This meeting provided a comprehensive walkthrough of Outcome Tools, focusing on client progress tracking and treatment effectiveness measurement using questionnaires.
Attendees learned how to access and assign questionnaires, administer them through various methods, manage user permissions, and review/combine results within BestNotes and Outcome Tools.
Key features such as series assignments, automation of reminders, progress reporting, exporting data, and digital signing were explained.
No major decisions were made, and guidance was given on contacting support for further help.
Action Items
None assigned in meeting transcript
Overview of Outcome Tools Functionality
Outcome Tools is used to track client progress and measure treatment effectiveness via questionnaires.
Accessible questionnaires are listed in the questionnaire library on outcometools.com, with varying permissions and possible licensing requirements.
After system setup, user permissions must be granted in BestNotes for access to Outcome Tools.
Administrators can access the Outcome Tools master dashboard directly, while standard users interact at the client level.
Managing Clients and Assigning Questionnaires
Essential client demographic details (such as admission date and email) should be entered before administering questionnaires.
To add a client to Outcome Tools, use the 'add client' button in BestNotes; some demographic fields are editable in Outcome Tools, while locked fields must be updated in BestNotes.
Default delivery methods for questionnaires can be set client-by-client.
Questionnaires can be assigned through:
Series: Batch assignment or scheduled intervals (e.g., every 30 days from admit date).
Single assignment: Through the Questionnaires tab with options for client, staff, or parent completion.
Delivery methods include email and in-person kiosk/iPad, each with unique handling (e.g., PIN authentication for kiosks).
Administering and Following Up on Questionnaires
Email delivery sends the questionnaire at set intervals with up to three reminders; immediate notification can be manually triggered.
For kiosk delivery, a secure URL is used with unique PINs for clients.
Completed questionnaires sync back to BestNotes and are visible on client pages and activity logs.
Automated flows ensure that only questionnaires within the valid date range are assigned; expired entries can be skipped.
Reviewing Results and Reporting
Questionnaire completion moves items from 'assigned' to 'completed,' with results and scores readily available.
Progress charts display trends over time, supporting treatment review and planning.
The master dashboard offers reporting on upcoming expirations, completion status, and enables bulk data export to CSV/Excel for analysis or research.
The system supports adding signers and creating digital signatures for compliance and recordkeeping.
User and Permission Management
Users are added from BestNotes with specific permission levels (1–5), controlling their access and abilities within Outcome Tools.
Most staff require at least level 4 (manage clients/contacts).
User groups, typically "administration," must be assigned for proper access.
System Configuration and Resources
Account settings allow for management of questionnaires, auto-dismissal settings, and access to kiosk URLs.
Resources and scoring manuals are available for applicable questionnaires.
Data export tools facilitate deeper analysis outside the platform.
Decisions
No formal decisions recorded — The meeting consisted of a tutorial and walkthrough without decision points.
Open Questions / Follow-Ups
None explicitly raised in the transcript.
For setup issues or adding questionnaires, contact BestNotes support as advised.