Case Notes migration steps

Overview of Steps

1. Review DD reports structure to understand the required data linkages here
2. Extraction of Case Notes by DATIS
3. HSP runs DD-01 to obtain Client Admission details
4. HSP runs DD-03 to obtain Client details
5. HSP runs DD-07 to obtain Client program
6. HSP runs DD-11 to obtain Activity Log Individual Appointment Details
7. HSP runs DD-13 to obtain Activity Log Group Appointment Details
8. The vendor matches the activity IDs from the Case Notes to the solo client or group client(s), and if there is no activity ID then the vendor will use DD-01 and -03 to match the case note to the client and the specific admission the note was recorded against

Step 1: Review DD reports structure

Before beginning the Case Notes migration process, please thoroughly review the data documentation we have provided here: Catalyst Offboarding - Data Downloads for Migration.  Understanding what purpose each of these reports serve and knowing the fields they contain is essential towards ensuring as smooth a transition as possible.

Step 2: Extraction of Case Notes by DATIS

1. The first step to transferring your case notes from Catalyst to your new records system is to request an extract of your case notes from DATIS. You must complete and submit the Case Notes and Attachments Request Form by replying to the last service desk email for offboarding.  The DATIS team will extract your Case Notes and Attachments once your team has stopped entering information into Catalyst. Your Case Notes and Attachments will only be extracted by DATIS on the next business day after you've indicated the last day of entry in the initial form or in an email reply requesting an updated date. *If your team is still actively using Catalyst after the Case Notes and Attachments have been extracted by the DATIS team, any new Case Notes and Attachments will not be included in these files for migration and the process will need to be repeated. Please note that we send all Case Notes and Attachments from inception until the moment we perform the extraction. 
2. You will receive your Case Notes content and metadata in a spreadsheet sent through CAMH's Secure File Transfer Protocol system, and your case notes attachments (if you have attached them) will be sent as BLOB files to the same portal.
3. The Case Notes extract spreadsheet will look something like the sample below:

Step 3:  HSP runs DD-01 to obtain Client Admission details

1. In order for your client Admissions to be loaded correctly, you'll need to run the DD-01 report.  This report has a date range parameter, so please note that if you run the Admissions report for a narrow time-frame then none of the clients admissions recorded before your start date will be downloaded to the data extract.  If a client admission isn't in DD-01 it can cause issues with data linkages to case notes and activities, so it's advisable to download all admissions for all time unless there is a specific technical reason why this is not feasible.  The issue that can arise is if you have any clients who have a long period of time in an open admission, then if the admission date is prior to the cutoff (e.g. we download all case notes, but only the last two years of admissions) there will be no way to link the client admission to any programs, case notes or activities that have been recorded since (e.g. the client was admitted 3 years ago, but since the cutoff was 2 years of admissions none of their data can be properly linked-up). 
2. In the 6th column from the left above, you can see that all the notes that were recorded were recorded against the client's first admission (ADMISSION_NO = 1)