Add Form to Client File

You can add data forms created or approved by your center administrator (e.g., intake, assessment, survey) or scanned hard copy documents or electronic files to a client's file as part of a note.

What would you like to do?

Add a Data Form

Depending on your center's settings, you can click the Demographics or Shortcuts icons on the menu bar on the client screen to choose data forms to be added to the client file, including copying and updating a prior form.  Complete the form, and click Save and Exit.  If the forms that you want are not available from the icons, follow the steps below:

1. Add a note as you normally would.

2.  Click the Data Forms icon on the note menu bar.

3.  Click the desired form from the list.  (Note:  If your center administrator has grouped data forms into categories, hover over the category name to view and click data forms in that category.)

4.  Complete the data form.

5.  Click Save.  (Note:  if your center is using an optional scored data form, the scoring will be added when you save the completed form.  If your center is using the Pearson Assessments, an interpretive report in .pdf format will also be attached to the note when the form has been saved.)

6.  Click Exit.

7. Complete the note as you normally would.

(If your center uses CCAPS data forms, you should consult the CCAPS manuals available from the Help menu in Titanium or from CCMH for more information.)

Add Hard Copy Document

Documents cannot be directly scanned into a client's file.  Because documents cannot be scanned to a client's file, there are no specifications or recommendations regarding the type of scanner used.  Any file type can be attached to notes in Titanium, including emails, text files, and .pdfs.

To add scanned documents to a client file, first scan the documents and save in a location on your computer or shared folder.  Then follow the steps below.

1. Add a note as you normally would.

2.  Click the Attach icon on the note menu bar.

3.  Click Attach a File.

4.  Use the Windows interface on your computer to locate the file(s) to be attached.  (Note:  File size is limited to 16 mb.)

5.  Click the file(s) to select, and click Open.

6.  Use the pull down menu to select a description, or type in a description of the file.  (Note:  If multiple files have been selected, then no description box will be displayed.  To add descriptions, complete Step 7, click on the Attach icon, hover over the desired attachment and click Edit Description.)

7.  Click Close to return to the note.

8. Complete the note as you normally would.

9.  Delete the files from your computer.  (Note:  Files are stored in the secure Titanium database after being attached to the note, and do not need to be stored in a separate location.  Depending on the settings chosen by your center administrator, files may automatically be moved from one system file to another when they are attached to notes.  If files seem to disappear after this process, consult with your center administrator regarding system settings.)

Print Data Form for Client

Centers that do not use the web component might want to print a data form for a client to complete manually.  Then the client's answers can be added to the client file by transcribing their answers, or scanning and attaching to a note.  A form printed using this process will have the client's name at the top, so it should be used only for that client.  Contact your center administrator for assistance in printing blank data forms that do not have a client name.

Printing blank forms requires a third party program which can be used to manipulate images.  Instructions are given here for use of Adobe Acrobat and MS Excel.

1. Add a note as you normally would.

2.  Click the Data Forms icon on the note menu bar.

3.  Click the desired form from the list available for your use.

4.  Click the Copy icon for the pull down menu.

5.  Choose Copy screen capture of data form to clipboard.

6.  Click Save and Exit.  (Note:  If there are required questions on the data form, you will not be allowed to save the blank form.  Instead, click Cancel to leave the screen without saving the form and click Yes on the pop up box to confirm.)

7.  To save the note to enter the data form later, click Save and Exit.  (To leave the screen without saving the note, click Cancel, and click Yes on the pop-up box to confirm.)

8.  To use Adobe Acrobat:

9.  To use Microsoft Excel: