This document outlines training for a new case management system called OCASE 2.0 for organizations that provide support services to people living with HIV in Ontario. The training covers recording client intake information, activities, appointments, and closing client files in the new system, which will replace booking events as of April 1, 2015. Contact information is provided for getting help from the OCASE team implementing the new system.

1. Support Services for People
with HIV in Ontario
OCASE Document
ocase@ohtn.on.ca
1-877-743-6486
Hadaf Zubi: ext. 2301
Carlos Joseph: ext. 2235

2. TODAY’S AGENDA
I. Who, Why, What and When?
II. Review of Document - Hands On Training
III. Lunch
IV. Review of Document - Hands On Training
V. Break
VI. Review Training Checklist
VII.Questions and Comments

3. WHAT DID WE DO TO GET TO THIS
STAGE?
 2005 - a survey on information collection and management conducted; 4 tools
assessed for case management systems
 2008 - Penelope case management system was implemented into 4 agencies
 2009 began capturing Education and Outreach
 2010 fully implemented – booking events with cart items
 2012 OCASE Best Practice Working Group – ongoing involvement
 2013 OCASE Technical Review
 Consulted with a group of your peers over the past few years
 Surveys; environmental scan
 Interviews
 Focus groups
 2013 EOCD activity began with 5 pilot agencies who provided feedback
 2014 OCASE 2.0 we started capturing Education, Outreach & Community
Development (EOCD)
 2014 Support Services activity into Documents began with 6 pilot agencies
 2014 Changes and improvements based on feedback from the working group and
from consulting with the software developer were made
 2015 Support Services (non-group) activity tracking into Documents will be
implemented in all agencies on April 1, 2015

4. PROVINCIAL SUPPORT SERVICES WORKING
GROUP
 To address challenges, OCASE usability and the issue of common
“service” language spoken by the ASOs across the province the AIDS
Bureau established a Provincial Support Services working group.
 The working group was formed in late 2012 and included frontline
workers, managers and executive directors. The outcome of this direct
collaboration is the OCASE 2.0 system, an easier and more streamlined
approach to data collection informed by your daily processes.
 OCASE 2.0 was built using real-world situations, and because of this we
are very confident that you are ready for OCASE 2.0 to make your life
easier.

5. THE CHALLENGE
The Working Group looked into four
questions:
- What kind of support do we provide?
- How do we call what we do?
- How do we record what we do in a
meaningful and user friendly way?
- How can we use the information we
collect to improve service delivery

6. WHO, WHY, WHAT, AND
WHEN? Why are we changing the way that we record
information?
 Establish provincial service guidelines and clarify the role of ASOs in providing
support. Active sharing and promotion of best practices for delivering support
services
 Harmonize standard or core service definitions
 What is in it for me?
 We will be capturing most of the service information required by all agencies and
comprehensive information about my client so that you can provide improved
and appropriate services
 Can we change the document?
 Changes have already been made based on pilot agency feedback and
consulting with the software developer and we are capturing most of the
information required by all agencies
 You will be guided through completing the
OCASE document based on your response to
questions (branched questions are displayed)

7. ASO TASK LIST – 2014
 Review the program description and the fact sheet
 Remind staff to stay on top of record keeping. As of April
1st. OCASE users cannot use the old system
 Align your intake forms to match the OCASE intake
 Determine which Service File(s) will be used for all Client
Support Service tracking. It is recommended that you have
one Service File (or as few as possible)
 Map (define) where services that you provide fall within the
program description. You may choose to look at your
current OCASE cart items list to make sure that you do not
miss any services you currently provide and document (A
Cart item list can be sent to your agency upon request to
ocase@ohtn.on.ca)

8. ASO TASK LIST – 2015 Everyone in your agency should have access to your client
consent and should be trained internally about how to present it
to clients
 Start a count-down calendar of the number of days left that they
can enter data in the system
 Determine whether or not your agency will start using Informal
Series and/or Group List to record group activity with clients.
Group activities tracking is not included in this new Document, the
only options will continue to be Informal Series or Group List. Ask us
about this if you would like to start using these features in OCASE
 Review current protocols on client record management and
update accordingly
 Keeping in mind OCASE is now a mandatory tool and will be used for OCHART
reporting
 What happens on intake – what is your process?
 How will your agency de-identify information if clients do not provide consent to
OCASE

9. ASO TASK LIST – 2015 Finalize your service mapping to the new program
categories. This should be done prior to training so that you
know where your client services are to be recorded in the
document
 During the month of March, get ready to your to make the
switch over – event bookings should be kept up-to-date
 Booking events with cart items will stop on the 31st but
starting April 1st Documents are used for each complete
Session (one or more activities by a worker)
 Familiarize yourself with your new intake procedures and
access to your new forms developed internally for clients
 All procedures in your agency should be documented for
existing staff and future staff. Utilize the EBPU as a resource if
you have any questions or need recommendations for
procedures.

10. DOCUMENTS SECTIONS COVERED DURING
TRAINING:
 OCASE TRAINING URL: http://38.122.184.204/
 Recording Events and information for individual clients
 Intake/Presented Issues & Baseline Information
 Service Record
 Missed Appointment/Simple Client Contact
 Presented Issues Update
 Demographic Information Update
 Support Service File Closure
 Edit / Copy / don’t’ Lock yet
 When do we begin to use this new OCASE Document?
 April 1st, 2015 – The old method (booking events) will cease to continue for support
services to individual clients. No change for non-client or Group activity tracking.
 Activities that need to be recorded up to March 31st will be entered by booking
events. You will be unable to book Events dated April 1st onward
PAUSE THE PRESENTATION NOW AND GO TO OCASE

11. STOP BOOKING ACTIVITY EVENTS AS OF APRIL 1, 2015
EXISTING EVENTS AND CASE NOTES WILL ALWAYS BE
AVAILABLE

12. CLIENTS ASSIGNED TO YOU ARE VISIBLE ON
YOUR HOME PAGE

13. TO FIND CLIENTS ASSIGNED TO OTHER WORKERS
USE THE “SERVICE” SEARCH TAB

14. CLIENT ACTIVITY IS TO BE RECORDED IN A
DOCUMENT STARTING APRIL 1, 2015

15. DOCUMENT REVIEW AFTER DATA
ENTRY
After clicking finish, look at all the
details on the Document
summary screen.
Checking details right away will
give you a higher level of data
accuracy.
Enter activity into OCASE as it

16. WORK AS A TEAM
Supporting each other as the new
processes are adopted
For example, you can cross-train new
users and seek help from other
knowledgeable users
Contact the Evidence-Based Practice
Unit for OCASE data requests, questions
and support
Add OCASE to every staff or group
meeting as an agenda item

17. CONSENT AND SECURITY
 Consent forms will be the service contract and
data collection by your agency
 Clients should be told about the reason for your
agency asking for and recording their information
and about your agency’s complaint process
 From time to time client information with specific
consent could be needed so that you can act as
an advocate for service delivery
 The privacy and security practices of each
individual worker in your agency plays a role in
safeguarding your clients’ information

18. THANK YOU!
Contact us:
Ontario Community-Based AIDS Services & Evaluation (OCASE)
Evidence-Based Practice Unit
Ontario HIV Treatment Network
1300 Yonge St., 6th Floor
Toronto, ON, M4T 1X3
ocase@ohtn.on.ca
1-877-743-6486
Hadaf Zubi, ext. 2301
Carlos Joseph, ext. 2235