CARIS - Youth Forensic Psychiatric Services. Archive Information in CARIS. Document standards. Chronicle of Events

Transcription

1 Document standards Archive Information in CARIS All clients must be CARIS clients, have a CARIS ID, in order to be added to the archive interface in CARIS. Archiving is performed in CARIS context. Chronicle of Events 1. Obtain Date of Birth Report from Suzie Salt. 2. Create as many Boxes as necessary. 3. Fill Boxes with as many Client files as reasonable. In numerical order, no more than three birth years in one box. 4. Record Client information in the Excel spreadsheet/bock Content list. 5. Application to Records and Forms Management to send files off site and receive approval for pick-up. 6. Assign Boxes to an Accession number. 7. Update CARIS with Archive information. 8. Have boxes picked up and stored off site. DOB Report 1 of 10

2 Creating an Accession Session 1. Click on Archives from the Nav tree then choose Administration. 2. Click on Create New Accession. 3. Select the Location: (where the files are being archived from). Enter the Accession #: stating the OAN and Box number range. Use the OAN or Ongoing Accession Number 1 assigned for the location/clinic.. 4. Click Save. 1 Contact Records and Forms Management (Victoria) to obtain the OAN. 2 of 10

3 Creating/Adding a Box Boxes can only be added to an existing Accession. 1. Click on Archives from the Nav tree and choose Administration. 2. Click on Create Box 3. Enter the Date the box was picked up for off site storage. 4. Enter the Box #: 5. Leave In-Progress for the Box Status: ALWAYS leave this as In-Progress otherwise you will not be able to access this box for any purpose in the future. 6. Enter in Birth Years from to and the storage location into Notes: (See example in above illustration). AND If you have clients in this box who do not have a client ID (possibly a withdrawn file), you must type the client information into the Note area, for each client ( Last Name, First Name DOB) This Create Box information CANNOT be edited once saved. Please ensure that all information has been added accurately and in full when creating the box, before saving. 7. Click Save. 8. Repeat for each box required. 3 of 10

4 Box Content In order to add a client to a box you must be in the client context. Searching for Client 1. Search for the client in CARIS. a) If the client is not found using the basic search, try again using the advanced search (CARIS ID, DOB, etc). b) If the client is still not found, search again using OHW. If the client is only found in OHW, you must COPY the client into CARIS. See Copying an OHW Client on page 5. Add Client to Box 1. With the client in context, click on Archives from the Nav tree and choose Administration. 2. Click the to open the Accession number the client is going to added to. 3. Within the correct Box, click Add Client (this button is only available when in Client context). 4. Repeat the above Search for Client and Add Client to Box process for each and every client to be included in this box and all boxes for this Accession number. 4 of 10

5 Copying an OHW Client Once the client has been found in OHW, 1. View the client (you will now be in the OHW client context). 2. Within the Client Identifiers section, double check the OHW # to ensure you have the correct client in context. 3. Within the Archive Information section, check if this client has been archived for this location. If they have, recall the file and add this package of information to the previously archived file. If they haven't, continue with the next step. 5 of 10

6 4. Click on Copy OHW Client. 5. Confirm the data. 6. Click on Create Client to assign a new CARIS Id to the client. 7. Add the CARIS Id and the OHW # to the separate box content list (excel file) for future reference. Do NOT change the client number on the paper copy of the file. Leave the paper file with the OHW #. Note: When searching CARIS for this client in the future, this client will be found under their new CARIS ID, but by looking in the External Systems the OHW # will display. 8. To continue with the Archiving process, return to step 1 in Add Client to Box on page 4. 6 of 10

7 Viewing Archive Information 1. Click on Archives from the Nav tree and choose Administration. 2. Click the to open the Accession number to be viewed. 3. Click to view the Notes. 7 of 10

8 Deleting Archive Information An Accession number may be deleted if there are no Boxes created or Clients added. A Box may be deleted only if there are no Clients added. A Client may be deleted from a Box. Deleting a Client from a Box 1. Click Archives from the Nav tree and choose Administration. 2. Click the to open the Accession number to be viewed. 3. Click Delete beside the Client who is being deleted from the box. 4. If the entire Box needs to be deleted, repeat this process until all Clients have been deleted from the Box. 8 of 10

9 Deleting a Box from an Accession number A box can be deleted once all Clients have been deleted. 1. Click Archives from the Nav tree and choose Administration. 2. Click the to open the Accession number to be viewed. 3. Click Delete beside the Box that is being deleted. If Delete is not available the Box is not empty. 4. The Delete Archive Box information will display 5. Select Duplicate for the Delete Reason. 6. If necessary, type more information into Notes. 7. Click Delete. 8. Repeat this process until all necessary Boxes have been deleted. 9 of 10

10 Deleting an Accession number Once all the Boxes have been removed, the Accession number may be deleted. 1. Click Archives from the Nav tree and choose Administration. 2. Click Delete beside the Accession number to be deleted. If Delete is not available, the Accession number is not empty. The entire Accession number has been removed. 10 of 10