Collecting Data

BSHS/405
July 27, 2015

Collecting Data Collecting data in human services is a way of gathering information on a client to learn more about them and eventually use this information to help them receive services. Collecting data for intake and assessment forms is a very important process. It is important because this is the first initial contact the helper and applicant have. The helper will need to verify the problem, set up an appointment, and gather information that ensure the applicant’s case is handled properly.
Initial Contact The first initial contact an applicant has with the agency is over the phone. A new referral or inquiry form is to be used with an applicant when calling for the first time (Summers, 2012). When taking the call from an applicant good communication skills should be utilized. The helper should learn what the problem is and then set up an intake appointment where the applicant will be seen for an interview and evaluation (Summers, 2012). Remember making a person feel at ease is important as this may be their first time asking for help.
Filling Out Forms Filling out the forms for the applicant is an important process. There are steps to fill out the form for the applicant. Each step is important as it tells the initial information about the client before they have their first interview. Properly filled out forms allow for the helping process to be started without delays due to errors. Filling out the chief complaint section is important as it is why the applicant is calling. The helper should describe why the person called in a few compact sentences and be able to choose the most important points, so that the main problem is understood (Summers, 2012). This is one of the most important parts of the document and should not be lengthy but short and to the point.
Evaluating the Client’s Mood When filling out the form you will have to be able to determine the mood of the client making the call. The helper might mention how the client seemed, did they sound relieved, worried, or depressed (Summers, 2012). Knowing the mood of the client is important to the helper as it will help to determine how receptive they are to receive services. When filling out the form the helper will need to have good communication skills to help put the caller at ease while talking to them. Two important skills are required for taking information over the phone one is skillful communication and observation skills (Summers, 2012). These skills will allow you to get the caller talking and to learn exactly how distressed the client sounds. The information that is gathered from the first phone call is important as it will have the information the applicant shared and the helper’s impression of how the applicant sounded.
Conclusion
When an applicant is calling an agency for the first time they may be scared and feel this is their last resort, or they may have been forced to call. Whatever the reason the helper is the first one to have the initial contact. How they feel out the intake form is important for the client and the agency serving them. Knowing the chief complaint, the mood of the applicant and other vital information will allow the helper to set up an appointment and determine the need of the client based on how they sounded. Incorrectly filled out forms can cause delays in the applicant receiving help and for some this may cause them to not want to receive the help they need.

References
Summers, N. (2012). Fundamentals of Case Management Practice. Skills for the Human

Services. Fourth Edition. Cengage Learning.