Working with groups in IRIS
IRIS training notes

Contents

Introduction 1

Create a group 1

Add clients to a group 1

Helpful tips: 2

Important note: 2

Recording group sessions 2

Absentee group members 2

Add a session for the group 2

Check that the group session has been added to a client’s case 3

Print the attendance sheet for a group 3

Remove a client from a group 4

Make a group inactive 4

Tip: quick search for a group’s clients 4

If you require assistance with IRIS 4

Introduction

The Groups function in the Integrated Reports and Information System (IRIS) allows users to establish groups and record all the services delivered by their organisation in group settings. Group service activities are automatically attached to the clients that participate in the group and accurately captured for reporting.

Create a group

  1. Click the Groups button on the left side of the screen then click New to display the Select Case dialogue box.
  2. Select the appropriate case type for the group then click OK to display the New Group dialogue box.
  3. Enter the group’s name and click Apply or OK. The start date will default to today’s date but can be changed if you want.

Add clients to a group

  1. Click the Groups button on the left side of the screen to display the group list
  2. Highlight the group you want and click Open
  3. Click the Add Client button on the right to open the client list
  4. Select one or more clients then click Attach.
    .

Helpful tips:

To select and attach multiple clients is easy:

If you hold down the Shift key on the keyboard you can select a block of clients from the list

If you hold down the Ctrl key on the keyboard you can select multiple clients even if they are not next to each other on the list.

Once you have selected the clients click the Attach button at the top of the client list screen.

Important note: It is essential that each client has an open case of the same type as your group’s case type with a referral date on or before the start date of the group.

Recording group sessions

Absentee group members

Before adding a new service to a group you need to deactivate any clients who did not attend that session (and thus did not receive that service), and activate those who did. Next to each client in the group is a green dot indicating the client attended or a grey dot indicating they did not.

  1. Highlight the name of a client that did not attend the group session.
  2. Remove the tick from Client is Active checkbox on the right side of the screen. The selected client will now have a grey dot next to their name.
  3. Repeat the above steps for each client that did not attend the group session.
  4. Add the session using the instructions below.

Note: Only those clients in the group client list with a green dot next to their name will receive that service in their case records.

Add a session for the group

  1. Click on the New Service button to the right of the Group screen to display the ‘Select Type for New Service’ dialog box.
  2. Expand all the options by clicking on the plus signs, select the service to be added then click OK.
  3. Complete the mandatory (yellow) fields and add any other information as required.
  4. Add any notes in the text area at the bottom of the screen. Be mindful that the text you enter here will appear on the service notes of all clients who attended that session.
  5. Use the spell checker and add a timestamp if you want then click OK to close the Service Details screen.
  6. The ‘New Services Summary’ dialogue box will be displayed (Figure 1) confirming which clients will have the service added to their cases and listing any clients that will not.

IRIS training notes - Working with groups in IRIS 4

Figure 1 New Service Summary dialogue box

IRIS training notes - Working with groups in IRIS 4

If any client names appear under a message that says ‘NO service will be added for these’ there are two possible causes:

·  The referral date of the client occurs after the service date that you are trying to add

·  The client does not have an open case of the same type as the group

If necessary, click Cancel, check and fix these issues then enter the service again via groups.

Check that the group session has been added to a client’s case

  1. Click OK in all of the open IRIS screens to return to the home screen.
  2. Open up the client’s case and select the Services tab to confirm that the service has been added.

Print the attendance sheet for a group

The group details report shows what dates each group session was held on and who attended.

  1. Click the Groups button and open the group
  2. Click the Print Preview button at the top of screen to display the group details report.
  3. Save, print or export the report if required.by selecting the appropriate icon from the top of the screen. The report can be saved to PDF or Excel.

Remove a client from a group

  1. Click the Groups button and open the group
  2. Highlight the client and click the Remove Client button on the right side of the screen.
  3. A message will pop up asking for confirmation that the client should be removed from the group. Click Yes.

Please note: This will not remove the client from IRIS, only from the group. The client will still retain all of the group services that were added to their case while they were part of the group.

Make a group inactive

  1. Click the Groups button and open the group
  2. If the group has finished or will no longer be used enter the end date
  3. Remove the tick from the Group Active checkbox
  5. Click Apply or OK to save the change
  6. To view inactive groups in the group list remove the tick from the Show Active Only checkbox.

Tip: quick search for a group’s clients

  1. Click the Clients button on the left side of the screen then click the clear filters button
  2. Select your group from the group drop down list
  3. Click refresh to display all the clients that are registered in that group.

If you require assistance with IRIS

Please contact the IRIS Helpdesk on (03) 9096 6919 or

More information on IRIS can be found in the IRIS User Guide which is included with the IRIS installation. Data dictionaries and other IRIS resources are also available. Ask the IRIS Helpdesk or your contact person within the department.

To receive this publication in an accessible format phone 03 9096 6919, using the National Relay Service 13 36 77 if required, or email
Authorised and published by the Victorian Government, 1 Treasury Place, Melbourne.
© State of Victoria, November 2015
Available at the Funded Agency Channel website <www.dhs.vic.gov.au/funded-agency-channel/information-technology

IRIS training notes - Working with groups in IRIS 4