Recording Service User Information

This quick reference guide walks you through recording Service User Information in the Hepatitis C Teams tracking tools.

This tool should be used by all staff members whose work is reported in OCHART in order to track their activities and any outputs produced.

Activities and outputs should be recorded within 72 hours of completion or production.

Using this tool regularly will ensure that all your activities are recorded, added together and then automatically entered into OCHART each reporting period.

Tracking tool data will be extracted for reporting to OCHART every 6 months.

Log into OCHART from ochart.ca

Use your Email (your work email address) and Password. Click Login. If you've forgotten your password, click Forgot password?

Note: You must have an existing OCHART account in order to log in. See this support article with steps on how to request an OCHART account.

ochart login page

Upon logging in, you will be directed to your dashboard. The dashboard will only display the items you have permission to view.

There are multiple ways to access the tracking tools available to you.

  • Option 1: Click the Add New button located at the top right of your dashboard and select "Tracking Tools"
  • Option 2: Click Tracking Tool in the main navigation.

Click New Entry under "HCV Teams: Client demographics and treatment information".

hcv client demographics and treatment information tracking tool

Enter an Activity Title that is meaningful to you but does not contain any service user-specific information. This will help in identifying the activity when reviewing records.

Click into the Activity Date text box and use the calendar pop-out to record the date of the activity. The activity date will determine which reporting period an activity is reflected in. Please ensure that you record the date the activity took place, not the day which you recorded the activity.

Select the type of activity being recorded. In this case "A service user's demographics".

Only record demographic information for ONE service user at a time (bulk entry is not permitted). To record demographic information for another service user, open the tracking tool again.

Update service user information (demographics) for each client after their first visit in the reporting period. Therefore, you do this twice per year.

We recognize that clients may shift from one group to the other (e.g., living with HCV → post-cure care); this is reflected in the service sessions. We will see the shift in client demographics from H1 to H2.

activity title, activity date, record service user demographic

Record the service user's status, patient group, sex/gender, age group, and ethnicity.

Select all of the priority populations the service user is a member of.

record demographic fields

Click Next to review your tracking tool submission.

Click Submit to complete the submission of the tracking tool entry.