AIDS Institute Reporting System
How To: Enter Group Activities
HOW TO:
Enter Group Activities
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AIDS Institute Reporting System
How To: Enter Group Activities
INTRODUCTION:
The Group Activities screen is used for Individual Clients who receive services
along with other Individual Clients (and possibly their Collaterals) in a Group
setting.
Before any Group Activity can be entered, 1) the Group(s) must be entered and
2) Clients must be enrolled into the Group.
•
Groups are set up in the AGENCY module.
•
For Groups associated with Programs that Require Enrollment:
a) Enroll the client in the Program before the Group. Clients not
enrolled in the Program cannot be enrolled in the associated Group.
b) Ending (closing) the client’s Program Enrollment will automatically
(end) close the client out of the Group. (Their Group Enrollment will be
ended.)
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AIDS Institute Reporting System
•
How To: Enter Group Activities
For Groups associated with Programs that do Not Require Enrollment:
a) All clients active in the agency can be enrolled in the Group.
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AIDS Institute Reporting System
How To: Enter Group Activities
•
After clients are enrolled in the Group, the user enters the Group Activity
and marks attendance with a “Yes” or “No” (default). See STEPS starting
on Page 5.
•
Service Categories that can only be entered using Group Activities are:
o Interventions Delivered to Groups (IDG)
o Case Management - Groups (Not AI, only for PHS (MHRA))
•
Service Categories that can be entered using Services Form or Group
Activities are:
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
•
Adult Day Health Care
Agency Services
Care Coordination
Child Care/Child Life Services
Compr. Risk Counslng & Refer Srvs (CRCS)
HUD/HOPWA Housing
Harm Reduction
Health Education/Risk Reduction
Home Health Care
Housing
Mental Health
Nutrition and Food
Permanency Planning
Promoting Access to Care
Retention in Care
Substance Use
Supportive Counseling
Supportive Services
Transportation
Treatment Adherence
Once a Group Activity is saved, the associated encounter/service(s) are
automatically entered into the Services Form for each client who attended
the Group.
o The information can be viewed afterwards by navigating to the
client’s Services Form.
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AIDS Institute Reporting System
How To: Enter Group Activities
STEPS:
1. If you are logged into AIRS, click on the SESSION-BASED ENCOUNTERS
Module.
2. Click on the [+] to the left of the Group Activities to expand the option.
3. When the menu is expanded, you see the following.
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AIDS Institute Reporting System
How To: Enter Group Activities
4. Click on Group Activities.
•
Note the 4 tabs:
o
o
o
o
Encounter Information
Progress Note
Additional Information
Attendees (not active until information is entered)
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AIDS Institute Reporting System
How To: Enter Group Activities
5. Choose a Group by clicking on [Select Group] button.
6. Highlight the Group needed.
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AIDS Institute Reporting System
How To: Enter Group Activities
7. Click on the [Select] button.
•
Note that the Attendees tab and [Locate Clients] button are not yet
available.
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AIDS Institute Reporting System
How To: Enter Group Activities
8. Click on [Add] to start the entry of the Group Activity.
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AIDS Institute Reporting System
How To: Enter Group Activities
9. Enter the Date, Contract#, Service Category, Model, Intervention, Encounter,
Staff, Site, and at least 1 Service. (Other fields are optional for saving the
activity.)
•
•
Note: Required fields have labels that are bold and black.
Note: At least 1 Service is required.
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AIDS Institute Reporting System
How To: Enter Group Activities
10. Select the Services(s).
11. The available Services are found on the left side. Move the Services
provided from the Left side (Æ) to the Right side. See next page. Options
include:
•
Double-clicking directly on the individual Service
•
Highlight a Service or Services and Use the > button. Options include:
i. Click directly on the Service.
ii. For consecutive services hold the [SHIFT] key and click on first
and last service to be included.
iii. For non-consecutive services (example below), hold the [CTRL]
key and click on selected services.
•
The >> button moves all the Services listed on the left to the right
•
To remove a Service from the right side, click on the < button
•
To remove All Services from the right side, click on the << button
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AIDS Institute Reporting System
How To: Enter Group Activities
12. Click on [Done] when finished.
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AIDS Institute Reporting System
How To: Enter Group Activities
13. Click on the [Locate Clients] button when all the necessary information has
been entered.
14. You are brought into the Attendees tab to mark attendance for the Group.
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AIDS Institute Reporting System
How To: Enter Group Activities
15. Mark Attendance:
•
Click on the individual check boxes under the “Attended” column to mark
attendance. See below. Note the check in the boxes selected.
OR
•
Right-click for more options, such as ‘Mark All Attended’. See next page.
Checking the box for those clients who attended
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AIDS Institute Reporting System
How To: Enter Group Activities
Right Click for other options
•
Note: The ability to enter Collaterals who participated in the Group
Activity is not available during the ADD or EDIT modes. It becomes
available only when the Group Activity has been saved.
•
Note: The ability to enter Referrals from the Group Activity is not
available during the ADD or EDIT modes. It becomes available only
when the Group Activity has been saved.
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AIDS Institute Reporting System
How To: Enter Group Activities
16. DECISION POINT: Determine if you have anything more to enter.
A) If you want to enter a Progress Note and/or Additional Information:
Go to Step 17. (Do NOT click on Save.)
B) If You Are Finished: Click on [Save]. You can now continue working
on other things or add Collaterals or make Referrals to this Group Activity.
i. Note: Once the Group Activity is saved, Collaterals Involved can
be entered. This is optional, however. If needed, go to Step 18.
ii. Note: Once the Group Activity is saved, Referrals Made can be
entered. This is optional, however. If needed, go to Step 19.
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AIDS Institute Reporting System
How To: Enter Group Activities
17. If you want to enter a Progress Note and/or Additional Information associated
with the Group Activity, see below.
A) PROGRESS NOTES (Optional):
I. Click on the Progress Note tab.
II. Enter the note. You can also right click to get other entry options
(below).
III. When the Group Activity is saved, the information will be associated
with a) the Group Activity and b) each attendee’s Encounter record.
o Note: The information pertains to the Group Activity and not
about individual clients even though the information is added to
each client’s encounter record (when available).
IV. If You Are Now Finished with the Group Activities, click on [Save].
Otherwise, you can go to the Additional Information tab.
o You can now continue working on other things or add
Collaterals or make Referrals to this Group Activity.
o Note: After saving, any changes or additions (via EDIT) to the
Progress Notes will only be seen (associated) in the Group
Activity screen. The clients’ Progress Notes will not be updated.
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AIDS Institute Reporting System
How To: Enter Group Activities
B) ADDITIONAL INFORMATION (Optional):
I. Click on the Additional Information tab if you’d like to enter Primary
Diagnosis, Billing Physician, and/or Materials Provided.
II. Right-click on the blue line (under the Materials Provided section) to
‘Add Materials Received’.
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AIDS Institute Reporting System
How To: Enter Group Activities
III. Click on [Type], select Materials, and click on [Select].
IV. Optional: Enter the Quantity.
V. Click on [Done] to complete the Materials Provided entry.
VI. If You Are Now Finished with the Group Activities, click on [Save].
o You can now continue working on other things or add
Collaterals or make Referrals to this Group Activity.
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AIDS Institute Reporting System
How To: Enter Group Activities
18. Entering Collaterals Involved (optional):
•
This option is only accessible from the Attendees tab after saving the
Group Activity record. Therefore,
I. Highlight a specific client (who attended).
II. Right-click and select the Collaterals option.
III. Enter Collateral information.
IV. Optional: Enter Encounter With.
V. Right Click on the blue bar that currently indicates “Not Entered”.
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AIDS Institute Reporting System
How To: Enter Group Activities
VI. Click on ‘Select Collaterals Involved’.
VII. Move the Collaterals Involved in the Group Activity from the left (Æ)
to right. (See Step 11 on Page 11 for information about moving
options.)
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AIDS Institute Reporting System
How To: Enter Group Activities
VIII. Click on [Done] when finished with the move.
IX. Click on [Save] when finished.
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AIDS Institute Reporting System
How To: Enter Group Activities
19. Entering Referrals (optional):
•
This option is only accessible from the Attendees tab after saving the
Group Activity record. Therefore,
I. Highlight a specific client (who attended).
II. Right-click and select the Referrals option.
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AIDS Institute Reporting System
How To: Enter Group Activities
III. You’ll see all of the client’s existing referrals. To enter a new
Referral, click on [Add].
IV. Enter the necessary information.
V. Click on [Save].
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AIDS Institute Reporting System
How To: Enter Group Activities
VI. Close the screen by clicking on the [X] in the top right hand corner.
VII. This returns you to the Group Activities screen where you can
continue working.
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