OCASI Client Management System (OCMS)

Logo of OCMSThe OCASI Client Management System (OCMS) is a newly developed, powerful and sophisticated website that can be used by multi-service agencies across Canada to record and retrieve important client information while generating detailed real-time reports on individual and group activities.

The video will provide prospective users an overview of the key Management Features of the OCASI Client Management System (OCMS). Please click on the link to watch the video.
Introductory Tour for Prospective Users

The OCASI Client Management System provides agencies with a reliable, affordable and secure system to update and access:

  • Detailed client profile forms with access to print client lists and emergency contacts
  • Twenty-one (21) client and Group activity forms such as: Needs assessment, information and orientation, employment, refugee, language and finance forms, etc...
  • Internal and external referral partner lists
  • Manage Tutors, Mentors and employee directory
  • Settlement planning tools
  • Automated email follow-up notifications and reminders
  • Workshop administration forms
  • Manage Tutors, Mentors and employee directory
  • More than (30) thirty different types of reports with advanced options based on client parameters (age, gender, location, etc.) and services delivered (workshops, referrals, needs assessments, etc.)
  • Automated iCARE Bulk Uploads

This Database has been up and running since its launch in the spring of 2014.

Please note: This service is currently not funded by any level of government so we are charging to sustain the system and add new features as required.

This article lays out some of the main features and processes of OCMS to help you decide if the system is right for your agency.

Contents

Home Page Overview

Your Dashboard

Staff can quickly get updated on their most recent client interactions and find any forms that need to be completed.

Find a Client in Your Agency

This feature ensures the client is not already registered with your agency and only a single profile is created for each client.

You can search for a client by entering the client name, phone number or any of the specified fields below. 

You can also click on the Additional options to narrow now your client search even more.

Registering Clients

Client Profile (“Named”)

A named client is a person seeking information, orientation or referral services. 

The first screen is the privacy statement which states that your client understands and accepts that the information you collected will be entered in OCMS and shared only within your agency.

The image below shows part of the Client Profile form.

There are many parts to this form, which will be filled in over time with your client.

Client Profile (“Anonymous”)

You can also work with clients who want to remain anonymous; this is also the client’s that do not wish to say “yes” to the privacy statement.

Sessions

A Session profile is filled out every time you provide a service to a client. This service can be in person, on the phone or by email. You can add one or more funders to the session, if applicable.

Session Types

Sessions hold the information about the when/where/who of the Services you provide. Think of them as the folder that holds the logistics and details of your activities.

Different activities require different types of Sessions. On OCMS there are (6) types of Sessions that can be created:

(3) Direct Services Sessions – one-on-one

  • Direct Service
  • Direct Service (Job Development)
  • Direct Service (Finance)text

(3) Group Sessions

  • Language Training
  • Information & Orientation (I/O) Group Activities (Named & Anonymous)
  • Community Connections (C/C) Group Activities (Named & Anonymous

Service Forms

Service Forms are designed to capture information provided during a session/meeting between a Worker and a client. Services can be long-term or short-term and can include the creation of a task and/or referral. Service Forms are a part of the Session Form.

There are 21 different Service forms on OCMS to cover every type of service you or your staff would possibly provide.

Types of Service Forms

Direct Service Sessions there are (7) Service Forms to choose from:

  1. Information & Orientation Form
  2. The Information & Orientation Form is used to collect pre- and post-arrival information on the topics discussed during the meeting with the Client. This form can be used for one-to-one.

  3. Needs Assessment Form
  4. The Needs Assessment Form is usually completed on the client's first visit. This form is used to gather information on the client's program needs and desired settlement objectives.

  5. Employment Form
  6. The Employment Form collects information on the client's current employment status, skills and history of employment program attendance. This form is used for any of three employment intervention services: referral only, short term intervention and long term intervention to assist client’s to search for acquire and maintain employment.

  7. Non-Specified Form
  8. The Non-Specified form collects the information captured during a meeting between a program worker and a Client. The idea is that you could use this form to quickly attach clients to simple programs and services that don’t require much data collection.

  9. Refugee Form
  10. The Refugee form (also known as a RAP form for iCARE users) allows for the collection of client and service information delivered by service provider to refugees.

    Interim Forms

  11. Community Connection Form
  12. The Community Connection Form is used to determine the assistance required to create networks through initiatives for the client, on a social and/or professional level.

  13. Language Assessment Form
  14. The Language Assessment Form is used to determine the English or French language training needs. LINC services are included in this section as well.

Direct Service (Job Development) Sessions there are (5) Service Forms to choose from:

  1. Job Development Needs Assessment Form
  2. The Job Development Needs Assessment Form collects the information captured during a meeting between a program worker and a Client. This form is closely aligned to provincial employment program requirements.

  3. Job Development Update/Progress Form
  4. The Job Development Update/Progress Form form collects the information captured during a meeting between a program worker and a Client. This form allows you to keep track of a client’s progress in their job search.

  5. Job Placement Form
  6. The Job Placement Form collects the information captured during a meeting between a program worker and a Client. This form allows you to match clients to job/co-op placements.

  7. Mentor/Tutor Match Form
  8. The Mentor/Tutor Match Form collects the information captured during a meeting between a program worker and a Client. This form allows you to connect Mentors and Tutors to your client’s.

  9. Mentor/Tutor Update Form
  10. The Mentor/Tutor Update Form collects the information captured during a meeting between a program worker and a Client. This form allows you to keep track of milestones and outcomes.

Direct Service (Finance) Session there is (1) Service Form to choose from:

  1. Financial Services and Outcomes Form
  2. The Financial Services and Outcomes Form form collects the information captured during a meeting between a program worker and a Client. This form allows you to keep track of financial services and outcomes.

Language Training Sessions there are (4) Service Forms to choose from:

Group Activities

  1. Training Open Form
  2. The Language Training Open Form captures details about the language course including the teacher name, enrollment and class details and course location. This is also where you record the CLB levels provided in the course.

  3. Training Attendance Form
  4. The Language Training Attendance Form records the attendance information for each Enrolled Client in the Language Training Session.

Enrolled Client

  1. Training Enrollment Form
  2. The Language Training Enrollment Form is attached to each Attendee/Named Client. It records the Enrollment information for the Client.

  3. Training Exit Form
  4. The Language Training Exit Form is attached to each Attendee/Named Client. It records data about the Client status in a Language Training Group Activity.

Group Activity Forms

Community Connections Group Activity

The Community Connections Form captures the details of group activities that connecting client’s to others in the community to provide resources. You have the option to add your presenter, keep track of your evaluations and rate the service.

  1. Community Connections Form (Group Activity)
  2. Community Connections Attendee Form

Information & Orientation Group Activity

The Information & Orientation Group Activity form captures information about the various information sessions or other group activities delivered as part of your program. You have the option to add your presenter, keep track of your evaluations and rate the service.

  1. Information & Orientation Form (Group Activity)
  2. Group Activity Attendee Form

Agency Specific Questions

You can add your own Agency Specific Questions to any form or to the client profile. You would click on Select form to Configure and choose from the drop-down.

Tasks & Referrals

Tasks & Referrals is where you record the details of any internal or external referrals your agency makes. 

You can set email reminders for staff and client's.

Client Dashboard

A place to quickly access client notes and history of services received.

Security

Aside from the many technical ways we keep your data secure OCMS lets you decide who within your agency can access Client information.

Staff can be assigned to Programs and only staff within that program can see Forms created by the other Program members.There is even an option to mark a form Private, by doing this only the support worker and their manager/coordinator will be able to see this form.

Manage Settlement Plans

Under Manage Settlement Plans, you can add follow-up information to existing settlement plans, review current progress and do much more.

Notifications

A listing of all the notifications you have sent a client will be under the Notifications tab. No notifications will be here if the client's email address is not in the database under the Client Profile. You will see check-marks for notifications that were sent and the date they were sent.

File Attachments

You can attach files to your client's profile or Service forms. They are all centrally available in the Client Dashboard.

Track Support Services

You can also input any support services received by each client for your group activities (or individual services).

Reporting

OCMS can produce reports on all data collected. There are many different report types available including the Bulk Upload report for use with the iCARE system.

There are 26 different reports not including the Bulk Upload Reports for those client's using iCARE

Report Criteria Page

All report criteria pages are basically the same unless you wish to add the additional options listed below.

Report Criteria - Additional Options

These additional options allow you to run reports based on gender, immigration status and much more. New filters are being added all the time.

Report Look and Feel

OCMS reports contain numerical displays. All information that is entered into the database can be reported on through the many reporting options. Below is just a fraction of the information available in the reports.

Bulk Upload to iCARE

You will be able to use the information you entered into OCMS (client and service records) to quickly create Bulk Upload files that contain the data needed by iCARE to submit your monthly report.

Error Checking

OCMS will ensure that your Bulk Upload files are iCARE-ready by letting you know if your report is missing data required by iCARE. If anything is missing, OCMS will show you which client or workshop records need updating and which worker entered the information.

File to Upload

An example of the final Bulk Upload file is below. It is the exact format required by iCARE to enter multiple records all at once. The alternative to OCMS Bulk Uploads is for each worker to do individual entries which would require hours of duplicate entry. OCMS is a time-saving alternative that allows your agency to maintain a client-focused and independent client management system.

Frequently Asked Questions

Is it hosted in Canada?
Yes, in Toronto at a professional hosting company.

Is it only for Client’s in Ontario?
No, there are over 35 agencies currently using the system. Agencies of all sizes located all across Canada.

Can we import our existing client's?
Most likely. We will provide a template for you to add your client information. However, it is unlikely we will be able to import any individual service records you have.

Who can see my agency data?
Only those within your agency can see your clients' data. We have tools to allow agencies to work in “Trusted Partnerships” but that is a separate process.

Funders do not have any access to OCMS data beyond what you have to share for reporting purposes.

Isn't iCARE enough for my agency?
iCARE is not a Client Management System. It is a data entry and reporting tool designed for and controlled by a specific funder. There are many basic features and services that iCARE does not provide. 

Is there Training for our employees and does this cost extra?
Yes, there is training every month provided online, that anyone can attend whenever they have questions on a monthly basis. This training is included in the cost of using OCMS. There is also a knowledge base of all the information required to use any part of OCMS.

OCMS Feature Chart

KEY CLIENT MANAGAMENT FEATURES

OCMS

Client-related

 

No restrictions on what type of clients can be recorded and reported on

Handles any client immigration status

Handles both anonymous and named clients

Can connect clients by family code

Able to print client profile as intake form

Built-in confidentiality and privacy controls

Agency-specific

 

Customized follow-up emails/reminders/surveys/notifications

Customized internal referral lists

Customized external referral lists

 

Shared client profiles to save on duplications and aid time management

Reporting

 

Workers can create reports of own activities

Create reports by location

Create reports by worker

Create reports in real-time

Aggregated reports for funders

Case Management

 

Record and review past client sessions

Record and review case notes of client sessions

Create, update and share detailed settlement plans between staff and clients

Record and track follow-up for referrals

Update settlement plans/forms indefinitely

Monitor progress of settlement plan

Restrict who in the agency can see client forms
Upload files to Client Profile or Service forms

Group Orientations/Workshops

 

Organize attendance of group activities

Group activity name customization

Report on workshop trends and topics

Clients can be added ad hoc to group activities - client profile to be completed at a later date

Track different group activities

Time Savers

 

Automated client/worker email notifications/reminders

"Trusted Partnerships" to share referral information between partners

Bulk export of records for importing into funder databases

OCMS Pricing

This service is currently not funded by any level of government so we are charging to sustain the system and add new features as required.

The Annual Fee comprises:

  • $5000 ($CDN) Maintenance Fee
  • $150 / individual User License Fee

What do we get for this fee?

  • Access to the advanced OCMS tool and reports
  • Training for your staff and ongoing telephone and email support
  • Updates to the system to accommodate requirements of major sector funders
  • Ability to quickly Bulk Upload your monthly reports to iCARE
  • Knowledge your data is secured and backed up
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