Uniti Counselling Management System
Uniti is an intuitive, flow oriented client relationship application which aids the management of students within a university counselling or students services environment. Using a flexible but functional process flow, any client registering with the system is tracked through all the stages of counselling until finally being discharged at the end of the process. The system is internet browser based and, by using the proper IT set up, the system may be accessed by any practitioner at any time with the appropriate security credentials.
Each stage of a client’s progression is fully documented with registration, referral, tracking and summary forms. There is a client file which is created automatically on registration and along with this file other electronic documentation can be attached, such as PDFs, images and normal office documents. The system uses a sequence of “inboxes” to contain clients of a particular status. The client may appear in more than one of these boxes depending on their circumstance. All of the columns of each of the inboxes may be sorted in order by clicking on the title of the columns.
Clients and sharing
Any client may be seen by any number of practitioners. This is achieved by the client sharing mechanism. A client is allocated to practitioners through a referral mechanism so that there is a full audit trail of the client’s progression through the system.
Notes and Documents
Each interaction between practitioner and client is fully documented. This includes the tracking of appointments and the associated notes as well as ad-hoc notes which may be necessary after having an impromptu meeting with a client, i.e. during email exchange or a telephone conversation. Notes are input into the system using a fully formatted text input environment allowing copy and paste from other electronic documents such as Word.
There is a full documentation interface which allows the practitioner to locate and view all the associated documents and notes for each of the clients. There is an optional privacy setting which allows the system to display notes to the authors or other contributory practitioners of the client, rather than those with general access to the system.
As well as holding the notes generated from counselling practice, the system also has a document store available for each of its clients. This accepts documents converted into an electronic format, such as scanned documents from a client’s GP or a PDF document sent by other counselling practices.
The system also facilitates Triage, Referral and Treatment Summary by the use of internal system forms. Using these predefined forms, a full history of the client relationship can be tracked from registration, initial consultation through to discharge.
The appointment system has proved to be very effective in reducing the time and effort in tracking and controlling appointments. All appointments are mapped on the system to provide confidence that:
- Every client is offered an appointment in a timely fashion
- Practitioners do not need to 'find' appointments as these are tracked and presented by the system
- Free appointment slots are tracked and offered
- Expired/Cancelled appointments are returned back into the system for re-allocation
- All appointment history requests are tracked
- There is a correspondence handshake to ensure that both Practitioners and Clients are available before an appointment is confirmed
|The Calendar icon. This signifies that the client is in need of an appointment|
|Red tentative information icon. This shows that an appointment has been offered, but has not been accepted|
|White confirmed information icon. This means that the client has a confirmed appointment.|
Re-occurring Appointment Control
The appointment environment allows the creation of re-occurring weekly appointments within the system. A practitioner can now easily schedule future appointments with their client knowing that the appointments presented are free. There is also the facility to change multiple appointments within the system simultaneously.
Appointments are offered and accepted by the system by using a combination of email and web services. When an appointment is created an automatic email is sent to the client offering the appointment. The email contains all the information of the appointment with a 'Manage my Appointment' link on the email. Clicking on the link takes the client to the appointment management section of the application. They now have the opportunity to either:
- Accept the Appointment
- Reschedule the Appointment
- Withdraw from services
The appropriate acceptance / cancellation message is sent again to all parties. When everyone has accepted the appointment a final email is sent which contains an electronic appointment attachment which can automatically enter the appointment details into the user's Calendar Application.
There are multiple levels of security within the application. Access is achieved using standard user-name and password. Practitioners are requested to change their passwords every six months. Standard browser encryption is used to serve the web environment using the HTTPS protocol. All documents that are uploaded are encrypted during the upload process and all information in the database is also encrypted to ensure client privacy and protection of sensitive information.
All notes and uploaded documents may be printed and there is an option to print all the client notes in a comprehensive format.
One of the main advantages of the application is the ability to get to information fast. You can search the database for appropriate keywords or simply the client name. The status and location of any of the search results are returned in an instant to give direct and fast access to the history and status of that client.
Each practitioner has a short-list or bookmark facility to keep track of clients of most interest. Clients are easily added by clicking on the Add to Short-list icon and then appear in the short-list box until removed.
There is a feedback facility which allows the completion of a feedback form which is also stored in the system in an anonymous or client referenced format. The feedback facility is also available for the group environment.
There is a group facility within the system which allows the creation and administration of group therapy and/or group workshops. This system tracks the flow of individuals through the group process, easing the need for time-consuming administration. Each group session has an attendance register and the ability to add and remove clients. One can also attach a note specific to the client whilst still maintaining notes at a group level.
It is possible to run a report at any time to extract key information of activity within the system. These reports are date driven and can be processed at any time to give a current snapshot of the system.
Certain boundary constraints have been built into the system such as time to first appointment, time since last appointment. Any client who triggers one of these boundary points is automatically raised as an alert and highlighted within the alerts section of the system for immediate action. This ensures that a client never becomes 'lost' or 'forgotten' within the system.
Client under risk
Each time a practitioner logs into the system, the home screen displays a list of all clients who are marked as being at serious risk. This makes practitioners aware of these clients on a daily basis.
Each form can be custom tailored to suit the needs of the university. The look and feel of the application such as the colour scheme and branding can be customised.