CaseWorks OCAN

Use our custom interface to collect your OCAN data on intelligent and integrated e-Forms.

CaseWorks OCAN

Are you managing an adult mental health agency that’s required to collect Ontario Common Assessment of Need data? With the CaseWORKS OCAN interface, you can fill out the OCAN forms on an intelligent e-form that not only streamlines your data entry process, but also prompts you for all required next steps and approvals, and connects to your Common Data Set (CDS) elements.

  • Overview
  • Features & Benefits
  • Stand-Alone
  • Implementation

OCAN data collection doesn’t have to be as slow as filling out paper forms is, or as disconnected from your client database (or your daily workflow) as static computer forms are.  Ideally, in fact, the OCAN process shouldn’t require any duplicate data entry at all, or require your already-taxed caregivers to remember any more follow-up tasks than they need to already.

That was the philosophy behind the making of CW|OCAN, Coyote Software’s OCAN interface for mental health agencies who want to integrate the Ministry-required assessment tool into their existing systems and workflows.  We saw the challenges that mandated OCAN data collection poses to our mental health agency clients, and we responded by developing an intelligent tool that doesn’t just reproduce the paper form on a computer screen, but rather, actually streamlines the OCAN data collection process, has smart fields that prompt you and respond to your choices, and ties in with your existing client data.

Coyote CW|OCAN meets all provincial data regulations, and offers all variations of OCAN data collection – Full, Core, or Core + Self.  It saves you time during the data collection process, it reminds you of next steps once the process is completed, and it submits the resulting data to the IAR in a worry-free fashion that’s automatic, regular and fully confidential.

As an add-on module to CaseWORKS (our caseload management system), CW|OCAN transforms the OCAN form into the essence of a fully realized assessment tool, one that helps you not only to enter the data, but also to analyze outcomes, monitor effectiveness and gain real insights into providing the best possible services to your clients.


A streamlined data entry process

CaseWORKS OCAN is an intelligent e-form that saves you time by pre-populating fields whenever possible, pulling relevant data from your master client database so that you don’t have to re-enter the information that’s already in the system. The added efficiency gives you more time to deliver the direct services for which you are known and often funded.

Intelligent form handling and real-time data validation

CW|OCAN does validation checks on each and every field, so you never have to worry about missing any crucial data. Pre-validating the records before they’re submitted to the IAR ensures that each completed form is completely CCIM-compliant.

Built-in workflow rules for task management and approvals

Our system automatically handles all the workflow issues that arise from the OCAN form. Because it “knows” all of the Ministry’s rules and requirements, it automatically assigns whatever tasks and action plans are needed as a result of the answers entered on the form. What’s more, it manages those tasks for you with timely prompts and alerts, so you and your team don’t have to remember everything yourselves. And if a specified task is not done on time, it automatically triggers a notification to the supervisor in charge.

Built-in logic for required fields and follow-ups

Included in the e-form’s intelligence is the ability to identify which fields and sections of the OCAN form are required, and which answers will need to be followed up by an assigned staff member. When certain answers preclude other choices in subsequent fields, those choices are made unavailable automatically.

Ability to define your own additional workflow rules

In addition to the workflow rules that are already built-in to comply with Ministry requirements, you also have the ability to add additional workflow rules into your CW|OCAN system. This customization feature lets you identify additional fields that you want the system to check and notify you about.

Push and pull connectivity with your Common Data Set

Why duplicate records and double your data entry time? With CW|OCAN, you can pull data from fields in your Single Master Person Index straight into your OCAN form, and push changes in a client’s details back into your Common Data Set from the OCAN data that you’ve collected. No need for double-entry into two completely separate systems.

Full confidentiality and consent management

The collection, storage and transmission of your clients’ data are all handled in a way that fully respects and protects their privacy, security and confidentiality. The system ensures that all necessary steps are taken to obtain informed consent, and follows a clear Consent Management process to ensure both PHIPA compliance and client confidence.

Single-click switching from English to French layout

Both English and French versions of the OCAN questions are built into the system, and you can switch from one language to the other with a simple mouse-click.

Identical in appearance to the paper OCAN form

The on-screen appearance of the CW|OCAN form is virtually identical to the original OCAN form on which your team was trained. No additional time or training is required to gain familiarity with the e-Form version.

Seamless submissions to the IAR

Once all fields are completed and validated, submission of the data to IAR is a seamless, behind-the-scenes process that you don’t even see or have to worry about. Submissions are timed to occur on a regular basis and can be scheduled for off-hours when online traffic is low and bandwidth is ample.

Fully integrated into CaseWORKS

The beauty of using CW|OCAN as part of the CaseWORKS caseload management system is that the OCAN data is completely integrated with your overall system, rather than being kept as a disjointed additional database. In addition to minimizing data entry duplication, this integration also allows you to combine OCAN with your Common Data Set and CaseWORKS client data to gain a much more holistic clinical overview of your clients, and much better outcome measurement capabilities.

Signatures and a complete audit trail

Whether they modify it or just look at it, CW|OCAN tracks every person’s activities on each and every form, so you have a complete audit trail at your disposal whenever the need arises. It also tracks all electronic signatures made on a record, whether it’s for entries, edits or verifications.

Insights into the effectiveness of your programs

Through its intelligent data collection and streamlined workflow, CW|OCAN keeps the focus of the OCAN form on its main role, namely, as an assessment tool to improve the effectiveness of your programs and services. It’s the best and most reliable way to minimize the bureaucracy and maximize the insights, for the health and wellbeing of the clients in your care.

Our OCAN interface is also available as a stand-alone application, for those agencies who are not currently using CaseWORKS.  Please contact us to inquire about purchasing the stand-alone version for your organization.




Our approach to software implementation

Even great software won’t improve your agency’s workflow if your workers don’t use it. Once our system is ready for you, our Implementation Division takes over to make sure that your agency is ready for it. Here are some of the steps we take to ensure that your staff is up and running with their Coyote software as quickly and painlessly as possible:

Implementation Toolkit

We use a comprehensive document mapping process for every step of your software implementation, from project kick-off to go-live.

“6 Steps to Success”

Coyote’s tried and true process for successfully implementing software.

Dedicated Project Managers

We assign Implementation Managers to work directly with your agency, ensuring that all aspects of the rollout are properly planned, communicated and executed.

State of the Art Training

Coyote has a variety of training methods that can be customized to fit your agency’s unique educational needs. They include: Train the Trainer, End User Training, Forms Training, Reporting Courses, and Basic Windows Navigation.

On-Site Go Live Support

We don’t just install your system and disappear before you go live.  We will be on site at this most critical time to troubleshoot and to help your staff adjust to their new software.

Full Documentation

We provide comprehensive, easy to follow Users Guides for all of our software.

Ongoing Support 

Coyote Software Corporation has a team of helpful, dedicated support specialists waiting to assist you by phone or email.