Difference between revisions of "Classification Code Setup"

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=Introduction=
  
 
Classification Codes are a flexible tiered coding system that can be used to report on various different statistics:
 
Classification Codes are a flexible tiered coding system that can be used to report on various different statistics:
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* '''Outcomes'''
 
* '''Outcomes'''
  
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The codes are in a levels (tiers) to offer a simple yet effective method of monitoring.  Level 2 is a subcategory/breakdown of level 1, level 3 is a subcategory of level 2 and so on.  You can either a single level or multiple levels.  There is no limit to the number of levels, however the on screen report will only show the first three levels, excel extract will include all levels.
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The codes are in a levels (tiers) to offer a simple yet effective method of monitoring.  Level 2 is a subcategory/breakdown of level 1, level 3 is a subcategory of level 2 and so on.  You can either a single level or multiple levels.  There is no limit to the number of levels, however the on screen report will only show the first three levels, excel extract will include all levels. The webinar below gives an overview of the process and there is additional information on this page.
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Classification codes can be used either on the [[Record A Contact]] screen (as well as the history tab) or on the [[Referral Closure and Outcome Details| referral closure]] page as outcome codes, this is specified on the codes tab per [[Project_Set_Up#Code_Settings_tab|project setup]].  Each project can also use multiple groups of codes, so you could use Presented Issues, Support Given and Outcomes.
 
Classification codes can be used either on the [[Record A Contact]] screen (as well as the history tab) or on the [[Referral Closure and Outcome Details| referral closure]] page as outcome codes, this is specified on the codes tab per [[Project_Set_Up#Code_Settings_tab|project setup]].  Each project can also use multiple groups of codes, so you could use Presented Issues, Support Given and Outcomes.
  
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[[File:CC_list.PNG]]
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=Creating or Editing code groups=
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[[File:CC_list.PNG|border]]
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To edit the name or type of an existing group click on its name.  To create a new group click on the 'Create New Code Grouping' button.  On the following screen complete/edit the following:
 
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[[File:CC_editgroup.PNG]]
 
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You can create your own code groupings just like this one - use the "Create New Code Grouping" button to make a new set of codes.
 
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[[File:SS_39.png|border]]
 
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...and once you have created your new code grouping, click "Edit" to be taken to the main codes entry screen.
 
  
  
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[[File:SS_40.png|border]]
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To edit the name or type of an existing group click on its name.  To create a new group click on the 'Create New Code Group' button, you will then be taken to the group edit screen including level one codes.
  
  
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Once a main code is created, you can then create further sub-codes within it, with the "Go To Sub-Code" button....
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[[File:CC_editgroup.PNG|border]]
  
  
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[[File:SS_41.png|border]]
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In the top section of the screen you will be displayed the fields for the Code Group.
  
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[[File:SS_42.png|border]]
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* '''Code Group Name''' - The name of the group/collection of codes.
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* '''Used For Referrals or Outcomes?''' - Specify if the group is to be used on the Record A Contact screen or on the referral closure page.
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* '''Active Code Group?''' - If active then the group can be used with projects.
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Click on 'submit' to save any changes, you will remain on the page so that you can create the top level codes of the group (level 1).
  
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At the top of the page you will be presented a link to return to the list of existing groups.  If you have already created codes in the top level they will be display in the lowers section where they can be managed.  In the right you will find a tree view to show the structure of the code group.  The tree view can be used to navigate around the code structure.
  
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...and you can add further sub-codes '''within that sub-code'''...
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=Editing Codes=
  
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Click on the name of the code to wish to:
  
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[[File:SS_43.png|border]]
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* Edit
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* Add question for the user to complete when the code is selected
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* Create sub codes
  
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[[File:SS_44.png|border]]
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[[File:CC_editcode.PNG]]
  
  
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...and so on.
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To edit the selected code make the changes in the top section and click the 'Submit' button.
  
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'''Note''' that you can give your own code system as many levels as you need, but consider how easy (or otherwise) it will be for day-to-day users to enter the codes. It's best to keep any coding system as streamlined as possible.
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If you wish to edit a subcode, click on the name of the sub code to be taken to that codes level and make edits as above.
  
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===Questions attached to codes===
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=Adding Codes=
  
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At each level of the classification coding system, you have the option to add a question if a certain option is picked. When the users selects that option, a field will appear for entry of an answer to a question.
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You are able to add codes anywhere in the structure of the code group.  If you have just clicked on the code group or just created the code group you will be on level one, clicking create new code will create a level one code.  If you wish to create a sub code, click on the name of the code you wish to add sub codes. You will find details of the sub code in the top section, click 'Create new code' to create the sub code.
  
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Click on the name of a sub-code:
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=Adding or editing questions=
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Each code can have questions attached for the user to enter further details.  Questions can be added/edited by selecting the code, which will be displayed in the top section of the page.  Click on existing question to edit it or click 'Create new question' to add one.  The following answer fields are available for each question;
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* '''Date'''
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* '''Decimal (Money)'''
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* '''Numeric'''
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* '''Drop down list'''
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* '''Text Box'''
  
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=Navigating the code structure=
  
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[[File:SS_58.png|border]]
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There are two ways to navigate the code structure;
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* Using the header and codes displayed
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* Using the Code Level Tree
  
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==Navigating using the header==
  
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Then click the "Save and Enter Questions" button.
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[[File:ClassCodes_header.PNG|border]]
  
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The image above displays that we are currently editing the Financial Code in the Support Given Code group.  The following options are available;
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* Click on Go back to group list - This will take you to the page that lists all of the code groups.
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* Click on the code group name - in the example the code group name is Support Given.  Click on support given will display the edit screen for the code group and all level one codes.
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* Click on the name of a code - in the example the displayed code is Financial.  Clicking on financial will take you to the page, with the code edit options at the top, any questions linked to the code and any sub codes for the selected code.
  
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[[File:SS_57.png|border]]
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Each sub code you click on will expand the header accordingly.  The last displayed option is the current location in the structure.
  
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==Navigating using the Code Level Tree==
  
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You can now enter a question to associate with the code. In this case, a question has been added to a "Bus Timetables" code, which will ask the client for the date they started using the bus in preference to a car. Click "Save Details" when complete.
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You will find the code tree on the right hand side.  Each code can be expended using the arrows, click a down arrow to display the sub codes, or an up arrow to shrink. To view, edit or see the sub codes of a code click on the code name in the tree structure.
  
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[[File:ClassCodes_tree.PNG|border]]
  
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[[File:SS_59.png|border]]
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=Re-Naming Classification Codes=
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You will now be returned to the question display screen, with your new question shown.
 
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[[File:SS_60.png|border]]
 
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When a user picks this code, a date entry box will appear below it for an answer to be entered.
 
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[[File:SS_61.png|border]]
 
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====When to use codes====
 
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* Using classification codes is good when you want a hierarchical structure. It is particularly useful if you have a large amount of possible codes that you want to use - breaking them down into levels like this means it is easy for end users to select from even a very large list of codes, without actually having to know the codes in the first place. They can simply pick the appropriate code in level 1, then pick the most appropriate code from level 2, and so on.
 
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* Codes are also useful because you can log several codes against each contact, and therefore against each referral. In a project where you discuss a wide range of issues with a client at one visit, this can be a useful way to log all of these at once. This would not be allowed by Referral Reasons etc.
 
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* Finally, code entry can be optional or forced - so forcing code entry will ensure that something is entered against each referral.
 
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====When not to use codes====
 
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However, consider:
 
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* Forcing code entry introduces another step to the process of recording contacts. Codes can be very useful, but using them when they are not really needed can add unnecessary hassle to an end user's day-to-day work.
 
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* Only use codes if you have a reporting need for that level of detail. If you do not need great detail, you may be able to use Referral Reasons, Contact Types, Project Subcategories or an Extension Database on referral entries.
 
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You can use the [https://wiki.dizions.co.uk/index.php/Terminology Terminology] option to give your codes a more relevant name. Especially if they are used to classify your referrals or contacts.
 
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[[File:helpheader_small.png|right]]
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[[User:Rob Kay|Rob Kay - manual author]] ([[User talk:Rob Kay|talk]]) 13:45, 6 January 2016 (GMT)
 

Latest revision as of 14:37, 2 October 2023

Helpheader small.png


Menu classcodes.PNG

Introduction

Classification Codes are a flexible tiered coding system that can be used to report on various different statistics:

  • Presented Issues
  • Support Provided
  • Information Given
  • Leaflets
  • Outcomes

The codes are in a levels (tiers) to offer a simple yet effective method of monitoring. Level 2 is a subcategory/breakdown of level 1, level 3 is a subcategory of level 2 and so on. You can either a single level or multiple levels. There is no limit to the number of levels, however the on screen report will only show the first three levels, excel extract will include all levels. The webinar below gives an overview of the process and there is additional information on this page.


Looking at the diagram below, if information about Dentists was given then this would be a code of A1C, Local Information (A)/Medical(1)/Dentists(C).

SS 38.png

Classification codes can be used either on the Record A Contact screen (as well as the history tab) or on the referral closure page as outcome codes, this is specified on the codes tab per project setup. Each project can also use multiple groups of codes, so you could use Presented Issues, Support Given and Outcomes.

Creating or Editing code groups

CC list.PNG


To edit the name or type of an existing group click on its name. To create a new group click on the 'Create New Code Group' button, you will then be taken to the group edit screen including level one codes.


CC editgroup.PNG


In the top section of the screen you will be displayed the fields for the Code Group.

  • Code Group Name - The name of the group/collection of codes.
  • Used For Referrals or Outcomes? - Specify if the group is to be used on the Record A Contact screen or on the referral closure page.
  • Active Code Group? - If active then the group can be used with projects.

Click on 'submit' to save any changes, you will remain on the page so that you can create the top level codes of the group (level 1).

At the top of the page you will be presented a link to return to the list of existing groups. If you have already created codes in the top level they will be display in the lowers section where they can be managed. In the right you will find a tree view to show the structure of the code group. The tree view can be used to navigate around the code structure.

Editing Codes

Click on the name of the code to wish to:

  • Edit
  • Add question for the user to complete when the code is selected
  • Create sub codes

CC editcode.PNG


To edit the selected code make the changes in the top section and click the 'Submit' button.

If you wish to edit a subcode, click on the name of the sub code to be taken to that codes level and make edits as above.

Adding Codes

You are able to add codes anywhere in the structure of the code group. If you have just clicked on the code group or just created the code group you will be on level one, clicking create new code will create a level one code. If you wish to create a sub code, click on the name of the code you wish to add sub codes. You will find details of the sub code in the top section, click 'Create new code' to create the sub code.

Adding or editing questions

Each code can have questions attached for the user to enter further details. Questions can be added/edited by selecting the code, which will be displayed in the top section of the page. Click on existing question to edit it or click 'Create new question' to add one. The following answer fields are available for each question;

  • Date
  • Decimal (Money)
  • Numeric
  • Drop down list
  • Text Box

Navigating the code structure

There are two ways to navigate the code structure;

  • Using the header and codes displayed
  • Using the Code Level Tree

Navigating using the header

ClassCodes header.PNG

The image above displays that we are currently editing the Financial Code in the Support Given Code group. The following options are available;

  • Click on Go back to group list - This will take you to the page that lists all of the code groups.
  • Click on the code group name - in the example the code group name is Support Given. Click on support given will display the edit screen for the code group and all level one codes.
  • Click on the name of a code - in the example the displayed code is Financial. Clicking on financial will take you to the page, with the code edit options at the top, any questions linked to the code and any sub codes for the selected code.

Each sub code you click on will expand the header accordingly. The last displayed option is the current location in the structure.

Navigating using the Code Level Tree

You will find the code tree on the right hand side. Each code can be expended using the arrows, click a down arrow to display the sub codes, or an up arrow to shrink. To view, edit or see the sub codes of a code click on the code name in the tree structure.

ClassCodes tree.PNG

Re-Naming Classification Codes

You can use the Terminology option to give your codes a more relevant name. Especially if they are used to classify your referrals or contacts.

Helpheader small.png
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