Client data is entered into Catalyst throughout the treatment cycle.  The steps below outline how to enter client data from Entry Services to Discharge.

Client Search

  1. From the Main Menu, select the Client Info tab.

  2. When the Client Search Screen appears, enter Client Search Criteria.

    Note

    It is very important to complete a thorough client search to reduce the risk of creating duplicate clients in the database and subsequently reducing the quality of the data.

    Start the search by entering in one of the Search fields and clicking the Search button.  If the client does not appear, try searching on another criteria.  If the client is able to be found in the database, use the Add Client button to add the client to the database.

Client Information Screen

  1. When the Client Information Screen appears click on the + sign beside the Expand All to display all the collapsed fields on the screen.

  2. Enter client information.  Complete all fields with a red asterisks - these are required fields . Minimal information can be entered for clients who are only provided entry level information.
    When the client's City is entered, Catalyst will automatically populate the County field; if there are multiple County options for the City selected another window will pop up and ask that you select the relevant County from the available list.

  3. Click on the  button once all the required fields are completed.  This action will take you to the Activity Log and entry services can be added for the client.
    Note:  The Address Effective Date field is a data compiling field. Each time the address changes for a client it can be tracked and saved, this will compile a history of address information.  Use NFA in the Postal Code field for clients who do not have a fixed address.

Entry Services Activity Log

  1. When the activity log appears on screen, move through each field entering data as appropriate. Click the + to Expand the sections as needed. 
  2. The Activity Type of Pre-Entry Services – Direct face-to-face will be pre-populated, but if the service were not face to face as in the case of a phone call, the selection can be changed.  See Activity Type Definitions for detailed definitions of the Activity Types.
  3. Once all input has been completed, scroll to the bottom and click on the “Save” button.
  4. When the screen refreshes click on the Exit Activity Log button. This will return you to the
    Client Information screen.

Admission Information

  1. From the bottom of the Client Information Screen, click on the Admission List button.
  2. When the Admission List screen appears, click on the Add Admission button.
  3. Expand all Sections by clicking on the + sign beside Expand All.

  4. Tab through the fields, selecting or inputting data as required.

    Info

    All fields identified with a red asterisk ( * ) are required unless the Client Type is Family Member.  

    The field Gambling identified as a Problem is required, even if the client answers No.  The gambling activity None should be chosen in this situation.

    Exceptions - Data fields required for Client Type:

    • Family Member Alcohol/Drug Client: Site Number, Admission and Referred on Dates, Referring Source and Client Type.
    • Family Member Alcohol/Drug/Gambling Client, or Family Member Gambling Client: Site Number, Admission and Referred on Dates, Referring Source, Treatment Plan (located in the Gambling Problems and Activities section) and Client Type.


  5. Once all required data is input, scroll to the bottom of the screen and select SAVE.  Additional buttons will then become available.
  6. Outgoing Referrals can be added and the client can be registered to a program.

Referrals

  1. Select the Referrals button at the bottom of the screen.
  2. On the Outgoing Referral List screen, choose Add Referral to add the referral.  Only one referral can be added at a time.  If there are multiple referrals, they can be added one at a time, repeating the steps.
  3. Complete the fields on the Referral Information screen, paying attention to the required fields with a red asterisk ( * ). 

Register Client to a Program

  1. From the bottom of the Admission Information screen, select Programs.
  2. Choose Add Program.
  3. Once on the Program Information screen, complete the required fields. Note the program can not be terminated until information is saved to the Program Service Summary section on the Program Information Screen.

Once the Program Registration is complete and saved, you will notice the Admission Status changes to Open.  

Selecting the blue, underlined client name will link to the Client Information screen; while selecting the blue, underlined Admission # will link to the Admission Information screen.

Activity Log

Client activities/interactions can be tracked in the Activity Log.  A summary of the activities logged is located in the Program Service Summary section of the Program Information screen. See Creating and Managing Repeating Individual Activities for detailed steps on completing entries in the Activity Log.  See Activity Type Definitions for detailed definitions.

Program Service Summary Information

Once a program is opened it can not be terminated until there is information in the Program Service Summary section of the Program Information Screen. The service summary information required will depend on the Functional Centre / Provincial Service Category to which the program is linked.

Example 1: Residential Treatment Services will require the Length of Stay in the program.

Example 2: Community Treatment Services will require Direct Service, Total Number of Sessions and the Length of Stay in the Program before the program can be terminated.

Terminating a Program

Program registrations must be terminated before an admission can be discharged.

  1. To access the Program Information screen, go to the client's Admission List and select Programs.  This will allow you to see a list of the programs the client is or has been registered in for this admission.
  2. Click on the program to terminate.
  3. Once in the Program Information screen, enter data in the required fields: Date of Termination (and time if different from the time at data entry)  and Reason for Termination and Save.

Discharging the Admission

  1. Open the Admission Information screen for the current admission being discharged.
  2. Scroll to the bottom of the Admission Information screen.
  3. Click the Referrals button to log a referral if necessary.
  4. Click the Discharge button.
  5. Once on the Discharge Information screen complete the required fields and Save.
  6. Once discharged, the Admission Status will change to Closed.

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