Table of Contents
Introduction
Tabs, Sections and Fields
Tips
Accept and Save
Initiating Extended Leave
Alert Entry of Designated Facility and Next Renewal Date
Documenting Renewal Dates
Mandatory Annual Review and Review Panel Information
Documenting Hospital Recall When Renewal Dates do not Require Resetting
Documenting Hospital Recall When Renewal Dates Require Resetting
Transferring Client to Another Team
Logging New Assessment when the Renewal Tracking Section is Full
Changing or Correcting Errors in an Existing Ext Lv Tracking Assessment
Extended Leave Information Section (Fig. 4)
Change in Near Relative/Public Guardian information
Correcting Inaccurate Near Relative/Public Guardian information
Correcting Renewal Tracking information
Correcting Review Panel Type in the Review Panel Grid
Correcting All Other Review Panel Information in Review Panel Grid
Entire Assessment was entered in error
Discharging Client from Extended Leave
Appendix 1: Reports
Appendix 2: References
Note: This tip sheet outlines the use of the Extended Leave Tracking assessment in PARIS. It assumes the user understands basic PARIS functionality. Refer to the PARIS User Help for tips on PARIS functionality.
Introduction
Tabs, Sections and Fields
The Extended Leave Tracking assessment consists of 2 tabs titled Details and Tracking (Fig. 1). Navigate between each by clicking on either tab located at the bottom of the screen.
Fig. 1
Each tab contains sections. Sections are separated by purple title bars. Some sections have fields within them, (see fig 3 & 4 from examples of sections with fields) some sections have grid rows which require the user to insert or modify a row. Clicking on "Insert" or "Modify" a row brings up a pop-up where information can be entered (See Fig. 5 for an example of a grid with corresponding pop-up).
Refer to the Extended Leave Tracking Assessment Guideline for detailed information on all sections and fields in this assessment
Tips
Tips are embedded at various places throughout the assessment. Hover your mouse over the word [TIP] to reveal its contents. E.g. Hover over [TIP] at the end of “Date of Extended Leave” label to reveal the tip “Date of Leave Authorization (Form 20)” (See Fig 2).
Fig. 2
Accept Changes, Select and Save
The terms Accept and Save are used throughout this document.
a. Accept refers to clicking the bottom pink “Accept Changes” pop up to accept the information that has been recorded in that pop up
b. Select refers to clicking the bottom pink "Select" pop up to accept the information that has been recorded in that pop up
c. Save Refers to the large pink "Save" button at the bottom of the PARIS screen that, when ticked, saves all changes made to the document.
Initiating Extended Leave
1. Ensure there isn’t already an open Extended Leave Tracking assessment on the client.
2. Open and save a new “EXTENDED LEAVE TRACKING” assessment (code: MHAELT). (See Quick Steps pg. 37-Log a New Assessment Type).
3. Enter “EXT LV INITIATION” as the Reason for Assessment in the Header Details section (Fig. 3).
Fig. 3
4. Enter the following information into the Extended Leave Information section (Fig. 4)
1. Involuntary Admission Date – entering this date, automatically fills in the renewal dates on the “Tracking” tab and generates an alert of “EXTENDED LEAVE” if the client does not already have one
2. Second Form 4 date – only if required for your program
3. Designated Facility – Gives a list of hospitals
4. Date of Extended Leave – Date of leave authorization (date on Form 20)
5. Responsible Physician & Case Manager – gives a list of all staff at the team
Fig. 4
5. Enter or modify the Near Relative or Public Guardian in the “Unregistered Contacts” grid by clicking on
1. Ensure the near relative’s phone number is entered in the “Contact Number” field and the address is typed into the “Comment” field (Fig. 5)
Fig. 5
Note: This is the same grid that appears in Central Index however the view provided within the assessment filters out all entries except the “Ex Lv-Near Relative” or “Ex-Lv Public Guardian”. Entries or modifications from this assessment will display in Central Index after accepting changes and NOT in the grid below. If Near Relative or Public Guardian were entered or modified from Central index, it will appear in this assessment.
6. Enter the Hospitalization information in the “Periods in Hospital/Clinic” grid (fig. 6)
1. Enter the hospital admission and discharge dates (if known) in the “From & “To” fields within the pop up
2. Enter the Hospital into the “Hospital/Clinic” field
3. Enter “Patient Status” as “INVOLUNTARY INPATIENT”
Fig. 6
7. Go to the “Tracking” Tab
8. Ensure the renewal dates are accurate
9. Enter any Form 6 or Form 13 dates that have already been completed
10. It is not necessary to enter the first mandatory annual review date into the Review Panel grid when initiating a client’s Ex Lv Tracking assessment. If an assessment has no entries into the Review Panel grid, reports will automatically calculate the mandatory annual review date based on the “Date of Extended Leave” date in the details tab.
Alert Entry of Designated Facility and Next Renewal Date
1. Click on the ”Alerts” in the client banner to expand the alert. Click “View All Alerts”
2. In the “Alert Maintenance” pop up, select the “Extended Leave” alert by double clicking it or highlighting it and clicking modify a row (Fig. 7)
3. Enter the designated facility and next renewal date into the “Reason” field of the “Alert Entry” pop up
4. Accept changes in the “Alert Entry” pop up, then the “Alert Maintenance” pop up
Fig. 7
Documenting Renewal Dates
Follow your team’s process for tracking and renewing clients’ Ext Lv.
Note: The “MHA Extended Leave Report – Next Renewal Due” report can be used to facilitate this process. See Appendix 1 at end if this document
1. Access the “Extended Leave Tracking” assessment on the client you wish to document on
2. Go to the “Tracking” tab, “Renewal Tracking” section (Fig. 8)
3. Enter the “Date Form 6 Completed” field (this date must be on or before the renewal date)
4. Enter the Date Form 13 completed
5. Enter relevant comments as required
6. To add more 6 month renewal rows tick the box titled “Tick to add 6 month renewals”:
a. Each tick adds an additional “6 Month Renewal” row up to a total of 23 rows (10 years of extended leave renewals)
b. Rows cannot be re-hidden once saved however there is no harm in displaying renewal dates well into the future
c. This last row is identified as so:
d. If all rows have been completed and your client remains on extended leave, see Sec. H below titled “Logging New Assessment When the Renewal Tracking Section is Full”
Fig. 8
7. Update the alert with the new renewal date
a. Go to page 3, section B (Initiating Extended Leave), step 5 (Entering Designated Facility and Next Renewal date into the Alert), and follow the steps to access the alert and edit the next renewal date
Mandatory Annual Review and Review Panel Information
Follow your team’s process for tracking clients’ Mandatory Annual Reviews.
Note: The “MHA Extended Leave Report – Annual Review Due” report can be used to facilitate this process. See Appendix 1 at end if this document
In the Review Panel section, you must first click on and select the Type of review in order to proceed:
NOTE: There is a Tip available to you if you hover your mouse over the word [TIP] in the “Next Mandatory Review Date [TIP]” field. This Tip explains that the Next Mandatory Review Date must be:
As per the Mental Health Review Board, it is best practice for the Mandatory Review Directive to be completed 30 days before the client reaches 12 months of continuous Extended Leave, and the client has not had or applied for a Review Panel Hearing during that time.
Example: If a client was discharged from hospital on Extended Leave Sept 1st, 2023, the Mandatory Review is due Aug 2nd, 2024, assuming they have not applied or had a Review Panel Hearing during that time.
1. Documenting Mandatory Annual Review
a. Go to the “Review Panel” section in the “Tracking” tab
b. Click
c. Tick “MANDATORY ANNUAL REVIEW” under Type
d. Enter “Client’s Response”
e. Enter “Date of Response”
f. If client waives hearing and file review or requests file review only, enter date of next mandatory annual review (anniversary date of “Date on Extended Leave”)
g. and
2. Recording client’s application for Review Panel
a. Go to the “Review Panel” section in the Tracking tab
b. Click
c. Tick “REVIEW PANEL” under Type
d. Enter “Date of Application”
e. and
3. Recording Date of Review
a. Go to the “Review Panel” section in the Tracking tab
b. Select the row where the date of application is recorded
c. Click
d. Enter Date of Review
e. and
4. Recording Review Panel Outcome
a. Go to the “Review Panel” section in the Tracking tab
b. Select the row where the date of application is recorded
c. Click
d. Enter “Date Review Panel Met”, “Outcome” and “Next Mandatory Review Date”
Next Mandatory Review Date is an manual calculation done by the user, PARIS does not automatically calculate this date
e. and
Documenting Hospital Recall When Renewal Dates do not Require Resetting
1. Go to the “Review Panel” grid in the “Tracking” tab
a. Click
b. Under Type, tick HOSPITAL RECALL
c. Enter Discharge date and Next Mandatory Review Date (one year from hospital discharge date)
a. and
2. Go to the “Periods in Hospitals/Clinics” grid in the “Details” tab
a. Click
b. Enter “Patient Status” as “Extended Leave Recall”
c. Enter other relevant hospitalization information
a. and
Documenting Hospital Recall When Renewal Dates Require Resetting
1. Ensure all required documentation in the existing Extended Leave Tracking Assessment is complete
2. Close current open assessment by entering a date into the “End Date” field in the “Header Details” section of the Details tab (Fig. 9)
Fig. 9
3. Go to Sec. A in this document titled, “Initiating Extended Leave”, and follow the steps to open a new assessment, reentering all the information as required
4. For Assessment reason choose EXT LV RESET (Code ELR)
5. Enter the new “Involuntary Admission Date” into the “Extended Leave Information” Section (Fig. 4)
6. Go to sec. E in this document titled, “Documenting Hospital Recall When Renewal Dates do not
Require Resetting”, and follow the steps to enter the information into the “Review Panel” and “Periods in Hospital/Clinic” grids
Transferring Client to Another Team
Closing Team
1. Ensure all required documentation in Extended Leave Tracking Assessment is complete
2. Close current open assessment by entering a date into the “End Date” field in the “Header Details” section of the Details tab (Fig. 9)
3. Complete all other processes to transfer client to another team
Receiving Team
1. Go to client’s latest (if more than one) Extended leave assessment
2. Copy assessment to your team (reference quicksteps pg 41- Copy Assessment Current Client Different Team)
3. Replace the previous Responsible Physician and Case Manager in the Extended Leave Information Section (Fig. 4) with the new physician and case manager
4. Ensure all other information copied over correctly and remains accurate
5. Complete process for receiving a transfer from another team
Logging New Assessment when the Renewal Tracking Section is Full
When a client has been on Extended Leave for 10 continuously, with no renewal date resets, the Extended Leave Tracking section fills. When no further renewal dates can be recorded;
1. Ensure all documentation has been completed in the existing assessment
2. Enter an “End Date” in the “Header Details” section of the existing assessment (Fig. 9)
3. Log a new assessment (steps outlined above in Sec. A “Initiating Extended Leave”)
4. Enter “Assessment Reason” of EXT LV CONTINUATION (Code: ELC) in header details (Fig. 3)
5. Complete all relevant section ensuring the original “Involuntary Admission Date” is entered correctly
6. In the “Tracking” tab, “Renewal Tracking” section, tick the “Only Tick at end of 10 year period” tick box to advance the renewal dates forward 10 years. Tick this box again to advance the dates another 10 years and so on. (Fig. 10)
Fig. 10
7. If the box has is ticked too many times, tick “Clear all changes” (Fig. 10), to return to the original renewal dates and start again
8. The “Clear all changes” and “Only Tick at end of 10 year period” tick boxes must be done before any form 6 dates are entered. Entering a date into the “Date Form 6 Completed” field, inactivates the tick boxes
9. If an error in the renewal dates is discovered after Form 6 dates have been entered, the “Clear all changes” and Only Tick at end of 10 year period” tick boxes can be reactivated by deleting all Form 6 dates and clicking
Changing or Correcting Errors in an Existing Ext Lv Tracking Assessment
Extended Leave Information Section (Fig. 4)
All information in this section is editable. If an error exists it can be over written with the correct information
a. Changing "Responsible Physician" or "Case Manager"
The previous physician or CM can be over written with the new physician or CM. This assessment does not keep a history of previous physicians or case managers however, if the previous physician and CM were allocated to the client, this information can be seen in the "Involved Staff” Section in PARIS.
b. Correcting Involuntary Admission Date
Note: Correcting this date resets the renewal dates on the Tracking Tab. Do not overwrite this date if the client’s extended leave is being reset. This will delete the history of the previous renewal dates. Only overwrite this date if the date was entered incorrectly. To reset renewal dates follow the process outlined in Sec. F above titled “Documenting Hospital Recall When Renewal Date Require Resetting”.
Go to “Details” Tab -> “Extended Leave Information” section -> “Involuntary Admission Date” field
Enter correct Date
Ensure renewal Dates in the Renewal Tracking section have readjusted properly
Change in Near Relative/Public Guardian information
a. Go to “Unregistered Contacts” section and highlight existing row
b. Click on
c. In the Unregistered Contacts pop up, enter date into the “Valid To” field
d.
e. Insert a row
f. Enter all relevant information into the new, blank pop up
g. and
Correcting Inaccurate Near Relative/Public Guardian information
a. Go to “Unregistered Contacts” section and highlight existing row
b. Click on
c. Overwrite incorrect information
d. and
Correcting Renewal Tracking information
a. If Renewal Dates in the Renewal Tracking section are incorrect, it’s because the “Involuntary Admission Date” in the “Extended Leave Information” section of the details tab is incorrect. Edit as required.
b. To correct Form 6, Form 13 or Comments fields, overwrite the incorrect information with the correct information and
Correcting Review Panel Type in the Review Panel Grid
If the Review Panel Type is recorded and saved incorrectly, it cannot be edited
a. Highlight existing row
b. Click on
c. Tick entered in error
d.
e.
f. Enter correct information
g. and
Correcting All Other Review Panel Information in Review Panel Grid
a. Highlight existing row
b. Click on
c. Edit information as required
d. and
Entire Assessment was entered in error
a. Change “Reason for Assessment” in Header Details section, to Entered in Error
b. Enter an “End Date” in the Header Details section
c.
d. The assessment can be copied to another referral or client if required.
Discharging Client from Extended Leave
1. Ensure all required documentation in the Extended Leave Tracking Assessment is complete including Date Ex Lv Discharged and that the near relative was notified (Fig. 11)
Fig. 11
2. Complete all other paper work and documentation as required
3. Close current open assessment by entering a date into the “End Date” field in the “Header Details” section of the Details tab (see fig. 10)
Appendix 1: Reports
Assessment Reports- Printed from within the Assessment Application
1. MHA Extended Leave Tracking Assessment – Standard PARIS report that displays the fields in the PARIS assessment and the data that has been entered.
Operational Reports – Printed from the Reports Application
2. MHA Extended Leave Report - Annual Review Due (Code MHA_EL_ARD) – Displays a list of clients who have mandatory Annual reviews due within the report’s date range. Staff specifies the date range and the report prints all clients who have a next mandatory review date within the report period. Also provides information on clients whose most recent row entry is missing the next mandatory review date.
3. MHA Extended Leave Report - Annual Review Outcomes (Code MHA_EL_ARO) – Report has 2 sections, The first section displays current Ext Lv clients who, within report’s date range, had a review panel or a mandatory annual review and the outcome. The second section is designed to display clients whose mandatory annual reviews are overdue. The report is meant to be printed and faxed to the review board every 6 months or as otherwise stipulated by the review board office.
Report Design
Displays information from the most recent, open, Extended Leave Tracking Assessment.
Looks within the Review Panel section for the row with the most recent "Date Recorded". Within this row, if the type is Mandatory Annual Review, the report looks at "Date of Response" and "Next Mandatory Review Date". If the type is Review Panel, the report looks at "Date Review Panel Met" and "Next Mandatory Review Date". If the type is Hospital Recall the report only looks at "Next Mandatory Review Date".
If the "Date of Response" or "Date Review Panel Met" is within the report period, the client displays in the first section.
If the "Next Mandatory Review Date" is earlier than the "To" date of the reporting period, the client displays in the bottom section.
If "Date of Response" or "Date Review Panel Met" are not filled in the client does not display on the report.
If the "Review Panel" section is empty, the client displays in the second section if the Date of "Extended Leave" is 364 days or more, prior to the "To" date of the report period.
If a client’s last row entry is “Hospital recall” the client only displays in the second section if the “Next Mandatory Review Date” is prior to the “To” date on the report.
4. MHA Extended Leave Report - Clients by Team (Code MHA_EL_CLT) – This report lists all clients at a team who are on extended leave. Report lists clients alphabetically by last name. Second section is a list of clients at the team who have a valid extended leave alert but no open extended leave tracking assessment.
5. MHA Extended Leave Report – Next Renewal Date (Code MHA_EL_NRD) – Provides a list of clients who have a renewal date. Can be run individually by staff or for the whole team. After the user specifies the date range, the report provides a list of all clients with a renewal date within that date range.
Appendix 2: References
PARIS User Help
PARIS MHA Extended Leave guidelines