Titanium Schedule Center Management Software USER MANUAL. Sales and Customer Service Technical Support

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1 Titanium Schedule Center Management Software USER MANUAL Sales and Customer Service Technical Support Postal Mail Web Site (telephone) ( ) (telephone) ( ) P.O. Box Houston, TX Titanium Software, Inc. All Rights Reserved.

2 TABLE OF CONTENTS Table of Contents... 2 Chapter 1: Schedule Viewer Screen... 6 Screen Elements... 7 Columns... 7 Locked Schedules... 7 Rows... 7 Menu Bar... 7 Navigation Bar... 8 Cells... 9 Appointment Cell Overview Appointment Icons Split Appointments Appointments Scheduled Over Placeholders Displaying Schedules Default View Mode Toggling View Modes To view multiple schedules for a single day To view a single schedule for multiple days To toggle a schedule in a displayed Schedule Group Finding Appointments To find a client s scheduled appointment To find the next open appointment slot Chapter 2: Scheduling Scheduled Items Distinguishing between Appointments and Placeholders Scheduling Appointments Individual Appointments To schedule an appointment for an existing client To schedule an appointment for a new client Group Appointments To schedule a Group Appointment ing Clients To clients on the group roster Other Appointments To schedule an Other Appointment Outreach Appointments To schedule an Outreach appointment To enter Additional Information Recurring Appointments Recurring Appointment Definition Recurring Appointments in the Series Scheduling Recurring Appointments To schedule a recurring appointment Accessing a Recurring Appointment Definition

3 Modifying Recurring Appointments Scheduling Placeholders To schedule a placeholder To schedule an appointment based on a placeholder Modifying Placeholders Chapter 3: Group Sign-up Sheets Viewing Group Sign-up Sheets Creating a New Group Sign-up Sheet To create a new Group Sign-up Sheet Scheduling a Recurring Group Appointment for a Group Sign-up Sheet To schedule a recurring group appointment Taking Attendance with Group Sign-up Sheets Updating Group Sign-up Sheets Status Group Member List Deleting a Group Sign-up Sheet Chapter 4: Attendance Client Arrival Notification Chimes Attendance Icons Taking Attendance Schedule Viewer Screen Task List Appointment Screen Taking Attendance for Individual or Other Appointments To take attendance for an appointment Taking Attendance for Group Appointments To take attendance for a Group Appointment Chapter 5: Clients Adding Clients To add a new client to Titanium Schedule Entering Client Contact Information To enter client contact information Entering Client Demographics To enter a client s demographics Viewing a Client s Most Recent Demographics Assigning Users to a Client To assign users to a client (add a client to your My Clients list) Removing a Client from Your My Clients Screen My Clients Screen Searching for Unassigned Clients To search for unassigned clients Additional Client File Security To restrict access to a client s file Client File To access a client s file Demographics Adding a Client Note not Associated with an Appointment Chapter 6: Client Notes Client Note Categories

4 Client Note Security Signing Client Notes Locking and Unlocking Client Notes Entering Client Notes Individual Appointment Client Notes To enter Client Notes for an Individual Appointment To enter a General-Use note Group Appointment Client Notes To write and distribute a Global Group Client Note To add an addendum to a client s group client note To write Individual Client Notes for each client Client Notes Not Associated with an Appointment To write a Client Note not attached to an appointment Forwarding Client Notes To forward a client note Appending Information to a Client Note To add information to a locked client note Data Forms DemographiCS Data Forms Accessing all Data Forms in a Client s File To view all data forms entered for a client Chapter 7: Non-Client Notes Crisis Intervention To add a non-client note To locate an existing crisis record To add a crisis record to an existing client s case file To view a crisis note added to a client s case file Chapter 8: Billing Accessing the Invoice Screen Finding Existing Invoices Invoices Needed screen Printing Billing Reports Invoicing a Client To create an invoice Outstanding Charges and Credits Outstanding Charges To enter a payment for an outstanding charge Outstanding Credits To apply an outstanding credit to an invoice Chapter 9: Task Lists Types of Tasks Task List Screen Description Attendance Tasks Individual Appointment Attendance Tasks Group Appointment Attendance Tasks Other Appointment Attendance Tasks Additional Information Tasks To complete an Additional Information task Client Note Tasks To complete a Client Note task

5 Group Member and Group Notes Tasks To complete a Group Member or Group Notes task Supervisor Rights Chapter 10: User Configuration User Default Settings To configure user default settings Appointment Counter Important User configuration Notes Chapter 11: Workflow Scenarios Workflow Scenario for a New Client s Appointment Workflow Scenario for a Group Appointment Appendix A: Using the Find or Add New Client Screen Finding or Adding a Specific Client To find or add by client name To find or add by Social Security Number To find or add by student ID number To find or add by File number To search by Titanium s assigned ClientID To merge or combine two Client records Delete Clients with No Activity Appendix B: Security Levels and Passwords Password Security Features User Account Login Troubleshooting Password Security Features - SystemADMIN Level Appendix C: Schedule Viewer Screen Icons Appendix D: Appointment Counters Appointment Counters Appendix E: List of Figures Glossary Index

6 CHAPTER 1: SCHEDULE VIEWER SCREEN This chapter provides a general description of the appearance and function of the Schedule Viewer screen. It describes in detail the elements of the screen, the appearance of scheduled appointments, and how to locate specific appointments and placeholders. Note: You will see many references to the SystemAdmin user in this documentation. The SystemAdmin is the highest security level and refers to the user(s) that will configure Titanium Schedule. All of the Security Levels are explained in a table in Appendix B. Please take a moment to scan that table now so references to other users like SupportStaff and Provider3 will make sense as you read this document. OVERVIEW After you logon to Titanium Schedule using your assigned user name and password, the Schedule Viewer screen appears. Figure 1: Schedule Viewer screen This is the primary screen in Titanium Schedule. From this screen you can view and modify schedules, and access all features of the software. 6

7 The appearance of the screen is determined by the default settings configured by your SystemAdmin user. The SystemAdmin user is one of security levels that users are assigned to in Titanium. Configure your personal user settings to define a different appearance for the screen (see Chapter 10, User Configuration). SCREEN ELEMENTS Schedules can be for a specific user (counselor, doctor, etc), or for a resource (meeting room, equipment, etc). Since the Schedule Viewer screen (Figure 1) is the screen you will see and use most often, take a few moments to become familiar with it. The Schedule Viewer screen is a standard calendar-based scheduling interface with columns and rows. The screen displays actual appointments and open time slots on the displayed Schedules. COLUMNS Columns represent individual Schedules (if you are displaying a User/Schedule group) or calendar days (if you are displaying a single Schedule). LOCKED SCHEDULES A locked icon appears in a schedule column header when you are not allowed to make changes to the displayed schedule. A schedule is locked because you either do not have the appropriate security rights, or the cut-off date for making changes to the schedule has passed. Note: Only SystemAdmin users can make changes to locked schedules. ROWS Rows represent times on a schedule. MENU BAR The menu bar at the top of the Schedule Viewer screen provides access to other features of the software. The features accessed from the Open menu are the ones you will use most often. 7

8 NAVIGATION BAR Use the buttons on the bar in Figure 2 to navigate the schedules displayed on the Schedule Viewer screen. Changes the date displayed Scrolls the columns displayed Drop-down list Figure 2: Navigation Bar Home Returns the screen to your default schedule display Go To Displays a calendar for selecting a specific date Find Locates a client s next scheduled appointment Find Open Locates the next available time slot for scheduling a new appointment Drop-down list Lists the user/schedule group currently displayed. When you display a user/schedule group, the Schedule Viewer screen displays a column for each user/schedule included in the group. User/schedule columns are ordered according to System Configuration settings. The drop-down list box is empty if you are displaying a single Schedule. Note: Your SystemAdmin user creates all user/schedule groups and configures the list order for the group. 8

9 CELLS Occupied cells on the Schedule Viewer screen (Figure 1) represent scheduled appointments or placeholders. The table below describes the options available when you right- or left-click on an occupied cell. Occupied Cell Action Right-click Right-click, drag-anddrop Left-click Left-click, drag-and-drop Mouse-over the bottom of an appointment/ placeholder cell, leftclick, and drag Result All Appointments Invokes a menu for viewing, editing, copying, or deleting the scheduled appointment/placeholder; or for adding a new appointment, placeholder, or recurring appointment definition over the existing appointment/placeholder Individual (client ) Appointment only Provides access to the client, billing, client note, and client file features for the specific client Allows you to move or copy the scheduled appointment/placeholder to a new time slot Invokes the appointment or placeholder screen for the scheduled appointment or placeholder Moves the scheduled appointment/placeholder to a new time slot Adjusts the length of the appointment/placeholder Unoccupied cells represent time slots that are open for scheduling. Right-clicking an unoccupied cell opens the Add menu for scheduling a new appointment, placeholder, or recurring appointment. 9

10 APPOINTMENT CELL OVERVIEW An occupied cell represents an appointment or placeholder that is currently scheduled for the associated user. SystemAdmin users can configure unique cell and text colors for the types of appointments and placeholders scheduled at your center. The text that appears in the cell provides specific information about the appointment. Note: Your SystemAdmin user selected the default text for the appointment cells. If desired, you can configure your personal default text setting. See Chapter 10, User Configuration. APPOINTMENT ICONS SPLIT APPOINTMENTS The icons in the upper left corner of a cell provide visual information about the scheduled appointment or placeholder. In the appointment cell pictured above, the first icon indicates the type of appointment scheduled. The second icon indicates if a comment is associated with the appointment or client. The third icon represents the attendance status of the appointment. Displaying appointment icons is user-configurable. For a complete list of the icons used on the Schedule Viewer screen and their meanings, refer to Appendix C: Schedule Viewer Screen Icons. If two or more appointments are scheduled during the same time slot (double-booking), they will appear split resembling the two appointments shown below. You can hold your mouse over the appointment to view additional information about the appointment in the popup message that appears. 10

11 APPOINTMENTS SCHEDULED OVER PLACEHOLDERS Placeholders appear on the Schedule Viewer screen along with actual appointments. You use placeholders to reserve a block of time on a schedule for a specific activity, such as emergency duty, administrative workshops, or penciling-in a client. Placeholder cells appear as a background layer, resembling the Daytime Crisis Intervention placeholder shown below. Actual appointments appear in the foreground layer and completely or partially cover the placeholder. You can schedule any type of appointment in the time slot reserved by a placeholder. Or, you can schedule an appointment based on the placeholder, resembling the Daytime Crisis Intervention appointment shown above. For detailed information about scheduling an appointment based on a placeholder, see To schedule an appointment based on a placeholder. DISPLAYING SCHEDULES Front desk staff often use the Schedule Group view. Users who have a schedule often use the Single Schedule view to view their own schedule. The Schedule Viewer screen has two view modes for displaying schedules. You can view multiple schedules for a single day (Schedule Group), as is shown in Figure 1. Or, you can view one schedule for multiple days (Single Schedule). You can use the View menu at any time to display a specific Schedule Group or Single Schedule. default, the Schedule Viewer screen displays schedules for the current date. If desired, you can use the navigation bar buttons to display schedules for past or future dates (see Figure 2). Note: Use the Go To button if you need to display a schedule that is months or years away. 11

12 DEFAULT VIEW MODE The first time that you use Titanium Schedule, the Schedule Viewer screen will display the default view mode configured by your SystemAdmin user. We recommend configuring your personal user settings so that the screen automatically displays schedules in the view mode most convenient for you (see Chapter 10, User Configuration). For example, if you work at the front desk and schedule appointments on all schedules, your default view mode should display a Schedule Group that includes all Active schedules. Note: Your SystemAdmin user creates all Schedule Groups. If you are a user who also has a schedule, you may prefer to have a default view that displays your own schedule. TOGGLING VIEW MODES Use the procedures below to quickly toggle between a Schedule Group display and a Single Schedule display. These procedures are especially useful for front desk staff that work with multiple schedules. To view multiple schedules for a single day 1. Display the Schedule Group list by clicking the drop-down list arrow on the Schedule Viewer screen navigation bar. 2. Select the desired Schedule Group from the list. The Schedule Viewer screen re-populates with the schedules included in the selected group. Note: Your SystemAdmin user creates all Schedule Groups. To view a single schedule for multiple days 1. On the Schedule Viewer screen menu bar, select View<Change Single Schedule. 12

13 2. On the Change the schedule displayed to screen, select the desired counselor name and click OK. The Schedule Viewer screen re-populates to display the selected schedule for multiple days. To toggle a schedule in a displayed Schedule Group If you are viewing a Schedule Group and the schedule you want to display is listed on the Schedule Viewer screen, right-click the schedule name in the column header and select Switch to Single Schedule View. If you want to return to the previous Schedule Group displayed, right-click a date header and select Switch to last used Schedule Group. FINDING APPOINTMENTS Titanium Schedule offers two features for quickly finding appointments for your clients. Tip: These features are especially convenient for front desk staff. To find a client s scheduled appointment If a client calls to ask the date of their next scheduled appointment, use the following procedure to quickly locate it. 1. Click the Find button on the Schedule Viewer screen navigation bar. 2. Use the Find or Add New Client screen to find the client. For detailed information on using this screen to find a specific client, see Appendix A. The Find appointments for a client screen appears. This screen lists all appointments scheduled for the client chronologically, beginning with the most recent or future appointment. 13

14 Note: Double-click an appointment to automatically adjust the Schedule Viewer screen to display the appointment. To find the next open appointment slot You can quickly search a schedule for the next open appointment slot. In Titanium Schedule, canceled appointments and appointments marked as rescheduled, are also considered as open appointment slots. 1. Click the Find Open button on the Schedule Viewer screen navigation bar. The Find open appointment slots screen appears. Figure 3: Find Open Appointment Slots screen 2. Select the desired Schedules to search for option. You can search multiple schedules by selecting Group, and then the desired Schedule Group. Or, you can search one schedule by selecting Single, and then the desired schedule. 3. To search for a specific type of placeholder, in the Appointment types to search for screen, select Group and then the desired placeholder, for example Intake. If you need to search for all open time slots, select Group and ALL. 4. Click Search. Open time slots are listed chronologically, beginning with the soonest available time slot. For placeholders, the description of the placeholder is displayed in the Type column. 14

15 Note: If the same type of search is used frequently, select the Save as Default Search button to save the search criteria. 5. Double-click the desired time slot to adjust the Schedule Viewer screen to display the associated schedule. The selected time slot appears on the left of the Schedule Viewer screen and is highlighted by the cursor. 6. Schedule the appointment for the client. See Chapter 2, Scheduling for detailed information on scheduling an appointment for a client. 7. To return to your default schedule display, click Home. 15

16 CHAPTER 2: SCHEDULING SCHEDULED ITEMS Placeholders are not included on most statistics reports. This chapter explains the difference between appointments and placeholders. It defines the three general types of appointments and placeholders: Individual, Group/Couple, and Other; and explains how to schedule them. You can use Titanium Schedule to schedule the following items: Appointments Actual scheduled sessions, meetings, or events. These meetings can be client or non-client related. Placeholders Items that reserve a block of time on a specific schedule for a specific day of the week, for a specific number of weeks. Many centers use placeholders for reserving Crisis duty, workshops, or "penciling-in" a client. In Titanium Schedule, all scheduled appointments and placeholders are classified into one of the following categories: Individual Client Group/Couple Other DISTINGUISHING BETWEEN APPOINTMENTS AND PLACEHOLDERS Often, centers use placeholders that correspond directly to specific appointment codes, such as an Intake or Individual Personal Counseling code. Notice the following differences between the appointment (left) and placeholder (right) pictured below: Placeholder icons have a tiny yellow P at the bottom. Only appointments have attendance icons. Some centers find it helpful to use black foreground/text on brightly colored backgrounds. Then if you use the appointment background color as the foreground /text color for the matching placeholder, it visually ties them together as shown below. Appointment Icon Attendance Icon Placeholder Icon 16

17 SCHEDULING APPOINTMENTS This section describes how to schedule the following items: Individual Appointments Group Appointments Other Appointments Outreach Appointments Recurring Appointments INDIVIDUAL APPOINTMENTS Individual Appointments are appointments that you schedule for a single client. The selected Schedule is automatically assigned the Role of Organizer. To schedule an appointment for an existing client 1. On the Schedule Viewer screen, locate the desired time slot on the desired Schedule. Right-click in the cell and select Add > Individual Appointment. 2. Use the Find or Add New Client screen to find the client. For detailed information on using this screen to find a specific client, see Appendix A. 17

18 The Individual Appointment screen appears. Figure 5: Individual Appointment screen 3. On the Appointment Information tab, select the appropriate Code for the appointment. 4. Enter other information, if desired. 5. If desired, click the Scheduling tab and add the appointment to multiple Schedules by clicking Add/Select, selecting the desired Schedules, and clicking OK. Figure 6: Individual Appointment screen Scheduling tab Note: The Additional Information tab might not be used at all. When it is used, it is frequently only used for Other Appointments. 18

19 6. Click Save and Exit. The client s appointment appears in the selected time slot on the selected Schedule(s). The selected Schedule is automatically assigned the Role of Organizer. To schedule an appointment for a new client 1. On the Schedule Viewer screen, locate the desired time slot on the desired Schedule. Right-click in the cell, and select Add>Individual Appointment. 2. Use the Find or Add New Client screen to add the new client. For detailed information on using this screen to add a new client, see Appendix A. The Client screen opens for the new client. Figure 7: Client screen Most centers collect the information included in the Client screen when clients attend their first appointment (i.e. Intake paperwork). Therefore, users wait to enter information on this screen. Note: Client s Demographics and other Intake information can be entered in a General-Use client note. 3. Most centers enter a contact phone number to reach the client regarding the appointment. 19

20 4. Click Save and Exit. The Individual Appointment screen appears (Figure 5 ). 5. On the Appointment Information tab, select the appropriate Code for the appointment. 6. Select any other options, if desired. 7. If desired, click the Scheduling tab (Figure 6) and add the appointment to multiple Schedules by clicking Add/Select, selecting the desired Schedules, and clicking OK. 8. Click Save and Exit. The new client s appointment appears in the selected time slot on the selected Schedule(s). 20

21 GROUP APPOINTMENTS Group Appointments have more than one client. Schedule Group Appointments for couples or group therapy where attendance is taken for each individual client on the group roster. Note: Schedule an Outreach, Other Appointment for Non-Client workshops where only a head count is recorded. Consider using a Recurring Group Appointment if the group will meet multiple times at regular intervals. The selected Schedule is automatically assigned the Role of Organizer. To schedule a Group Appointment 1. On the Schedule Viewer screen, locate the desired time slot on the desired Schedule. Right-click in the cell and select Add>Group or Couple Appointment. The Group Appointment screen appears. Figure 8: Group Appointment screen 2. On the Appointment Information tab, select the appropriate Code for the appointment. 3. Enter other information, if desired. 4. If desired, click the Scheduling tab and add the appointment to multiple Schedules by clicking Add/Select, selecting the desired Schedules, and clicking OK. 21

22 Figure 9: Group Appointment screen Scheduling tab Note: Most centers only use the Additional Information tab for Other Appointments. 5. Click the Clients tab and use the Add button to add clients to the roster. Note: This screen is used to set the attendance for the clients after the appointment occurs. 6. Click Save and Exit. The Group Appointment appears in the selected time slot on the selected Schedule(s). 22

23 The client record is entered on the Client screen. ing Clients Use the All button on the Group Appointment screen Clients tab to quickly contact the clients scheduled for the Group Appointment, for example, to inform them of a cancelled meeting. The clients addresses, pulled from their client records, are sent to the program set-up for your machine. Note: addresses are sent bcc (blind copy) to protect the privacy of the clients. To clients on the group roster 1. Open the desired Group Appointment and display the Clients tab. If a sign-up sheet is selected for the appointment, click Edit and click Copy members. 2. Click All. A message screen appears that informs you of the number of clients with and without an address. 3. Click Yes to bcc (blind cc) the clients addresses to a new message in your program. or Click No to copy the addresses to the Windows clipboard. Open a new message in your program, and paste (Ctrl V) the addresses. Note: If you have more than 100 addresses or more than 2000 characters, copy the addresses to the Windows clipboard and manually paste them into a new message. 23

24 OTHER APPOINTMENTS Other Appointments are non-client appointments. Centers frequently use Other Appointments to schedule staff meetings, vacation time, sick leave, lunch breaks, outreach, and non-client consultations. The selected Schedule is automatically assigned the Role of Organizer. To schedule an Other Appointment 1. On the Schedule Viewer screen, locate the desired time slot on the desired Schedule. Right-click in the cell and select Add>Other Appointment. The Other Appointment screen appears. Figure 10: Other Appointment screen 2. On the Appointment Information tab, select the appropriate Code for the appointment. 3. Enter other information, if desired. 24

25 4. If desired, click the Scheduling tab and add the appointment to multiple Schedules by clicking Add/Select, selecting the desired Schedules, and clicking OK. Figure 11: Other Appointment screen Scheduling tab Note: Usually, complete Additional Information (if applicable) after the appointment occurs. See To enter Additional Information. 5. Click Save and Exit.. The Other Appointment appears in the selected time slot on the selected Schedule(s). 25

26 OUTREACH APPOINTMENTS Many centers use two general codes for Outreach appointments: Outreach to Group, and Outreach to Individual. The selected Schedule is automatically assigned the Role of Organizer. Outreach appointments are services provided by your center to individuals or groups who are not your regular clients. Usually these services are workshops or group lectures that occur outside of the center. When you take attendance for Outreach appointments, only enter the number of people who attended, since these people are not your regular clients. Most Outreach appointments are Other Appointments. If your center provides Outreach, your SystemAdmin user will configure Titanium Schedule with one or more Outreach appointment codes. After an Outreach appointment occurs, you should enter Additional Information (see next page) for the appointment. To schedule an Outreach appointment 1. On the Schedule Viewer screen, locate the desired time slot on the desired Schedule. Right-click in the cell and select Add>Other Appointment. The Other Appointment screen appears (Figure 10 ). 2. On the Appointment Information tab, select the appropriate Outreach Code for the appointment. 3. Enter any other desired information. 4. If desired, click the Scheduling tab and add the appointment to multiple Schedules. Click Add/Select, select the desired Schedules, and click OK. 5. Click Save and Exit. The Outreach appointment appears in the selected time slot on the selected Schedule(s). 26

27 To enter Additional Information Titanium Schedule collects statistics for Outreach appointments and provides this information on specific reports. Most of these statistics are gathered from the Additional Information entered about your scheduled Outreach appointments. After an Outreach appointment occurs, you should open the appointment and enter the appropriate Additional Information. Note: The SystemAdmin user can configure the Task List to display Outreach appointments missing Additional Information. 1. Open the desired Outreach appointment from your Task List or from the Schedule Viewer screen. 2. Click the Edit button. 3. Display the Additional Information tab. Figure 12: Additional Information tab 4. Select the appropriate code from each drop-down list on the screen, for example: Status, Service provided to, Outreach category, and/or Outreach subcategory. Note: Your SystemAdmin user configured the Outreach appointment code with the Additional Information drop-down lists you need to complete. Contact your SystemAdmin user if you have questions. 5. Adjust the Actual length of the appointment if necessary. 6. Enter the Number of people who attended. 7. Click Save and Exit. 27

28 RECURRING APPOINTMENTS Recurring appointments are a series of appointments that recur on a set interval for a specific date range. Rather than manually scheduling these appointments each time, use the recurring appointment feature so that the software will automatically schedule them for you. Some centers use recurring appointments for specific meetings and groups, such as Administration/Program Planning Meetings for counselors/service providers, or Eating Issues Group Appointments for clients. There are two "parts" to a recurring appointment: Recurring appointment definition Series of appointments automatically created by the definition Recurring Appointment Definition The recurring appointment definition creates all appointments in the recurring series. The definition itself is not an appointment. Rather, it defines the characteristics of the recurring appointments (appointment type, date range, recur interval, Schedule the appointment appears on, etc). Recurring Appointments in the Series The recurring appointments that are automatically created by the definition appear on the Schedule Viewer screen as normal appointments and placeholders. You can distinguish recurring appointments by their unique icon with the green R. Recurring Appointment Icon Scheduling Recurring Appointments You schedule recurring appointments by adding a recurring appointment definition. 28

29 The selected Schedule is automatically assigned the Role of Organizer. To schedule a recurring appointment 1. On the Schedule Viewer screen, locate the desired weekday and time slot on the desired Schedule. Right-click and select the desired recurring appointment option from the Add menu. The recurring appointment definition screen appears. All recurring appointment definition screens are blue to help you easily distinguish them from regular appointment screens. Figure 13: Recurring Group Appointment Definition screen 2. On the Recurring Appointment Information tab, enter the date when you want the series to begin in the From date screen. 3. Select the desired Recur and On day options. 4. Enter the number of appointments that you want to automatically schedule in the Number in series screen. The to date is automatically entered. 5. Select the appropriate appointment Code. 6. Enter any other desired information. 7. If desired, click the Scheduling tab and add the recurring appointment to multiple Schedules by clicking Add/Select, selecting the desired Schedules, and clicking OK. 29

30 Figure 14: Recurring Appointment screen Scheduling tab 8. If you are scheduling a recurring group appointment, and you want to associate a Group Sign-up Sheet with it, click the Clients tab and select the desired sign-up sheet. 9. Click Save and Exit. Titanium Schedule automatically schedules the series of appointments. Note: Use the navigation buttons on the Schedule Viewer screen to advance the calendar and see the appointments created in the recurring series. 30

31 Accessing a Recurring Appointment Definition There are 3 ways to access a recurring appointment definition. Right-click a recurring appointment on the Schedule Viewer screen, and then select Edit Recurring Series Definition from the menu. Left-click a recurring appointment on the Schedule Viewer screen to open it, and then click the Recurring button on the recurring appointment screen toolbar. Select View > View Recurring Definitions and Placeholders Only from the Schedule Viewer screen menu bar. Open the definition by left-clicking on it. In this view mode, the recurring appointment definitions have a unique icon with a blue D. Recurring Appointment Definition Icon Note: When you have finished working with recurring appointment definitions, make sure to switch back to the Normal view mode. Modifying Recurring Appointments After the start date for a recurring appointment definition has passed, the definition is locked and you cannot edit it. However, if the series created appointments on future schedules, you can delete these future appointments and create a new recurring appointment definition that reflects your desired changes. When you delete a future recurring appointment, you must select whether you want to delete the remaining entire series of recurring appointments, or just that particular one. Note: If a recurring appointment definition, appearing on multiple Schedules, is modified or deleted, the recurring appointment definition is also modified or deleted on the other Schedules. 31

32 SCHEDULING PLACEHOLDERS You can think of a placeholder as a background layer that represents what you expect your schedule to be on a particular day. Appointments are in the foreground and represent what actually happened during the day. We recommend that you use placeholders. They are especially convenient for the following reasons: They help users plan their schedules. They reserve a block of time on a user s Schedule for a specific activity (for example, reserving counselors for Crisis or Intake duty). They assist front desk staff in quickly locating the next available appointment time slot for scheduling appointments. You can create placeholders for Individual Appointments (client), Group/couple Appointments (client), and Other Appointments (non-client). Note: Any type of appointment can be scheduled over a placeholder, regardless of the placeholder type. For example, you can schedule an Other Appointment for a Supervisor s Meeting over an Emergency Duty placeholder. An appointment length longer than that reserved by the placeholder is also accepted. The selected Schedule is automatically assigned the Role of Organizer. To schedule a placeholder 1. Use the navigation buttons to adjust the Schedule Viewer screen to the desired date. For example, to place a counselor on Intake duty for the semester, navigate to the date when the Intake duty will begin. 2. Right-click in the desired time slot and select the desired Placeholder type from the Add menu. For example, counselors can add Intake placeholders to identify their preferred times to have intake appointments. Then the front desk staff can easily search for these placeholders to find open time slots when they are on the phone scheduling a new client for an intake appointment. The placeholder screen appears for the selected type of appointment. 32

33 All placeholder screens are yellow to help you easily distinguish them from regular appointment screens. Figure 15: Placeholder for an Individual Appointment screen 3. On the Placeholder Information tab, enter the date when you want the series of placeholders to begin in the From date screen. 4. Select the desired Recur and On day options. 5. Enter the number of placeholders that you want to automatically schedule in the Number in series screen. If you are only scheduling one placeholder, enter 1. The to date is automatically entered. 6. Select the desired appointment Code from the list. 7. Enter any other desired information. 8. If desired, click the Scheduling tab and add the placeholder to multiple Schedules by clicking Add/Select, selecting the desired Schedules, and clicking OK. 33

34 Figure 16: Placeholder screen Scheduling tab 9. Click Save and Exit. To schedule an appointment based on a placeholder If the placeholder has the characteristics of the appointment you need to schedule (time, date, appointment code, length), use this procedure to quickly schedule an appointment based on this information. 1. Right-click on the placeholder and select Add>Appointment Based on Placeholder. The Appointment screen appears. 2. Click Save and Exit. MODIFYING PLACEHOLDERS After the start date for a placeholder series has passed, the series is locked and you cannot edit it. However, if the series created placeholders on future schedules, you can delete these future placeholders and create a new placeholder series that reflects your desired changes. When you delete a future placeholder, you must select whether you want to delete the remaining entire series of placeholders, or just that particular one. Deleting a placeholder from the middle of a series of placeholders will split the original series into two separate series. One series will cover the original Start Date to the date of the deleted placeholder. The other series will cover the date of the deleted placeholder to the End Date of the original series. 34

35 CHAPTER 3: GROUP SIGN-UP SHEETS This chapter explains the purpose and use of Group Sign-up Sheets. It provides instruction for creating, updating, and scheduling recurring group appointments for your sign-up sheets. OVERVIEW The Group Sign-up Sheet feature can simplify updating group membership each time a client joins or leaves the group. Group Sign-up Sheets provide a convenient way to create and maintain a list of clients who are members of a specific group in an area separate from the actual group appointments. Group Sign-up Sheets are ideal for large recurring groups with changing members. Note: Do not use Group Sign-up Sheets for a group who only meets one time or for couples appointments. A primary advantage provided by Group Sign-up Sheets is the ability to sign-up clients for a group before it starts meeting, and even before the associated recurring group appointments are scheduled. Maintain the Group Member List from the Group Sign-up Sheet by adding or removing the appropriate clients on the list. When an actual group appointment occurs, copy the clients from the Group Sign-up Sheet to the appointment. VIEWING GROUP SIGN-UP SHEETS Go to the Main Menu > Open > Group Sign Up Sheets to access the Group Sign-up Sheet feature. CREATING A NEW GROUP SIGN-UP SHEET If your center has a new recurring group that needs to meet throughout the semester, use the Group Sign-up Sheet feature to store specific information about the group. To create a new Group Sign-up Sheet 1. In the Schedule Viewer screen go to Open> Group Sign-up Sheets. 2. On the Find or Add New Group Sign-up Sheet dialog box, click New Group Sign-up Sheet. The Group Sign-up Sheet screen appears. 35

36 Although this screen resembles a Group Appointment screen, it is only a sign-up sheet. It does not create a group appointment. Figure 24: Group Sign-up Sheet screen After adding members, the Members box automatically updates to show the number of clients added to the signup sheet. 3. Enter a Name for the group. 4. If you know the Location and appointment Code, enter this information in the appropriate boxes. 5. Select the appropriate Status option, or type your own Status description. For more information on the Status option, see Updating Group Sign-up Sheets. 6. Indicate the projected date and time ranges for the group meetings by selecting the desired date, time, Recur, On day, and Number in series options. Note: Changing the Number in series automatically adjusts the end date displayed in the to date field. 7. Enter the Minimum and Maximum number of group members. These guidelines help determine the status of the Group Sign-up Sheet. When the minimum number of group members is met, the Group Appointments can begin meeting. When the maximum number of members is met, the sign-up sheet is closed and new members should not be added to the group. 8. If you already have clients interested in joining the group, display the Group Member Sign-up tab and use the Add button to add them to the sign-up sheet. 9. Click Save and Exit. 36

37 SCHEDULING A RECURRING GROUP APPOINTMENT FOR A GROUP SIGN-UP SHEET Use the following procedure to schedule recurring Group Appointments associated with a Group Sign-up Sheet so that the group can begin meeting. To schedule a recurring group appointment 1. Navigate the Schedule Viewer screen to the date when the Group Appointments should begin. 2. Right-click in the desired time slot and select Add>Recurring Group/Couple Appointment Definition. The Recurring Group Appointment Definition screen appears. 3. Enter the start date for the series in the From date screen. 4. Select the desired Recur and On day options. 5. Enter the number of appointments that you want to automatically schedule in the Number in series screen. The to date is automatically entered. 6. Select the appropriate appointment Code. 7. Display the Clients tab. 8. Select the Group Sign-up Sheet. 9. Click Save and Exit. 37

38 TAKING ATTENDANCE WITH GROUP SIGN-UP SHEETS On the day each Group Appointment occurs, open the appointment and copy the group members from the Group Sign-up Sheet to the Clients list by clicking the Copy Members button on the Clients tab. If there are several group members, print the group roster for taking attendance. After the appointment is over, reopen the Group Appointment and take attendance for each Client and for each Schedule on which the appointment appears. For detailed information on taking attendance for a Group Appointment, see Taking Attendance for Group Appointments. UPDATING GROUP SIGN-UP SHEETS It is important to update the following items for your Group Sign-up Sheets to keep them current and accurate: Status Group member list STATUS Use the following Status options to update your Group Sign-up Sheets so that users will know if the group is open or closed. Note: You can create an center-specific Status option by typing a name in the Status text box on the Group Sign-up Sheet screen (Figure 17). The new Status option only applies to the Group Sign-up Sheet currently displayed on the screen. Will Start Indicates the group is ready to begin meeting, but the first group appointment has not yet occurred Not Started and Open Indicates the group has not started meeting, and is open for new members (for example, the minimum number of members for the group has not been reached) Started and Open Indicates the group is currently meeting, and is still accepting new members Started and Closed Indicates the group is currently meeting, but is not accepting new members Canceled Indicates the group is canceled (for example, it is the end of the semester). If the group will not meet again, delete the Group Sign-up Sheet 38

39 GROUP MEMBER LIST Follow these tips when you need to update Group Sign-up Sheet membership. DELETING A GROUP SIGN-UP SHEET Only update group membership on the Group Member Sign-up tab on the Group Sign-up Sheet screen. If you update group membership on the Group Appointment screen, all other Group Appointments in the recurring series will not show your updated group member list. Only use the Copy Members option on the Clients tab of the Group Appointment screen to copy group members to the Group Appointment on the day that the appointment is meeting. This helps to ensure that you are copying the most accurate group member list to the Group Appointment. The Delete button on the Group Sign-up Sheet screen will permanently remove a sign-up sheet. Note: Deleting a Group Sign-up Sheet will not delete the scheduled group appointments associated with the sign-up sheet. 39

40 CHAPTER 4: ATTENDANCE This chapter shows and defines the attendance icons. It also explains how to take attendance for specific types of appointments; and, how to use notification chimes. OVERVIEW After a scheduled appointment time occurs, take attendance for the appointment. Since several reports display attendance statistics, it is important to keep appointment attendance status up-to-date. Titanium Schedule gathers separate attendance statistics for each Schedule that the appointment is added to, and for the client, or clients, scheduled for the appointment. If an appointment is for one client, and it is only on one schedule, then the attendance setting for both will usually be the same. However, when an appointment is for multiple clients, and/or appears on multiple schedules, attendance settings will often be different for the clients/schedules. The Task List feature is usually configured to display appointments needing attendance updates. Titanium Schedule also provides the Appointments Missing Attendance report that locates appointments where the attendance is missing. CLIENT ARRIVAL NOTIFICATION CHIMES Set up notification chimes from Configure> User Configuration. When the front desk staff changes the attendance status for one of your appointments, a chime will sound on your machine. The notification feature uses two distinct chimes: one to indicate that the client has arrived; and one to indicate that the client canceled the appointment. ATTENDANCE ICONS Attendance icons appear on appointment cells on the Schedule Viewer screen. All appointments initially display the Scheduled attendance icon, as shown here. Attendance Icon 40

41 The following table shows the attendance icons and their meanings. Attendance Icon Attendance Options Scheduled Attended Attendance Taken No Show Client Canceled Counselor Canceled Definition Attendance has not been taken Client attended the appointment (Individual Appointment) Appointment occurred (Other Appointment) Appointment occurred and attendance was taken for the schedule(s), clients, and the appointment (Group Appointment) Appointment did not occur for the selected reason (Individual Appointment) Canceled Note: By default, canceled appointments are displayed with strikethrough text. Client Rescheduled Counselor Rescheduled Appointment did not occur (Group Appointment, Other Appointment) Appointment did not occur at the scheduled time, but the appointment was rescheduled (Individual Appointment, Group Appointment) 41

42 TAKING ATTENDANCE Use the following features to take attendance: Schedule Viewer screen Task List Appointment screen Schedule Viewer Screen Front desk staff will probably use the Schedule Viewer screen to take attendance for appointments throughout the day, especially if your center uses the chime feature to alert the appropriate person when a client arrives or cancels their appointment. Notification chimes are triggered by a change in the appointment attendance status. Note: Your SystemAdmin user can activate/deactivate notification chimes for all users. Individual users can activate/deactivate their own notification chimes from Configure>User Configuration. Task List Users who have Schedules will most likely use the Task List to take attendance for their appointments. Opening an Attendance task will bring the appointment screen into view. Appointment Screen All appointment screens have attendance options for the client(s) scheduled appointment and for each Schedule on which the appointment appears. 42

43 TAKING ATTENDANCE FOR INDIVIDUAL OR OTHER APPOINTMENTS For Individual Appointments, attendance must be taken for the client scheduled for the appointment. Attendance must also be taken for each schedule on which the appointment appears. For Other Appointments, attendance must be taken for each schedule on which the appointment appears. If the displayed schedule is locked, you cannot change the appointment attendance status. Contact your SystemAdmin user. To take attendance for an appointment 1. When the client arrives for their appointment, or when the Other Appointment occurs, locate the appointment on the Schedule Viewer screen. 2. Left-click on the attendance icon and select the appropriate attendance status option from the menu. If the Other Appointment appears on only one Schedule, the attendance option is applied that Schedule. If the Individual Appointment appears on only one Schedule, the attendance option selected is applied to the Client and the Schedule. Open the appointment screen to see these changes as shown in Figure

44 Figure 17: Appointment screen Attendance options If the Individual or Other Appointment appears on multiple schedules, the Attendance Change dialog appears. If an appointment appears on multiple Schedules, you must take attendance for each schedule. 3. Select the desired button: All that need attendance Changes the attendance settings that are still set to Scheduled. This option is only available if attendance has been set for some, but not all, schedules. For example, if a staff meeting appointment was created several weeks ago and people who knew they could not attend marked themselves as Canceled, the front desk staff might use this option to set everyone else s attendance to Attended. All Automatically overwrites the current attendance settings on each schedule the appointment appears on This Schedule only Automatically changes the attendance setting only on the listed schedule Open the Appointment screen Displays the Scheduling tab. Different Attendance options are available for each schedule, as shown in Figure 18 below. Click Edit on the menu bar to activate the Attendance dropdown lists. Figure 18: Appointment screen Scheduling tab Attendance options 44

45 4. On the Open the Appointment screen option, click Edit, select the desired Attendance option for each schedule, and click Save and Exit. Note: Click Save to record Attendance changes. TAKING ATTENDANCE FOR GROUP APPOINTMENTS Titanium Schedule compiles attendance statistics for each schedule that the Group Appointment appears on, for each client scheduled for the appointment, and for the actual appointment. To take attendance for a Group Appointment 1. Open the Group Appointment from the Schedule Viewer screen or from the task list. Click Edit to make changes. Note: If the appointment screen is locked, appointment attendance status cannot be changed. Contact your SystemAdmin user. 2. Display the Clients tab. 3. Add any missing clients. If there are no clients currently listed on the tab, and the group appointment is associated with a sign-up sheet, click Copy Members to automatically add the clients currently signed up for the group. 4. Take attendance for each client by selecting the appropriate Attendance option. 5. The fastest way to do this is to use the All Attendance button to apply one setting, such as Attended, to all clients. An individual client s settings can then be changed to No Show, etc, as needed. 45

46 6. Display the Scheduling tab and use the Attendance drop-down lists, or the All Attendance button, to take attendance for each schedule. 7. Click Save and Exit. 46

47 CHAPTER 5: CLIENTS This chapter explains how to add clients, assign users to clients, enter contact and demographic information, and gain access to client files in Titanium Schedule. This chapter describes the My Clients screen, and explains advanced security options available for client data. ADDING CLIENTS The new client must be added to Titanium Schedule before an appointment or client note can be created. To add a new client to Titanium Schedule 1. Select Clients from the Schedule Viewer screen Open menu. 2. Use the Find or Add New Client screen to add the new client. For detailed information on using this screen to add a new client, see Appendix A. The Client screen opens for the new client. The Active checkbox is selected, by default. Figure 19: Client Screen 3. On the Contact Information tab, enter at least one contact phone number for the client; you may need to contact the client regarding an appointment. Enter the remaining contact information now or after the client completes the Intake form. 4. Click Save and Exit. 47

48 ENTERING CLIENT CONTACT INFORMATION After a client completes the Intake paperwork, enter any additional Contact Information. To enter client contact information 1. Select Open > Clients from the Schedule Viewer screen. 2. Use the Find or Add New Client screen to find the client. For detailed information on using this screen to find a specific client, see Appendix A. The Client screen (Figure 19) opens for the client. 3. Enter the contact information. 4. Click Save and Exit. ENTERING CLIENT DEMOGRAPHICS All demographic information is stored in a data form attached to a client note. The Demographics button on the toolbar is a shortcut to this data form. You could also open the Client File and open the same client note and data form from there. A data form is an electronic form for entering client-related information; for example, Intake Form, Client Demographics Form. See Chapter 6, Client Notes, for more information on the client note feature. To enter a client s demographics 1. Select Clients from the Schedule Viewer screen Open menu. 2. Use the Find or Add New Client screen to find the client. For detailed information on using this screen to find a specific client, see Appendix A. The Client screen (Figure 19) opens for the client. 3. Click the Demographics button on the menu bar and select the desired option from the drop-down list. Open latest Select this option to update the client s most recent demographics data form. Add new Select this option to enter demographics for a new client. Copy demographics to new Select this option to copy an earlier demographics data form to a new one. This option can save time if many of the fields have not changed. 48

49 Note: Most centers create a new set of client demographics each time a client completes Intake paperwork (which is usually one time per school year). Your center s demographics data form will look different than this sample screen. 4. Complete the data form and click Save and Exit. VIEWING A CLIENT S MOST RECENT DEMOGRAPHICS The Demographics drop-down list on the Client screen provides a link to the most recent Client Demographic data form saved for the client. 49

50 ASSIGNING USERS TO A CLIENT The Waitlist user appears in the list with all other active Titanium Schedule users. Users can be assigned to a client and that can be active or not. An active assignment will add the client to that users My Clients screen. For users with security level of Provider3 and SupportStaff, an assignment (even if it is not active) will also grant them rights to view the all the information in that client s file. For example, if you are a Provider3 user (e.g. Intern) then you will not have rights to assign yourself to a client. A user with greater rights will assign you the client when you start seeing them. That assignment will initially be active so the client is displayed on your My Clients screen. After you are finished with the client (e.g. you close/terminate their file) you would deactivate the assignment so that the client is no longer on your My Clients screen. The deactivated assignment will still allow you to go back and see the notes in that client s file. If the assignment was deleted, instead of just deactivated, you would not be able to see notes for that client anymore. Note: If a client s file has been restricted by a specific advanced security setting, only a SystemAdmin user can assign users to this client. To assign users to a client (add a client to your My Clients list) 1. Select Clients from the Schedule Viewer screen Open menu. 2. Use the Find or Add New Client screen to find the client. For detailed information on using this screen to find a specific client, see Appendix A. The Client screen (Figure 19) opens for the client. 3. Display the Client Security tab. For security reasons, SupportStaff users cannot assign themselves or other SupportStaff users to a client. They can assign anyone else, such as a Provider3 user, to a client. Note: The Client Security tab is disabled if the user does not have the appropriate rights. Contact your SystemAdmin user. Figure 20: Client Security tab 50

51 4. Click Edit on the menu bar. 5. Click Add/Select. A dialog appears that lists all active Titanium Schedule users. 6. Select the users you want to assign to the client and click OK. 7. Click Save on the Client screen. REMOVING A CLIENT FROM YOUR MY CLIENTS SCREEN When clearing a user s Active checkbox on the Client Security tab (Figure 20 above), the client is removed from the user s My Clients screen. The user can still access the client s file from the Client File button on the Client screen menu bar. Note: Only remove a user from the Users assigned to this client list on the Client Security tab if you are using a non-standard Client access level and you want to remove the user s access to the client s file. See Additional Client File Security for more information. MY CLIENTS SCREEN The My Clients screen lists all active clients assigned to you and appointment statistics for these clients. It also provides access to the Client screen and the Client File screen. You access the My Clients screen from the Open > My Clients menu on the Schedule Viewer screen. Figure 21: My Clients screen 51

52 SEARCHING FOR UNASSIGNED CLIENTS Supervisors can use the Show clients for list to search for clients that do not have a user (counselor, doctor, etc) assigned to them. To search for unassigned clients 1. Select Open > My Clients from the Schedule Viewer screen menu. 2. Select the desired option from the Show Clients for drop-down list. Unassigned Active Clients Select this option to check for overlooked clients that need to have a user assigned to them All Active Clients Select this option at the end of the semester/year search for clients who need termination. Waitlist Select this option to search for clients waiting to be assigned to the next-available user. ADDITIONAL CLIENT FILE SECURITY Use the Client access level option on the Client Security tab of the Client screen to provide additional security to a client s file. The Client access level option overrides the standard Security Level options, restricting client file access to specific users. Standard Uses only the client file restrictions defined by the user s Security Level (see Appendix B) Confidential Restricts access to the client s confidential client notes to only the SystemAdmin user and the users assigned to the client Entire case file Restricts access to the entire client s file (including non-confidential notes and appointment history) to only the SystemAdmin user and the users assigned to the client 52

53 To restrict access to a client s file 1. Select Clients from the Schedule Viewer screen Open menu. 2. Use the Find or Add New Client screen to find the client. For detailed information on using this screen to find a specific client, see Appendix A. The Client screen opens for the client. 3. Display the Client Security tab. 4. Select the desired Client access level option. 5. Click Save. CLIENT FILE The Client File screen lists the client s appointment history and all items in the client s case file, for example: Appointments Attachments (Attachments are always associated with a client note.) Client notes/crisis Intervention notes Client notes are usually, but not always, associated with an appointment. DSM-IV diagnosis (Data Forms are always associated with a note.) Data forms The screen lists scheduled appointments and stand-alone client notes in chronological order. The screen uses a tree structure to group items related to a specific event, such as an appointment. Expand an entry to view the items linked to it. 53

54 Figure 22: Client File screen Use the Filter drop-down list to display only items of the selected type on the screen. For example, search quickly for a client s DSM-IV diagnosis. Double-click any item on the screen to open it or use the Open button. To access a client s file 1. Select Clients from the Schedule Viewer screen Open menu. 2. Use the Find or Add New Client screen to find the client. For detailed information on using this screen to find a specific client, see Appendix A. The Client screen (Figure 19) opens for the selected client. 3. Click Client File. The Client File screen appears (Figure 22 above). 4. Access to a client file is also available by right-clicking on a client appointment and selecting Client File from the popup menu. Note: Client information may be restricted depending on your security level and the client s security setting. DEMOGRAPHICS The Demographics button on the Client File screen (Figure 22) has the same functionality as the demographics button on the client screen. It opens a drop-down list for: Opening the most recent Client Demographics data form in the client s file 54

55 Opening a new blank Client Demographics data form for entering new demographics Opening a new Client Demographics data form with specific static fields copied from the most recent demographics data form ADDING A CLIENT NOTE NOT ASSOCIATED WITH AN APPOINTMENT Use the New Note button to add a client note not associated with an appointment. For example, often no appointment is associated with a termination note. For detailed information on client notes, see the next Chapter. Chapter 6: Client Notes. 55

56 CHAPTER 6: CLIENT NOTES This chapter defines the three categories of client notes: Progress, Process/Psychotherapy, and General-Use. It also explains client note security. The chapter provides detailed instructions for entering, signing, forwarding, locking, unlocking, and adding addendums to client notes. CLIENT NOTE CATEGORIES Select the Client Note feature to enter documentation in a client s file. Note: Configuration of the client note feature is center-specific. Your center may not use all aspects of the feature described in this chapter. Contact your SystemAdmin user or Director if you have questions. There are three categories of client notes: Progress notes These confidential notes are the most common category of client notes (for example, Intake notes, Session notes, Termination notes, Referrals, Phone Contacts). By default, Progress notes will print when printing a client s case file. Process/Psychotherapy notes These confidential notes are rarely used and are designed to contain a therapist s notes to themselves or another therapist. These notes may not be considered part of the client s case file. By default, Process/Psychotherapy notes do not print with a client s case file. General-Use notes These less confidential notes are frequently used by front desk staff to enter information, taken from the client s initial paperwork, into specific data forms (for example, demographics, presenting problems list). By default, General-Use notes will print with a client s case file. 56

57 CLIENT NOTE SECURITY To determine your security level, select Help > Version Information Access to a client s existing Progress and Process/Psychotherapy client notes is restricted by a user s security level. The following table lists the user security levels and the corresponding client note access rights. Note: Titanium Schedule provides an optional security level on a per-client basis that takes precedence over the standard security settings. This additional client security restricts access to either the client s confidential client notes, or to the entire client s file, to only the SystemAdmin user and the users assigned to the client. Security Level SystemAdmin Provider1 Provider2 Provider3 SupportStaff Client Note Access Can access all client notes entered for all clients Can access all client notes entered for all clients Can access all client notes entered for all clients Can only access Progress and Process/Psychotherapy client notes entered for the clients the user is assigned to Can access all General Use client notes Can only access General Use client notes SIGNING CLIENT NOTES The Client Note screen has three signature lines for signing off on the client note. If you do not have rights to sign off in a specific position, the associated number is disabled. Signatures on lines 1 and 2 are optional. A signature on line 3 is required to indicate that the note is complete. If you sign on line 1 or 2, the client note must be forwarded to your supervisor for his/her signature. The following two examples demonstrate how the three signature lines could be used at a typical Counseling Center. 57

58 A practicum student signs on line 1, an intern on line 2, and a counselor on line 3 An unsupervised counselor signs on line 3 (lines 1 and 2 remain empty) LOCKING AND UNLOCKING CLIENT NOTES ENTERING CLIENT NOTES Signing on line 1 or 2 applies a temporary lock to the client note, preventing another user from changing the note. The user who signed in position 1 or 2 can erase their signature by clicking on the signature button again to unlock the client note only if another user has not signed in the next position. Signing on line 3 applies a permanent lock to the client note (see Note below). If a user needs to add more information to the client note, they must use the Addendum feature (see Appending Information to a Client Note ). Note: If necessary, a SystemAdmin user can use the Unlock feature to unlock a client note signed on line 3. This option is used as a last resort measure. For example, if a user writes a client note and locks it in the wrong client s file, a SystemAdmin user can exercise this feature to unlock the note so entered information can be copied into the correct client s file. The Client Notes screen is used to enter the following types of client notes: Client notes for Individual Appointments Client notes for Group Appointments Client notes not associated with an appointment INDIVIDUAL APPOINTMENT CLIENT NOTES Use the procedure below to enter client notes for a specific Individual Appointment. Follow center guidelines for entering client notes, and the type of information to include. To enter Client Notes for an Individual Appointment The most common way to access the Client Note screen for a specific Individual Appointment is from the task list. Note: The Client Note feature for a client s attended appointment can also be accessed by left-clicking the appointment on the Schedule Viewer screen to open the Individual Appointment screen; click the Client Note button or right-click the appointment and select Client Note from the menu. 1. Select Open > Task List from the Schedule Viewer screen menu bar. The Task List screen appears with your personal task list displayed on it. 2. Locate the appointment with the missing Client Note and double-click on it. 58

59 The Client Note screen appears. Figure 23: Client Note screen Narrative text font size can be increased for easier viewing. (From the Schedule Viewer menu bar, click Configure>User Configuration to change the size.) 3. On the Narrative tab, select the desired option from the Type of note list. If the selected Type has a template associated with it, the client note text screen is automatically populated with the template outline. 4. Enter the required narrative information in the client note screen. Note: Right-click inside this screen to expand the text field, spell-check, or insert another template. The Diagnosis tab appears in bold font and is preceded by an asterisk after information is entered. 5. If your center uses the DSM-IV diagnostic feature, display the Diagnosis tab and click the Enter/Edit Diagnosis button. 6. On the Enter Diagnosis screen, enter the desired Axis information, click Save and Exit. 7. If more information is needed in the client note, click Data Forms, select and complete the desired data form, click Save and Exit. For more information on data forms, see Data Forms. 8. Sign off on the Client Note by clicking the numbered button for your assigned sign off position. Your signature appears beside your sign off position number. For more information on signing a Client Note, see Signing Client Notes. 9. If you signed on line 1 or 2, forward the client note to your supervisor. For more information on forwarding client notes, see Forwarding Client Notes. 10. Click Save and Exit. 59

60 The General-Use note procedure adds a stand-alone note to the client s file. The note is not attached to a specific appointment. To enter a General-Use note Usually, any user, including SupportStaff users, can enter and access General-Use notes. General-Use notes often contain specific information usually taken from a client s Intake form, such as demographics. 1. Open the client s record by selecting Clients from the Schedule Viewer screen Open menu. 2. Use the Find or Add New Client screen to find the client. For detailed information on using this screen to find a specific client, see Appendix A. The Client screen appears for the selected client. 3. Click Client File on the menu bar. The Client File screen appears. 4. Click New Note. 5. Click Yes on the information message. The Client Note screen (Figure 23) appears. 6. Select the desired General-Use note from the Type of note list. 7. Enter the required information on the Narrative tab. 8. Click Data Forms, select and complete the desired data form, then click Save and Exit. See Data Forms for detailed information on data forms. 9. Click Save and Exit on the Client Note screen. 60

61 GROUP APPOINTMENT CLIENT NOTES Titanium Schedule has the following options for writing client notes pertaining to Group Appointments. Write and distribute a global group client note. Add addendums to a global note on a per-client basis. Forgo the global group note and write separate client notes for each client. To write and distribute a Global Group Client Note Use your task list to gain easy access to the Client Note screen for a specific Group Appointment. Note: You can also access the client note feature by left-clicking the appointment on the Schedule Viewer screen to open the Group Appointment screen and then clicking the Group Note button; or by right-clicking the appointment and selecting Group Note from the menu. 1. Select Open > Task List from the Schedule Viewer screen menu bar. The Task List screen appears with your personal task list displayed on it. 2. Locate the desired appointment needing the Group Note. Double- click on it to open the Group Note screen. 3. On the Client Note screen Narrative tab, select the desired Type of note. If the selected Type has a template associated with it, the client note text screen is automatically populated with the template outline. 4. Enter the required information in the narrative screen. 61

62 Note: Right-click inside the narrative screen to expand the text field, spellcheck, or insert another template. 5. If required, click Data Forms, select and complete the required form, and click Save and Exit. For more information on using the Data Forms feature, see Data Forms. 6. Sign off on the client note by clicking the numbered button for your assigned sign off position. Your signature appears beside your sign off position number. For more information on signing a client note, see Signing Client Notes. 7. If you signed on line 1 or 2, forward the client note to your supervisor. For more information on forwarding client notes, see Forwarding Client Notes. After the group client note is signed off on line 3 and saved, the Distribute button on the group client note screen becomes available, as shown below. Distribution Status 8. Click the Distribute button. The Group Note Distribution screen appears. 9. Choose to distribute the group note to all members, or just to the clients who attended, by clicking the appropriate button. For example, if the Group Appointment was for a process group, you will probably choose all members. 10. Click Yes on the information message. The distribution status on the Client Note screen now indicates that the group client note is distributed. 11. Click Exit on the Client Note screen. Add more information to a specific client s Client Noteby using the following procedure. 62

63 To add an addendum to a client s group client note 1. After you have written and distributed the global group client note, return to the Group Appointment screen. 2. Display the Clients tab. 3. Select the desired client and click the Client Note button. The Client Note screen appears. The screen displays the locked group note distributed earlier to the client s record. 4. Click the Edit button and then the Addendum button. 5. Click Yes on the information message. The Client Note screen now displays the Addendum field as shown below. 6. Enter the desired text in the Addendum field. 7. Sign off on the client note by clicking the numbered button for your assigned sign off position. Your signature appears beside your sign off position number. For more information on signing a client note, see Signing Client Notes. 8. If you signed on line 1 or 2, forward the client note to your supervisor. For more information on forwarding client notes, see Forwarding Client Notes. 9. Click Save and Exit. 63

64 Narrative text font size can be increased for easier viewing. (From the Schedule Viewer menu bar, click Configure>User Configuration to change the size.) To write Individual Client Notes for each client Follow this procedure to forgo the Global Group Client Note, and instead write separate client notes for each client that attended a Group Appointment. 1. On the Schedule Viewer screen, click the Group Appointment to open it. The Group Appointment screen appears. 2. Click Edit. 3. Display the Clients tab. 4. Select the desired client and click the Client Note button. The Client Note screen appears. 5. On the Narrative tab, select the desired Type of note. If the selected Type has a template associated with it, the Client Note text screen is automatically populated with the template outline. 6. Enter narrative information in the client note screen. Note: Right-click inside the narrative screen to expand the text field, spellcheck, or insert another template. 7. If required, click Data Forms, select and complete the required form, and click Save and Exit. For more information on using the Data Forms feature, see Data Forms. 8. Sign off on the client note by clicking the numbered button for your assigned sign off position. Your signature appears beside your sign off position number. For more information on signing a client note, see Signing Client Notes. 9. If you signed on line 1 or 2, forward the client note to your supervisor. For more information on forwarding client notes, see Forwarding Client Notes. 10. Click Save and Exit. 64

65 CLIENT NOTES NOT ASSOCIATED WITH AN APPOINTMENT You can easily add a client note that is not associated with an appointment. For example, you may need to enter referral information or a termination note in a client s record. Narrative text font size can be increased for easier viewing. From the Schedule Viewer menu bar, select Configure>User Configuration to change the size. The Diagnosis tab appears in bold font and is preceded by an asterisk after information is entered. To write a Client Note not attached to an appointment 1. Select Open>My Clients from the Schedule Viewer screen menu bar. 2. Select the desired client and then click the Client File button. 3. Click New Note on the Client File screen. 4. Click Yes on the informational message. The Client Note screen appears. 5. On the Narrative tab, select the desired Type of note. If the selected Type has a template associated with it, the Client Note text screen is automatically populated with the template outline. 6. Enter narrative information in the client note screen. Note: Right-click inside the narrative screen to expand the text field, spellcheck, or insert another template. 7. If your center uses the DSM-IV diagnostic feature, display the Diagnosis tab and click the Enter/Edit Diagnosis button. 8. On the Enter Diagnosis screen, enter the desired Axis information, and click Save and Exit. 9. If desired, click Data Forms, select and complete the required form, and click Save and Exit. For more information on using the Data Forms feature, see Data Forms. 10. Sign off on the client note by clicking the numbered button for your assigned sign off position. Your signature appears beside your sign off position number. For more information on signing a client note, see Signing Client Notes. 11. If you signed on line 1 or 2, forward the client note to your supervisor. For more information on forwarding client notes, see Forwarding Client Notes. 12. Click Save and Exit. 65

66 FORWARDING CLIENT NOTES If you are required to sign off on a client note in position 1 or 2, you must forward the client note to your supervisor for review and sign off. We recommend using the User Configuration feature to select a default user to forward your client notes to (see Chapter 10, User Configuration). This should be the person that you most often forward your client notes to for their review and signature (normally your supervisor). Your default forwarding user s name will automatically appear in the Forward to text box when you sign off on a client note. Note: To choose a forwarding user, select the name from the Forward to list on the Client Note screen. To forward a client note 1. Click the numbered button for your assigned sign off position. Your signature appears beside your sign off position number. 2. Forward the Client Note to your supervisor by selecting his/her name from the Forward to list. Enter a Forward to note, if desired. The forwarded Client Note is automatically added to your supervisor s task list. 66

67 APPENDING INFORMATION TO A CLIENT NOTE After a client note has been signed on line 3, more information can only be added to the Client Note by using the Addendum feature. The amended Client Note is not complete until it is signed on line 3. To add information to a locked client note 1. Open a locked client note and click the Addendum button. 2. Click Yes on the information message. Original Client Note text (locked) Notice that you cannot modify the original text. 3. Enter the desired information in the Addendum field. Include all added information in this field. The original Client Note, diagnosis, and Data Forms are locked. 4. Sign off on the Client Note by clicking the numbered button for your assigned sign off position. Your signature appears beside your sign off position number. For more information on signing a Client Note, see Signing Client Notes. 5. If you signed on line 1 or 2, forward the client note to your supervisor. For more information on forwarding client notes, see Forwarding Client Notes. 6. Click Save and Exit. Note: Multiple addendums for a client note can be added by clicking Edit > Addendum button. A counter at the top of the Client Note screen indicates the number of addendums attached to the Client Note. 67

68 DATA FORMS Data forms are electronic forms for entering specific client-related information, such as Intake Forms, CCAPS Assessments, Client Demographics, or Crisis Intervention forms. Data forms are always associated with a Note (either Client or Non-Client). DEMOGRAPHICS DATA FORMS The Demographics data form is used so often that there are some additional features associated with it. Most data forms you would have to find by looking for them in the Client File screen. The Demographics data form as a shortcut button on the toolbars of both the Client and the Client File screens. This will let you open the most recent copy of this data form, or create a new one by either copying the old one are starting with a blank data form. ACCESSING ALL DATA FORMS IN A CLIENT S FILE The easiest way to locate and view a specific data form for a specific client is from the Client File screen. To view all data forms entered for a client 1. Open the Client screen for the desired client from Open>Clients or Open>My Clients. 2. Click Client File on the menu bar. 3. On the Client File screen, select Data Forms from the Filter list. 4. Double-click the desired data form to open it. 68

69 CHAPTER 7: NON-CLIENT NOTES This chapter explains how many centers use the Non-Client Note feature. It provides detailed information on how to create, locate, and view a non-client note; and, how to add one to an existing client s case file. OVERVIEW The Non-Client Note feature is a generic feature for entering and tracking information about specific people who usually are not regular clients. Non-Client Notes operate identical to Client Notes. However, Non-Client notes are accessed from the Open>Non-Client Notes menu, not from a client s file. Note: Add a non-client note to a client s file if the person later becomes a regular client. The Non-Client Note feature is completely center-specific, both in the type of information tracked, and how the feature is used. For example, some centers use the feature to track after-hours incidents, such as Crisis Intervention actions. Contact your SystemAdmin user or Director to learn how your center uses this feature. CRISIS INTERVENTION The best way to enter Crisis Intervention incidents is to create a Client or Non-Client Note and then attached a data form that has been customized to hold the information you want to track. A basic Crisis Intervention data form was included as one of the predefined forms that comes with Titanium Schedule. To add a non-client note 1. Select Non-Client Note from the Open menu. 2. On the Find a Non-Client Note screen, click New Non-Client Note. The Non-Client Note screen appears. 69

70 Figure 25: Non-Client Note screen 3. Select the counselor who responded to the crisis from the Counselor drop-down list. 4. Use the options on the Narrative tab to enter all available information about the person to whom the crisis pertains. 5. Click Data Forms and select the Crisis Intervention data form. The Crisis Intervention data form appears. Note: The options on the Crisis Intervention data form are Center-specific. Ask your SystemAdmin user or Director if you have questions. 6. Use the data form options to enter information about the crisis and click Save and Exit. 7. Sign the Non-Client Note, and forward it if necessary. 8. Click Save and Exit. 70

71 To locate an existing crisis record 1. Select Non-Client Notes from the Open menu. The Find a Non-Client Note screen appears. 2. If the Last name of the individual is available, enter it, click Find, and double-click the desired crisis record in the list. or to view a list of the 50 most recent crisis records, click Find Recent, locate the desired crisis record in the list, and double-click the record. The Non-Client Note screen (Figure 25) displays the selected crisis record. To add a crisis record to an existing client s case file 1. Select Open>Non-Client Note> Find a Non-Client Note screen to open the desired Non-Client Note 2. Click File. 3. Click Yes on the information message. 4. Use the Find or Add New Client screen to find the client. For detailed information on using this screen to find a specific client, see Appendix A. 5. Click Exit and click Yes on the information message. The crisis note is added to the client s file. Note: The crisis note will no longer be included with the other Non-Client Notes. It will only be accessible from the Client s File. To view a crisis note added to a client s case file 1. Select Clients from the Open menu. 2. Use the Find or Add New Client screen to find the client. For detailed information on using this screen to find a specific client, see Appendix A. 3. On the Client screen, click Client File. 4. Select Data Forms from the Filter drop-down list. The screen displays all data forms, including all Crisis Intervention data forms. 71

72 CHAPTER 8: BILLING This chapter explains how to invoice a client for an appointment. It describes how to find existing invoices, and appointments that need to be invoiced. Finally, the chapter describes outstanding charges and credits. OVERVIEW The primary screen for the Billing feature is the Invoice screen (Figure 19). Use this screen to invoice a client for a specific service. Note: Billing is an optional feature your center may not use. The Billing feature is only available if the SystemAdmin user activated it. Figure 26: Invoice screen ACCESSING THE INVOICE SCREEN The easiest way to bill a client is to right-click on the Appointment and select Billing. or go to Appointment screen menu bar>open>billing button 72

73 FINDING EXISTING INVOICES The Find button on the Invoice screen invokes the Find Invoice screen for quickly locating specific existing invoices, including all invoices entered for a client. The screen will display all invoices that match the search criteria and indicate the status of each invoice. INVOICES NEEDED SCREEN The Invoices Needed screen lists all appointments for which you have not invoiced the client. Access this screen from the Open>Invoices Needed menu on the Schedule Viewer screen. Note: Your SystemAdmin user must configure the Invoices Needed feature before it is used. Double-click the selected appointment to open the appointment screen. Use the Billing button on the menu bar to create an invoice for the client. 73

74 PRINTING BILLING REPORTS Go to Schedule Viewer screen>reports>billing screen to print the following information: Outstanding Accounts Lists clients with outstanding account balances. Filter results to display only clients with outstanding charges or credits Revenue Summary Lists revenue, invoice, and payment statistics for the entered date range Revenue by Billing Code Lists the total amount billed based on the billing code from the Invoice items Note: The Revenue Summary report shows the total amount paid. The Revenue by Billing Code report shows the total amount billed. Aged Receivables Lists clients with outstanding charges and the number of days the account has been overdue. Use this report to find aged receivables over 90 days for write-off purposes Billing Statistics: Prints statistics summarized by billing code. This is only available if Titanium is configured for Health Centers. Print Invoices Prints all client invoices entered during the selected date range Print Statements Prints an account statement for each client with invoices entered during the selected date range. Filter the results to only print account statements with outstanding charges or credits Note: Client account statements with outstanding charges occurring prior to the entered date range are always included. Process Bill to Student Accounts This feature requires custom programming and involves an additional charge. This feature creates a file for the accounting department to directly charge students university accounts. 74

75 INVOICING A CLIENT Most centers invoice clients when they arrive for their appointment. At the end of each day, we recommend reviewing the Invoices Needed screen (Schedule Viewer screen>open>invoices Needed) to check for any appointments not invoiced. Note: If your center does not invoice clients at the time of the appointment, use the Invoices Needed screen to quickly locate all appointments needing an invoice. For Group Appointments, use the Billing button on the Clients tab to create an invoice for the selected client. Invoice each client separately. To create an invoice 1. Invoke the Invoice screen (Figure 25) from one of the following options: Billing option on the Appointment right-click menu Billing button on the Appointment screen Schedule Viewer Screen>Open>Billing. If required for insurance purposes, click Select Diagnosis and double-click the appropriate DSM code. Each time a user invokes the Invoice screen for the client in the future, this diagnosis is automatically selected. You can select a new diagnosis, if desired. Note: Select Diagnosis option may not be enabled at your center. The SystemAdmin user can configure the Billing Codes 2. In the Invoice Items section, add the charge amount by clicking Add and selecting the Billing Code; for example, $20 Appointment. If there are existing invoices for the client, the Billing Code selected on the most recent invoice and the default Description and Amount configured for this Billing Code, are automatically entered on the new invoice. This information can be changed. 3. In the Payments section, add the client s payment by clicking Add and selecting the Pay Type. 4. Click Save and Exit. OUTSTANDING CHARGES AND CREDITS The Billing/Invoice feature automatically tracks all outstanding charges and credits for the clients invoiced. When the Invoice screen is invoked (Figure 25), the Outstanding field displays outstanding charges in red, and outstanding credits in green, for the listed Client. 75

76 OUTSTANDING CHARGES If Payment for the Invoice is not entered at the time the invoice is created, the Unpaid amount will be added to the Outstanding charges for the client. Note: Invoice Status will remain Outstanding until a payment for the Outstanding amount is entered, or Write-off the amount is selected. When a client pays an Outstanding charge, record the payment on the Outstanding invoice to change its status to Paid. To enter a payment for an outstanding charge 1. Use the Find Invoice screen to locate the Outstanding invoice. a. On the Schedule Viewer screen, select Open>Billing. b. Click Find on the Invoice screen. The Find Invoice screen appears. c. Click Select Client. d. On the Find or Add New Client screen, enter the Last name of the client and click Find. For detailed information on using the Find or Add New Client screen, see Appendix A. e. Double-click the client s name in the list. The Find Invoice screen displays all invoices for the selected client. 76

77 2. Click Edit. f. Double-click the Outstanding invoice to open it. The outstanding invoice appears on the Invoice screen. 3. Enter the payment information. a. In the Payments section, click Add. b. Select the desired Pay Type. Note: When writing off this invoice, forgo Step 3 and enter the Unpaid amount in the Write-off amount screen. 4. Click Save. OUTSTANDING CREDITS If a client overpays on an invoice, this amount is calculated into the Outstanding balance. Note: On the Find Invoices screen, the Status for the invoice will be listed as Over Paid. If the client has outstanding credits, the credit amount is listed as a negative amount in green font in the Outstanding field on the Invoice screen. When creating a new invoice for a client with outstanding credit, apply the Outstanding credit to the invoice. 77

78 To apply an outstanding credit to an invoice 1. Invoke the Invoice screen (Figure 25) from one of the following options: Billing option on the appointment right-click menu Billing button on the Appointment screen Schedule Viewer screen>open>billing option on the menu bar 2. In the Invoice Items section, add the charge amount by clicking Add and selecting the Billing Code; for example, $20 Appointment. 3. In the Payments section, click Add and select Applied Credit from the Pay Type list. 4. Manually enter the amount of the outstanding credit in the Amount column in the Payments section. Note: The Outstanding field at the top of the screen lists the credit amount in green font. 5. If the credit does not cover the Invoice amount (listed at the top of the screen), click Add and select the client s additional Pay Type. Note: The remaining amount owed on the invoice is automatically entered in the Amount column. This amount can be changed. 6. Click Save. 78

79 CHAPTER 9: TASK LISTS This chapter describes the Task List feature. OVERVIEW The task list is a list of the outstanding activities that Titanium Schedule expects you to complete. Access your personal task list from the Schedule Viewer screen> Open>Task List menu. We recommend viewing your task list each day, especially when first learning to use Titanium Schedule. Your task list will help understand what you need to do, and provide quick access to the necessary features for performing your outstanding tasks. TYPES OF TASKS The Task List includes Client Notes forwarded to a supervisor for review and sign off. Depending on how your SystemAdmin user configured the software, the Task List screen can list outstanding tasks in the following categories: Attendance tasks for appointments that require attendance status updates (Missing Attendance) Additional Information tasks for appointments that require Outreach, Service Provided to, or Status information (Additional Info) Client Note tasks for client notes that are missing (No note) or incomplete (Signature required) Note: In Titanium Schedule, a Client Note is considered complete when it is signed on line 3. I f y o u TASK LIST SCREEN DESCRIPTION Group Note or Group Member tasks for appointments with missing or incomplete client notes a Open r the Task List screen, to see all of your outstanding tasks. Sort them as e desired. Your name appears in the Show tasks for field (see Figure 4). Outstanding v tasks remain on your task list until the specific action required for i the task (indicated in the Status column) is performed. e Note: w The Task List screen is designed to help ensure all outstanding tasks are i completed for a specific appointment. After each task for the appointment n is completed, any remaining tasks will display. g a c o u n s e l 79

80 Figure 4: Task List screen ATTENDANCE TASKS These Attendance tasks are for appointments that attendance has not been taken for. Your system may be configured to automatically set the attendance of Other appointments to Attended instead of Scheduled when they are added to the schedule The Client column lists the client s name for Individual Appointments, and lists the appointment type for Group and Other Appointments. The Description column lists the appointment code. The Status column lists Missing Attendance if you need to take attendance for a client. It lists Missing Schedule Attendance if you need to take attendance for a Schedule. Note: Titanium Schedule keeps separate attendance statistics for user/resource Schedules and for clients. Appointments scheduled before the TO COMPLETE AN ATTENDANCE TASK setting was For detailed information on taking attendance, see Chapter 4, Attendance. activated, will not affected. 1. Double-click the Attendance task. I The Appointment screen opens. f Note: See your SystemAdmin user if the Appointment screen is locked. 2. y Select the desired Attendance options. o u On the pages following this one, see Individual Appointment Attendance Tasks, Group Appointment Attendance Tasks, and Other Appointment Attendance Tasks for more information. a r 3. Click Save. e 4. Click Exit. v i e w i n g 80

81 Individual Appointment Attendance Tasks For Individual Appointments, take the client s Attendance on the Appointment Information tab. If the appointment appears on only one Schedule, take attendance on the Appointment Information tab. If the appointment appears on multiple Schedules, you must display the Scheduling tab and take attendance for each Schedule listed on it. Group Appointment Attendance Tasks For Group Appointments, take attendance for each client listed on the Clients tab; and for each schedule listed on the Scheduling tab. 81

82 Other Appointment Attendance Tasks For an Other Appointment that appears on only one Schedule, take Attendance on the Appointment Information tab. For an Other Appointment that appears on multiple Schedules, you must display the Scheduling tab and select the desired Attendance option for all Schedules. Additional Information Tasks These Additional Info tasks are for appointments for which you must enter specific additional information such as an Outreach category/subcategory, a Service Provided to code, a Status code, the number of people who attended, or the actual appointment length. The Description column lists the appointment code. 82

83 To complete an Additional Information task 1. Double-click the Additional Info task. The Appointment screen opens with the Additional Information tab automatically displayed. 2. Select the desired Status, Service provided to, and/or Outreach option. 3. Adjust the Actual length of the appointment, if necessary. 4. Enter the Number of people who attended. 5. Click Save. 6. Click Exit. CLIENT NOTE TASKS These Client Note tasks are for missing or incomplete client notes for specific clients or client appointments. If the note was forwarded to you by another user, their name will appear in the From column. The Description column lists the client note type (if you previously selected it for the client note), or the appointment type (if you have not started writing the client note). The Status column indicates the current state of the client note task, and indicates what action to take. To complete a Client Note task 83

84 For detailed information on completing client notes, see Chapter 6, Client Notes. 1. Double-click the Client Note task. The Client Note screen opens. 2. Complete the required action that was indicated in the Status column on your Task List. 3. Click Save. 4. Click Exit. GROUP MEMBER AND GROUP NOTES TASKS The Group Member tasks are for incomplete client notes started for a group member. This Client Note is separate from the Group Note distributed to all group members. The Group Note tasks refer to Group Appointments for which a Group Client Note distribution is needed. To complete a Group Member or Group Notes task For detailed information on completing Client Notes, see Chapter 6, Client Notes 1. Double-click the Group Memb or Group Note task. The Group Member Note or Client Note screen opens. 84

85 2. Complete the required action indicated in the Status column on your Task List. 3. Click Save. 4. Click Exit. SUPERVISOR RIGHTS If you have been assigned supervisor rights in Titanium Schedule, you can view another user s task list by selecting their name from the Show tasks for drop-down list on the Task List screen (Figure 4). Use this feature to help monitor the people under your supervision. 85

86 CHAPTER 10: USER CONFIGURATION This chapter lists specific features for which you can define personal user settings. It explains how to access the User Configuration screen for configuring your default settings. USER DEFAULT SETTINGS Configure personal user settings for the following features: Schedule Viewer screen Define the appearance of the screen Reports Select a default User/Schedule and User/Schedule group. When you open a report screen, the default User, Schedule, or group is automatically selected on the screen. If you leave the default selected, the report will gather statistics for this User, Schedule, or group. Client Notes 1) Select the supervisor to whom your Client Notes are forwarded. 2) Select the screen font size for client note narrative text (changing the on-screen font size does not affect the font size of the printed Client Note) Notification chimes Choose to be notified when your client arrives for a scheduled appointment (the chime is triggered by a change in the attendance status of the appointment) Note: User default settings take precedence over system default settings and will be used every time Titanium Schedule opens. To configure user default settings 1. Select User Configuration from the Schedule Viewer screen Configure menu. 2. Select the desired options on the Defaults and Schedule Viewer tabs. 3. Click OK. 86

87 Figure 27: Schedule Viewer Layout Tab APPOINTMENT COUNTER The counters can turned on and off on both the user and system configuration screens using the checkboxes at the bottom of the Schedule Viewer Layout tab. The counters will show up when you mouse-over an appointment. The existing description will get a prefix of a number in parenthesis indicating the count. The tip that pops up when you mouse-over the appointment will give a more in-depth description of the appointment count numbers. (There is no configuration option to force Titanium to display this on every appointment every time the schedule screen refreshes because it would slow down the schedule screen refresh significantly.) A counter also displays on an individual appointment note. The count will show on the note screen to the right of the Time field as a reminder of what appointment you are on when you write the note. Counter 1 (Provider appointment count) will tell you how many attended appointments of this type the client has had with the counselor this year. It counts the number of appointments from the start of the school year (the start of the school year is from the Reports tab of the System Configuration screen). It will only count individual appointments with the same appointment code and same schedule/counselor and only if the appointment was Attended by the client or if the appointment is still just Scheduled, it assumes it will be Attended and will count it also. Important User configuration Notes 87

88 If the appointment code for your Intake appointments is different from the rest of the appointments, the intake will not be counted in the total because it only counts appointments with the same appointment code. If you normally count the intake as your first session, make the adjustment to always add 1 to the count in Titanium. Scheduled Appointments showing attendance as Scheduled will be counted as Attended. Appointments other than Attended and Scheduled will show as (NA) on the schedule screen. The mouse-over popup will show how many previously attended appointments there were. The counter is a calculated value; changes made to the appointment history will be reflected the next time the counter is recalculated. For example, if you are looking at the third attended appointment and someone changes the second appointment to a No Show, the next time the count is updated, it will show as the second attended appointment. The counter is also subject to the year start date; changing the year start date can affect all appointment counts. If you go back to the previous year, all appointment counts will be 0 because they are before the current school year start date. Counter 2 (Center appointment count) will tell you how many attended appointments of any type this client has with anyone this year. From the start of the school year, it will count both Individual and Group appointments of any appointment code, as long as the appointment was Attended by the client or, if the appointment is still just Scheduled, it assumes it will be Attended and will count it also. 88

89 CHAPTER 11: WORKFLOW SCENARIOS This chapter demonstrates how a typical Counseling Center can use the features discussed in this manual. OVERVIEW The following workflow scenarios are examples of how a typical Counseling Center uses Titanium Schedule. Workflow for Individual Appointments for new clients Workflow for Group Appointments for large, dynamic groups Your Center may require specific procedures regarding the use of Titanium Schedule. Contact the Center Director or SystemAdmin user for questions about your Titanium Schedule tasks. WORKFLOW SCENARIO FOR A NEW CLIENT S APPOINTMENT This scenario demonstrates the process of scheduling an appointment for a new client, and completing required Titanium Schedule-related tasks once the appointment occurs. 1. A new client calls the front desk to schedule an appointment with the Counseling Center. a. The front desk user scans the Schedule Viewer screen for an open appointment slot. or The user uses the Find Open feature to search for an open appointment slot. b. The user schedules the appointment by right-clicking the open appointment slot and selecting Add > Individual Appointment. c. The user uses the Find or Add New Client screen to add the new client. The Client screen appears for the new client. d. The user asks the client for a contact phone number, enters it on the Client screen, and clicks Save and Exit. The Individual Appointment screen appears. e. The user selects the appropriate appointment Code (for example, an Intake code). f. The user clicks Save and Exit on the Individual Appointment screen. 89

90 The scheduled appointment appears on the Schedule Viewer screen. g. The user tells the client the time of the appointment and tells the client to come a few minutes early to fill-out Intake paperwork. 2. The client arrives for their first appointment at the Center. a. The front desk user gives the new client the Intake clipboard and asks the client to fill out the forms. b. The front desk user bills the client for the appointment. c. The front-desk user left-clicks on the attendance icon for the client s scheduled appointment and changes the attendance status to Attended. On the counselor s machine, Titanium Schedule chimes and pops-up a message to notify the counselor that the client has arrived for the appointment. d. The counselor escorts the client back for the appointment. e. When the front desk user receives the client s Intake form, the user opens the Client screen and displays the client record for the new client. The user enters the complete contact information taken from the Intake form. Then the user selects the demographics button on the client screen to open the form(s) to enter the remainder of the intake information. After the appointment is over, the following users write client notes for the appointment. The counselor writes the Intake client note, probably providing a DSM-IV evaluation, and entering Intake-related data forms. If required, the front desk user creates a General-Use client note for information taken from the Intake form (Presenting Problems). f. The counselor opens the Client screen and assigns the appropriate user(s) to the client, or assigns the client to a Waitlist. WORKFLOW SCENARIO FOR A GROUP APPOINTMENT This scenario will demonstrate the process of scheduling a recurring appointment for a large dynamic group, and completing your required Titanium Schedule-related tasks after the first appointment occurs. 1. A user creates a Group Sign-up Sheet for a recurring group. a. From the Schedule Viewer screen menu bar select Open>Group Sign-up Sheets and click New Group Sign-up Sheet. b. On the Group Sign-up Sheet screen, name the group and select or enter other information known about the group. c. Add members (clients) to the group. 90

91 2. Schedule a recurring Group Appointment for this recurring group. 3. Update the Group Sign-up Sheet member list regularly to keep the list current. 4. The day of the Group Appointment occurs. a. The counselor for the appointments opens the Group Appointment in the series and copies group members from the sign-up sheet to the appointment. b. The counselor may print an attendance list to take to the session. c. After the appointment is over, the counselor opens the Group Appointment and takes attendance for each group member. If there are new group members, he adds them to appointment and then to the Group Sign-up Sheet. Then, the counselor updates the attendance status for each Schedule. d. The front desk user opens the Group Appointment, clicks the Group roster tab, and bills each client. e. The counselor writes a global client note for the group, signs, and distributes it. f. The counselor adds addendums to individual group members client notes, if desired. 91

92 APPENDIX A: USING THE FIND OR ADD NEW CLIENT SCREEN The Find or Add New Client screen is automatically invoked when specific clientrelated features are used. Use the Find or Add New Client screen to quickly find a client record already in Titanium Schedule, or to add a new client. FINDING OR ADDING A SPECIFIC CLIENT Use the following four items to find or add a client: Client name Social Security Number Student ID number File number Note: Social Security Number, Student ID, and File Number fields may be turned off at your center. To find or add by client name 1. In the Last name, First, and/or Middle text fields, enter the first few letters of the client s name and click Find. Figure 33: Find or Add New Client The most efficient way to find a client is by entering a unique identifier, such as the student ID or Client ID, automatically assigned in Titanium. 92

93 Before adding a new client, search to make sure they are not already in Titanium. If the Student ID is always used, Titanium will not allow duplicate client entries. Locate the desired client in the list and double-click the name. or 2. Click New Client. To find or add by Social Security Number 1. In the SS number text field, enter the entire Social Security Number and press the tab key. If the client has a record in Titanium Schedule, the client s name appears in black text at the top of the screen and the OK button is enabled. 2. If no client with that social security number is found in Titanium, a message to that affect will be displayed at the top of the screen. For clients with an existing record in Titanium Schedule, click OK. or Enter the client s entire Last name and First name and click Find to search by name as a double check that the client is not already in Titanium. If the client does not have a record, click New Client. To find or add by student ID number 1. In the Student ID text field, enter the client s student ID number and press the tab key. If the client has a record in Titanium Schedule, the client s name appears in black text at the top of the screen and the OK button is enabled. If the client does not have a record in Titanium Schedule and the client import feature is enabled at your Center, the software searches the student university database for the client s student ID number. If the software finds the student ID number, the client s name appears in green text at the top of the screen. If the client does not have a record in Titanium Schedule, and your Center does not use the client import feature (or the student ID was not found in the student university database), a message is displayed at the top of the screen indicating no client was found with that ID number. 2. For clients with an existing record in Titanium Schedule, click OK. or For client imports, click New Client. Titanium Schedule automatically populates the next screen with specific information gathered from the student university database. or Enter the client s entire Last name and First name and click Find to search by name as a double check that the client was not already entered with a missing Student ID. If the client does not have a record, click New Client. 93

94 To find or add by File number 1. In the File number text field, enter the client s unique file number assigned by your Center and press tab. If the client has a record in Titanium Schedule, the client s name appears in black text at the top of the screen and the OK button is enabled. 2. If no client with that file number is found in Titanium, a message to that effect will be displayed at the top of the screen.for clients with an existing record in Titanium Schedule, click OK. or Enter the client s entire Last name and First name and click Find to search by name as a double check that the client was not already entered with a missing or incorrect file number. If the client does not have a record, click New Client. To search by Titanium s assigned ClientID Titanium creates a unique number, assigned to every client. This number is usually not visible, except in some data exports. If you want to use this automatically assigned ClientID, go to System Configuration>Client tab, check the box to display this Client ID number on the client screen and the option to search for it with the regular find client dialog. To merge or combine two Client records 1. Click Open > Clients on the main screen. 2. First, find and select the client whose record you want to REMOVE. 3. Click the Combine button at the top. 4. Now find and select the record you want to KEEP in the system. (e.g., The removed record s data will be merged into the record you are keeping, but for any fields in which both records have data, the data for the record you are keeping will take precedence.) 94

95 Figure 34: System Configuration Delete Clients with No Activity To delete clients with no activity for a particular length of time, go to the Security tab of the System Configuration screen. This is basically an electronic records shredder. You will need to know how many years you need to keep client records in your state. This feature will not allow you to delete clients that have had activity in the last 5 years. If your record retention period is less than that, please contact us. 95

96 APPENDIX B: SECURITY LEVELS AND PASSWORDS The table below lists each Titanium Schedule user security level and the specific features these users can access. Your SystemAdmin user assigns security levels to all Titanium Schedule users. Security Level SystemAdmin Description Highest-level user. e.g. Director Configure Titanium X Schedule Access View All Modify All Client note Access A Provider1 e.g. Clinical Coordinator View All Modify All Provider2 e.g. Counselor View All Modify Assigned only A A Provider3 e.g. Intern, Unlicensed Provider View All* Modify Assigned only C SupportStaff e.g. Front Desk View All Modify All D ITStaff None Can only apply updates. No other access. No access to Titanium * By default, Provider3 users can view all schedules and modify one schedule assigned to them. However, the SystemAdmin user can restrict their schedule viewing access to a specific counselor or counselor group. A = all client note types: confidential (Progress, and Process/Psychotherapy) and Data Entry form C = for assigned clients, all client note types; for all clients, Data Entry Form client notes only D = only Data Entry Form client notes 96

97 PASSWORD SECURITY FEATURES Passwords can be changed from a button on the new Login Status screen, which displays at every login (it can be turned off). The screen shows days to password expiration, the last login, and any failed attempts to login to your account since the last login. Passwords can also be changed from the User Configuration screen. Titanium enforces a strong password policy. A strong password is a minimum of 8 characters long. The password must contain at least one character of each of the following: - Upper case letter - Lower case letter - Number - Symbol/punctuation (this requirement can be turned off on the Security tab) Passwords do not have to look like #3tV8X5$. Wait4Me! is a simple, but strong password. By default a Login Status screen will be displayed after every login displaying last login time, failed login attempts, and when the password expires. Passwords can be changed from this screen. This screen is also available from a button on the User Configuration screen. (SystemAdmin users can turn off this Login Status screen on the System Configuration > Security tab.) Figure 35: Login Account Status USER ACCOUNT LOGIN TROUBLESHOOTING The Users and Schedules > Login Status > Details tab shows if a user account can login and, if not, shows you the reason. Common problems are an inactive account, missing login name, password, or security level. The Details tab will show if the account is locked by recent failed login activity, and it has the option to manually unlock the account, instead of 97

98 waiting for the timeout to expire. The Update button on a locked account will display the remaining minutes before the account is unlocked. If another login attempt is made and fails before the lockout time is up, the timer will reset back to the maximum. Figure 36: Users and Schedules PASSWORD SECURITY FEATURES - SYSTEMADMIN LEVEL System Configuration>Security tab settings, by default, force users to change passwords periodically. The default setting is the maximum of 180 days (6 months). Although Titanium strongly recommends against turning this feature off, it can be disabled by setting the number of days to 0. Titanium will temporarily lock a user account after a certain number of failed login attempts (more than 5). By default, this lock is 20 minutes. The setting can be changed on the System Configuration>Security tab. No obvious message displays saying the account is locked, but if a user cannot login, a SystemAdmin user will have to unlock the account. The next section explains how to do this. 98

99 The automatic reset is a safety precaution to prevent SystemAdmin users from permanently locking themselves out of Titanium. Figure 37: System Configuration Security Tab 99

100 APPENDIX C: SCHEDULE VIEWER SCREEN ICONS The table below defines the icons that appear on the Schedule Viewer screen. Icon Type Appointment Individual Appointment Group/Couple Appointment Other Appointment Comment Icon Graphic Icon Meaning Normal appointment Recurring appointment Recurring appointment definition Placeholder Normal appointment Recurring appointment Recurring appointment definition Placeholder Normal appointment Recurring appointment Recurring appointment definition Placeholder No comment Appointment comment Client comment Appointment and client comment 100

101 Icon Type Attendance Scheduled Attendance Taken Icon Graphic Icon Meaning Attendance has not been taken Appointment occurred and attendance was taken for the clients and the appointment (Group Appointment) No Show, Canceled Client Canceled Counselor Canceled Rescheduled Schedule is locked and cannot be edited Appointment did not occur for selected reason (Individual Appointment) Appointment was rescheduled Schedule is locked and cannot be edited 101

102 APPENDIX D: APPOINTMENT COUNTERS Access the Appointment Counters from the System Configuration or User Configuration screen Use these checkboxes to turn Appointment Counters on or off. Figure 38: Appointment Counters APPOINTMENT COUNTERS The counters can be turned on and off on both the user and system configuration screens using the checkboxes at the bottom of the Schedule Viewer Layout tab. The counters will show up when you mouse-over an appointment. The existing description will get a prefix of a number in parenthesis indicating the count. The tip that pops up when you mouse-over the appointment will give a more in-depth description of the appointment count numbers. (There is no configuration option to force Titanium to display this on every appointment every time the schedule screen refreshes because it would slow down the schedule screen refresh significantly.) A counter also displays on an individual appointment note. The count will show on the note screen to the right of the Time field as a reminder of what appointment you are on when you write the note. Counter 1 (Provider appointment count) will tell you how many attended appointments of this type the client has had with the counselor this year. It counts the number of appointments from the start of the school year (the start of the school year is from the Reports tab of the System Configuration screen). It will only count individual appointments with the same 102

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