Health & Social Services Configuration Data Preparation Instructions

Health & Social Services Configuration Data Preparation Instructions

Introduction

This page is meant to provide you with information on how to populate your health & social services case management specific data into the Health & Social Services build template that you downloaded from the template-based migration introduction page. This page is only to explain the "Intake" section of the Contact tab, and the Help Line, Outgoing Referral, Service Plan and Service Delivery tabs.
For health & social services specific information such as donations, pledges, memberships, etc., please see the pages linked from the main instructions page here.

Type of information that goes in this configuration of Sumac:

  1. Manage Client’s Lifecycle
    1. Intake & screening
    2. Assessment of needs & risks
    3. Services planning and delivery
    4. Discharge, re-entry & aftercare
  2. Track incoming referrals
  3. Manage outgoing referrals
  4. Track incoming calls to your Mental Health Crisis Helpline.

How the information entered in the relevant tabs will be handled:

  1. Each row will be imported as a separate record 
  2. Any data entered into a field marked as a drop-down field or a checkbox group field in the "Type of Field" column will be created as an option in that field. 
    1. For checkbox groups, multiple options can be recorded in the data, as long as those options are separated by a comma.

    2. For fields marked as drop-downs only one option can be recorded.

  3. Time of day and duration fields should have the data in HH:MM:SS format

  4. For date fields, a complete date is needed, including the year, month and day

  5. All fields in red are mandatory fields

Contacts - Intake

These are the fields you will find in the intake area of a Contact record.
In the template spreadsheet, you will find columns representing these fields in the Contacts tab. 
The information in these fields is generally considered to be unchanging.
Each individual should have only one row of information that goes in these fields.

Name of Field

Type of Field

Notes

Ethnicity

Drop-down

 

Employment Status

Drop-down

 

Family Size

Number

 

Education Completed

Checkbox Group

 

Family Income

Drop-down

 

Referral Source

Checkbox Group

 

Reason for Referral

Text

 

Referral Date

Date

 

Emergency Contact Name

Text

 

Emergency Contact Phone

Text

 

Emergency Contact Email

Text

 

Relationship to the contact

Text

 

Family Doctor

Text

 

Allergies

Checkbox Group

 

Relevant Medical Conditions

Long Text

 


Help Line

For every call made into your helpline a record of this type is created. This means that for every call there should be one row of data in this tab with details of that call.

Name of Field

Type of Field

Notes

Contact

Contact

Links to a Contact record.

Date

Date

 

Call Start Time:

Time of day

 

Call End Time:

Time of day

 

Call Duration:

Duration

 

Reason for Contact

Dropdown

 

If Other:

Text

 

Notes/Comments

Long Text

 

Outgoing Referral

Every time you refer a client to one or more services or service providers, a record of this type is created. This means that you will need one row of data for each instance that you are referring a client to one or more services or service providers.

Name of Field

Type of Field

Notes

Date

Date

 

Client

Contact

Links to a Contact record.

Reason for Referral:

Checkbox Group

 

Referral Type

Checkbox Group

 

Organization

Contact

Links to a Contact record.

An organization that you might be referring your client to.

Internal Program

Drop-down

 

Unmet Needs

Checkbox

 

Remaining Needs

Text

 

Notes/Comments

Long Text

 

 

Service Plan

When you take on a new client, you might plan out how your organization will serve that client's needs. This record is to track every time you take on a new client or a previous client returns to avail themselves of your services. The information recorded here is not meant to record one instance of counselling, for example, but rather the client's intake and exit from a larger program that might include things like individual counselling sessions.

This means that one row of data in this tab will represent one stint of a client at your organization.

Name of Field

Type of Field

Notes

Client Name

Contact

Links to a Contact record.

Intake Date

Date

 

Program Name

Drop-down

 

Presenting Issues

Long Text

 

Relevant History

Long Text

 

Clinical Impressions

Long Text

 

Status

Drop-down

 

High-priority goals

Long Text

 

Objectives

Long Text

 

A timeline for treatment progress:

Text

 

Outcomes

Long Text

 

Exit Date

Date

 

Days in Program

Number

 

Reason for exit:

Drop-down

 

Notes/Comments

Long Text

 


Service Delivery

A service delivery record is created for every instance of counselling or training received by a client, or every time they attend/participate in a program that you offer.

This means that one row of data in this tab needs to represents one counselling session, for example.

Name of Field

Type of Field

Notes

Date

Date

 

Client

Contact

Links to a Contact record.

Case Manager

Contact

Links to a Contact record.

Program Name

Drop-down

 

Start Time

Time of day

 

End Time

Time of day

 

Duration

Duration

 

Updates and Progress Made:

Long Text

 

Homework:

Long Text

 

Desired Progress for the next meeting:

Long Text

 

Notes/Comments

Long Text

 

 Custom​ization Information

All drop-down menu and checkbox choice options will be customized to the data that you have sent.

 

If you have any additional fields of data that you would like to have in any of the above records, please send us a table like the one above detailing what the name of the field should be and what data type the field should have.



    Our products got an upgrade!



    Some screenshots and help videos have been made using older versions of our products. Though your version's colours and themes may appear different than what you see here, the instructions, links and advice in this article are still accurate and useful!

      • Related Articles

      • Shelters & Transitional Housing Configuration Data Preparation Instructions

        Introduction This page is meant to provide you with information on how to populate your transitional shelter case management specific data into the Shelters & Transitional Housing build template that you downloaded from the template-based migration ...

      • Case Management for Health and Social Services: Overview

        Sumac's Mental Health Case Management Module is built with the needs of a Mental Health organization in mind. It allows you to keep a record of clients' cases, manage workflow tasks, track program participation for the clients to report to funders, ...

      • 4. Communications Data Preparation Instructions

        Type of information that goes in this tab of the template: This tab is where you will enter any interactions you have, with a CONTACT in your database, that requires a date but does not require you to track the duration of the interaction. Some ...

      • 2. Contacts Data Preparation Instructions

        Type of information that goes in this tab of the template: This template is for ALL the records in your data that will end up as CONTACTS in Sumac. Here are some examples of what a CONTACT may be: an entity that makes DONATIONS and receives ...

      • 8. Pledges Data Preparation Instructions

        Type of information that goes in this tab of the template: A PLEDGE is a promise from a CONTACT that the CONTACT intends to make one or more DONATIONS. A PLEDGE may include detailed payment instructions to enable you to collect the funds pledged. ...
      Societ Academy

      Learn what you need to know, any time. Free!
      ​


      • High quality training on demand - sessions are available every day, so you can access training that fits into your schedule.
      • Training sessions that are easy to follow - helpful tips throughout each session, and access to training moderators ensure your questions get answered.
      • A certificate of completion - you can request a certificate of completion for every session you attend.