Case Notes migration steps

Overview of Steps

1. Extraction of Case Notes by DATIS
2. HSP runs DD-01 to obtain Client Admission details
3. HSP runs DD-03 to obtain Client details
4. HSP runs DD-11 to obtain Activity Log Individual Appointment Details
5. HSP runs DD-13 to obtain Activity Log Group Appointment Details
6. 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: 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: