Creating and Managing Repeating Individual Activities

When repeating activities/appointments are scheduled for a client, setting up and managing these can be done by accessing the Activity Log menu on the main screen.  

There are two ways to create a repeating activity:

• If entering a repeating activity for your own user account, click on Add Appointments from the Activity Log menu.
  
  
  
• If 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 the user's activity log.  When in the Activity Log screen for the user, click on the Add Appointments button if the date of the appointment is for today, or select another date from the calendar.
  

Step-by-step guide

These steps are applicable to Individual Appointments Only and Indirect Services Group Case Review – Registered Clients Only

1. Enter the Actual Time Spent if you are recording activities that have already occurred.
2. Ensure the date is correct.
3. Enter the Start Time.
4. Select the Service Site from where the activity took place.
5. Select the Activity Type.
6. Select the Activity from the Activity list.
7. Select Occurred or Not Occurred for the Activity Status.  Note if the activity has yet to take place, leave this field blank.
8. If the repeating appointment is for an individual client, you can 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 Client.
   If the repeating activity is for Indirect Services Group Case Review – Registered Clients Only, leave the check box checked and select a FC from the available list for funded SA and/or PG clients.
   For non SA/PG funded clients deselect the MoH Substance Abuse/Problem Gambling funded check box, the non MoH SA/PG funded functional centres (FC) will be displayed in the Functional Centre selection list. If one of these FCs is applicable to your agency’s funding sources, you can select it from the list, otherwise leave the FC blank.
9. Click on Repeating Activity + to expand the section.
   
10. Click the day of the week that the activity will be repeated on.  If there is an end date to the repeating activity, use the calendar to choose the date.  If there is no end date, and this field is left blank, the repeating activity will automatically close three months after the start date.
11. Expand the section that applies to the repeating appointment:
    1. For Individual Appointments Only
    2. For Group Appointments Only 
    3. For Indirect Services Group Case Review – Registered Clients Only
12. Once all the appointment information has been entered click Save.