PALBASE
Paloma Systems Limited
2 Frederick Terrace, Frederick Place,
Brighton, BN1 1AX
Tele: 01273 778688
Fax: 01273 323927
Email: sales@paloma.co.uk
Drug Monitoring &
Treatment Case Management
If you have any questions or would like to arrange an on-line or on-site
demonstration of PalBase please call Paloma on (01273) 778688 OR Email to:
sales@paloma.co.uk
CLICK ON START TO REVIEW THE PALBASE PRESENTATION
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Paloma Systems Ltd

Paloma Systems has worked in conjunction with the Get It
While You Can Project in Brighton since 1994 as well as
Community Drug Teams, NHS Trusts, Treatment Agencies
and Police Constabularies across the UK to develop a
software programme that monitors acquisitive crime habits
and tracks referrals and progress through treatment.
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Paloma Systems Ltd ©
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Paloma Systems Ltd (Cont’d)..
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Our products and services include off-the-shelf, as well
as bespoke services
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Log-on to the Paloma Web Site for an overview of
services and products available – www.paloma.co.uk

Products are kept up to date ensuring that your software
never becomes obsolete

Comprehensive Annual Support ensure technical,
developmental and user support undertaken by highly
qualified, professional, and friendly staff

Paloma offer a competitive 3rd party hosting solution
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Paloma Systems Ltd ©
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Welcome to the PalBase Presentation
This presentation is designed to let you follow it sequentially
through from beginning to end, or to select only those
categories of interest.
Information Page – how to navigate the presentation
PalBase Contents Page to link to each Section
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INFORMATION
Moving through the presentation:
Click on the Home icon to return to the beginning of a section
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To move forward one slide click on the next slide arrow OR click
once with the left mouse button anywhere on the screen
To move back one slide click on the previous slide arrow
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Click with the right mouse button to display the menu
To review specific slides:
Use the left mouse button to click on the underlined text hyperlinks
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CONTENTS
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PalBase Overview
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PalBase Process
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PalBase Features
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PalBase Reporting
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PalBase Training
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PalBase Support
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Paloma Systems Ltd ©
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PalBase Overview
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What is PalBase………………………
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How Does it Work…………………….
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Benefits………………………………..
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System Requirements……………….
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Features……………………………….
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Security………………………………..
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Paloma Systems Ltd ©
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What is PalBase?
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PalBase provides an effective way of streamlining the Tough
Choices process from end-to-end
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PalBase makes lighter work of joining together each strand
of activity.
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Emphasis on partnership is the main focus (Police
Constabularies, NHS Trusts, DIP Teams, Drug Action
Teams, Courts, Prison Services or Parole Boards)
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An intuitive, user friendly monitoring and case management
system for organisations/agencies dealing with the
rehabilitation of drug related offenders and referrals to
treatment
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What is PalBase? Cont’d….
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Share live data to guarantee consistent information for
the tracking and monitoring of clients directly from a web
based application.
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Functionality for workers to message each other across
the system effectively creating a ‘virtual community’
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Reduce problems with geographical distance between
agencies working with each other on a day to day basis.
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Appointment booking and tracking between Agencies
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What is PalBase? Cont’d….
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Quick and logical links to Courts and Restrictions on Bail and with
treatment services.
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Comprehensive user data input verification process
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Drug test data, DIR and NDTMS information is easily accessible
electronically and can be e-mailed externally.
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Outcome treatment and support monitoring
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Multiple modality treatment programme, TOPs and Care Plan generation
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Prescription generation and Clinic management
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Groupwork Session management and tracking
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Client DIP or Open Access tracking and monitoring
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How does it work?
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PalBase runs off a SQL Server Database Engine thus allowing
for instant retrieval of data across multiple sites.
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Web interface supported by Internet Explorer
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Password protected user role based security
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Permission based data sharing between Agencies
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Local Administrator management
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Separate Reporting Services function
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XML Export of DIR and NDTMS data
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Home Page
Easy access to current events
Customized Home
page with live
message area
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Benefits of using PalBase
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Supporting partnership working, with cross-agency
messaging across the system using SMS technology
(through 3rd party providers), Email
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User role/permission based log-in access with Security
access levels
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Produce comprehensive statistical information on
substance misuse, treatment, and offending behaviour
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Import/export Drug Test Recorder data
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Export DIR statistics and NDTMS data in .XML format in
line with Home Office procedures
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Benefits… (cont’d)
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Export data in a range of formats for reporting purposes
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leave audit trails and report on strategic/ tactical
information
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track social profiles and personal information of clients
such as ethnicity, age, gender, etc
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Improve the effectiveness of a treatment program
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track and share live appointment information, waiting
times and discharge information
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Benefits… (cont’d)
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track clients through their treatment program including
structured follow up processes if clients fail to progress or
drop out
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Multiple treatment modality, TOPs and care plan
generation
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identify care coordinators and key workers and ensure
consistency of treatment
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monitor drug screening information, substance and
criminality profiles
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track and monitor offence outcomes
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Benefits… (cont’d)
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monitor court dates, non attendance triggers, remand and
restrictions on bail management as well as prison release
dates
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identify and record risks, for example pregnancy, injecting
behaviour, mental/ physical health, suicidal ideation,
danger to the general public or professionals
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track 3rd party information and rejection information
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print DIR form, DIR Activity, RA-IA, RA-FU, Initial Contact
forms, ROB, care plans and triage forms
Paloma Systems Ltd ©
System Requirements
PalBase is designed and runs on Microsoft SQL Server
2000 / 2005 (Standard or Enterprise) and uses Microsoft
Reporting Services for its reporting functionality.
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The application runs, as a thin client, using Terminal
Server or Citrix Metaframe using any form of bandwidth
No server side components apart from SQL database
PalBase can be run using SQL Replication
PalBase is developed for use within a web browser
(Internet Explorer) and supports SSL to provide secure,
encrypted communication over insecure networks such
as the internet
Remote access via wireless or 3G software installed on
laptops
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PalBase Features
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Permission based data sharing
Security Password changing
Comprehensive Report function
DIP Case Load Management, Low Intensity, Agency
Management, DIP Monthly & Annual Reports,
Treatment, General Reports, Contacts & Assessment
Ad hoc SQL script reports
User Data input verification
XML Export of DIR data for Home Office
Export of NDTMS data for NTA
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PalBase Features (Cont’d)…
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Supporting Clients through DIP or Open Access
process
Multiple Search Options
Postcode lookup function
Arrest & Drug Test/Court Events
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Import/Export of DTR data
Initial Contact/Required Assessment
Assessment Initial Screening/Triage & Initial Care plan
Recommendations & Referrals
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PalBase Features (Cont’d)…
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Appointment Booking / Calendar viewing
Mail Merge / SMS
Treatment Case Management
DIR, Activity and Triage Form production
Groupwork Sessions
Prescription Generation
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Security – Levels of Access/Data Sharing
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Data Access Protocol
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Permission based user roles
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Controlled levels of access to sensitive data
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Data Sharing between organisations
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Read only access to organisational data
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Read only access to individual client records
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Security – User roles (examples)
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The information ARW (Arrest Referral Worker) users can
see is restricted by design:
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ARW users can see episodes whose initial contact
was by a member of their own organisation
or by a member of an organisation whose data they
have been granted access to within the data sharing
options available
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A TW (Treatment Worker) role has read only access to
data they have been granted access to within the data
sharing options available
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POLICE/TOA – Access to Arrest and Drug screen only –
book RA assessment appointments and view Court
Hearings data.
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Security – Log-in access
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Access to PalBase via User Log-ins
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Unique Passwords that can be set up and managed by
the PalBase Administrator
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Administrator options for password masks
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Periodic password change
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Password change advice Email
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Option to allow users to change passwords
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THE PALBASE PROCESS
The following slides show how
PalBase manages the DIR
statistical input/ collection and
Client case management
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PalBase Process
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Search Options
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Postcode Lookup
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Arrest & Drug Tests/Court Events
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PalBase Episode
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PalBase Event
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Initial Contact
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Initial Screening
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Assessment/Triage/Initial Care plan
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Recommendations & Referrals
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PalBase Process (Cont’d…)
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Information and TW Data Sharing
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Risk Assessment
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Appointments/Calendar
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Mail Merge/SMS Text Messaging
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Producing Forms
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Verification and Exception Reporting
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DIP / OPEN ACCESS PROCESS
Multiple Episode creation to support clients through the DIP or Open Access
process
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DIP
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Arrest & Drug Test recording
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Initial Assessment
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Follow-Up Assessment
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Restrictions on Bail
OPEN ACCESS
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Treatment Monitoring
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Care Plan / TOPs recording
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GroupWork Sessions (optional)
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Prescription generation (optional)
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Search Options
Easy to use search screens available from the Navigation Bar
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Multiple search criteria
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Duplicate checking
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Matching records listed and accessed by clicking on the
hyperlinks available e.g. View
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Court hearing listing export option
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Postcode Look Up
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PalBase incorporates the latest UK residential postcode
information and matches to the relevant DAT area.
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Improves user input accuracy
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Partial or full postcode lookup
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Increases validity of data input
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Arrest & Drug Tests / Court Events
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Arrest and Drug Test data entry by police custody
officers/drug workers/ARWs in line with Test on Arrest
guidelines
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Appointment booking for Required Assessment screening on
those occasions where an Arrest Referral Worker is not
available to conduct the screening
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XML DTR data import/export options
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Retrospective assigning of drug test data
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Monitor and track court events, client attendance and
outcome, for example, Restrictions on Bail, PPO, Sentence
and Remand details
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PalBase Episode
Episode Screen
A PalBase Episode is created to track and monitor a
client from Initial Contact (Arrest, Voluntary or Referral) to
Referral and completion of treatment/support
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Episodes remain active through to the natural closure or
suspension
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Episodes can be either viewed, created or edited.
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Quick comprehensive search functionality to locate
specific episodes.
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Share Episode data with partner agencies.
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Episode Screen
Action Links
RA data entry
DIR Reference Labels
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PalBase Event
Event Screen
Events are created from the initial contact through to
the assessment process and natural closure of the
Episode.
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Event logging on all significant user actions, e.g.
appointments, contacts and DIR activity
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My Events Search options to view similar events
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List events by specific client, agency or user
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Events displayed on Client Summary screen for an
immediate overview of actions undertaken
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Event Listings
List of Events
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Event Details
Initial Contract / Required Assessment
DIR Section 2 – About the Client; DIR Section 3 - Initial
Contact/Required Assessment details
PalBase ~ Contact/Client details
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Minimum data collection
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Track and monitor client contact
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Identify trends
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Monitor and manage waiting times for Initial Assessment
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Track and monitor organisational workloads
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Initial Contact
DIR Section 2 – About the Client; DIR Section 3 - Initial
Contact/Required Assessment details
PalBase ~ Contact/Client details
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Minimum data collection
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Track and monitor client contact
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Identify trends
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Monitor and manage waiting times for Initial Assessment
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Track and monitor organisational workloads
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Initial Screening
DIR Section 4-7 – Contact outcome/assessment – Legal Profile,
Drug & Alcohol Use, Social Needs Profile
PalBase ~ Episode Data
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Identify client status
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Monitor historical data
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Assess immediate needs for support
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Identify recommendations for referral
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Assessment/Triage and Initial Care plan
DIR Section 8, 9 – Assessment Outcome, Care Plan and Case Load
PalBase ~ Triage & Initial Care plan/Recommendation/Referral
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Client consent or Required Assessment is recorded
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Initial Care plan assists to identify client needs
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Identify existing treatment programmes
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Identify additional support required
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Recommendations & Referrals
DIR Section 9 (9.3/9.4)– Care Plan and Case Load
PalBase ~ Recommendation/Referrals/Treatment Programme
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Recommendations
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Document further intervention requirements
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Identify existing treatment providers
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Identify additional support
Recommendations/Referrals considered for Restrictions on Bail
purposes
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Recommendations & Referrals
(Cont’d..)
DIR Section 9 (9.3/9.4) – Care Plan and Case Load
PalBase ~ Recommendation/Referrals/Treatment Programme
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Referrals
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Refer for additional/specialist treatment assessment
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Book Appointments
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Support and monitor clients through treatment and/or
structured support
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Information and TW Data Sharing
DIR Section – Client Consent
PalBase ~ Information Sharing/TW Data Sharing
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Record Information Sharing
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Share data with nominated Treatment
Agencies/Prisons/Probation services
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Nominate specific contacts/caseworkers
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Monitor treatment
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Track client release dates
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Risk Assessment
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Carry out risk assessments at all points of contact
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Initial Referral
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Initial Treatment Assessment
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Care plan Appointment
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6 week, 12 week and discharge review appointments
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Ad hoc risk assessment
Risk graph on Client Summary for risk management
purposes
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Appointments/Calendar
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Appointment diaries for client referral for assessment or
treatment
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Appointment search options
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Calendar monitoring of all diaries by Agency/organisation
by person
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General appointment booking for non Tier 3 referral
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Required Assessment out of hours booking
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Event Appointment listings by type, date and user
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Mail Merge & SMS Text Messaging
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Mail Merge
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Bespoke letters and documents
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Appointment Reminders/Confirmation
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Client Letters
Local Administrator management
SMS Text Messaging
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Available via approved 3rd party software suppliers
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Treatment Programme
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Identify and input multiple treatment programmes
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Input tier and modality information
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Monitor Client progress through treatment
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Create and print bespoke care plans
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Restrictions to data determined by user role
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Prescribing
The Prescribing module is additional to the Standard PalBase
application
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Daily Clinic record
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Prescription generation for part and 14 day scripts
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Appointment generation
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Drug Testing records
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Daily dosage reductions
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Pharmacy open & close info
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Client search linked to PalBase
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Clinic & Contact Notes
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Client Prescribing section added to PalBase record
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Groupwork
The Groupwork module is additional to the Standard PalBase
application
Monitor and manage client Groupwork sessions
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PalBase client search
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Create attendance lists
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Appointment events
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Monitor outcomes
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Producing Forms
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DIR / DIR Activity / ROB / Triage / Care Plan
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Relevant data transferred to form template
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Production to .rtf (read/write) or .pdf format (read-only)
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Save or print forms for onward transmission
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Transfer of data via data sharing options
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Event recording
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Verification and Exception Reporting
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DIR & NDTMS Data entry verification
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User data verification
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Export of exception listings
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XML export exception reporting
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Reporting from PalBase
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XML export of DIR, DTR and
NDTMS data
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Reports via Reporting
Services
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Ad hoc SQL Reporting
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Export in various formats,
excel, xml, csv, pdf, etc…
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Court Hearing listing export to
excel
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REPORTS
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XML Export of DIR & NDTMS data…
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Reporting Services…………………..
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Searching made easy……………….
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Report Categories……………………
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Criteria and Output Formats………..
Ad Hoc SQL Reporting………………
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XML Export - DIR
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Produce XML Export of DIR data
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Data Verification and Exception Reporting
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Test and Final Submission options
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Export to XML file format
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Updated to Home Office Schema
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XML Export - NDTMS
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Produce XML Export of NDTMS data
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Data Verification and Exception Reporting (under
development)
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Export to XML file format
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Tier 2 and / or Tier 3 treatments export option
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Updated to NTA Schema
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Reporting Services
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Secure User Log-in Access
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Reporting couldn’t be easier, just a quick click from
PalBase takes you directly to your personal area of MS
Reporting Services
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A simple layout gives you a choice of folders containing a
selection of reports
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Once you have made a selection you can preview and
print your report or choose a selection of different formats
to process for further analysis or distribution. (XML,
Excel, .csv, .pdf, html)
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Searching made easy
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With a variety of reports to choose from finding that report
couldn’t be simpler, just type a key word in the Search
bar and click Go
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Report Categories
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Familiar Windows folders are used to separate the
different types of reports available and a single click will
display those reports
The following screens give just a taster of the available reports
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Agency Management Reports
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Management Reports are extremely useful for managing
workloads and finding out the effectiveness of contacts
made
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Contacts and Assessment
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Analyse how many contacts your agency is involved in
over a period of time.
Understand why clients refuse and how may consent to
treatment
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DIP Caseload Management
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Effective Management depends on being able to react
quickly to changing workloads and to deploy the right
staff, at the right time, to the right place
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DIP Monthly and Annual Reports
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NTA Compact Performance Targets can be prepared
quickly and the extensive export options mean you can get
them there on time and in the right format for your audience.
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General Reports
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For a quick analysis of habitual and locational behaviour
in your area
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Treatment Reports
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A variety of reports to monitor and track treatment waiting
times, referrals, live caseload and discharges
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Low Intensity
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Low Intensity DAT Assessments, Closures, Referrals and
Caseload
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Criteria and Output Formats
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Options to select criteria and file formats for your report
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Ad hoc SQL Reporting
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Option to create bespoke reports in SQL
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Paloma support for non-SQL Data Managers
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Easy cut and paste option of pre-prepared SQL
statements
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Export to various formats
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Shared Script Library
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PalBase Training
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Delivered by Paloma professional trainers
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Training Options:
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1-1 on-line distance
training
Group Training
2 day - Train the
Trainer
On-site or at Paloma
training facility
Training resources
supplied
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On-going User support
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User Manuals
Electronic Help Files
Remote connectivity
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PalBase Support
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Annual Support
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Process, DIR and NDTMS Upgrades
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User support
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Technical support
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Annual User Group Meetings
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PalBase User Steering Group to monitor and effect
process changes
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Thank you for taking the time to review
PalBase
NEXT STEP OPTIONS
Contact

Arrange an on-line
demonstration over the
Internet
Email: sales@paloma.co.uk

Arrange an on-site visit and
demonstration
Tele:
01273 778688

Arrange access to our live
demonstration data
Fax:
01273 323927
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Paloma Systems Ltd ©
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