Collecting and Storing Client Data

POLICY: The Company maintains an electronic database of information regarding clients and the services provided. Client and service data is collected, summarized, and analyzed to report to funders, monitor and evaluate the Company's work, understand who the Company is serving and the nature of the services being provided, and advocate for funding. Employees involved in providing direct service or supporting direct service are responsible for ensuring that client and service data is complete, accurate, and up to date.

Procedures

• Employees and/or consultants responsible for providing direct service to clients will enter complete, accurate, and up-to-date information about the client and/or service provided into the electronic database as soon as possible after the service event/information is collected and no later than five working days after the service event/information is collected. This includes client demographics, assessments, activity notes, record of community initiatives, etc.
• Employees and/or consultants must ensure that client appointments are entered into the client and service database prior to clients being seen to ensure accurate records of client service.
• Employees and/or consultants will ensure that information that they are responsible for collecting is complete and timely (e.g., client demographics).
• Direct service employees and students, as well as relevant managers and support staff, will monitor the information in the electronic database about clients and services to ensure that information is complete and timely.

Compliance with data collection, accuracy, and documentation standards is supported through ongoing supervision and oversight. Supervisory responsibilities related to documentation review, data integrity, and performance monitoring are outlined in Appendix 6.1 - RBT Supervision Protocol. This appendix establishes procedures for reviewing service records, ensuring completeness and accuracy of client data, and providing corrective feedback when necessary to maintain compliance with organizational, funding, and regulatory requirements.