Client/Data Management FAQ's



  • Is it possible to edit fields or add data to be captured after the initial set-up?

    You will not be able edit the core requirements. You will be able to add additional fields after the initial setup.

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  • After submitting the data, are we able to go back and make updates to a client, such as adding a DOB if one wasn't obtained initially?

    Yes, you can go back and access the records and make any necessary changes.

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  • Is the database able to catch and merge duplicate entries?

    ETO allows you to configure "duplicated check settings" to catch possible duplicates. You can also merge records.

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  • How is a client considered new at the beginning of a fiscal year?

    Everyone will be counted new in July. This will be addressed during the configuration of the ETO software.

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  • Is there a place to document counseling session information? For example, what the client discussed during a session?

    Yes, ETO has the ability to capture case notes and services provided, such as counseling, advocacy, etc.

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  • If a counselor makes changes to a client's record, will it show the date of the change and which counselor made the change or will it simply delete the previous entry (i.e. progress notes, attendance, length of service, type of service)

    Changes made to some client demographics are tracked through an audit report displaying previous value, new value, date of change, and the staff (user) that made the change. As far as other sources of data capture in ETO (e.g. assessments, point of service elements, etc.), when users enter new information, they are saving a new set of information to the database. Previous "snapshots" of data are not lost.

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  • If multiple people enter case notes, will staff be able to view other's notes, and will it be clear who wrote each note?

    Yes, staff will be able to view case notes of clients and know which staff made the last notation.

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  • If we use the Client/Data Management function, will funders be able to view any case notes, or only the statistical information.

    The ETO Administrator (a PCCD Staff Member) will technically be able to view ALL DATA. PCCD is working with legal counsel from PCAR and PCADV to establish protocol that would prohibit that from occurring unless PCCD receives permission from the victim service agency. (There could be a technical related reason that a victim service agency may request the ETO Administrator to access the data in the Client\Data Management section).

    Much like your IT support person who access to your program’s data, the ETO Administrator would not access a particular victim service program client data. The ETO Administrator’s access is for any system-wide configuration changes needed for ETO or technical related reasons as stated above.

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  • If a User makes a mistake by entering direct service information under the wrong client’s name, can we correct it later when it is discovered?

    Yes. ETO allows the flexibility to revise data under the Client/Data Management section.

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  • Will we have the option to enter more than three contacts per day/per client into the ETO software?

    Yes, you will have the ability to add multiple contacts to a client throughout the day. There is no limit on the number of entries per/client per day.

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  • Can all clients be linked to a certain victim? (Example: One case may have 2 victims plus each victim has multiple Significant Others in addition to offenders.) Can this be tracked by a case and by individual clients?

    We could potentially set up a "Case Identifier" field as part of an assessment to capture information per client. By using the same case number across participants, you would be able to filter output by that same number. We would need to have more discussion on this area to understand if it could be configured in ETO.

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  • Will we be able to search the client data management system by perpetrator once we enter that information?

    Yes, ETO could be set up to search by perpetrator. This will be explored further during the Discovery Phase when core data requirements are identified.

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  • Will we be able to print out hardcopies of files for those who are a little nervous about a completely online system?

    Yes, you can print the information entered for a client to make a hard copy version of the client file.

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  • Regarding no backup paper files, has that caused an issue with auditors or monitors?

    This has not been a problem for the few programs who already have ETO. The system is able to be shown to the auditors and monitors and paper copies are able to be printed, if needed.

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  • Do you scan copies of confidentiality forms and release forms if you don't keep paper files?

    The ETO software does have the ability to upload scanned files into client records.

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  • If we input case notes in this system, will there be a way to permanently delete those case notes when we destroy the paper file (if we will also continue to use paper client files)?

    Yes. PCCD is working with legal from PCAR and PCADV to establish policy and procedure that will outline the process for a request to Social Solutions for the permanent deletion of client files.

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  • Can the data management system be purchased for use only in the victim service agency as opposed to only being accessed through the internet?

    No, it is a web based system only.

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  • Is it possible to integrate a staff/client appointment calendar?

    ETO has a Create Appointment Feature that allows users to establish "appointments" for clients.

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  • We use our current system to track staff productivity. Would we be able to do that with ETO?

    Yes, as long as the data regarding staff productivity is known and being collected, it can be tracked.

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  • Is there any part of ETO that includes education reports?

    Yes, ETO will be configured to capture outreach, training and education done by the victim service programs because it is part of the mandatory requirements programs, report to PCAR and PCADV.

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  • Can we use client management to track services for our agency that are not VOCA funded (ie RASA and VOJO)?

    Yes. Although ETO is not being configured to capture data other than for VOCA, PCAR and PCADV funding, programs will have the ability to add their own data fields to capture additional information. However, specific reports to utilize the additional data fields would need to be customized. For example, the RASA report is not included in the scope of this project, so it would cost a program money to request Social Solutions to configure this custom report.

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  • If I use another data management system to enter my client information, I just need to use ETO to enter ESQ-LF data and funder reports?

    That’s correct. You will just have to enter ESQ-LF data and also the aggregate data for the funder reports—VOCA, PCAR, and/or PCADV reports. You are not required to use the ETO software for client management.

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  • Any sense of how this compares to NCAtrak (data tracking system used by many CAC's)?

    No, we are not familiar with the NCAtrack reports so are unable to make a comparison.

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  • If we sign up for the Client/Data Management system, what is the commitment? Can we use parts of it and not others? Can we try it but stop if we don't like it or don't have capacity? Will this eventually be a mandated system?

    The Aggregate Reporting and the Outcomes Reporting piece are both mandatory, but the Client/Data Management component is not mandatory and will never be made mandatory in the future. If a victim service program begins utilizing the Client/Data Management piece, but comes to the decision later that they no longer want to utilize it, they can stop using it anytime. A program will be able to extract all the client data from ETO into an excel spreadsheet.

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  • Where can we look at the client data management piece again before we have to decide?

    The entire WebEx presentation is available on the PCCD website and can be viewed at your leisure. We will also hold an additional WebEx training in July to showcase the newly configured ETO software that has been created for Pennsylvania victim service programs.

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