for example,
hours worked only appears if the answer to employed is yes).
Left menu: Assessments>Living Arrangement satatus> Add New (Button)
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Step 12: Income information 1. Select the stability level of the client’s income and indicate if they have received income or non-cash benefits in the
last 30 days.
2. Enter the income sources the client reports for the last 30 days. Select the type, and the amount the client reports
receiving for the last 30 days.
3. Click Save. The information at the top will stay the same, but you will now have different options at the bottom.
4. Enter information about the non-cash benefits a client receives.
5. Click Save.
Step 13: Insurance information Enter the Insurance Sources for the client. Indicate their current status, whether this is the primary insurance source,
whether this insurance source covers medications, and the start or end date for all insurances. If the client currently has an
insurance source recorded, it will appear. If the client is no longer covered by this insurance, enter an End Date and remove
the check if it was the primary insurance source.
Left menu: Assessments >Financial > Add New (button)
Left menu: Assessments > Health > Insurance History > Quick Insurance (button)
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Step 14: Enter HIV Medical Care, Medication, and General Health Information This form has multiple pages click next between pages. NOTE: Some questions only show up once you select the answer to
another question.
Left menu: Assessments > Health > HIV/AIDS Status > Add New (button)
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Step 15: Enter pregnancy information (if applicable) If the client is currently pregnant, or was pregnant within the last 6 months, complete this section. If the client is not and
has not been pregnant, click Save to continue to the next assessment.
Left menu: Assessments > Health >Health History > Quick Health History (button)
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Step 16: Enter legal history
NOTE: Some questions only show up once you select the answer to another question.
Step 17: Substance use information
Enter the substances the client has used, days used in the past 30 days, Number of years used and the
route of transmission. When finished, click Finished.
Left menu: Assessments > Legal > Add new (button)
Left menu: Assessments > Health > Substance Use > Quick Addictions (button)
Client Track Manual version 2.0 April 2010 Page 43
Enter the substance use history and screener questions and click Next.
Step 18: Enter mental health information There are two pages. Click Next between pages, and Finished when done. Specific conditions will be entered in the next
screen.
Left menu: Assessments > Health > Mental Health > Add New (button)
Left menu: Assessments > Health > Mental Health > Add New (button)
Client Track Manual version 2.0 April 2010 Page 44
Enter any specific mental health conditions the client identifies.
Step 19: Enter domestic violence information Enter information from the Domestic Violence Assessment then click Save. If the client refuses this assessment mark
“Refused” under Domestic Violence Experience and click Save.
Left menu: Assessments > Health > Health History > Add New (button)
Left menu: Assessments > Domestic Violence >Add New (button)
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Step 20: Assessed needs and eligibility
NOTE: income eligibility is not included, due to the fact that income is entered in the income sources step.
Step 21: Document the intake encounter with case notes and services.
See page 47 for information on entering case notes and encounters.
Left menu: Client Eligibility > Add New (button)
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Client Reassessment Login and select the client to be reassessed if you have not done so already. Go to the Clients tab. In the left menu, click
on Assessments. This will bring up a list of all past assessments that have been completed by your agency. Click on the
button Six Month Reassessment. This will load the Reassessment workflow which will walk you step-by-step through the
reassessment. See the Intake Section beginning on page 34 for more details about the individual screens.
HINT: On some screens you will see a “default last assessment” button. If you click on this, information from the last time
the client was assessed will fill in. Be sure to verify the information to make sure nothing has changed or is missing!
Completing the Medical Eligibility Verification Form Log in and select the client if you have not done so already. In the Clients tab, on the left hand menu, select medical
eligibility. A list of all the medical forms completed by your agency will appear. Click Add new . Complete all pages of form
(click next between pages) and then click finished.
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Completing Case Notes and Recording Services
Step 1: Select Client Log in and select client if you have not done so already (best way to find client is your active case list).
Step 2: Start Encounters Workflow In the Clients tab, choose Encounters from the left side menu
Click Add New Encounter button:
Step 3: Enter Case Notes Select the entry date for the case note. The default date is always the present date.
You may type your case note here and copy and paste into other applications. You may also type your case note in another
application, such as MS Word, MS Excel, or other databases and copy it then paste it into this database.
Case notes must be entered for all encounters entered into the database for Ryan
White/DRS/Corrections clients.
Step 4: Enter Case Management Services
Service Screen: select Case Management services
Date: the date of the service (you can enter up to one day’s services in one encounter)
Enrollment: find and select the current program enrollment for the client.
Service: Check the box next to the service you provided
Hours: Enter the TOTAL time spent in the encounter(s) in hours. If you had multiple encounters of the same type (for
example 2 phone calls, enter the total time spent for both calls. The lowest amount allowed to enter will be .25:
15 minutes= . 25
20 minutes= .33
30 minutes= .5
45 minutes:. 75
90 minutes= 1.5
Calls/Visits = Enter the actual number of case management contacts (2 phone calls in one day = 2)
Click Save when finished.
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Step 5: Entering Case Management Direct Services
Direct services include things like food vouchers and transportation fare cards that you provide directly to a
client.
Service Screen: select Direct CM services.
Enrollment and Date should still be filled in from when you entered the case management services.
Service: Check the box next to the service you provided
Cost per card/voucher: Enter the dollar value of 1 ride/voucher – the field automatically defaults to common values ($10
food cards, $2.25 CTA passes). If your agency provides a different amount (for example, a reduced fare card), change the
amount to the correct amount. If you provide a multi-ride pass, divide the cost of the pass by the number of rides to get the
cost per card/voucher.
Num. cards/vouchers: Enter the number of rides/vouchers
Total: This should automatically calculate the total dollar value of services provided
Click Save when finished.
Step 6: Entering Case Management Topics
Service Screen: select Case Management Topics.
Enrollment and Date should still be filled in from when you entered the case management services.
Service: Check all topics discussed during the encounter(s).
When you are finished, click Finished.
HINT: if you are entering DRS mileage or monthly billing along with this encounter, click save after you enter
topics, switch your service screen to DRS Billing and enter the billing information then click finished.
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Documenting Referrals Entering a referral Make sure you are in the client’s file in the Clients Tab. Select Referrals in the left side menu.
You will now see a list of referrals that have been provided to the client. To add a new referral click on the Add New
button. Enter information about the referral.
Record referral results Click on the next to the referral you are updating. Select Edit. Scroll to the bottom of the page to the Outcome
Information section. Enter a referral result date and the result. Click Finished.
Closing or Transferring a Case Before closing or transferring clients, make sure that you have entered all encounters, case notes, and assessments into the
database.
Step 1: Exit the Program Enrollment Select your client from your active caseload by clicking on the blue person icon. This will take you to the Client tab for the
selected client. In the left hand menu, click on the Enrollments option.
You will now see a list of program Enrollments for this client. Click on the action arrow in front of the Program Enrollment
that you want to exit the client from and select Exit the Enrollment.
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Enter an exit date and exit reason. Check the box to Exit All Case Members (this will ensure that all members of a client’s
household, if any, are also exited).
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Step 2: Exit the Case Manager Assignment Ideally, completing step 1 will automatically do this step too. If there is still a case assignment to you, with no end date you
will need to complete the following:
In the left hand menu, under the Edit Client menu options, select Case Managers. Next to the case assignment to you, click
on the Edit icon . Enter an End Date (the day you closed the case), and change the Status to inactive. Click Save.
Step 3: Exit the Active Case Assignment Ideally, completing step 1 will automatically do this step too. If the client still appears in your active case list you will need
to complete the following:
On the home tab, in the left hand menu, choose case load then active cases. If your client appears in the list, click on the
Edit icon . Enter an End Date (the day you closed the case), and change the Status to inactive. Click Save.
Common error when exiting enrollments/case assignments When exiting an enrollment or case assignment you may get an error that you are already assigned to the client. This
occurs when more than one enrollment/case assignment has been opened at the same time. You will need to go back
through the case assignments/enrollments one by one. Start with the oldest enrollment/assignment. Enter an exit date
/end date that is the DAY BEFORE the enroll date/Begin Date of the next oldest enrollment/assignment. Continue in this
manner closing the next oldest enrollment/case assignment until all records have been closed.
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Finding, Running, and Printing Forms Reports are indicated in ClientTrack with a report icon and a description for the report:
Reports can be found throughout ClientTrack, try the reports and see what data you get from them. Reports that exist
currently are pre-set reports that are created for the aplication. No custom reports have been created yet. All reports can
be sent to a printer, or can be saved as a PDF or an Excel spreadsheet for printing.
Printing the Intake/Reassessment Form: Step 1: Select the Client you wish to print the Intake for.
Step 2a: For the Intake report: Go to the Enrollments menu item on the left navigation menu.
Step 2b: For the Reasessment/Case Status Change report: Go to the assessment menu item on the left navigation menu.
Step 3: Place your cursor over the action arrow and select Intake Report or Report.
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Example report:
Please do not store confidential client materials on shared drives!
Example of the Save As dialogue box:
Step 4: To print the full report, click on the
red Adobe icon in the upper right corner.
Choose open when asked if you want to open
or save and then click on the print button
within Adobe.
Step 5: To save the document as a PDF or an
Excel document, click on the icon for the
appropriate program on the right hand side of
the Report Viewer. You will be prompted to
open or save, select Save.
Client Track Manual version 2.0 April 2010 Page 54
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DRS Case Management Initial Assessments and Reassessment Step 1: Complete the Ryan White Intake or Reassessment Workflow Complete the Ryan White Intake workflow (See page 34).
Step 2: Enter the DRS ID For initial assessments you will need to enter the DRS ID, for reassessments you should verify that the number is correct. Go into the client’s file in the “Clients” tab of ClientTrack. In the left hand menu click on the “DRS” folder and choose “Edit DRS Client”. On the Client Intake form, enter the 7-digit DRS ID assigned by AAU in “DRS ID”. Click “Save”.
Step 3: Record the Service and Billing Follow the instructions for entering case notes (chron notes) and encounters on page 47. Before clicking finished, switch the Service Screen to DRS Billing. Check the box next to initial assessment or reassessment. If you also need to bill for mileage reimbursement, check that box and enter the miles traveled in the column labeled “units(in hours)”. Click finished.
Regular Visits, Phone Calls, and Collateral Work Enter as instructed in general case management services (See page 47). To bill for mileage reimbursement, switch the service screen to DRS Billing, check the mileage box and enter the miles traveled in the column labeled “units(in hours)”. Click finished.
Monthly Billing Step 1: Enter Billing Select Client to be billed for, go to Clients tab and select Encounters from left side menu. Enter a brief note, click save. Select DRS Billing in the Service Screen, select the DRS enrollment from enrollment, and enter the first of the month in date. Check the box next to monthly billing. Click Save. Verify that all initial, reassessments, and mileage have been entered as instructed above. Continue until all clients have a billing entry recorded.
Step 2: Verify Billing Call or email AFC’s database managers to receive a faxed report of your billing records as they appear in ClientTrack. Verify that the billing request is correct. Once verified, send a copy of the DRS Verification Form to AFC’s DRS Program Associate by the 15th of the following month. (See page 62 for form).
Back Billing 1) Verify that you have not previously requested reimbursement or that the request has been rejected by AFC
2) Enter as instructed above except choose the DRS Billing services marked “back billing –“
3) Request a back billing report from AFC’s database managers
4) Verify that the back billing report correctly reflects services provided
5) Send back billing verification form to AFC’s DRS Program Associate (see form on page 63)
Client Track Manual version 2.0 April 2010 Page 56
PACPI Case Management
Housing Case Management
Housing Financial Assistance Part 7: Supervision Tools My Team My Team lists all of the case managers that a user supervises. From here you can see case assignments, calendars, and
paused operations, edit a users information, and change a users password.
1. Log into ClientTrack
2. Go to the Home Tab
3. In the left menu select My User Configuration and then My Team
Resetting user passwords Supervisors have the ability to reset user passwords for the users they supervise. Go to My Team (see above). Find the
User and click on the action arrow next to their name. Select Change Password. A window will pop up asking you for the
new password.
Client Track Manual version 2.0 April 2010 Page 57
Viewing User Case Assignments Supervisors have the ability to view the case assignments for the users they supervise. Go to My Team (see above). Find
the User and click on the action arrow next to their name. Select Case Assignments.
You will be taken to a list of the user’s case assignments. The list will show the enrollment begin and end dates and the
program. Both active and inactive clients are displayed. The list also indicates if the client has been assessed in the last 6
months, or if an assessment is needed. You can sort the list by any column by clicking on the title of that column. Clicking on
allows you to edit the case assignment. Clicking on allows you to go to that client’s files.
Editing User Information/Deactivating a user Supervisors have the ability to edit the basic contact information for the users they supervise and manage their access to
the database. Go to My Team (see above). Find the User and click on the action arrow next to their name. Select Edit.
Client Track Manual version 2.0 April 2010 Page 58
Competencies and Training Entering Competency Scores Log into the Case Manager Management workgroup and select AIDS Foundation of Chicago as the organization (see page
10 for instructions on logging into ClientTrack).
Step 1: Set up the tests and scenarios This would be each day of the training or the scenarios. Under the tests/scenarios you will enter the modules/categories.
For example: The test might be “Medical CM Competencies Day 1” and the modules would be things like “ History of CM
Cooperative”,” Service Coordination”, and “ Intro to Case Management”
Time Saving Tip: If none of the modules/sections of a test or scenario have changed score values since the last
training, you can reuse the test or scenario!
A. Go to the Home tab. B. Choose the Management folder C. Choose Test / Scenario
The Tests And Scenarios form should now be the right hand side of your screen
D. Click Add New E. Choose if this is a test or scenario F. Enter a title and a description G. Click Save
You should now be back at the Tests And Scenarios form, and your new test/scenario should appear in the list.
H. Click on the next to your test/scenario. I. Choose Module /Category J. Click Add New K. Enter the Category, Possible Score, and Passing Score for the
first module. L. Click Save M. Repeat J-L until all modules/categories for the test or scenario
are entered.
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Step 2. Create a Case Management Class
Creating a “class” of case managers allows you to enter the scores for multiple case managers at once. The class can be
used for multiple tests. For example, you can enter a “November 2009 Competencies” class and then enter scores for Day
1, Day 2, Day 3, etc. at different times using the same class.
A. Go to the Home tab. B. Choose the Management folder C. Choose Case Manager Classes
The Case Manager Classes form should now be the right hand side of your screen
D. Click New Class E. Enter a begin and end date. F. Enter a title for the class in description. G. Click Save
You should now be back at the Case Manager Classes form, and your class should appear in the list.
H. Click on the next to your class. I. Choose Members J. Click Add Member K. Search for the case manager you wish to add and click on them L. Click Save M. Repeat J-L until all case managers in the class have been
entered.
Client Track Manual version 2.0 April 2010 Page 60
Step 3. Enter test/scenario scores
A. Go to the Home tab. B. Choose the Management folder C. Choose Class Scores
The Class Test Scores form should now be the right hand side of your screen
D. Enter the date of the Test
E. Click on the to search for a class you want to enter scores for
F. Select the Test / Scenario you want to enter scores for G. Click Refresh
A list of all the case managers in the class and the modules/sections of the test should now appear below the search form.
H. Enter the scores. I. Click Save Selections. J. You can now select a new class or test to enter scores (D-I
above) K. When you have no more scores to enter click Finished
Client Track Manual version 2.0 April 2010 Page 61
Part 8: System Administration Tools Grant Set-up Grants are set up within ClientTrack to tie programs or services back to the funding source that is paying for them.
Entering a new grant 1. Go to the Grants tab.
2. In the left side menu choose Add Grant
3. Fill out the form with information about the grant. Click Next to move between the pages of the form. Click
Finished when done
Editing an existing grant 1. Go to the Grants tab.
2. In the left side menu choose Find Grant.
3. Search for the grant you wish to edit (or click search to get a list of all grants).
4. Click on the grant to select it.
5. In the left menu, choose Edit Grant.
6. Edit information about the grant and click Finished when done.
Program Set-up Linking Grants and Programs Housing Facility Set-up Service Set-up
Glossary .NET
Microsoft® .NET is a set of software technologies for connecting information, people, systems, and devices.
This new generation of technology is based on Web services-small building-block applications that can
connect to each other as well as to other, larger applications over the Internet.
Full-text Search
The ability to search an entire Help system for a particular word or keyword.
Grant
A grant is a funding source for any program. For example, in a homeless program, you might have Shelter
Plus Care grants. The terms grant and funding source may both be used.
Icon
A picture or symbol that represents an object, task, command, or choice users can select by pointing and
clicking with a mouse.
Index
A list of keywords the user may view to find topics within a Help system.
Client Track Manual version 2.0 April 2010 Page 62
Memory
The part of a computer that stores information or instructions. Memory can be RAM (Random Access
Memory) or ROM (Read Only Memory), and is usually measured in Kilobytes (thousand) or Megabytes
(million) bytes of memory.
URL
Uniform Resource Locator. An Internet address, as well as a standard method of naming files on the Web. A
URL begins with a protocol name (such as http), followed by a colon and two forward slashes(//). Next
comes the name of the internet server that the file is stored on, followed by directories that hold the file,
separated by forward slashes(/). The filename comes last, as shown in the following example:
http://www.mycompany.com/whatsnew.htm
Web browser
Commonly called a browser. A software application for displaying HTML pages on the World Wide Web.
Common browser applications include Microsoft Internet Explorer and Netscape Navigator.
WWW
World Wide Web. The graphical Internet hypertext service that uses the HTTP protocol to retrieve Web pages
and other resources from Web servers.
Appendix: Forms
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APPENDIX C:
RW/DRS/CORRECTIONS INTAKE SOP 3
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APPENDIX D:
RW/DRS/CORRECTIONS SOP 8 REASSESSMENT
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APPENDIX E: MEDICAL ASSESSMENT AND ELIGIBILITY
VERIFICATION FORM
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DRS Electronic Billing Verification Form
I verify that I have completed electronic entry of my agency’s ___________(month) DRS billing
submission via ClientTrack. I have requested and reviewed a copy of the DRS billing form pulled from
ClientTrack to verify that my DRS billings are being accurately reflected in the report.
_________________________________
Name
_________________________________
Agency
_________________________________
Vendor Signature
Send by fax ONLY Nicole Doss
312-922-2916
Client Track Manual version 2.0 April 2010 Page 67
DRS Back-Billing Electronic Verification Form
I verify that I have completed electronic entry of my agency’s DRS back billing for the month of
__________ via ClientTrack. I have verified that my agency has not previously been reimbursed for
these clients. I have requested and reviewed a copy of the DRS back billing form pulled from ClientTrack
to verify that my DRS back billings are being accurately reflected in the report.
_________________________________
Name
_________________________________
Agency
_________________________________
Vendor Signature
Send by fax ONLY Nicole Doss
312-922-2916