OCASI Client Management System (OCMS) - Documentation

Contents

• Home Page Overview
  • Your Dashboard
  • Find a Client / Agency
• Registering Client's
  • Client Profile (Named)
  • Client Profile (Anonymous)
• Sessions
  • Session Types
  • Service Forms
  • Types of Service Forms
• Agency Specific Questions
• Tasks and Referrals
• Client Dashboard
• Manage Settlement Plans
• Notifications
• File Attachments
• Track Support Services
• Reporting
• Report Criteria Page
• Bulk Uploads to iCARE
• FAQs

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)

(3) Group Sessions

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

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.

2. Needs Assessment Form

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.

3. Employment Form

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.

4. Non-Specified Form

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.

5. Refugee Form

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

6. Community Connection Form

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.

7. Language Assessment Form

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

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.

2. Job Development Update/Progress Form

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.

3. Job Placement Form

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.

4. Mentor/Tutor Match Form

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.

5. Mentor/Tutor Update Form

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
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

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.

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

Enrolled Client

3. Training Enrollment Form

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

4. Training Exit Form

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

Employment Group Activity

The Employment Group Activity form is a specific set of services that seek to adapt existing skills, provide work experience, connect clients with employers and professionals, and provide employment counselling or coaching.

1. Employment 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 many agencies across Canada currently using the system.

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 are training sessions every month provided through webinars, that anyone can attend whenever they have questions. There is also a knowledge base and online training videos of all the information required to use any part of OCMS, which can be accessed at anytime. This information and training are included in the cost of using OCMS.