Overview
The Caseload Manager is designed to provide clinicians with an overview of recurring care interventions for their clients. Certain interventions and other recurring due dates are populated into the tool when the information exists in the client’s medical record – see table below for breakdown of information available and from which system it is populated from. All fields are read-only except for Notes, which is free-text.
Access
Access to the Caseload Manager Tool is dependent on the logged on user's POS (currently only available to VC Adult MHSU Teams). Launch the Caseload Manager tool by clicking on the Caseload Manager icon located on the grey tool bar.
Tip: It is best to open the Caseload Manger at the start of your shift and leave it open throughout the day.
Tip: When updating interventions, you may need to log out, log back in, and relaunch the Caseload Manager to see the updated due dates.
Design
The Caseload Manager is divided into three main sections.
Section 1:
Controls which client list is populated based on selected EMR User.
Caseload Manager has two variations of client lists Client List for and Clinic View. When switching between lists you need to click on the Reload button to refresh the table.
Client List for
This view lists all clients where the clinician is attached to the client’s care team. As a default, the tool will pull data based on the current logged in user. Changing the username in the Client List for field will allow users to review caseloads for other clinicians.
Clinic View
This view lists any client attached to the current POS with an IM Psych Depo (IVN52) or Extended Leave Renewal (IVN53) intervention, where the due date is overdue or due within 30 days.
Reloading the Caseload
After pressing the Reload button, Caseload Manager will load the clients in the background. You will see the progress update.
*Note: it takes approximately 1 second per client to load.
If you interrupt the progress by clicking Cancel, client records will not be loaded.
Section 2 (Client Specific)
The Client Specific section includes the following fields:
| PARIS ID | The client’s PARIS ID. |
| Administrative Full Name | The client’s Administrative Full Name. |
| Pronouns | The client’s chosen pronouns. |
| Gender Identity | The Gender Identity of the selected client. See Gender Identity form. |
| Administrative Sex | The Administrative Sex of the selected client. |
| Language | The Preferred Language of the selected client. |
| Notes |
The Notes field is a free-text field that functions similarly to the Memo Box in the client medical record. When a client is highlighted in the caseload manager tool the notes field can be edited/altered; any notes previously entered will be visible. The notes field is not used to document clinical encounters. Details entered into the notes field are only visible from the Caseload Manager and information deleted or altered in the field cannot be retrieved. |
Section 3 (Caseload)
Section 3 shows the entire caseload as determined by the selection in Section 1.
| Column Header: | Description/Details: |
| Preferred Name | The Preferred Full Name for the client. Same as Yellow Bar. |
| Psychiatrist/GP Psych/NP Psych | From the client’s Care Team: Psychiatrist. |
| Case Manager (MHSU) | From the client’s Care Team: Case Manager (MHSU). |
| Last Arrived Appt | The date of the Last Arrived Appointment for the Current POS. |
| IM Due (IVN52) | Intervention IVN52 Due Date. The field will be blank if no date exists. If a date exists at another POS show “DD MMM YYYY at [POS Code]”. |
| IM Freq | Intervention IVN52 Frequency. |
| IM Comment | The comment field from the intervention. |
| EL Due (IVN53) | Intervention IVN53 Due Date. The field will be blank if no Intervention exists. If a date exists at another POS show “DD MMM YYYY at [POS Code] |
| EL Due (PARIS) | The date of next Extended Leave renewal, pulled from PARIS Tracking Assessment |
| EL Comment | The comment field from the intervention. |
| EL Annual Due (PARIS) | The date of next Extended Leave Annual Review form pulled from PARIS |
| OAT Rx Due | Primary OAT expiry date (from OUD from by any POS in the last 6 months). |
| Sublocade Due (IVN63) | Intervention INV63 Due Date. The field will be blank if no date exists. If a date exists at another POS show “DD MMM YYYY at [POS Code]”. If multiple dates are found it will display “Error” and trigger a message at the bottom of the form that states “Multiple interventions found; remove duplicate/s.” |
| Plan G Due (IVN59) | Intervention IVN59 Due Date. The field will be blank if no date exists. If a date exists at another POS show “DD MMM YYYY at [POS Code]”. If multiple dates are found it will display “Error” and trigger a message at the bottom of the form that states “Multiple interventions found; remove duplicate/s.” |
| HoNOS Due (IVN58) | Intervention IVN58 Due Date. The field will be blank if no date exists. If a date exists at another POS show “DD MMM YYYY at [POS Code]”. If multiple dates are found it will display “Error” and trigger a message at the bottom of the form that states “Multiple interventions found; remove duplicate/s.” |
| SA Due (IVN62) | Intervention IVN62: Due Date. The field will be blank if no date exists. If a date exists at another POS show “DD MMM YYYY at [POS Code]”. If multiple dates are found it will display “Error” and trigger a message at the bottom of the form that states “Multiple interventions found; remove duplicate/s.” |
| CMP Due (IVN61) | Intervention IVN61 Due Date. The field will be blank if no date exists. If a date exists at another POS show “DD MMM YYYY at [POS Code]”. If multiple dates are found it will display “Error” and trigger a message at the bottom of the form that states “Multiple interventions found; remove duplicate/s.” |
| Met B/W Due (IVN60) | Intervention IVN60 Due Date. The field will be blank if no date exists. If a date exists at another POS show “DD MMM YYYY at [POS Code]”. If multiple dates are found it will display “Error” and trigger a message at the bottom of the form that states “Multiple interventions found; remove duplicate/s.” |
| Notes | Notes saved against the client within the caseload manager tool. Select client to see note field. |
Sorting information
Clicking on the heading of a column in the Caseload Manager will sort the column either alphabetically or chronologically.
Navigating to a Client's Medical Record
When you have a client selected within the Caseload Manager tool, Profile EMR will put the client in focus (Yellow Bar). You can double click on a client to open their medical record.