Iris Manual for araniche at Work linical Staffresources-library.caraniche.com.au/system/files/Iris Manual for CaW... · Filename: Iris Manual for CaW Clinical Staff V2.3 1 of 76 Issue

Iris Manual for Caraniche at Work Clinical Staff

Filename: Iris Manual for CaW Clinical Staff V2.3 0 of 76 Issue Date: September 18


Caraniche at Work

Version: 2.3

Issued: September 2018



Contents

1 Introduction .............................................................................................................. 4

1.1 What is Iris? .......................................................................................................................... 4

1.2 Who is Iris for? ...................................................................................................................... 4

1.3 Purpose of this document .................................................................................................... 4

2 Work Centre and Appointments ................................................................................ 5

2.1 Appointments ....................................................................................................................... 5

2.2 Personal Available Rules ....................................................................................................... 6

2.3 Patient Information Panel (PIP) ............................................................................................ 8

2.4 Filters .................................................................................................................................... 9

2.5 Consulting Rooms ............................................................................................................... 10

2.5.1 Consulting Room Roster at Abbotsford .............................................................................. 10

2.5.2 Consulting Room Roster at Epping ..................................................................................... 11

2.6 Appointment Flags and Attendance ................................................................................... 12

2.7 Create New Appointment/Block time on calendar ............................................................ 13

2.8 Create an appointment for a Client .................................................................................... 14

2.9 Book a consulting room ...................................................................................................... 18

2.10 Appointment Validation ..................................................................................................... 21

2.10.1 An appointment with a billable Type/Service cannot be created without a client ............ 21

2.10.2 If a client is selected, then a billable Type and Service must also be selected ................... 22

2.10.3 If a billable Type is selected, a matching billable Service must also be selected ................ 23

2.11 Create a Block or Non Client Booking ................................................................................. 26

2.12 Edit Appointment ............................................................................................................... 29

2.13 Copy Appointment .............................................................................................................. 29

2.14 Move appointment to another Day .................................................................................... 30

2.15 Move appointment to another time on the same day ....................................................... 31

2.16 Client Attendance ............................................................................................................... 32

2.16.1 Client Attended ................................................................................................................... 32

2.16.2 Client Seen .......................................................................................................................... 33

2.16.3 Client Cancelled .................................................................................................................. 33

2.16.4 Client Did Not Attend .......................................................................................................... 34

2.16.5 Reschedule .......................................................................................................................... 34

2.16.6 Confirmed ........................................................................................................................... 34

2.17 Recurring Appointment/Block ............................................................................................ 35

3 Cases and Clinical Encounters .................................................................................. 36

3.1 Historical Cases ................................................................................................................... 36

3.1.1 Open Closed Case ............................................................................................................... 36



3.2 Open Case from Client Appointment ................................................................................. 37

3.3 Open Case without client in focus ...................................................................................... 37

3.4 View Encounters ................................................................................................................. 40

3.4.1 Admin Encounter ................................................................................................................ 40

3.4.2 Clinical Encounter ............................................................................................................... 40

3.4.3 View Full History of a Case .................................................................................................. 40

3.4.4 View All Admin and Clinical Encounter Notes for a Client for all cases .............................. 41

3.5 Create New Clinical Encounter ........................................................................................... 43

3.5.1 Via the appointment - recommended ................................................................................ 43

3.5.2 Within the open case .......................................................................................................... 44

3.5.3 Via Case New Encounter button on toolbar ....................................................................... 44

3.6 Clinical Encounter Form ...................................................................................................... 45

3.6.1 Appointment Details ........................................................................................................... 46

3.6.2 Participant Details ............................................................................................................... 47

3.6.3 Session Presenting Issue ..................................................................................................... 47

3.6.4 Session Outcome ................................................................................................................ 47

3.6.5 Impact ................................................................................................................................. 49

3.6.6 K10 Survey Score ................................................................................................................. 50

3.6.7 Add Clinical Encounter Note ............................................................................................... 50

3.6.8 Add Task to a case ............................................................................................................... 54

3.6.9 Request Extension task ....................................................................................................... 56

3.7 Create New Admin Encounter ............................................................................................ 58

3.8 Attach Document to a Case ................................................................................................ 59

3.9 Print Clinical/Admin Encounter .......................................................................................... 62

4 SMS Ad-Hoc ............................................................................................................ 63

4.1 SMS Templates ................................................................................................................... 65

5 SMS Appointment Reminders .................................................................................. 66

6 Appointment Calendar Sync .................................................................................... 67

7 Tasks ....................................................................................................................... 68

7.1 Create New Task ................................................................................................................. 68

7.1.1 Task List icon on menu ........................................................................................................ 68

7.1.2 Tasks tab in a Case .............................................................................................................. 68

7.1.3 Tasks tab in Work Centre .................................................................................................... 68

7.2 Open a Task ........................................................................................................................ 69

7.2.1 Due Task Notification Icon .................................................................................................. 69

7.3 Refresh Tasks ...................................................................................................................... 69

7.4 Action Task .......................................................................................................................... 70

8 Administration ........................................................................................................ 71



8.1 Change Password ................................................................................................................ 71

8.2 Use Iris off-site .................................................................................................................... 72

8.2.1 For Windows Devices .......................................................................................................... 72

8.2.2 For Mac Devices .................................................................................................................. 73

8.3 Help ..................................................................................................................................... 74

8.3.1 Help menu in Iris ................................................................................................................. 74

8.3.2 Iris Support Slack channel ................................................................................................... 75



1 Introduction

1.1 What is Iris?

Renamed Iris, for use by Caraniche, Profile is an integrated Practice Management and Electronic Medical

Record software package designed for Australian operation by providers and administrative staff.

1.2 Who is Iris for?

Starting in Caraniche at Work (CaW), Iris was also implemented to other client facing business units – CARE

and HiROADS (June 2018) and BCP (TBC). It will also be used to record data (including Psychometric tests)

for clients at Corrections Victoria or Youth Justice facilities.

1.3 Purpose of this document

The purpose of this document in general is to serve as training and reference material for internal CaW

clinical staff; Clinical Executives, Senior Clinicians, and Clinicians.



2 Work Centre and Appointments

The purpose of the Work Centre is to give the logged in user a view of their own workload.

2.1 Appointments

View your Appointments for the week when you first log in



Use the Calendar icon to click through the month

2.2 Personal Available Rules

Personal Available Rules indicate clinicians’ availability at a POS in order to guide Intake when creating appointments for clinicians. It will still allow an appointment to be made outside of those rules. Speak with Business Solutions if your personal available rules need to be altered



Different colour appointments represent the appointment Type. We have tried to replicate Coreplus to keep it consistent (e.g. yellow for internal Supervision, green for face-to-face/phone counselling)

This label on the appointment indicates the Workplace Services Place of Service (POS) that the appointment is taking place. See Create an Appointment for a Client for information regarding appointments that aren’t at a Workplace Services POS i.e. at a client’s site

Hint: You can also view your calendar via the Appointments icon on your toolbar

Hint: The Toolbar within Appointments contains shortcuts to many useful functions e.g. use the Today icon to get back to the current day



2.3 Patient Information Panel (PIP)

The Patient Information Panel (PIP) displays some information about a client in focus. If a client is not in

focus, the PIP will look like this:

Client in focus:

Hint: If the client has a mobile phone number, home phone number and work phone number populated in their client record, the default number to appear in the PIP is the mobile phone number, but hovering the cursor over this field will allow you to view all phone numbers without having to open the client’s record

Hint: The PIP contains a Search button; simply enter a Case Number in the Case No field, click Search, and if

it exists, the case will open

Client name

Client employer

Client date of birth

and current age

Client mobile no/home phone no/work phone

Case No Client ID



2.4 Filters

You have a selection of filters to choose from. Your default filter is My Appointments, which displays your appointments for the selected week.

You also have a personalised filter which displays your appointments for the selected day alongside the consulting rooms at your default POS (Abbotsford or Epping). This means you can see what rooms are available should you wish to make an appointment at Abbotsford or Epping on a selected day, and book both simultaneously

For example, Majida’s filter displays her appointments for the selected day next to the rooms at Abbotsford. Her 10:00am appointment is booked in Consulting Room 1

Majida’s bookings/appointments Consulting rooms at Abbotsford



2.5 Consulting Rooms

2.5.1 Consulting Room Roster at Abbotsford

There is an agreement between the HiROADS Abbotsford and Caraniche at Work Abbotsford business units regarding the usage of the seven consulting rooms at Abbotsford. These are created as Available rules for each room (Maintain > Appointments > Rules). For example, on Tuesdays, HiROADS are allocated rooms 1, 3, 4 and 6 in hourly slots from 9:00am – 5:00pm; this is indicated by the colour of the slice (red) on each slot. Room 5 is allocated to CaW between 9:00am – 12:00pm, and 1:00pm – 4:00pm. Rooms 2 and 7 do not have any allocations. If HiROADS/CaW have not booked an appointment in one of their allocated slots, other staff may book the room.

Please note that Neami have made their meeting room available every Wednesday. This room should be used for supervision. There is a whiteboard in the HiROADS area to check the availability and book the room.



2.5.2 Consulting Room Roster at Epping

Similar to Abbotsford, Epping allocate rooms to clinicians in hourly slots. These were created as Block Out

rules in Maintain > Appointments > Rules



2.6 Appointment Flags and Attendance

See Client Attendance for additional information.

Indicates that the appointment has been confirmed, either by a response to an automated SMS or phone call

Indicates that the client has arrived and is waiting to be seen. Currently there is no way, apart from Reception calling the clinician, to advise the client’s arrival (Abbotsford and Epping appointments only)

Indicates that the client is being seen by the clinician

Indicates that action needs to be taken for this appointment, or the appointment has been flagged as Did not Attend*

Indicates that the appointment has been cancelled

You can choose a Reason from the drop down list

*An appointment is automatically considered ‘Did not Attend’ if no explicit action has been taken one hour after the booked time. The appointment shows a ‘Did not Attend’ status in the Booking tab of the appointment. Ticking the ‘Did not Attend’ checkbox also changes the status of the appointment, but this checkbox must be ticked manually, which will also display DNA in the appointment cell.



2.7 Create New Appointment/Block time on calendar

Drag cursor in time slot to select. Don’t worry if it’s not perfectly selected, as you can alter the start time and duration once the New appointment window opens

Hint: If you drag the cursor to within 10 minutes of the proposed appointment time, Iris will automatically shift the appointment to the closest hour and adjust the duration accordingly. For example, I wanted to create this client appointment to commence at 2:00pm, but when dragging the cursor to create the appointment, it selected the start time as 1.55pm

When I create the appointment and save it, Iris automatically adjusts the start time to the closest on-hour time



2.8 Create an appointment for a Client

Enter the client’s name (surname first) in Client. Once you start entering the surname, a list of possible options are displayed. The client may have more than one open case; double-click to select the relevant case (do not click on the client name)

Hint: You cannot create an appointment for a client who has a closed case. You will need to re-open the case before creating an appointment

Enter/select the Type e.g. WS Counselling



Hint: You can also click on the … to open the list of types. Select the Type and click OK, or double-click the

Type to select it



Enter/Select the Service e.g. EAP Counselling

Hint: You can also search for the Service (Service Code) by clicking Search, selecting the Service and clicking

OK, or double-click the Service to select it

Additional comments can be entered in the Comment field. These comments can be seen by clinical and clerical staff. To record session details, please enter them here in the format <session x>/<session y>, as we are currently extracting session details from here for customer reporting purposes until we introduce automated session count functionality



Ensure that the Start/End dates and times are correct. Start date and time are mandatory fields. If you change the Start time, the End time will automatically adjust, depending on the duration that is displayed

Hint: if the durations in the drop-down list don’t provide you with a suitable duration, you can enter the

duration manually. For example, if a session duration is 1 ½ hours, enter 1h30m and the End Time will adjust

accordingly

Ensure your name and the POS where you will be taking the appointment are correct. These are mandatory fields. If you need to change the POS, erase the current POS in the field and choose/enter the relevant POS

Hint: If your appointment is onsite (e.g. at a client’s site), enter ONSITE. ONSITE will display on the

appointment in the same way that the WS POSs do



2.9 Book a consulting room

To book a consulting room for your appointment, check the Meeting box. This would only be relevant for

appointments at Abbotsford and Epping

This opens the Meeting tab. In the Provider/User/Resource section, click cursor under the Provider name and start entering a room number. Click to select

Click OK to finish creating the appointment

You can see that the appointment and the room have been booked



Hint: It’s not very obvious, but Iris does provide an alert if you attempt to book an already booked consulting room, though it will still allow you to book the room

It is recommended to change the Appointment filter in your Work Centre to a filter that displays the rooms, such as CaW Abbotsford Clinicians and Rooms, whilst keeping the Appointment window open; that way, you can see which rooms are free when booking the appointment



Hint: Clicking on the appointment will show some information in the PIP, however, at the bottom of the appointment panel, you will notice the client’s name alongside a + sign; if you expand the + sign, the appointment Type, Service, Time and Duration will display

If you click the + sign a third time, all information in the Comment field of the appointment will appear

This saves you from having to open the appointment to view the details.



2.10 Appointment Validation

Validation has been implemented for appointment creation and editing in Iris, particularly around billable

Services and appointment Types which correspond with billable Services; that is, Services for which we

generate invoices.

2.10.1 An appointment with a billable Type/Service cannot be created without a client



2.10.2 If a client is selected, then a billable Type and Service must also be selected



2.10.3 If a billable Type is selected, a matching billable Service must also be selected

The Service Description field is a specially reserved field that is populated depending on which Service you

select. This Service Description appears on the invoice. Any text that you enter in this field will be shifted to

the Comment field when you save the appointment, and the Service Description will reappear:



For Services that require a Referrer name to appear on the invoice, the Referrer name will append to the

end of the Service Description when you save the appointment. This Referrer name is extracted from the

case form that is associated with the client.

The Referrer name will also appear in the Comment field. You will also notice another line in the Comment

field called Payer; the Payer and Referrer field will appear in the Comment field of all client appointments:

Hint: If you attempt to change the case in an appointment, and the appointment has a meeting room

booked, the case doesn’t properly link with the appointment. This means that when you create a Clinical

Encounter Note, the note will be created in the original case that was selected, not the case that was

updated. This issue does not occur if a meeting room has not been linked to an appointment.

If you need to change the case in the appointment, and the appointment has a meeting room booked, please

ensure that you follow the steps below. Doing so will ensure that when you create your encounter note, it

will be linked to the correct case

Open the appointment and untick the Meeting checkbox. Click Apply



Choose the case required for the appointment. Click Apply

Tick the Meeting checkbox, and add the meeting room. Click OK



2.11 Create a Block or Non Client Booking

Some non-client bookings that you can create to indicate that you are not available to take appointments, and can be set up as recurring, are:

o Administration o Break o Training Attendance/Delivery o Travel

Or you may simply want to block out some time; Client, Type or Service are not required.

Like creating an appointment, drag the cursor in a time slot to select it. You don’t need to select a client. Simply enter ‘Block’, or any free text, in the field next to Service



Example 1: Creating a Block



Example 2: Creating a block where the Type/Service = Administration



2.12 Edit Appointment

Right-click > Edit to open the appointment and edit it

Hint: If you have booked a client appointment and a meeting room, remember to edit the client appointment and not the room booking; consider the client appointment as the ‘parent’, and the room booking as the ‘child’ which inherits the client appointment details.

2.13 Copy Appointment

You may copy an appointment to another day (within the same month) rather than creating a new appointment. Select the existing appointment and press the CTRL key whilst dragging the appointment to another date in the Calendar; if CTRL isn’t used, the appointment will be moved

Click Yes to copy this appointment



The appointment will appear on the day that you copied it to. All client details are retained; simply edit the time/POS/room booking if required

2.14 Move appointment to another Day

You may move an appointment to another day (within the same month) rather than opening the appointment and editing the day/time/POS. Select the existing appointment and drag it to another date in the Calendar

Click Yes to move this appointment



The appointment will appear on the day that you moved it to. All client details are retained; simply edit the time/POS/room booking if required

2.15 Move appointment to another time on the same day

Simply drag the appointment to another time within the same day. Click Yes to the move the appointment

Hint: If you don’t move the appointment to the exact hour, but within 10 minutes of the hour, it will move

the appointment to the closest hour. For example, the above appointment was moved to 12:05pm, but the

system has moved the appointment to 12:00pm



2.16 Client Attendance

For clinicians who work at POSs other than Abbotsford and Epping - where there isn’t a reception or admin staff member to greet the client when they arrive – you can mark the client as Arrived and subsequently Seen yourself. We encourage clinicians and clerical staff to try to do this on the day of the appointment rather than the following day or days later.

2.16.1 Client Attended

In the Attendance tab of the open appointment, check the Arrived checkbox

Alternatively, you can select the appointment in your calendar, and drag it to Waiting



2.16.2 Client Seen

In the Attendance tab of the open appointment, check the Seen checkbox

Alternatively, drag the appointment from Waiting to Being seen

The client will disappear from the Being seen area after two days. No further action is required.

Do not Close Attendance. This affects the billing. If the client appears in Being seen, then it’s clear that they have attended the appointment

2.16.3 Client Cancelled

Intake will generally handle client cancellations by checking the Cancelled checkbox under Appointment flags, and selecting a Reason. In the context of an appointment, Reason refers to whether the client should be charged; Pending Invoice Decision may be selected by the clinician if they are unsure, and Intake/Finance will decide whether to charge or not charge



2.16.4 Client Did Not Attend

If the client did not attend their scheduled appointment, check the Did not attend checkbox. As per the Cancelled appointment flag, select an appropriate reason, or if unsure, select Pending Invoice Decision

2.16.5 Reschedule

Not currently used. If a client reschedules, the original appointment is updated to reflect the new appointment details

2.16.6 Confirmed

Use the Confirmed checkbox to confirm a client’s appointment manually, for example if the client calls to confirm their appointment. The Confirmed checkbox is automatically checked if the appointment was confirmed via an SMS reply from the client

Hint: When a client’s appointment has been confirmed, but then their appointment is moved to another day, the Confirmed checkbox will ‘untick’ once the appointment is moved, and the blue ‘C’ that appears in the appointment cell will disappear. Remember that the automated SMS appointment reminders for the following day’s appointments are sent at 10:00am daily. Clients will only receive an appointment reminder for the rescheduled appointment if the appointment is not on the same day.



2.17 Recurring Appointment/Block

You can create recurring appointments for clients/non-client appointments, for example, an Administration appointment/block that occurs weekly. While the appointment window is open, click on the Recurrence tab

In this example, I have edited the Administration appointment to occur every Wednesday, beginning 4/10/17 and ending 31/12/17

The appointment now displays an icon in the bottom right corner to show that it is a recurring appointment



3 Cases and Clinical Encounters

3.1 Historical Cases The Business Solutions team have automatically closed hundreds of cases based on a set of criteria provided to us by the CaW clinical executive and senior clinicians. Clients’ closed cases will appear in the client cases list with a Status of Closed. Closed cases are not available to select when creating an appointment

3.1.1 Open Closed Case

Select the Closed case and click Reopen closed case

Click Yes



3.2 Open Case from Client Appointment

Double click on the appointment to open the case, or right-click on the appointment and select Workflow > Open Case

3.3 Open Case without client in focus

Go to Client > Cases (or use CTRL + 8 keyboard shortcut). In the Select Client window, search for the client; the most common way to search is by name (surname and first name separated by a comma) and click Search. Once client has been found, double click to open or click OK



You may also click Recent, which displays a list of clients that you have recently viewed. Scroll through to

find the client, select the client and double click to open or click OK

Double-click on the case to open it

Overview is the default view when you open the case



Hint: The case number is displayed in the Case Information panel for each case that you click on. This means that you no longer have to open every client’s/customer’s case to find the case number when you’re in the Client > Cases window. This is particularly useful for clients/customers who have many cases, and you want to quickly check each case number

Cases that were imported from Coreplus will display the case number a little further down



3.4 View Encounters

The Encounters tab lists each encounter (contact) with the client within a case, in chronological order. Encounters will display all Admin and Clinical encounters. Currently, any admin encounters created by Intake are titled Intake or Administration and are easily distinguishable from clinical encounters, whose titles are the Type of appointment

The content of the encounters are displayed in the right-hand panel of this window. You can scroll down to view all encounters from this panel, or click on each encounter

3.4.1 Admin Encounter

Clerical and clinical staff can create admin encounters, which can be viewed by clerical staff unless clinical privacy is applied. You can use the New Admin Encounter button on the toolbar to add an admin encounter (see Create New Admin Encounter for additional instructions)

3.4.2 Clinical Encounter

Clinical encounters (clinical case notes) are used to record notes that you take during or after sessions with clients. Clerical staff cannot view clinical encounters. Clinical encounters can be created via the appointment, within the open case, or via the Case New Encounter button on the toolbar

3.4.3 View Full History of a Case

By default, the most recent 20 contacts (admin and clinical notes) will be displayed in a client’s case. Go to

the View drop-down list to choose another filter, such as Full History. Clerical staff will only see admin

encounters; clinical staff will see both



3.4.4 View All Admin and Clinical Encounter Notes for a Client for all cases

To see all admin and clinical encounters for a client from all cases, go to Clinical > Review Encounters

If a client is not in focus, you will need to search for them (surname, first name), and click OK

By default, all of the client’s admin and clinical encounter notes – regardless of which case they belong to –

will be displayed for Clinical staff only. Clerical staff will only see the client’s Admin encounter notes.

You may change the view to display the client’s Recent Encounters (last 25 encounter notes)



Or you may change the view to display the client’s Full History, which contains admin and clinical encounter

notes, as well as any documents (e.g. scanned consent forms) that have been uploaded to any of the client’s

cases. These documents can be viewed by Clinical and Clerical staff



3.5 Create New Clinical Encounter

Clinical encounter notes – new and historical – have Clinical Privacy applied. Clerical staff cannot view clinical

encounter notes, or see them listed in a client’s case.

Example of how clerical staff see encounters in a client’s case

Example of how clinical staff see encounters in a client’s case

3.5.1 Via the appointment - recommended

Right-click on the appointment and select Workflow > Case New Encounter. This way is recommended as the appointment details are populated in the Clinical Encounter Form



3.5.2 Within the open case

3.5.3 Via Case New Encounter button on toolbar

You will need to select a client first



3.6 Clinical Encounter Form

The Clinical Encounter Form was created to capture the details about the clinical encounter. Some data collected on this form is collected for customer reporting and is therefore mandatory. Mandatory fields are pink to maintain a consistent theme with the native Iris forms.

Encounter note creation date/time

Appointment Details: Comes from

the appointment (except

Modality). Can be changed

Participant Details: Defaults to

Individual. Can be changed

Session Presenting Issue: Required

after each session

Session Outcome: Required after

each session

Impact: Required after each

session when the Service is EAP or

Medicare

Add a task to case for

yourself to action Create a Request Extension task for Intake

K10: Add K10 Survey

Score



3.6.1 Appointment Details

The Appointment list displays the client’s attended appointments. It is still recommended that you create a clinical encounter note via the appointment; the last appointment attended date will be populated. However, you do have the option to select a previously attended appointment. Appointments are listed in chronological order, from newest to oldest. Future appointments are not shown

Encounter Type and Service are populated from the appointment; these can be changed

Modality must be selected



3.6.2 Participant Details

Participants list defaults to Individual, however this can be changed

Client Attended checkbox will be automatically ticked, as the session has been attended

Tick Interpreter Used if an interpreter was used during the session

3.6.3 Session Presenting Issue

CaW Intake team collects the Initial Presenting Issue upon creating a case and the initial appointment for

the client. After each session, clinicians are required to collect the Presenting Issue and Therapeutic

Intervention

3.6.4 Session Outcome

After each session, clinicians are required to select a Session outcome

The following session outcomes are available to select



3.6.4.1 Allocation complete – Extension Requested

Choose this option when the client has finished their allocated sessions are there is a request for an

extension. A warning will appear to advise that you need to request an extension via the Request Extension

button on this form

3.6.4.2 Allocation complete – no further action required

Choose this option when the client has finished their allocated sessions. A warning will appear to advise that

the case will be closed, and the Case Closed checkbox will automatically be ticked

Hint: When a case is closed via the Clinical Encounter Form, the Workplace Services Case Form is

subsequently updated

3.6.4.3 External referral options

When any of the External Referral options are selected, the case will automatically close, and as mentioned

above, the Case Form is subsequently updated



3.6.4.4 Case Ongoing

Choose this option when another appointment with the client has been booked

3.6.4.5 Sessions remaining – client to make contact to re-engage

Choose this option when the client has not booked their next appointment at the end of the session

3.6.5 Impact

The Impact area is mandatory when the Service is EAP or Medicare.

For Impact on Personal and Work, choose from 00 to 10, where 00 = Not at all and 10 = A lot

For days absent from work in the last 30 days, choose from 01 - 03 days, 04 - 07 days, 08 – 14 days, 15+

days, or None

You must select an option from each drop-down list. If you did not collect the information for one or all drop-

down lists, you must select Not Collected from the applicable drop-down lists, and you must provide a

Reason for not collecting the information



3.6.6 K10 Survey Score

Enter the score of the K10 survey here. Note that the score entered must be between 10 and 50

3.6.7 Add Clinical Encounter Note

Enter the encounter note in the Workplace Services Encounter tab, which is a free text area. It has limited font styles and effects. You may also choose to click the Save icon to save your notes whilst you type, as there is no auto save functionality in Iris

Note that a signature will automatically append to the bottom of your clinical encounter note; this contains your full name, position, and AHPRA number



Click on the Preview tab to see how the encounter note will be displayed – the form details at the top, and clinical encounter free text notes underneath. Note that the Preview tab does not mean that the note has been saved

Click OK at the bottom right to save the encounter note. For now, there is no limit to the amount of times and for how long you can edit an encounter note; this will change soon. However, if you do edit a note, it will ‘version’ the note after it is saved e.g.

Hint: Spell check is available by clicking the spell check icon in the Workplace Services Encounter free text area, or using the keyboard shortcut F7. Iris will not detect misspelled words unless you use the spell check feature. This may be a future enhancement



3.6.7.1 Typing Templates

Create a typing template if you want to insert a commonly used template to your clinical or admin encounter notes.

Go to Maintain > Templates > Typing Templates

Click New Typing Template

Enter a Code – try to keep it simple. Enter a Description of the template that you’re creating. Enter the

template details in the Text box. You may change the font type/size/style. Tick Available to and choose

Everyone to make the typing template available to all Iris users. Click OK when done



To use the typing template in a clinical or admin encounter note, type the Code from the template you

created followed by a back slash e.g. SW\ and then press Enter on your keyboard. The text from the typing

template will appear in your note



3.6.8 Add Task to a case

The Add Task (Clinician) button on the Clinical Encounter Form allows the clinician to add a task for themselves relating to the case that they’re creating the clinical encounter note for. Click Add Task (Clinician)

This opens a new Task window. The Provider and Client, including a link to the Encounter that the task is

attached to, are pre-populated. Enter the Subject (mandatory) and Activity Notes (optional). Enter a Due

date and time (optional). Change the Priority if required. Click Save > OK

The task will appear next to the clinical encounter form



When you save the encounter, the task will appear as a link at the bottom of the encounter note

Hint: You can also create a task for the case by opening the client’s case and clicking the Tasks tab. Note that

it is not linked to an encounter note

3.6.8.1 Close Task

Click the Status drop-down list to see the available Status options. Choose Completed to close the task, or another suitable status. The link to the task will remain in the encounter note



3.6.9 Request Extension task

Clinicians have the option to create a Request Extension task via the Request Extension (Intake) button on the Clinical Encounter Form

Instead of opening a new task window, you will be requested to provide a reason for the extension. Once

you click OK, the request will be sent to Intake as a Task



When Intake open their Task List, the Request Extension task will appear, and they can open the task to

view/update the task

The task is also viewable in the client’s case

Note that the Request Extension button will behave differently if used on an existing clinical encounter note.



3.7 Create New Admin Encounter

Use the New Admin Encounter option on the toolbar. The Type and Activity are defaulted to Administration; these can be changed if necessary. Enter your encounter note in Notes, and click OK to save.

By default, admin encounters have Clerical Privacy applied to them, but there is an option for clinical staff to apply Clinical Privacy to admin encounters so that clerical staff cannot view the admin encounter note



3.8 Attach Document to a Case

Use this option to attach documents such as signed consent forms. All clinical and admin staff can perform this function.

Open the case and click on Documents

Click the arrow next to the New Item icon and select Import File



Browse to the document that wish to import, select it and click Open



The Client, Provider, POS and current Date are pre-populated. Enter a meaningful subject in the Subject

field. By default, the Category is Scanned Documents; to choose another category, click the drop-down list

and choose a category

Click OK. The document will display in the list of Documents for that client



3.9 Print Clinical/Admin Encounter

Select the encounter note that you wish to print, and click the arrow next to the Print icon. You may print all encounter

notes (Contacts) in the case, or selected encounters/contacts



4 SMS Ad-Hoc

Use this feature to send an ad-hoc SMS to a client

If the client is in focus i.e. their information is on the PIP, the Ad-hoc SMS window will open with that client’s name and details displayed. Use the Message field to enter your SMS. Click Send SMS to send SMS to the client

If the client is not in focus, you are required to search for the client in the Select Client window. Once you click OK, the Ad-hoc SMS window will then open



To check the client’s response and the ad-hoc SMS sent, open the client’s record (Client > Alter Client) and click the Notes link

Ad-hoc SMS responses also appear as Due Tasks.



4.1 SMS Templates

There is a new feature in the SMS Ad-Hoc module that allows you to choose a pre-defined SMS template for

SMSs that you regularly send to clients.

Below is an example of a template to send to clients confirming their appointment cancellation. You may

edit the message before sending it

Where tags appear, containing variable names, you are required to insert the missing detail. For instance, in this SMS template, I am required to insert the appointment date (APPDATE), appointment time (APPTIME), and appointment site (SITE)

These templates are created by Business Solutions.



5 SMS Appointment Reminders

For clients who have opted to be reminded of their appointments via SMS, there is a scheduled task on the Iris server which runs at 10:00am daily (including Sundays) to remind clients of their appointment the following day, along with the location of the appointment. If the client responds Y or OK, the appointment is confirmed. If the client includes additional characters in their response, a Task is created for Intake to action.



6 Appointment Calendar Sync

The calendar sync runs daily every 15 minutes from 6:00am – 11:00pm, which synchronises new, updated and recurring appointments in Iris to your Caraniche Outlook calendar. You may find this useful if you’re on the road and want to quickly check your appointments without having to log into Iris. You can do this in any web browser by going to https://mail.caraniche.com.au/owa and entering the domain\username (e.g. caradomain\ksmith) and password that you use to log into your device in the office.

A sync has not been created to synchronise Outlook to Iris; this is a feature we may look to implement in the future.

https://mail.caraniche.com.au/owa



7 Tasks

Tasks in Iris are reminders to users about actions or activities that need to be completed in the future. A user

can create tasks for themselves or other users.

7.1 Create New Task

You can create a task specific to a case or a Request Extension task for Intake via the Clinical Encounter Form,

or via

7.1.1 Task List icon on menu

7.1.2 Tasks tab in a Case

7.1.3 Tasks tab in Work Centre



7.2 Open a Task

Tasks can be opened via the Work Centre, within a case, or the Task List icon on your menu. If you have a

due task, it can also be opened via the Due Task Notification icon if you have this set up. The default filter in

these views is Pending tasks for me, but you can choose from several other filters that have been created

for the Clinician role.

7.2.1 Due Task Notification Icon

Work notifications are enabled for Tasks, so that if you have a due task assigned to you, an icon will appear

when you are logged into Iris. When additional tasks are assigned to you, the icon flashes for 10 seconds,

and when you complete a task, the number of Due Tasks on the icon decreases; you may need to refresh the

icon to see changes. If you have no due tasks, the icon will not appear. This icon can be dragged anywhere

on your screen, and the display is customisable e.g. small/large icons.

7.3 Refresh Tasks

You can right-click the icon and select Refresh

Alternatively, if you have the Tasks window open, you can click the Refresh icon on the toolbar



7.4 Action Task

Open the task. From the Status drop-down list, choose an appropriate status, such as Completed



8 Administration

8.1 Change Password

Click Organisation > Change Password

Type your new password in the New Password field. Retype this password in the Retype New Password

field. Click OK. The password change is effective immediately



8.2 Use Iris off-site

Follow these instructions for accessing Iris out of the Abbotsford and Epping offices. You will need to use

Remote Desktop Connection.

8.2.1 For Windows Devices

To access Remote Desktop Connection, open the Start menu of your device and type in MSTC. You should

see Remote Desktop Connection appear in the menu. Right-click on this item and choose Pin to Start, so

that you can subsequently access Remote Desktop from the Start Menu

Enter remote.caraniche.com.au and click Connect, then enter your Caraniche user name and password



You should see the Iris icon on the desktop:

If prompted for a serial number, please send a message to the Iris Support Slack channel.

8.2.2 For Mac Devices

Download and install the Microsoft Remote Desktop app, and enter the PC name and connect as per above.

Failing that, Google should have some instructions on how to set up Remote Desktop Connection on Mac

devices. Note that it is not recommended to use Iris on an iPad.



8.3 Help

8.3.1 Help menu in Iris

Click Help > Contents

In the Search tab, enter the word/phrase that you require help with, and click List Topics. The search results

are listed in the left panel; when you select a topic from here, the content is displayed in the right panel

You can also search for a topic in the Index tab



Or click on the Contents tab which displays all topics that you can drill into

8.3.2 Iris Support Slack channel

Slack is an instant messaging tool available to all internal Caraniche staff that use Iris. All Iris users are invited

to the Iris Support Slack channel, where users can post any Iris problems that they are experiencing. This

channel is managed by the Business Solutions team, who endeavour to respond to all queries in a timely

manner. It is best to post Iris issues on the Iris Support channel rather than emailing individuals in the

Business Solutions team.