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Data Collection & Forms

Client Report Forms

The client report form is only available to administrators and is filled out by a staff member after meeting with a client.  This form is typically used to record the details of what was worked on during a given meeting.  Administrators are able to review previously-entered client report forms in order to prepare for an upcoming session.  Some centers opt to send the client report form to the client or to other invested parties (such as an advisor or instructor); however, by default, the client report form is treated by the system as confidential and is only available to administrators.  Clients do not have access to their own client report forms.

By default, all administrators have the ability to add new view existing, and edit existing client report forms.  Access to client report forms by basic administrators can be adjusted through the CLIENT REPORT FORMS setting at the bottom of Global System Settings.  Since most centers require that client report forms be added after every appointment, WCONLINE provides a report of appointments for which client report forms have not been entered.  This is found in the Master Listings Report by limiting the report to ORPHAN APPOINTMENTS.


Adding a New or Editing an Existing Client Report Form

Add New Client Report Form LinkIn order to add a new client report form to an existing appointment, an administrator first opens the appointment that they just completed.  From the appointment form, the administrator selects ADD NEW from the "Post-Session Client Report Forms" section.  

In order to edit an existing client report form, an administrator opens the client report form in question (either by searching for it using the Master Listings Report or by opening the appointment with the client and then selecting VIEW EXISTING from the "Post-Session Client Report Forms" section).  Finally, the administrator selects the EDIT button at the bottom of the form, makes their changes, and then selects "save changes."  

The resulting client report form is divided into several sections as discussed below in order from the top to the bottom of the form.  Once the form is complete, selecting "save form" or "save changes" saves the client report form. 

A sample image of the top portion of a client report form.CLIENT: The client is preselected to match the client who had the appointment.  Administrators can select the client's name to view the client's entire registration profile.


APPOINTMENT DATE: The client report form will show the original date and time of the appointment, as taken from the appointment form.


ACTUAL APPOINTMENT LENGTH: This allows the administrator to record the actual time spent working with the client and will be automatically set to the length of the appointment (as specified on the appointment form).  For example, if the appointment was scheduled to be thirty minutes long, then this option will be set to thirty minutes; however, if an administrator ended up spending just twenty-five minutes with the client, then the administrator can change this option to "25 minutes" in order to record the actual time spent.


STAFF OR RESOURCE: The staff or resource is preselected to match the staff or resource with which the appointment was made.  If a different staff member ended up working with the client, then that staff member can change this option.


CLIENT REPORT FORM QUESTIONS: The next section of the appointment form asks the questions that you've configured in Form Setup: Client Reports.  Since the client report form is only available to administrators, administrators do have to complete the required fields in order to save or make changes to a client report form.


The following three sections of the client report form are only available when adding a new client report form. 


EMAIL OPTIONS: This section allows an administrator to send the client report to someone via email.  The email itself (including what questions are included in the outgoing email) is configured in Form Setup: Client Reports.  Selecting CLIENT/STUDENT will send the client report form email to the person who had the appointment (who is, typically, the student). Selecting STAFF/RESOURCE will send the email to the staff or resource's email address (as entered in the "Email Options" section of Staff and Resource Management).  Selecting ADMINISTRATOR will send the email to the CENTER EMAIL ADDRESS as set in Global System Settings.  Finally, entering one or more email addresses in the "other email" field will send the email to those addresses.

Note that all outgoing client report form emails are logged and that log is displayed on the client report form when viewing the form.  Also note that existing client report forms can be emailed using the options available when viewing (and not editing) the existing form.


FILE ATTACHMENT OPTIONS: When adding a new client report form, administrators have the option to attach a file to the form.  Additionally, administrators can make that file available to administrators only, or can also make it available to the client (either through the appointment form or by being sent via email as an attachment to the client).  This is typically used for the administrator to upload a response to a client's paper and making that response available to the client.  The types of files allowed is set via the ALLOWED FILE TYPES FOR UPLOADS option in Global System Settings.


GROUP SESSIONS: If the appointment slot on the schedule was for a group appointment and if more than one appointment was in the time slot, then the client report form will offer the ability to apply the entered client report form to all clients who had appointments in the same time slot.  This is helpful, fo example, if an administrator met with a group of clients and did the same work with all clients in the group (as it means that the administrator only needs to enter the client report form once and have it saved to each client's individual appointment).

Group Appointment Selection


Off-Schedule Client Report Form IconClient report forms can also be added to record meetings that could not be recorded as appointments on the schedule--such as if a staff member met with a student outside of the center's normal hours.  To add such a form, an administrator selects the off-schedule icon at the top of the schedule display or the off-schedule link from within the text-only interface.  Off-schedule client report forms are nearly identical to standard client report forms, except that the administrator will also select the client, appointment date, and time.

If an appointment exists on a schedule or if an appointment can be made on the schedule for a given meeting between a staff and client, then the client report form should always be added by opening the appointment and then selecting ADD NEW from the "client report form" section.  Off-schedule client report forms should only be used for meetings where there isn't and where there cannot be a corresponding appointment on the schedule.  As an option, the link to adding a new off-schedule client report form may be disabled under OFF-SCHEDULE CLIENT REPORT FORMS at the bottom of Global System Settings

Image of the top portion of an off-schedule client report form


Viewing Existing Client Report Forms

Administrators can access existing client report forms in a couple of different ways.  First, the administrator can open an appointment and select "view existing" to view the existing client report forms for that client.  This is helpful in allowing the administrator to review the client's previous work at the center in order to prepare for an upcoming session.  Secondly, an administrator can search for a client report form by limiting the Master Listings Report to "client report forms."  

The "View Existing Appointment" form is divided into several sections as discussed below and in order from the top to the bottom of the form.  Keep in mind that access to client report forms by basic administrators (including the ability to view and/or edit the forms) can be adjusted through the CLIENT REPORT FORMS setting at the bottom of Global System Settings


CLIENT: Administrators are shown the name of the client at the top of the form.  Selecting the name will open the client's full registration profile in a modal window.


APPOINTMENT DATE: The client report form will show the original date and time of the appointment, as taken from the appointment form, or the date and times as selected when entering an off-schedule client report form.


ACTUAL APPOINTMENT LENGTH: This displays the actual length of the appointment as selected when entering the client report form.


STAFF OR RESOURCE: This displays the staff or resource as selected when entering the client report form.


CLIENT REPORT FORM QUESTIONS: The next section of the form displays the answers to the appointment form questions (as set in Form Setup: Client Reports).  


EMAIL OPTIONS: This section allows an administrator to send the client report to someone via email.  The email itself (including what questions are included in the outgoing email) is configured in Form Setup: Client Reports.  Selecting CLIENT/STUDENT will send the client report form email to the person who had the appointment (who is, typically, the student). Selecting STAFF/RESOURCE will send the email to the staff or resource's email address (as entered in the "Email Options" section of Staff and Resource Management).  Selecting ADMINISTRATOR will send the email to the CENTER EMAIL ADDRESS as set in Global System Settings.  Finally, entering one or more email addresses in the "other email" field will send the email to those addresses.

Note that all outgoing client report form emails are logged and that log is displayed immediately below this section of the form.  

Client report form email log sample


OTHER CLIENT REPORT FORMS: At the very bottom of the form is a selection tool that lets the administrator select and view any of the client report forms that have been entered for the client.


Data Collection & Forms

SECTION 1: Appointment Form Overview

SECTION 2: Specialized Appointment Types

SECTION 3: Client Report Forms

WCONLINE Product Manual

The product manual is available completely online. Choose a chapter from the list below or use the search tool to perform a keyword search.

CH 1: Welcome

GENERAL INFORMATION

CH 2: Data Collection & Forms

CH 3: Access, Access Levels, and the Schedule

CH 4: Synchronous Online Meetings

WELCOME MENU/CONTROL PANELS

CH 5: Update Profile & Email Options

CH 6: Client & Record Management

CH 7: Schedule Management

CH 8: Staff and Resource Management

CH 9: Starting Availability Management

CH 10: Blackout Times Management

CH 11: Announcement Management

CH 12: Mass Email Tool

CH 13: System Data Export

CH 14: Report: System Statistics

CH 15: Report: Master Listings

CH 16: Report: System Utilization

CH 17: Global System Settings

CH 18: Form Setup: System Forms

CH 19: Module Setup: Early Alerts & Flags

CH 20: Module Setup: Survey

CH 21: Module Setup: Time Clock

FAQs

CH 22: Frequently Asked Questions

This manual applies to the current version of WCONLINE® and is constantly updated as new features are released.