User Guide

Getting Started with OpenFIT #

Welcome to OpenFIT!

OpenFIT allows you to easily and routinely solicit in session feedback on treatment outcomes and service quality. It supports the implementation of Feedback Informed Treatment (FIT) which focuses on the adjustment of ongoing treatment in line with feedback to ensure clients receive maximum benefit from services.

It is a web-based clinical application that enables you to easily capture ORS and SRS scores. It instantly gives you access to real-time scores and graphs showing client progress in treatment and engagement in service which can be integrated into clinical practice.

The OpenFIT tools provides you with a visual platform from which you can generate conversations with clients around their feedback, increasing dialogue between client and clinician.

OpenFIT reporting tools support managers´ access to data and reports on service outcomes.

Adding your first case and client #

ADDING A CASE

STEP BY STEP GUIDE

To start capturing feedback from your clients the first step is to enter the details of your Client  into OpenFIT so you can correctly assign their feedback to each Session or Meeting with them 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.

For this Getting Started section 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.

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 with the therapist and client or clients or ‘Closed – Unplanned’ for cases that close because the client or clients have 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. You will see it highlighted Next.

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. After you create a new case the next screen you see is the Add Clients screen.

STEP BY STEP GUIDE

The first option is to add an existing client who is already in the OpenFIT system to the case. The next option is to add a new client to the case. This allows you to add a new client to the system. Here you will go straight to the Add a New Client option.

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.

If you have a simple filing system where the client and case no are the same it is fine to use the same number that you used for the case.

If you want to create a new client number we suggest you create a number using the clients initials and the date the client was added to the case.

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.

Getting your first ORS Score #

Once you have entered in your client and case details they will be displayed in the Client and Case List Screen.

To create a session and add a survey for a Case click on that Case which will then be highlighted in green. Then click on the Survey button on the menu above.
Select the ORS survey. OpenFIT automatically creates a session for the current date and time and the ORS survey screen then appears.

Note: To create a session for a specific date and time select the Case and then click on the Session button in the menu above. See the Adding Sessions section for manually creating sessions for a specific date and time.

At the top of the Survey Screen the date and name of the survey will appear. Beneath this is the instructions for the survey. You can choose whether you would like to display these instructions. To hide the instructions click on the information icon (i).

If you do not wish to take the survey at this time click on the Skip button. Please note the Session automatically created will remain for the Case. To delete it see the Edit Sessions section of the User Guide.
To take the survey: Hand the tablet (or laptop) to the client and guide them to read the instructions:
Looking back over the last week, including today, help us understand how you have been feeling by rating how well you have been doing in the following areas of your life, where marks to the left represent low levels and marks to the right indicate high levels.

Instruct the client to enter in his/her rating when they feel ready.
There is the option to cancel the survey or if the client is satisfied with the entry of his/her ratings then you or he/she can click the button Enter Score.
A screen as shown below will appear:

Clients can see their score presented on a graph.
If they would like to change their scores they can click on the button Retake. If they are satisfied with their entry then they can click Save and Next.

A screen with the title Sessions and Feedback Screen will appear.

 

Here you have various options of viewing the clients feedback.
If the client is associated with a case or has a collateral rater you can select to view these by clicking on the different tabs.
Client View displays the client scores only.
Collateral View displays the scores entered by the Collateral rater.
Combined View displays scores for the client and any other clients associated with that case e.g. Other group or family members.
If you wish to see details of the session select the Session tab as highlighted in the image above.
When you click on this tab a new screen will appear.

 

To return to view the feedback click on the tab ‘Client Feedback’. The next section of the user manual entitled ‘reviewing your first clients feedback’ explains how to look at the clients scores in more detail.

Getting your first SRS score #

Capturing Session Feedback
Step by Step Guide
Once you have entered in your client and case details they will display in the Client and Case List Screen.
To create a session and add a survey for a Case click on that Case which will then be highlighted in green. Then click on the Survey button on the menu above.
Select the SRS survey. OpenFIT automatically creates a session for the current date and time and the SRS survey screen then appears.
Note: To create a session for a specific date and time select the Case and then click on the Session button in the menu above. See the Adding Sessions section for manually creating sessions for a specific date and time.

 

When the client has completed the scores for the SRS they select continue to view the score on the graph.

 

When you have reviewed the score with the client if they wish to retake the score they can select Retake and complete the scores on the SRS again.
If they are satisfied that it is correct they can select Next to return to the ‘Select Rater’ screen if there are additional clients in the case. The process is repeated until all the clients for that case have completed the SRS. If there are any clients in a case who are absent then select Skip to go to the next available client.

When the SRS scores are completed the system returns to the ‘Sessions and Feedback’ screen and the SRS score is displayed for that session.

To return to view the feedback click on the tab ‘Client Feedback’. The next section of the user manual entitled ‘reviewing your first clients feedback’ explains how to look at the clients scores in more detail.

Reviewing your clients feedback #