Creating a new Case

Before you meet with a client for the first time we recommend that you create a new case and enter the case details. In this video you will see how to add a Client to a Case in OpenFIT.

Step by Step Guide

To create a new case click the Add Case button on the Case and Client List Screen

The OpenFIT Home screen
Case Number
Case Number is the first detail to add here and this is the reference number that your agency assigns to this new Case. This will generally be on the paperwork you have available for this new case or in the case record details on your client record system. It is important to add a case number here so you can later on easily link the case feedback details that you have in OpenFIT to the case notes you already have for this client. If you do not have a case number we suggest you create a simple case number using the clients initials and the date the case was created.
Next you select the Case Type. You have four options here, Individual, Couple, Family or Group. It is important you select the correct case type as this will affect the options you have later.
Start Date
The start date of the case will default to today's date. To change it click on the calendar icon to the right of the date.
Next select the Case Status. This will default to Open. Later when the case has ended you can select the options Closed - Planned if the case was closed by agreement with the therapist and client or clients or Closed - Unplanned for cases that close because the client or clients have not attended scheduled sessions. Each agency has its own policy for when to close cases. Generally if the client has missed two or three consecutive sessions and no more are scheduled the case is considered closed. For reporting purposes it is important to close cases where clients are no longer attending.
This is a text field that allows you to write some notes that describe the case or are relevant to the case. You should not enter here detailed information about the client such as presenting problem, diagnosis codes, insurance details etc. These details are usually entered into a separate client records system which also contains client identification details such as their name, address, social security number etc. OpenFIT is a secure protected system but it is not designed as a complete client record system so client identification details should not be entered in the case description field.
To add a Tag to a case select a Tag from the Tag drop down menu. Tags are words that are associated with a Case. They can be used for example to link Cases to a type of service e.g. 'Addiction' or to a specific clinic or area e.g. 'Outreach'. They can then be used to filter Cases and Clients on the Case and Client List Screen and can also be used in the reporting component of OpenFIT. If the dropdown menu does not contain the Tag you require then you can request the Administrator for your OpenFIT account to create additional Tags. When you have completed this screen please click Next to go to the Add Clients screen. You will see it highlighted Next.
The OpenFIT Home screen

Editing and Deleting cases. For instructions on editing and deleting cases please check the Reference Guide

Overview Add Client to a Case