When repeating activities/appointments are scheduled for a group of clients, setting up and managing these can be done by accessing the Activity Log menu on the main screen.  These instructions outline how to create and manage repeating group activities in the activity log.  

There are two ways to access appointments to create a repeating group activity. 

  • If you are entering a repeating Activity for your User Account, click on “Add Appointments” from the Activity Log menu:
  • If you are entering a repeating activity for another User Account, click on “Activity List” from the Activity Log menu, then select the Service Provider from the list to access that user's Activity Log. From the Activity Log main screen click on “Add Appointments” if the date of the appointment is for today or select another date from the calendar to access future or past date

      

Step-by-step guide

From the Activity Log – Add Appointment screen:

  1. Select and enter the Service Provider(s) from the selection lists.
  2. Do not enter a duration for the Actual Time Spent.
  3. Under the Service Information section, check to ensure that the Date is correct.
  4. Enter the Start Time.
  5. Select the Service Site from where the activity took place.
  6. Select the Activity Type.
  7. Select the Activity from the Activity list.

  8. Leave the Activity Status  The reasoning behind leaving the group appointment as blank or Not Occurred in a repeating appointment is based on the fact that attendance needs to be completed each time for group members to maintain accuracy.                                                                                                                                                                                                    

    Catalyst Business Rules will not allow you to save a repeating Occurred group appointment. Group Attendance must be input for every repeating group appointment to ensure data accuracy. For example, if a client does not show for a group session after the repeating appointment was created, the attendance is marked as Not Occurred within the Group Attendance List, and the edit is current for that session only.
  9. If the repeating appointment is for a non Pre-Entry group, skip the MoH Substance Abuse/Problem Gambling funded check box and the Functional Centres (FC) fields as the activity will be linked to the program selected for the Clients on the group attendance screen. If however, the repeating activity is for a Pre-Entry Group i.e. the clients are not registered to a program, leave the check box checked and select a FC from the available list for funded S/A and/or PG clients; for non SA/PG funded groups deselect the MoH Substance Abuse/Problem Gambling funded check box, the non MoH SA/PG funded functional centres (FC) will be displayed in the FC selection list. If one of the listed FCs is applicable to the group activity, select it from the list other wise leave the FC blank.
  10. Click on Repeating Activity + to expand this section                                                                                                                                                              
  11. Click on the day of the week that this activity will be repeated on. If you have an “End Date” to close the activity on, enter the date. We recommend that you use the calendar for accuracy. If you do not wish to add an “End Date”, keep in mind that the repeating activity will automatically close in 3 months from the start date you have.
  12. Click on the plus (+) sign to expand the For Group Appointments Only.
  13. Select the group from the Group selection list.
  14. Click the Save button at the bottom of the screen; or, Save and Go to Group Attendance to add or remove members to the group. Do not complete attendance at this point.
  15. The Repeating Group Appointment is now created.
    To complete the group attendance on the newly created activity:
  16. Go back to the repeating group appointment you have just created. Click on the Service Provider List button at the bottom of the appointment.
  17. Select the Service Provider name for the repeating appointment just created.
  18. Use the Jump-to feature in the calendar to take you to the date of your first repeating appointment if different from todays date.
  19. Click on either the Start Time link or the Activity link related to your repeating appointment to take you to the Activity Log – Edit Appointment screen.
  20. Enter the Actual Time Spent.
  21. Select the Activity Status as Occurred.
  22. You will only be able to save as “Current” because the Activity has Occurred under the options for repeating.
  23. Click Save or Save and Go to Group Attendance the Group Attendance List screen appears on screen.
  24. Complete the attendance for the group members. Group members can be added to or deleted from the group on this screen. Members added to or deleted from the group members list in the Activity Log do not affect the Group Members list in the actual Group Module.

  25. On the Group Attendance Screen, you now have the option to Save to current occurrence only, or you can opt to Save and copy to all occurrences of this appointment.


                                                                                                                                                                                                  

    This option is only available on the first save of the Group Attendance List; anything saved after will be applied to the current appointment occurrence only. (*this button will copy the group attendance list with the exception of the activity status of the attendees, to all unsaved repeating )
  26. Once you have clicked Save, you will be taken back to the scheduling screen for that appointment.
    Activity Log – Edit Appointment Screen: Saving Second and Subsequent Group Appointments:

  27. You will be able to start using the repeating appointment save option features when you enter information into the 2nd or subsequent repeating appointments. Care must be taken on which of the following buttons you use: “Current” “Current and Future” and/or “Past, Current and Future occurrence of this appointment”.                                                                                                                                                                                                         

    REMINDER:
    • Catalyst Business Rules will not permit you to save an Occurred group appointment.
    • Group Attendance must be taken for each and every repeating group appointment to ensure accuracy of data

     

  28. You will see that the Actual Time Spent is "0‟ and that the Activity Status is blank or Not Occurred.                                                                                     

    IMPORTANT NOTE: Leave these fields as they are in order to use the “Current and Future” and/or “Past, Current and Future occurrence of this appointment” options. If you mark Actual Time Spent with minutes and select Occurred for the Activity Status, you will only be able to save to the current appointment.

                                                                                                                    

  29. If you wish to check that your group is accurate before saving as either a “Current or Future” and/or “Past, Current and Future occurrence of this appointment” scroll down to the For Group Appointments Only section and click on the Group Attendance button.

  30. Once you are certain that your group is set up correctly, click the Cancel button on the Group Attendance Screen. You will be taken back to the Edit Appointment.
  31. Save your appointment (Actual Time Spent is „0‟ and the Activity Status is blank or Not Occurred).
  32. You will be taken back to the scheduling.
  33. To create your Occurred group appointment, click on the link to access the appointment.
  34. Enter the Actual Time Spent and mark the Activity Status as Occurred and click Save or Save and Go To Group Attendance.
  35. Mark the attendance and click Save.                          


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