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CAISI Administration Guide

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The CAISI Administration Guide's audience is comprised of CAISI administrators. This guide describes how to add staff and programs to the CAISI system, set login information for staff, define the functions associated with different roles, and assign access levels to staff members.

1. CAISI Product Overview

This section provides a brief history and overview of the CAISI software system.

1.1. CAISI Product Overview

CAISI software system history and overview.

The OSCAR Multi-Agency Case Management (CAISI) software is a web-based software system designed to enhance the integration of care between agencies for the homeless at the individual and population levels using an electronic information system.

This software is an expansion of the OSCAR McMaster system, an open source Ministry of Health endorsed electronic medical record, that incorporates additional features geared specifically to the care of people who are homeless.

CAISI, using its open-source development approach, seeks to integrate with major social and IT networks among agencies working with the homeless. These include shelters, drop-in centres, outreach teams, clinics, hospitals, public health services, and emergency medical services.

The CAISI software supports the rapid assessment of clients, referral to appropriate shelters and agencies, managing waiting lists into services, supporting multi-agency case management, and ultimately client placement into appropriate housing or community placement.

The audience for this guide are users who have been assigned administration/management roles within the OSCAR/CAISI software system. The guide describes the following groups of administration tasks you can perform using the OSCAR/CAISI software system:

2. Logging On and Navigation in CAISI

This section describes how to log on to CAISI and provides a brief description of how to navigate in the system.

2.1. Logging On To the OSCAR-CAISI System

This procedure describes how to log on to the OSCAR-CAISI sytem.

Before logging on for the first time, ensure that your user name and password have been assigned, along with an appropriate role for your use of CAISI.  

If you are logging on remotely, ensure that you also have your second level passcode.

 1.  In the address bar of your browser, type the URL for your CAISI site. Typically, this URL includes the name of your organization/hospital. For example, if you’re your organization is the Seaton House, you would type seaton.caisi.ca. The logon screen appears:

 Oscar home page

2.  Type your user name and password in the User Name and Password text boxes.'

3.  If you are logging on remotely, enter your 2nd level passcode in the 2nd Level Passcode box. This is also your pin number.

4.  Click the Sign in button to complete the process. The Oscar home page opens.

 

2.2. Navigating in CAISI

This page provides a brief description of how to navigate in CAISI.

Overview of navigation

Once you log on, the Oscar medical program’s home page opens, showing the client list associated with the selected program (for example The Drop In Program Medical Clinic show in the graphic below).

Oscar home page

 The view you see after you log in, and the functionality you have access to, depends on your role. As an administrator, you should have access to most functionality in the system.  A few screens shown here include:

Menu Bar and Clickable Menu Items

Along the top of the screen is the menu bar, with clickable menu items, including Search, Report, Billing,Tickler, Program, etc. 

navigation_menu items.jpg

The role assigned to you in the CAISI system determines which menu items are visible or that you can use.

The Administrative Page

As an administrator, you often need to access the OSCAR-CAISI system's Administrative page. To do so, in the OSCAR home page, click Admin on the menu bar. The Administrative Page opens:

administrative_page

CAISI Program Management Module

With the CAISI Program Management Module (PMM) you can perform program management tasks that include adding new programs, merging records, adding functions to roles, and more. 

Accessing the CAISI Program Management Module

 In the Oscar Home page, click the Program menu item at the top of the screen. The CAISI Program Management Module window opens:

CAISI Porgram management module

To return to the OSCAR view, click Case Management on the left panel of the screen. 

3. Managing Providers in CAISI

This section describes how to add new care providers to your agency records, as well as how to assign roles and login access to the new providers.

3.1. Overview

The following provides a brief overview of managing providers in the CAISI system.

As as an administrator, you can add new care providers working at your agency to the CAISI system, assign login privileges, passwords and roles to them, and more.

 Before you can start to manage provider profiles, you need to navigate to the OSCAR/CAISI Administrative Page, as follows:

 1. At the top of the OSCAR home page, click the Admin button on the menu bar. The Administrative Page opens:

administrative_page

Once you open the Administrative Page, you can manage provider records as follows:

 

3.2. Searching for existing providers

When you add a new care provider to the CAISI system, you first conduct a search to ensure that the provider does not already have a record. Once you ascertain that the new provider is not in the system, you can add the provider.

1.  On the Administrative Page, in the Provider area, click Search/Edit/Delete Provider Records. The Search a Provider window opens:

 search_a_provider

 2.  Make sure that the Last Name radio button is checked at the top of the page and then, in the text box, type the provider’s last name and click the Search button. Depending on the outcome of the search, do one of the following:

  • If the provider’s name already exists, you may need to edit the provider’s profile, change his/her password, etc. See Managing Login Records and Access for more information about this.
  • If the search engine returns no matches, click the Back button to return to the Administrative Page, and go to the Adding a provider to CAISI procedure.

 

3.3. Adding a provider to CAISI

This procedure describes how to add a care provider record to the CAISI system.

1. In the Administrative Page window, in the Provider area, click Search/Edit/Delete Provider Records to open the Search a Provider screen:

 search_a_provider 

2. Leave the text box at the top of the screen empty, and click the Search button. The Provider: the following records window opens:

  list_of_provider_numbers_search_result

3. Find an unused provider number by scrolling down the ID column. Unused provider numbers do not have a name associated with them, but must show as Active in the Status column. For example, in the graphic above, the numbers 567 and 5790 are unused provider numbers.  To sort the numbers in ascending order, click ID at the top of the column.

 Important Note: Do not use a number that starts with a 0 (for example, 009, 0003).

 4. Once you select and note the number you want to use, click the Back button to return to the Administrative Page window:

administrative_page 

 5.  In the Provider area, click Add a Provider Record. The Add a Provider form screen opens:

 add_a_provider_record_page 

 6.  In this screen, do the following:

    • In the Provider Number box, type the provider number you had selected in step 3 above.
    • In the Last Name and First Name boxes, type the provider’s first and last name.
    • Click the Type drop-down list box, and select the type of provider you are adding (for example, most staff are in the ‘nurse’ category. Other options include doctor, receptionist, resident, etc.)

7.  Scroll to the bottom of the Add a Provider form screen, and click the Add Provider Record button.  Once you have added a provider, you must then assign the provider a role. See Assigning a role to a provider for details.

 

3.4. Assigning a role to a provider

Once you have added a provider to the CAISI system, you need to assign a role to that provider.

1. In the OSCAR home page, click Program on the menu bar to open the Administrative Page (for details on the OSCAR home page, see Navigating in CAISI):

administrative_page

2. In the Security area, click Assign Role to Provider. The Provider-Role List window opens:

provider_role_list_screen

3. In this window, do the following:

    a.  Locate the provider for whom you want to assign a role.

    • TIP: To locate the provider quickly, press CTRL+F on your keyboard to bring up a search engine. Type the last name of the provider in the text box, and click Search.

    b.  In the Role column, adjacent to the the provider’s name, click the arrow beside the drop-down list box, and select the appropriate role. Examples of roles include admin, doctor, ER Clerk, nurse, etc. (Nurse is the most commen role selected).

    c.  In the Action column, adjacent to the provider’s name, click the Add button.

    d.  If you want to add more than one role for a provider, repeat steps 3(b) and 3(c).

4.  Once you are finished adding roles for providers, close the window.  Once you have added a role or roles, you need to set up the provider’s login access (Managing Login Records and Access).

 

3.5. Managing Login Records and Access

This section describes how to add logn records for providers, configure provider access, reset passwords when required, and remove login access.

3.5.1. Adding Login Records for Providers

This section describes how to add login records for providers, configuring provider user names, passwords, and other access information.

Once you have added a provider to the system, you need to set up a login record for the new provider. To do this, complete the following tasks:

 

Retrieving and Deleting Existing Login Accounts

Before adding a new login account for a provider, you need to check the system to see if the person already has a temporary login. If they do, you need to delete their login record.

1.  On the Administrative Page, in the Provider area, click Search/Edit/Delete Provider Records. The Search a Provider window opens:

search_a_provider

2.  Make sure that the Last Name radio button is checked at the top of the page and then, in the text box, type the provider’s last name and click the Search button. The Provider: the following records window opens:

list_of_provider_numbers_search_result

3. Do one of the following:

    • If no results are returned by the search engine, go to the Adding a Login Record.
    • If the search engine finds the provider’s name, go to step 4.

 4. Note the provider’s ID number and then click the Back button to return to the Administrative Page:

administrative_page

 5. In the Security area, click Search/Edit/Delete Security Records. The Search Security Records window opens.

 6. In the text box, type the provider’s last name, and click the Search button. The Security window opens, showing the provider’s information:

 Security_username_retrieved

6. In the User Name column, click the provider’s name. The Update A Security Record screen opens:

Security_update_user_info 

7.  Click the Delete Record button, and then click the Back button to return to the Administrative Page.  Then complete the Adding a Login Record procedure.

Adding a Login Record 

Complete this procedure if the provider has no previous temporary login record. If the provider has a temporary login record, see the Retrieving and Deleting Existing Login Accounts procedure.

1. Open the Administrative Page window, and in the Security area, click Add a Login Record to open the Add A Login User screen:

add_a_login_user_blank

2.  Ask the provider to type the following:

    • User name in the User Name text box
    • Password in the Password and Confirm text boxes
    • PIN number in the PIN and Confirm text boxes

3. Click the arrow beside the Provider No. drop-down list box, and select the provider’s actual name.

4.  Check the Expiry Date check box, and then click the calendar icon beside the Date box, and choose a date set several years in the future.

Note: For technical reasons, it is important that all providers complete step 4.

5.  To enable providers’ PIN numbers, do one of the following:

    •  If a provider requires remote access to the system, check the Pin (Remote) Enable  box

    •  If a provider does not require remote access to the system, check the Pin (Local) Enable box. if not then make sure the box is not selected

6. Click the Add Record button.

 7. Log out of the system, and have the new provider test their new login account.

 

 

3.5.2. Resetting Login Passwords

Sometimes providers lose their password information. When that happens, you need to reset their accounts.

1.  On the Administrative Page, in the Provider area, click Search/Edit/Delete Provider Records. The Search a Provider window opens:

 search_a_provider 

2.  Make sure that the Last Name radio button is checked at the top of the page and then, in the text box, type the provider’s last name and click the Search button. The Provider: the following records window opens:

 provider_record_found 

 3. Note the provider’s ID number and then click the Back button to return to the Administrative Page:

administrative_page 

4. In the Security area, click Search/Edit/Delete Security Records. The Search Security Records window opens.

5. In the text box, type the provider’s last name, and click the Search button. The Security window, showing the provider’s information, opens:

 Security_username_retrieved 

6. In the User Name column, click the provider’s name. The Update A Security Record screen opens:

 Security_update_user_info

7.  Click the Delete Record button, and then click the Back button to return to the Administrative Page.

8.  Complete the Adding Login Records for Providers procedure, such that the provider selects a new user name, password and PIN number, and you assign an expiry date and identify whether the PIN number is used locally or remotely.

 

3.5.3. Disabling Providers' Login Access

This procedure describes how to disable a provider's access to the CAISI system.

1.  On the Administrative Page, in the Provider area, click Search/Edit/Delete Provider Records. The Search a Provider window opens:

 search_a_provider 

2.  Make sure that the Last Name radio button is checked at the top of the page and then, in the text box, type the provider’s last name and click the Search button. The Provider: the following records window opens:

provider_record_found 

 3. Note the provider’s ID number and then click the Back button to return to the Administrative Page:

 administrative_page 

4. In the Security area, click Search/Edit/Delete Security Records. The Search Security Records window opens.

5. In the text box, type the provider’s last name, and click the Search button. The Security window, showing the provider’s information, opens:

 Security_username_retrieved 

6. In the User Name column, click the provider’s name. The Update A Security Record screen opens:

 Security_update_user_info 

7.  Click the Delete Record button. Then, once the screen refreshes to indicate that the record has been successfully deleted, click the Back button to return to the Administrative Page

8. In the Security area, click Assign Role to Provider. The  Provider-Role List window opens:

 provider_role_list_screen 

9. Locate the employee whose login record you want to disable and, in the Action column, adjacent to the employee’s role, click the Delete button. 

 

 

 

4. Managing Programs in the CAISI System

This section describes how to add new programs to the CAISI system, add staff to programs and assign roles to them, as well as how to assign functions to program roles.

4.1. Adding a new program to CAISI

This procedure describes how to add a new program to the CAISI system.

1.  From the OSCAR home page, click the Program button. The CAISI Program Module page opens:

 CAISI Porgram management module

2. On the Navigator panel on the left, in the Administration area, click Add Program. The form for adding a program opens on the General Information tab:

add_program_2nd_screen 

 3.  Enter the following information on the form:

    •   In the Name text box, type the name of the program you are adding.
    •  Click the arrow beside the Type drop-down list box, and select the type of program.
    •  In the Max Participants text box, type the maximum number of people that will be in the program.

4. Click the Save button. A message appears on the form that the program has been saved. The next step is to add the staff members who are working with the program you just added. See Adding staff to CAISI programs for details.

4.2. Adding staff to CAISI programs

This section describes how to add selected staff to specific CAISI programs.

1.  From the OSCAR home page, click the Program button. The CAISI Program Module page opens:

CAISI Porgram management module

  2. On the Navigator panel on the left, in the Administration area, click Staff List. The screen refreshes on the Staff List tab:

add_staff_2nd_screen

 3. Scroll down the list of staff members to locate the person you want to add to a CAISI program. Then, click Edit beside the staff member’s name. The screen refreshes; if the staff member already belongs to other programs, the programs are listed in the Programs area of the screen:

add_staff_3rd_screen

4. At the top of the screen, click the Programs tab to open it:

add_staff_4th_screen

 5. Navigate to the program on the list to which you want to add the staff member and, in the Role column, adjacent to the program name, click the arrow in the drop-down list box (a sample of which is shown in the graphic example above). Then, select the role the staff member is to have in the program.  A green check mark appears in the Assigned To column beside the program name. This indicates that the staff member has been added to the program, with the role you selected.

6. For each additional staff member you want to add, repeat steps 3 to 5 in this procedure.

4.3. Assigning functions to CAISI program roles

Every agency has a number of roles, for example, housing worker, counselor, or nurse. Within an agency, each program set up in the CAISI system must have levels of access defined for staff members. Each program must define what functions, within that program, each role can have access to. For example, Agency A has staff that consists of counselors, nurses and intake workers. Program B within that agency must define the access for those roles. Program B defines access such that nurses have access to the medical file, prescriptions (read-only) and all counselor and intake notes. Counselors have access to counselor issues/notes, read-only nurse issues/notes and intake worker notes. Intake workers l have access to read-only counselor issues and intake issues/notes.

1.  From the OSCAR home page, click the Program button. The CAISI Program Module page opens:

CAISI Porgram management module 

2. On the Navigator panel on the left, in the Administration area, click Program List. The screen refreshes to show the Programs tab, with the list of programs:

adding_caisi_access_for_Programs_screen2 

3.  Scroll down the list to the program to which you want to assign agency roles, and then click Edit adjacent to the program name. The screen refreshes on the program’s General Information tab:

 adding_caisi_access_for_Programs_screen3

 4.  At the top of the screen, click the Access tab to open it:

adding_caisi_access_for_Programs_screen3aa 

5.  Click the arrow beside the Name drop-down list, and select a function that you’d like to assign to a role, for example Write Ticklers, as shown in the graphic example above.

6. Assign the function to a role by doing one of the following:

    • Check the All Roles box if you want to assign the function to all roles.
    • In the Roles area, check the box beside each of the individual roles to which you want to assign the function, for example doctor and nurse.

 Tip: If you want to know what functions have already been assigned to specific roles, in the Navigator panel on the left, click Global Role Access.  

 7. Click Save.

 8. Repeat steps 4 to 7 for each function you want to assign to a role.

5. Merging Records in CAISI

This section describes how to merge records in the CAISI system.

5.1. Preparing the system to merge records

Before you can complete the merge record function, you need to prepare the records you are merging, so that you do not lose any information.

1. Before performing a merge, do the following:

    a. Select the record you want to use as the primary record.

    b. Make sure you copy any notes from the secondary record (that you are merging into the primary record) to the primary client record. You can find information on working with notes in records in the CAISI User Guide.

    c. In the secondary client records, which will become inactive following the merge, type “DUPLICATE DO NOT USE” beside the client’s first name, and save the record.

 

5.2. Merging records

This procedure describes how to merge records in CAISI.

1.  From the OSCAR home page, click the Program button. The CAISI Program Module page opens:

  CAISI Porgram management module

2. In the Navigator panel on the left, in the Client Management area, click Merge Records. The Merge Client Records window opens:

 merge_dupe_records_screen2

3.  Leave the text box blank and click the Search button. The Merge Client Records window opens:

merge_dupe_records_screen3

 4. At the far left of the window, click the check boxes beside the two records you want to merge, then click the radio button in the Main Record column beside the name of the record you want to be the primary, or main, record.

 Note:  In the graphic example above, if you want the Anderson, Andy record to be the primary record, and the Davidson, Dave record to be secondary, you click the radio button beside the Anderson, Andy name.

 5. Click Merge Selected Records at the bottom of the window to complete the merge. When prompted to confirm the merge, click OK.

 

 

 

 

 

6. Appendix A: Security Protocols

This appendix provides a brief overview of considerations when setting up access profiles for providers in the CAISI system.

Note: All of the functions below are performed by administrators, unless otherwise specified.

1. Provision & Termination of Accounts

Staff members requiring access to client files for their position, are to be given accounts.  Accounts include User Names, Passwords, PINs and Secret Questions.  Passwords and PINs will be chosen by staff members and are not to be told to administrators. 

All User Names, Passwords & PINs must be set to ‘expired’ upon staff termination.

2. Expiration of Accounts

User accounts must be set to expire in one year from creation or renewal.  â€˜Expired’ accounts remain in the system, but passwords no longer permit entry. 

When accounts/passwords are about to expire, CAISI will give reminders (in pop-up window) to change the password 4 days in advance.  Users can change their own passwords.

3. Password & PIN Creation

Administrators should encourage the use of ‘strong’ passwords. Strong passwords are:

  • 8 or more characters in length
  • alphanumeric (combination of letters and numbers)
  • not an existing word:
    • make a new ‘word’ from a phrase by making an acronym using the first letters of each word (ex. instead of John think of My Son’s Name is John and use the password msnij)
    • change the new ‘word’ into alphanumeric (ex. instead of msnij use m5nij)
    • do not use user IDs, names or nicknames, basic personal information (ex. street name, pet name, telephone number) or dates (ex. September or SEPT2006)

4. Writing Down Passwords & PINs

Writing down passwords and PINs is not encouraged, however, if users have chosen to do so, they should use one of the following tips:

  • write down your password but add or subtract a letter or number (ex. written down is msnij but password is msnij64)
  • write down at least 3 other bogus passwords/PINs on same sheet (and add or subtract a character from the real one)
  • use a chart or other scheme to jog their memory
    • for example: On a credit card size paper, have a grid of random letters with a row and a column header. They only have to remember the start coordinate (Row/Column) and a navigation rule (ex. my password takes 6 letters horizontal and 4 letter vertical).

5. Use of Secret Questions

Secret Questions should be used when administrators monitor accounts of users that they do not know (ex. are not employees or coworkers of theirs) and when there is the possibility of having to identify identity remotely (ex. by telephone).  Secret Questions will be used to verify user identity when resetting passwords & PINs.

If Secret Questions are used, each staff member must pick a Secret Question from the list below and specify an answer:  

  1. What is the first and last name of your first boyfriend or girlfriend?
  2. Which phone number do you remember most from your childhood?
  3. What was your favorite place to visit as a child?
  4. Who is your favorite actor, musician, or artist?
  5. Where did you get engaged?
  6. What is the name of your first movie star crush?
  7. What is your father's nickname?
  8. What is your sibling’s nickname?
  9. What are the last 5 digits of your driver’s license?
  10. Where did your parents get married?
  11. What was your favorite thing to collect as a child?
  12. What is your child’s favorite food?
  13. What is your favorite appetizer?
  14. What was your favorite childhood candy or treat?
  15. What was the name of your favorite high school teacher?
  16. What color was your first pet?
  17. Where did you honeymoon?
  18. What color was your first car?

Administrators are responsible for recording the User Name, Secret Question & PIN and will limit access to this document by locking paper documents in a location to which only that administrator has access or placing passwords on electronic files.

 

 

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