Assessment Data Entry
3. Data and Information Entry
3.1 If you pressed the save button after creating the new assessment, press the "Edit" button for the client for whom you desire to enter assessment information. If not, you will already be on the screen to begin to enter information.
3.2 NOTE: At this time, you can use the "Pre-populate" feature by pressing the button on the bottom toolbar of your screen. Pre-population is a way to save time because it will allow you to transfer over all the data from a client's previous assessment to the new one, so you will only have to make any changes in information rather than re-entering all of it.
3.3 Now, whether you have chosen to pre-populate or not, press the button on the right part of the screen marked "Assessment Information." This will take you into entering information specifically for the assessment. NOTE: instead of clicking on the button itself, you can navigate any left and right arrows on the screen throughout this process by simultaneously holding down the "alt" and right or left arrow key, depending on the direction you wish to go.
3.4 Because of the way the system is designed, if you forget to add something in this section or make a mistake in subsequent sections, you can simply press your browser's back button to once again arrive at the screen and enter the information.
3.5 You should see a screen like the one below once you press the "Assessment Information" button.
3.6 First, enter a "Reason for assessment." NOTE: This field, as well as all subsequent fields marked with an asterisk, is mandatory and must be completed. If you do not enter information in this box, you will be directed to fix this oversight by the validation errors you encounter once you attempt to submit the assessment.
3.7 You can choose to add notes for yourself and for future reference as addenda to the assessment. To do so, simply press the "Add Note" option to the right of the entry fields. You will be prompted by a text box, as seen below, and you may enter any relevant information. Make sure to hit the blue box marked "Apply" to ensure the note is saved with the item. Or, hit cancel to delete the note and any text you entered.
3.8 Now, press the blue button pointing to the right or "alt + right arrow" to begin actual data entry. Your screen will look like the shot below.
3.9 You have 2 options for entering data:
3.9.1 You can enter numbers 0,1,2, and 3 in the empty boxes from your keyboard. Simply press tab to move on to the next box to be filled.
3.9.2 Or, you can select for each category one of the bubbles from the existing options of 0,1,2, or 3 with the click of your mouse.
NOTE: Whichever option you choose, you will notice that your responses will automatically also accomplish the other, complementary method and will also generate color-coding, which allows you to better analyze the data. Thus, your end result for each section will look like the sample directly below. Continue on to other sections by pressing the blue buttons directing you to additional categories until you reach the home screen once again. This is when you know you have completed all the requisite data entry.
3.10 Feel free, like before to add notes to each individual category section by clicking "Add Note," which appears to the right of the numbers. You can make a note for each specific point within the larger category, but always remember to hit "Apply." A sample note is shown below. The text of the note will appear under the assigned category.
3.11 Make sure to press the Save button as you complete parts of the assessment so that you don't lose any of your data. While you do not have to do this every time you change panels, it is recommended that you do so periodically. If you do not wish to save the changes, simply press "Cancel."
Once you hit "Save," you will be taken to an overall view screen for the assessment. You will also see a toolbar, whose functions are further elaborated below.
- Edit: if you have more information to enter after pressing Save, or want to adjust same data, this allows you to change information in the assessment
- Delete: allows you to click on any assessment and delete it from the system
- +/- icon: the plus/minus icon on the far left of the bar allow you to expand/collapse all of the categories in the assessment. Pressing the plus will show each individual component, whereas the minus will only show the major headings
- Filter: allows you to filter out the assessment results, so as to identify problem areas. You will see options for filtering "2s & 3s" and for "3s only".
- The print options, shown below, allow you to print the assessment in various forms. You can print a complete version that is color-coded, a complete version in black and white, or each of those with or without the algorithm. Alternatively, you can elect to print just a summary, which is briefer because it only gives an overview based on main categories/domain items as opposed to each individual sub-category and number value.
- You can also generate 3 different kinds of reports based on the assessment data. NOTE: each of these reports will open in either a new tab or window based on your browser settings. The CANS Outcome report will be based on information from specifically that instrument. The Compare previous will allow you to measure changes easily between assessments. Based on your settings of algorithms, your Algorithm Scores report will provide numerical feedback about the client.
- The "Submit" and "Submit & Approve" options allow you to complete the assessment and then submit it for further review. Whether you see an option for "Submit & Approve" is based on supervisory access settings customized for your institution, but everyone will have the capacity to Submit. Generally, only those users deemed supervisors will have the power to Submit & Approve.
NOTE: When you submit the assessment, you may get a dialogue box like the one below. This is a fairly common occurrence, and it is specifically designed to ensure that all parts of the assessment have been completed fully before submission. These box, entitled Validation Errors, will list all of the errors on the application to be fixed. It will tell you which parts of the document are missing items which are required. You will then be given the opportunity to click on each of the missing elements in turn through the Validation Errors box and fix the earlier issues. The individual corrections, however, will not eliminate the error message until you re-submit the assessment. At that time, another error message will pop up if there are any lingering issues. You can always hit the red "X" next to the title if you do not wish to see the errors.
3.12 You may also notice that located/hovering to the left of your screen is an arrow pointing to the right. This arrow can be clicked to expand into a smaller panel. The purpose of this side panel is to give you a summary level view, one that is color-coded, regarding which parts of the application have been completed and which remain to be completed. Moreover, you will easily be able to tell any problem or high risk areas based on the color-coding. The left example is what the side panel might look like before you begin, with each category showing that 0 out of X questions have been answered. The screenshot on the right is more indicative of what the panel will look like once you have entered all of your data.
