Assessments Data

1. Client Assessment List

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.

1.2 Your list of assessments for the client should resemble the screenshot below

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.

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

1.4.1 Compare Selected: 

1.4.2 Individual Collaborative: This is also a comparison report that tracks multiple assessments. Designed primarily for assessing children, this report presents information that can be discussed between clinicians and parents regarding a child's change in several major categories that affect children.

1.5 Click the name or graph icon for the desired report

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

1.7 Sample reports are shown below. Notice that a Compare Selected report—on the left—serves the exact purpose one would expect: it compares the chosen reports and sets up a very easy-to-follow, side-by-side comparison, as well as some algorithmic calculations, if your system is so programmed. The report on the right is an Individual Collaborative report, which graphically represents changes in a child's responses to various chosen categories. This, too, is mainly used for purposes of comparison.

NOTE: Here, for both reports, only the first category/domain is shown. The entire report itself will span multiple pages and cover all domains in similar fashion.

2. New Individual Client Assessment

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.

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, although there are no assessments registered for this client, you can easily organize the list in whatever fashion you prefer and can sort based on ID number or date, for example, by clicking on the category or the set of up and down arrows next to each of the categories.

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

2.4. You will be given several different assessment options; these options are specifically designed based on criteria such as the client's age or demographic information. All available assessment types will display, so choose the one that best fits your needs.

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.

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

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—to which you can add if you would like.

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. 

4. Adding a Caregiver

4.1 No matter which panel you are on as you navigate throughout the editing/entry portions of 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.

4.2 Press the "Add caregiver section" button

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

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

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).

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

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

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

5. Assessment Approval

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

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.

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

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 need.

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 shown below.

For both, you will be guided by the fairly explicit marker, which will allow you to approve or reject an assessment.

5.5.1 Sequential Approve

You will see each client's assessment pop up, as shown below. This may be a good time to use the +/- feature in the bottom toolbar, as this will allow you to get a snapshot view when you prefer, but also enable you to examine in greater detail when needed. Note that you will have similar options with regard to generating and printing reports as previously discussed. Importantly, though, you can approve or reject each candidate on a rolling basis. Once you hit either approve or reject for any candidate, the next candidate's assessment will appear for your review.

5.5.2 Batch Approve

In this method, the assessments will also show up based on client, but in a slightly different format. To the left of your screen, you will see a panel of the upcoming clients and their assessments. The right of the screen will feature the report, which you can also examine in the same level of detail. Similarly, you will be able to see approve or reject the assessment and move on to the next one with relative ease. The main difference, therefore, is not substantive but in the method of presentation. 

NOTE: Both processes are equally effective and accomplish the exact same objectives; a choice is offered only to help adapt to different viewing and formatting preferences.

5.6 When you go back to view the assessment for any client which you have approved, you should notice that approval is denoted in the system by green header bar, whereas if the assessment has only been assigned or submitted for approval, it remans blue. Thus, a green bar serves as an easy indication of approval, and the updated client information section will also include the date and supervisor responsible for the approval. 

5.7 Like before, you will have the same options to use the toolbar on the bottom of the screen to either edit data in the assessment, to use the data to generate a report, or to print out a full or summary version of the assessment information.