Start a Direct Service Session
Learn how to begin a Direct Service Session.
Direct Service Sessions are used when the Session is between you and the Client. Sometimes this Session includes family members, friends and/or interpreters. Services are delivered to Clients on an individual, one-to-one basis.
A Direct Service Session can be started (3) different ways. Click on:
- 'Begin New Session' from the side menu
- 'Begin Session with Client' from the Client profile
- 'Start Session' from the Client Dashboard.
Instructions and Definitions
After the Direct Service Session has been set up, clients and Service forms need to be added to Direct Service Sessions. The first step is to add your Client and then you can add your Service Form(s).
If your Client is already in the database, you can search for your Client first and then begin your Direct Service Session.
If your Client is new to your Agency you will have to register them by creating a Named or Anonymous Client profile first.
Services can be provided to an Anonymous Client, however, this type of client cannot be tracked or changed to a Named Client. Sessions cannot be transferred if client becomes a Named Client.
Setting up the Direct Service Session
When you choose one of the three options listed above to begin a session, you will be taken to the 'Create a New Session - New Session for a Client' page.
The Session type is already set to the default 'Direct Service'. The remaining green fields should have the correct information for your Session.
If your Site is not set as a default in your User Profile, you will have to select your Site from the drop-down menu. This is the Site where the Session was held and the Service was delivered to the Client.
Delivery Method is set to the default, 'In Person'. Only change this if you delivered the Session over the phone, by email or online by selecting that option from the drop-down menu.
If Services were delivered to the Client at the Border, you may select 'Yes' from the drop-down menu for the field, 'Delivered at Point of Entry'. The default response is already set to 'No.'
If there was an interpreter(s) used during the Session, change the default 'No' from the drop-down menu in the field, 'Interpreter Present' to 'Yes' and enter the number of interpreters used in the field below.
Service time is the length of time it took to deliver the Service. It is the actual time spent with the Client in hours and/or minutes. Enter the time in hours and/or minutes in the fields provided.
At least one delivery language must also be selected. From the drop-down menu, select the language you spoke in to deliver the Service to the Client. After you have made a selection, click on 'Update' to save it.
In a Direct Service Session, you are the only Staff involved. Leave the Staff involved field as is.
Session notes are optional. You may include Session notes by typing them in the box provided.
Once you click 'Save Session' you will be directed to a new Session page.
Adding Clients to the Session
After you click Save Session, a new page will appear where you can Add Clients and Service Forms. This is the Edit a Client Session page. You will see the fields from the Begin a Session page already filled in.
Below 'Service Time' is a section called 'Clients and Forms'. Click 'Add' to add your Client to the form. Click on Adding Clients to a Session to review how to add Clients to Session forms.
If you are starting a Session from a Client Profile or Client Dashboard, the Client will already be listed in the table.
Please note: the Client MUST be registered in the OCMS before you add them to a Session. If it is a new Client, you will have to go back and click Register New Client and create a Client Profile.
Adding a Service Form to a Client in a new Session
Once the Client has been added to the Session Form, a Service form can be added to the Client. Click on the [+] to begin adding a Service form. Click on Adding Service Forms to a Session, to review how to add a Service form to a Client.
Please note: Only one of each Service form is allowed per Session. For example, if more than one Employment form is required then an additional Session must be created for each additional Employment form.
Please remember: Service Forms MUST be completed for the Session to be complete. If the Service Form is NOT completed, the Session will NOT be counted on your report. Sessions with incomplete Service forms appear in the 'My Incomplete Sessions' tab on the OCMS User Dashboard on the homepage.
When a Service Form is complete it is highlighted in green. Documents and additional comments may be included in the Session.
Once the Client and Form have been added, the Service Form will need to be completed for the Session to be complete.
Please note: if a Service form is not completed in a Session, the Session will be regarded as 'incomplete' and listed under the 'My Incomplete Sessions' tab on the OCMS User Dashboard. Incomplete Sessions are NOT included in reports.