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AIDS Institute Reporting System How To: Enter Group Activities

HOW TO:

Enter Group Activities

NYS DOH – AIDS INSTITUTE www.airsny.org


INTRODUCTION:

The Group Activities screen is used for Individual Clients who receive services along with other Individual Clients (and possibly their Collaterals) in a Group setting. Before any Group Activity can be entered, 1) the Group(s) must be entered and 2) Clients must be enrolled into the Group.

• Groups are set up in the AGENCY module.

• For Groups associated with Programs that Require Enrollment:

a) Enroll the client in the Program before the Group. Clients not enrolled in the Program cannot be enrolled in the associated Group. b) Ending (closing) the client’s Program Enrollment will automatically (end) close the client out of the Group. (Their Group Enrollment will be ended.)



• For Groups associated with Programs that do Not Require Enrollment:

a) All clients active in the agency can be enrolled in the Group.

NYS DOH – AIDS INSTITUTE

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• After clients are enrolled in the Group, the user enters the Group Activity

and marks attendance with a “Yes” or “No” (default). See STEPS starting on Page 5.

• Service Categories that can only be entered using Group Activities are:

o Interventions Delivered to Groups (IDG) o Case Management - Groups (Not AI, only for PHS (MHRA))

• Service Categories that can be entered using Services Form or Group

Activities are:

o Adult Day Health Care o Agency Services o Care Coordination o Child Care/Child Life Services o Compr. Risk Counslng & Refer Srvs (CRCS) o HUD/HOPWA Housing o Harm Reduction o Health Education/Risk Reduction o Home Health Care o Housing o Mental Health o Nutrition and Food o Permanency Planning o Promoting Access to Care o Retention in Care o Substance Use o Supportive Counseling o Supportive Services o Transportation o Treatment Adherence

• Once a Group Activity is saved, the associated encounter/service(s) are

automatically entered into the Services Form for each client who attended the Group.

o The information can be viewed afterwards by navigating to the

client’s Services Form.


STEPS:

1. If you are logged into AIRS, click on the SESSION-BASED ENCOUNTERS

Module.

2. Click on the [+] to the left of the Group Activities to expand the option.

3. When the menu is expanded, you see the following.


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4. Click on Group Activities.

• Note the 4 tabs:

o Encounter Information o Progress Note o Additional Information o Attendees (not active until information is entered)



5. Choose a Group by clicking on [Select Group] button.

6. Highlight the Group needed.



7. Click on the [Select] button.

• Note that the Attendees tab and [Locate Clients] button are not yet available.



8. Click on [Add] to start the entry of the Group Activity.



9. Enter the Date, Contract#, Service Category, Model, Intervention, Encounter,

Staff, Site, and at least 1 Service. (Other fields are optional for saving the activity.)

• Note: Required fields have labels that are bold and black. • Note: At least 1 Service is required.



10. Select the Services(s).

11. The available Services are found on the left side. Move the Services provided from the Left side ( ) to the Right side. See next page. Options include:

• Double-clicking directly on the individual Service

• Highlight a Service or Services and Use the > button. Options include:

i. Click directly on the Service.

ii. For consecutive services hold the [SHIFT] key and click on first and last service to be included.

iii. For non-consecutive services (example below), hold the [CTRL]

key and click on selected services.

• The >> button moves all the Services listed on the left to the right

• To remove a Service from the right side, click on the < button

• To remove All Services from the right side, click on the << button



12. Click on [Done] when finished.



13. Click on the [Locate Clients] button when all the necessary information has

been entered.

14. You are brought into the Attendees tab to mark attendance for the Group.


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15. Mark Attendance:

• Click on the individual check boxes under the “Attended” column to mark attendance. See below. Note the check in the boxes selected.

OR

• Right-click for more options, such as ‘Mark All Attended’. See next page.

Checking the box for those clients who attended


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Right Click for other options

• Note: The ability to enter Collaterals who participated in the Group Activity is not available during the ADD or EDIT modes. It becomes available only when the Group Activity has been saved.

• Note: The ability to enter Referrals from the Group Activity is not

available during the ADD or EDIT modes. It becomes available only when the Group Activity has been saved.



16. DECISION POINT: Determine if you have anything more to enter.

A) If you want to enter a Progress Note and/or Additional Information: Go to Step 17. (Do NOT click on Save.)

B) If You Are Finished: Click on [Save]. You can now continue working on other things or add Collaterals or make Referrals to this Group Activity.

i. Note: Once the Group Activity is saved, Collaterals Involved can

be entered. This is optional, however. If needed, go to Step 18.

ii. Note: Once the Group Activity is saved, Referrals Made can be entered. This is optional, however. If needed, go to Step 19.



17. If you want to enter a Progress Note and/or Additional Information associated

with the Group Activity, see below.

A) PROGRESS NOTES (Optional):

I. Click on the Progress Note tab. II. Enter the note. You can also right click to get other entry options

(below).

III. When the Group Activity is saved, the information will be associated with a) the Group Activity and b) each attendee’s Encounter record.

o Note: The information pertains to the Group Activity and not

about individual clients even though the information is added to each client’s encounter record (when available).

IV. If You Are Now Finished with the Group Activities, click on [Save].

Otherwise, you can go to the Additional Information tab.

o You can now continue working on other things or add Collaterals or make Referrals to this Group Activity.

o Note: After saving, any changes or additions (via EDIT) to the

Progress Notes will only be seen (associated) in the Group Activity screen. The clients’ Progress Notes will not be updated.



B) ADDITIONAL INFORMATION (Optional):

I. Click on the Additional Information tab if you’d like to enter Primary Diagnosis, Billing Physician, and/or Materials Provided.

II. Right-click on the blue line (under the Materials Provided section) to ‘Add Materials Received’.


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III. Click on [Type], select Materials, and click on [Select].

IV. Optional: Enter the Quantity. V. Click on [Done] to complete the Materials Provided entry.

VI. If You Are Now Finished with the Group Activities, click on [Save].

o You can now continue working on other things or add Collaterals or make Referrals to this Group Activity.


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18. Entering Collaterals Involved (optional):

• This option is only accessible from the Attendees tab after saving the

Group Activity record. Therefore,

I. Highlight a specific client (who attended).

II. Right-click and select the Collaterals option.

III. Enter Collateral information.

IV. Optional: Enter Encounter With.

V. Right Click on the blue bar that currently indicates “Not Entered”.



VI. Click on ‘Select Collaterals Involved’.

VII. Move the Collaterals Involved in the Group Activity from the left ( ) to right. (See Step 11 on Page 11 for information about moving options.)


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VIII. Click on [Done] when finished with the move.

IX. Click on [Save] when finished.



19. Entering Referrals (optional):

• This option is only accessible from the Attendees tab after saving the

Group Activity record. Therefore,

I. Highlight a specific client (who attended).

II. Right-click and select the Referrals option.


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III. You’ll see all of the client’s existing referrals. To enter a new

Referral, click on [Add].

IV. Enter the necessary information.

V. Click on [Save].


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VI. Close the screen by clicking on the [X] in the top right hand corner.

VII. This returns you to the Group Activities screen where you can continue working.


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