Adding your 1st Case and Client

The first step is to enter the details of your Client into OpenFIT so you can correctly assign their feedback to each Session and track their feedback over time.

The feedback from each Session is recorded as part of that Client’s Episode of Care or Case. The first step with OpenFIT is to create an Episode or Case and then add the client to that Case.

Here we will look at creating a Case or Episode for an Individual client. In other sections we cover capturing feedback from clients in other types of cases such as Couple, Family or Group cases.

Step By Step Instructions

To create a New Case click on the Add Case Button on the Case and Client Screen

This will take you to the New Case screen where you can Add the Case details and then add the Client to the case.

Below are the details you are asked to enter from the ‘New Case screen’.

Case Number

Case Number is the first detail to add here and this is the reference number that your agency assigns to this new Case. This will generally be on the paperwork you have available for this new case or in your client record system.

Type

Next you select the Case Type. You have four options here, Individual, Couple, Family or Group. It is important you select the correct case type as this will affect the options you have later. For this getting started section select the Individual case type.

Start Date

The start date of the case will default to today’s date. To change it, click on the calendar icon to the right of the date.

Status

Select the Case Status. This will default to the status ‘Open’.

Later when the case has ended you can select the options ‘Closed – Planned’ if the case was closed by agreement or ‘Closed – Unplanned’ for cases that close because the client has not attended scheduled sessions.

Description

This is a text field that allows you to write some notes that describe the case or are relevant to the case.

Tags

To add a Tag to a case select a Tag from the Tag drop down menu. Tags are words that are associated with a Case. They can be used for example to link Cases to a type of service e.g. ‘Addiction’ or to a specific clinic or area e.g. ‘Outreach’. They can then be used to filter Cases and Clients on the Case and Client List Screen and can also be used in the reporting component of OpenFIT.

Note: If the dropdown menu does not contain a list of Tags you can request the Administrator for your OpenFIT account to create Tags or labels that are relevant to your work.

When you have completed this screen please click Next to go to the Add Clients screen.

ADDING A CLIENT TO A CASE

Now that you’ve created a new case in OpenFIT the next step is to add a client to the case.

For Step by Step instructions see below:

Click Next to go to the Add Clients screen.

 

ADD A NEW CLIENT

To create a new client click on the + sign under the ‘New Client’ label and the fields.

Client Record Number

As with creating a new case you are first asked to create a ‘Client Number’. This is the reference number that your agency assigns to this new client. Generally it will be on the paperwork you have for this client or in your case/client record system. You can also use the Case Number here if you don’t have a specific client number.

First and Last Name

Next enter the First and Last name of the Client. If you prefer, you can enter “Anonymous” and use the Client Record Number as a reference to link the Client back to your main record system.

Date of Birth

The Date of Birth is used later on to determine the correct Survey to use and for certain algorithms used in the system.

Note: If you are choosing that your clients remain anonymous in the OpenFIT system, make sure you put in a correct date of birth so that when you are creating reports later that identifies clients as adults or children they are accurate.

Tags

Tags are words that are associated with a Case. They can be used for example to link Cases to a type of service e.g. ‘Addiction’ or to a specific clinic or area e.g. ‘Outreach’. They can then be used to filter Cases and Clients on the Case and Client List Screen and can also be used in the reporting component of OpenFIT.

To add a tag to a client select a tag from the Tag drop down menu. If the menu does not contain the tag you require then you can request the Administrator for your OpenFIT account to create additional Tags.

For this Getting Started Section you are not adding a collateral rater so click Save and Exit to return to the Case and Client List screen.

You will now use the Survey Option to add a Session to the Case and collect an ORS survey.