Assessments Data (Documentation.Assessments Data)

~1. Individual Assessment Reports

1.1 Pull up the list of assessments for the desired client by hovering over the client drop-down on the top toolbar and then choosing list. Use the filter to find your client.

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1.2 Your list of assessments for the client should something like the screenshot below

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[[image:making a report.png||width="65%"]]

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1.3 Select the Assessments for which you would like to generate reports. Note that multiple are selected above since a "Compare Selected" report is desired.

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1.4 Press the Reports button on the bottom left of your screen to reveal a menu of report choices; here, Compare Selected and Individual Collaborative Reports are available

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1.5 Click the name or graph icon for the desired report

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1.6 Your report will open in a new tab or window, depending on your browser settings

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1.7 A sample report is shown below. Notice that a Compare Selected report serves the exact purpose one would expect: it compares the selected reports and sets up a very easy-to-follow, side-by-side comparison, as well as some mathematical calculations.

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[[image:generated report.png]]

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1.8 Here, only the first domain is shown, but the report itself will be multiple pages and cover all domains in similar fashion.

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2. New Individual Client Assessment

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2.1 Pull up the client for whom you would like to create a new assessment. You can do this by going to the client list and using the filters to find the client.

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2.2 Once you select a client, you will see a screen like the one shown below, featuring the clients list of assessments, sorted by ID number, the instrument, date, and status. Note that you can easily organize the list in whatever fashion you prefer and can sort based solely on ID number or date, for example, by clicking on the category itself or the set of up and down arrows next to each of the categories.

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[[image:nica.png||width="65%"]]

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2.3 Click the green "New Assessment" tab on the bottom of the screen.

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2.4. You will be given several different options; these options are specifically designed based on criteria such as the client's age or demographic information.

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2.5 Once you find the assessment type you are looking for, click on it to continue on to the screen below. This is the main New Assessment screen.

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[[image:nica 1.png||width="65%"]]

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2.6 There are several elements of this page that you should be aware of.

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2.6.1 Detailed Client Information. As shown below, the box at the top of your screen will display key information about the client. This includes the client's ID number, name, date of birth, gender, as well as any tags associated with him or her. You can always return to the client's full list of assessments simply by clicking on his or her name.

[[image:nica 3.png]]

2.6.2 Bottom Toolbar

[[image:toolbar.png||width="65%"]]

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* Edit: allows you to change information in the assessment (see Part 3 below)

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* Delete: allows you to click on any assessment and delete it from the system

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* +/- 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

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* 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".

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* 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 categories/domain items as opposed to each individual point.

[[image:nica 5.png]]

* 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 that instrument specifically. 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.

[[image:nica 6.png]]

* 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 customizable for your institution, but everyone will have the capacity to Submit. Generally, only those users deemed supervisors will have the power to approve.

[[image:nica 7.png]]

NOTE: when you submit the assessment, you may very well get a dialogue box that looks 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. Specifically, 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 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.

[[image:nica 8.png]]

You may also notice that hovering to the left of your screen is an arrow pointing to the right. This arrow can be clicked to expand a smaller window. 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.

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[[image:nica 2.png||width="45%"]] [[image:nica 9.png||width="45%"]]

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3. Data and Information Entry

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3.1 Press the "Edit" button for the client for whom you desire to enter assessment information.

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3.2 Make sure you have chosen the right client for whom you would like to enter assessment information. You can verify this through the Client ID, name, or other relevant information available for viewing in the first panel after you press edit, which is shown below.[[image:die 1]]

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3.2 Once you have verified the client, you can add a desired Organizational Unit if you prefer in the empty box marked "Org Unit."

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3.3 Now, press the button on the right part of the screen marked "Assessment Information." This will take you into entering information specifically for the desired assessment type. 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.

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3.4 Because of the way the system is designed, if you forget to add something in this section—like an OU—you can simply press your browser's back button to once again arrive at the screen and enter the information.

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3.5 You should see a screen like the one below once you press the "Assessment Information" button.

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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.

[[image:die 3.png]]

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.

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3.8 Now, press the blue button pointing to the right or "alt + right arrow" to move to actual data entry. Your screen will look something like the shot below.

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3.9 You have 2 options for entering data.

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3.9.1 You can choose to 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.

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3.9.2 You can choose to select one of the bubbles from the existing options of 0,1,2, or 3 with the click of your mouse.

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NOTE: whichever option you choose, you will notice that your responses will automatically also do the other method and will also generate color-coding, which allows you to better analyze the data later. Thus, your end result will look like the sample directly below.

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[[image:die 5.1.png]]

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3.10 Make sure to press the Save button as a 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."

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3.11 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.

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4. Adding a Caregiver

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4.1 No matter which panel you are on as you navigate throughout the assessment, the bottom toolbar will remain constant. Specifically, you will always see the option, as denoted by the image above, to add a caregiver section to the assessment.

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4.2 Press the "Add caregiver section" button

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4.3 A box displaying the current caregivers will be shown. Press the "Edit" button to the bottom right to add a new caregiver.

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4.4 You can either change the current listing(s), or you can add another caregiver by selecting the "Add New" option.

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4.5 If you select Add New, a new row of cells will appear, allowing you to enter the First Name, Last Name, and Relationship to the client for that caregiver (see below).

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4.6 You can add as many caregivers as you like by repeating this process.

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4.7 Make sure to hit the blue Save button each time you add a caregiver.

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4.8 To exit the caregiver screen, simply click anywhere else on the screen to continue with the assessment data entry.

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5. Assessment Approval

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5.1 To approve assessments, begin by pressing the Assessments option from the top toolbar and selecting "Approve" from the drop-down menu.

[[image:aa 1.png]]

5.2 You should see a screen like the one below appear, listing all of the assessments pending approval. This list is sortable by ID number, instrument, client name, date, and status of assessment.

[[image:aa 2.png]]

5.3 You can refresh the list to see periodically if any other assessments have arrived for approval.

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5.4 You may also use the filter. Note that these parameters, though overlapping, are somewhat different from the parameters previously explored. However, they apply in the exact same way, and you can sort and narrow your results by Instrument and Status, both of which offer drop down menus for further refinement. Uniquely, here, you can also search for the assessments to be approved based on assessor information, like assessor first and last name or ID number. This allows greater ease of finding information from a specified assessor, which a supervisor may well need.

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[[image:aa filter.png]]

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5.5 You have 2 options for the approval process, both of which are substantially similar but offer slightly different views of the process. Both can be accessed via the toolbar at the bottom of your screen, as shown below.

[[image:aa 3.png]]

5.5.1 Sequential Approve

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You will see each client's assessment pop up

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[[image:aa sequential.png]]

Wiki source code of Assessments Data