Clubs, Clinics & Groups

Introduction

Clubs/Clinics/Groups are membership based activities where you can record attendances for people, this can be on a regular basis or even for one off events. There are various steps that nee to be taken to use this Module:

Setup

Managing Members

Managing Occurrences (sessions)

Setup

On the page you will find:

• List of current Clubs/Clinic/Groups (with summary details).
• Use Wizard (See CCG Multi Wizard).
• Filter - Use this to find an existing Club/Clinic/Group.
• Re-list including no active clubs/clinics/groups, click to display clubs/clinics/groups that have previously been set to inactive (on the General Details Tab).

To change the setup of an existing group click on the name or click the 'Enter New Clinic' button to create a new one. Complete/edit the following tabs:

• General Details
• Occurrence Details
• Attendance Details

General Details Tab

The General Details tab holds basic information about a club or clinic.

Fields available are:

• Club/Clinic Name - This is the displayed name of the Club/Clinic/Group. This is a mandatory field.
• Address Block - The first line of the address is used for the location of the group when using the Multi Wizard on the main list.
• Project – the Project that this club/clinic is associated with, this will the be available to add members to the event via Record A Contact as well as reporting on the project. This is a mandatory field.
• Accounts Code - This is the accounts code for the event when using the Invoicing Module.
• Notes – General Notes about the event, directions etc.
• Telephone number – The main contact number for the venue or person running the events.
• Cancellation telephone number – a number for people to ring to cancel an appointment.
• Fax number, email address – details for the meeting.
• Usual staff/volunteer – If appropriate, the person who runs the events.
• Still Active? – Whether this club/clinic/group is active.
• Date of Termination – If the events stop then specify the termination date and the Club/Clinic/Group will not be displayed on the main list.

Occurrences Tab

The Occurrence Details tab defines how the events are run and how appointments are managed

• Day Event Usually Occurs - Select the day that the sessions are held on. If there is no set day and this changes each week/month then leave as 'Not Applicable'.
• Interval Between Events - Select if the sessions are daily, weekly, monthly or a yearly.
• Week of month Event Usually Occurs - If you select a specific day (Day Event Usually Occurs) and set the 'Interval Between Events' to months you can also specify:
  • First 'Day' of the month
  • Second 'Day' of the month
  • Third 'Day' of the month
  • Fourth 'Day' of the month
  • Last 'Day' of the month
• Month Event Usually Occurs - When you specify the interval is years and have a specific date you need to specify which month each year the session is held.
• Week of month Event Usually Occurs - When you specify the interval is years and have a specific date you need to specify:
  • First 'Day' of the month
  • Second 'Day' of the month
  • Third 'Day' of the month
  • Fourth 'Day' of the month
  • Last 'Day' of the month
• Number of Days/Weeks/Years Between Occurrences - Specify if the sessions has a gap between the next event, so if 2 is specified then this would run every other day/week/month/year. If the session is daily/weekly/monthly/yearly then you need to specify 1.
• Bring Forward Client Appointments? - If you use gaps in attendances and a person misses a session they will be added to the next that is created and confirmed (does not update occurrences that are already setup). If you the next session is full then this will replace a person that is due to come with the person that missed the appointment.
• Gap Between Client Attendance - You can specify that people do not come to every session, if set to 1 then they would be expected every other session.
• Maximum Number of Members - The maximum number of members restrict the number of members that can be added vi Record A Contact.
• Maximum number of attendees - This is a maximum number of people that can attend each session (occurrence). This is used when no appointment time is used.
• Number of Concurrent Appointments Allowed - How many appointments are available at the same time. If it is a drop-in/group session then leave as 1.
• Save Completed Attendances into Client History? - When set to yes this will appear in the client history, and can count as a contact.
• Contact Method to use in History for Attendances - Specifies which contact method is used (the contact method specifies if it is reportable]].
• Save Completed Non-Attendances Into Client History? - Specify if you wish the client history to display when the person does not attend.
• Contact Method to use in History for Non-attendances - Select the contact method to use for the history. It is recommended that the contact method is setup as a cancelation and is not reportable.
• Start Time - The opening time of the venue for the start of the session.
• End Time - The closing time of the venue at the end of the session. For appointments this would be the time at the end of the last session.
• How long for each appointment? - This is the length of an appointment. If you have a buffer time this need to be included in the appointment length. If it is a drop-in/group session then leave as 0.
• Record how long the client spends there? - In some circumstances you may wish to record how long a person spends at a session. This is not used for appointments.
• Allow Entry Of Anonymous Attendees? - If you allow guests this will allow entry of the number of anonymous males and females.
• Allow Entry Of Notes In Completion? - Allows notes to be added when completing a session.
• Allow Entry of Non-Attendance Reasons? - If a person does not turn up it allows you to select the the reason for not attending.
• Hide Payment Column/Donation Column In Non-Wizard Attendance Entry? - If there is no charges for the session then hide the column.
• Hide Donation Column in Attendance Entry? - If you don't need to record donations at the sessions then set to no.
• Record All Cancellations (Time Of Cancellation And Reason)? - If you need to record a cancelation (removing a person from a confirmed session) then select yes.
• Past Membership List Display (days) - 0 displays all - Specify the number of past members to view on the Past Members tab.

Creating Breaks (Lunch etc)

If you have appointments you can specify break periods throughout the session. Each break requires a new entry on the club/clinic/group. Existing breaks will be displayed at the bottom of the tab. Before creating breaks click the 'Save Details' button. To edit an existing break click on the number of sessions or click the 'Create New Break' button to add one. Complete/edit the following:

• Number of appointments before break - The number of appointments from the start time of the session until the break (this excludes earlier breaks.
• Description of break - What is displayed on the register for the break.
• Length of break - How long in minutes the break is.
• Active Break - If the break is to be used.

Example breaks:

The appointments start at 9am and are 30 minutes long, last appointment at 4:30pm.  A 15 minute coffee break is taken at 10:30am, lunch at 12:15pm (30 minutes) and a second coffee break at 2:15pm (30 minutes).

Breaks setup as following:

The appointment register would then look like this:

Attendance Details tab

The Attendance Details tab includes costs, treatments or activities or the multiple people for appointments.

Attendance Fee

The first option is to specify the charge for attending the session, this is for people paying on the day. If there is no charge leave at 0.00. If you have the Invoice Module client paying on invoice would have a rate set on their membership record. See the Members Tab

Treatments and Activities

You can add Treatments/activities/items to purchase/ or multiple advisors to be available, these are setup in Treatments And Activities. If you have Treatments and Activities set up then you will have a section to select the following:

• Activities Available or Requirements of Membership - Specifies the option required; lunch, nail clippers, Advisors (futher below is some examples).
• Charge to Client £.p - If an additional charge is to be made for the item.
• Is Payment Necessary?
  • No Payment Necessary - Used when no charge is being made.
  • Payment due at each attendance - If selected on the register a charge is added to the payment amount.
  • One off payment - Used for thing that the client would be as a one off, item like clippers.
• Show As A Tickable Option on the Confirm & Completion Screens?
  • Do not show as tickable option - This will hide the option and no payment will be added.
  • Show as tickable option - Allows the item to be selected and charge made if necessary, not used for one off items.
  • Show as tickable until tick - Used for one off items. If a person has already purchased the item then all future sessions will show this as a date and no further charge is made.
• Exclusive or No-Exclusive
  • Exclusive - This will limit the item to the max number of client column. If you had two advisors available for appointments then this would be set to exclusive.
  • Non-Exclusive - If each person attending could have this item then it would be set to Non-Exclusive, used for items like Lunch.
• Max Number of people who can attend - Used for exclusive items.

Example 1

You have 4 over night beds that can be booked in a respite centre, at a fee of £20.00.  The image below would be how to set up the beds as well as an option for breakfast.

Example 2

You run an advice clinic and have two advisors, each one can be booked for an appointment.  There is no charge for this service.

Example 3

You have a podiatry clinic with two podiatrists, the cost of each appointment is £3.50 and each person must by a Foot Care Kit.

Example 4

You have a drop-in group that has no charges or options

Example 5

You have a Day Centre where clients can have different services throughout the day.  The cost to attend is £35 and each option is charge if taken by the person.

Text to print at the bottom of each attendance card

Adding text the Text Editor will be displayed at the bottom of the appointment card printout available on the future meetings tab.

Example Appointment Card:

Managing Members

This section will display the details on how to manage members of a group:

• Adding new members
• Current Members (Members Tab)
• People on the waiting list (Waiting List Tab)
• Previous Members (Past Members Tab)

Adding a new member via Record A Contact

Whether it is a new referral/case or an update/extra info on a referral/case there will be an options box on the Record A Contact screen.

Simply clicking on the 'Add to Club/Group/Clinic Membership' link to display the list of available groups. Click on tick box to the group you wish to add the person to. If the group is full (maximum number of members) you will be displayed the following message:

At this point you would click okay and select the waiting list option instead.

When you Save the Contact this will add the person as a member (or to the waiting list). You can edit the membership from the Groups member tab or using the Club and Clinic Membership blue link at the bottom of their record.

Adding a new member via the Record's Blue Link

Although this is a quick method it does reduce functionality of the system. You will not be able to report on Contacts linked to the attendance and other major reports.

On the persons record you need to click on the Blue Link for Club and Clinic Membership. On that screen locate the group you wish to add the person to. If they are on the waiting list click on the 'Update' link otherwise click 'add'.

On the screen you will find the following options:

• Referral Date - This will be blank and cannot be edited. For referral based membership use Record A Contact method above.
• Date Membership Started - Specify the membership start date, the person can not attend session prior to this date.
• Date Membership Ended - Specify (if known) the membership end date, the person cannot attend sessions after this date.
• Membership Status? - Select Member (or waiting list for the waiting list)
• Date Put On Waiting List - Enter the date placed in waiting list (if appropriate).
• Date Removed From Waiting List - Enter the date they came off the waiting list (if appropriate).
• Organisation Referred By - You can select the referrer if needed.
• Person Who Referred - You can select a referring professional if needed.
• Referral Id - No Referral and cannot be changed. For referral based membership use Record A Contact method above.
• Last Attendance Date - This will say No Previous Appointments
• Next Attendance Due - This will say No Future Appointments
• Missed Last Attendance? & Total missed - You can add missed appointments to the membership by selecting yes and entering the amount.
• Membership Criteria Met? - If you have a criteria (not managed on the system) you can say if this has been met.
• Usual Transport Method - If the client requires transport to the group then select which transport they will use. This will add this person to the Transport List.
• Member's Membership Notes - Additional notes which can be copied from the person 'Notes/General Description' file on their record, by clicking the Copy icon to the right.

Member Details tab

The Member Details tab shows all the people that are Members of this club/clinic. Members can be added in two ways:

• Via the Record A Contact - This is the normal method which will allow updates to the persons history tab to display attendances. As well this will enable reporting via the KPI reports
• Via Blue Link - Although this is a quick method it does reduce functionality of the system. You will not be able to report on Contacts linked to the attendance and other major reports.

You will be displayed a list of current members.

• Name - The members name, click to go to the record.
• Membership Card Icon - Link to edit the Membership Details
• Calendar icon - Displays the Calendar for this group.
• Telephone number - The members main number.
• Email address - The members email address.
• Date of Birth - The members data of birth.
• Referral Date - The date the member was referred (if blank then they have been added via the record Blue Link).
• Start date - Displays the membership start date.
• Transport Method - If specified displays the transport method.

Waiting List tab

The Waiting List tab shows people on the Waiting List for this club/clinic. Please see the above section Member Details Tab on how to added people to the waiting list.

• Name - The members name, click to go to the record.
• Membership Card Icon - Link to edit the Membership Details
• Telephone number - The members main number.
• Referral Date - The date the member was referred (if blank then they have been added via the record Blue Link).
• Date put on waiting list - The date they were put on the Waiting List.

Past Members tab

This tab shows previous members that have their membership ended. This tab will display the number of past members as specified on the Occurrence Details Tab.

• Name - The members name, click to go to the record.
• Status - This will display Terminated for members that have left or Terminated & Deceased for members that have been recorded as deceased.
• Date - The membership end date.
• Membership Card Icon - Link to edit the Membership Details
• Calendar icon - Displays the Calendar for this group.
• Telephone number - The members main number.
• Date of Birth - The members data of birth.
• Referral Date - The date the member was referred (if blank then they have been added via the record Blue Link).
• Transport Method - If specified displays the transport method.
• Last Attendance - Displays the date the person last attended.

Managing Occurrences

Occurrences are managed via the following tabs:

• Incomplete Meetings Tab - Used to create, confirm and manage upcoming and future sessions.
• Completed Meetings Tab - Used to view and edit sessions that have preciously run.

Incomplete Meetings tab

The Incomplete Meetings tab is where meetings that have not happened yet are shown. It's also the place where you create meetings (i.e. tell the system that a meeting is going to happen, and who's going to attend).

Working with incomplete occurrences

The various buttons on each incomplete occurrence are covered in their own pages in the manual:

• "View/Edit" (or "Confirm") button: View or Edit Attendances
• "Rearrange" button": Rearrange Meeting Occurrence
• "Complete" button: Enter Actual Attendances
• "Goto Wizard":
• "Delete":
• Bus icon: Transport Sheets
• Register icon: Attendance Sheets
• Card icon: covered within the overall Clubs and Clinics page

Creating new occurrences

At the bottom of the tab, there is an area titled "Next Uncreated Occurrence".

"Create Next Occurrence" button

The system will make a guess at when the next occurrence is going to be, based on the last known occurrence and the options on the Occurrence Details tab. For regularly occurring meetings you will probably be able to use this button (several times if required) to create your future occurrences. Simply click the button, and the next occurrence will be created.

"Create More New Future Occurrences" button

If the system's guess at when the next occurrence will be is wrong, or you want to create several incomplete occurrences, you can use the "Create New Future Occurrences" button. Clicking the button will display this screen:

Choose a suitable day

You can now create a future occurrence, or create several in one go. Enter the number of occurrences you would like to create and the date of the first one (note: it must be a day that the club/clinic will happen on, according to the Occurrence Details tab).

Then click "Save Details" below the list of incomplete meetings.

The occurrences will now be created.

Cancellations

The "Enter Cancellation Information" screen is used to enter information about people who have cancelled their attendance of a meeting at a Club or Clinic.

If "Record All Cancellations (Time Of Cancellation And Reason)?" is set to "Yes" on the Occurrence Details tab, when someone is removed from the list of confirmed attendees (that is, a user goes to the View or Edit Attendances page and changes an appointment from showing a name back to showing "None"), on saving the page they will be taken to the Enter Cancellation Information screen.

File:CCD 22.png

The list of reasons available is the list of Non-Attendance Reasons.

Completed Meetings tab

The Completed Meetings tab shows occurrences of this club/clinic that have already been completed (the data about who attended has been entered).

The following information is shown about the completed occurrences:

• Date that the occurrence happened
• Staff/Volunteer that ran the occurrence
• Number of people that were expected
• Number of members that attended
• Number of anonymous people that attended (if the club/clinic allows anonymous attendees, which is set on the Occurrence Details tab
• Completed?
• Notes for this occurrence - the icon will display red if there are any notes saved for this occurrence
• Buttons as follows:
  • View the list of people who attended
  • Edit the list of people who attended
  • Open the Wizard for this occurrence (as long as the club/clinic does not use timed appointment slots, in which case the button will be greyed out)
  • Delete the occurrence (permanently deletes the information)