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LODESTAR USER`S MANUAL - Branagh Information Group

1. In the upper left you select which date s to run the report for Below that you choose the sort order for the report in the upper right you choose which pay source s to run the report for in the middle right you select which case manager s to run the report for and in the lower right you choose what status es to use in the report Pushbuttons at the bottom allow a choice of previewing the report on the screen or printing it out For the Client Roster enter in the upper left corner the dates between which all clients will be listed who had the status es chosen in the lower right section You will be shown a list of clients who had those statuses at any point during the listed range of dates regardless of whether their status changed again before the end of the range If you leave the second date in the range blank you will be shown a list of clients who had the status es chosen as ofthe single date listed To see how these actions differ consider the following example Client A was made Active on 04 01 09 and remains active through the end of the year Client B was made Active on 12 15 08 Revised 4 30 2013 Page 39 40 left the program on 05 01 09 was reactivated on 11 01 09 and left again on 12 15 09 If we run a Client Roster for the range 01 01 09 to 12 31 09 the entire year we capture both Clients A and B since both were active at some point during this time even though Client B is no lon
2. Revised 4 30 2013 Page 58 59 Unduplicated Client Count The Unduplicated Client 05 25 08 Count is just that a report of numbers of clients who Your Agency Name Unduplicated Clients Served by Program have received case Report Period 01 10 98 Through 05 01 98 management in each of the listed programs as well as a AFLP total of all clients seen all DEER within the specified date Sibling range Clients are only counted once in each category in which they have Other 1 CO 0c m Iw ER Other 2 been served regardless of Total clients served 7 any exit and subsequent re entry into that program Total clients served is not necessarily the sum of clients served by program Nevertheless the total pss irae pe ala number of clients served might not equal the sum of the totals for all funding sources This is because of transfers and other situations in which a irent may have been served by more than one funding source in the specified period For example in the above report an AFLP client who exited the program on 2 28 98 later came back as a Cal Learn client on 4 1 98 only to be found ineligible and thus transferred back into AFLP on 4 30 98 would be in both the counts for AFLP and Cal Learn only once in each case but would be counted only once in the final value for Total clients served This is why the Total count is one less than the sum of totals for all funding sources L A County These
3. LODESTAR USER S MANUAL Revised 4 30 2012 The Lodestar MIS was developed and is maintained with funding from the Maternal and Child Health Branch of the California State Department of Health Services MCH and the Cal Learn Section of the California Department of Social Services The current Windows version was developed and is maintained by the Branagh Information Group Lodestar was originally developed for MS DOS by Elizabeth Mandell of Lodestar Management Research Inc Lodestar Technical Support Branagh Information Group 707 895 2510 Revised 4 30 2013 Page 1 TABLE OF CONTENTS INTRODUC HON ici 5 SUPERVISION MAKES ALL THE DIFFERENCE 6 CONVENTIONS USED IN THIS MANUAL 1e eeeer rene nnn nnn nnn nnn 7 RUNNING LODESTAR li 8 The Welcome and Ne BIEN 8 THE LOGEStar COmPOl Cem el Mc 9 The ee 10 Ellen rte de 12 i am e 12 Beocygcm 12 o 14 2 15 9 HP 15 mud d ma diis a oie mE EE Emm 16 C NOS O 16 Ci E 17 E E Le EE 19 Creating a New Status Record iiii 19 ECT IIS RAT 20 Client Change of Case
4. Other Months of Service The Other Months of Service report gives the same information as above for clients in Lodestar who are served under other funding sources Stat 45 The Stat 45 report contains data that county welfare departments must submit to the State Department of Social Services each month Lodestar generates both the Stat 45 report which is a summary report and optionally a detail listing that provides client by client back up for the report The Stat 45 report shows the number of clients brought forward from the previous month the number assigned a Cal Learn status for the user selected report month the total number with a Cal Learn status for the month the number of teens who became exempted during the month the number who became discontinued during the month and the number carried forward to the next month In addition it summarizes reasons for exemption deferral and discontinuance Providers who are not CWDs are likely to have to supply this information to the CWD monthly The detail listing lists the clients in each category in the Stat 45 report As is the case with the Monthly Billing Report the results of this report can be exported to Excel and other common data formats and the detail listing can be sorted in several ways The report screen enables making these choices For more information about when to generate this report see the section in the User s Manual entitled What Lodestar Reports to Generate When
5. Appt TI at o clock at S Free DSSXH Free DSS CH Create Adequate Progress NOA NA 644 Last Printed Free DSSXJ Print CL and NOA Forms in Spanish Previ Print Now Add or change data as needed in the upper Report Card Outcome part of the screen You may then click on the checkboxes in the lower Report Card Forms section of the screen to generate the listed forms which will be made available depending on the choices you ve made in the upper section e g you will not be able to generate a CL 9 No Good Cause Determination if you ve selected a 100 bonus as the Cal Learn Action If you are using any report card Free Codes highlight each field desired in turn in the Free Codes column on the right of the screen and enter data as needed Once you are finished with all data entry click to Preview the selected form s or Print Now as desired Both actions will also save your edits Then click on Close to return to the Report Cards screen and save your edits if you did not preview or print any forms Note because the actions above also save the current data you may only Cancel your edits before you Close Preview or Print Now From the Report Cards screen click on Close to return to the Clients screen Note Bonus and Sanction data is not transferred to the Stat 45 because different counties apply bonuses and sanctions in different ways 90 Day Participation Period The purpose for entering the 90 day participation p
6. Check if not using county data system ie GIS GEMS Use Auto Med al Verification features Check if using Internet Verification of MediCal Eligibility Save Cancel The Setup This Site screen allows you to enter The name of your county Your agency name number location number and phone number Your AFLP and Sibling annual contracted months of service which you must update whenever your contract changes and whether you are using the full Cal Learn features of the program i e if you are not using a County data system such as GIS GEMS or GEARS This information will have been pre entered during Lodestar installation but you can add to or change it if you need to All the remaining Setup windows work in ways similar to the Setup Staff screen shown below with Locate Add Edit Delete and Close buttons lined up along the bottom All but the Lodestar Users module also have a Print button which will print out a short report of current information for Setup Staff ldcode 4 digits Mame Phone Inactive FTE this module Click on the button labeled with the action you want to take Locate pops up a scrollable list from which you may select a record to edit or delete Double click the desired record to bring the record to the screen This is just like selecting a client from the Client screen Add brings a blank data entry form to the screen Enter data as you would on any other screen moving from field to fie
7. D I Tm Existing Farms 0 URUNE Sibling ID S ISP Start Dale 12 04 2002 01 01 2003 9999 CLAN Active OT 3 2003 Intake RO Client Ma Child MI a 0303 2003 Education Mailing Street 99 Street Address i CA 29999 Home Address PE i EE IF Different CHI 40 Day Part Fhange Gender 1 Begin Alternate Phone Site EF Minor Parent Services Other Parent Here Extended Case tt End Ew o E Elapsed Case Notes Chicrer Eee lea posee ka J cose IESSE Scrollable list Scroll Bar Pull down List Fields Pushbutton Text label Pushbuttons Revised 4 30 2013 Page 81 82 Pushbuttons invoke actions They do a lot of work in Lodestar They usually look like raised rectangular bars but can also be differently shaped To activate a pushbutton place the mouse pointer on it and click Click means to quickly depress and let up the left mouse button Whenever there are several pushbuttons that give a choice of actions to take a letter on each pushbutton will be underlined see for example Cancel above You may also activate a pushbutton by pressing the Alt key together with the underlined letter In addition if a narrow dotted line appears around one of the pushbuttons e g on the Clients screen above the dotted line is around Locate this indicates that it is the default pushbutton If you press the Enter key the default pushbu
8. For a detailed explanation of contact tracking and an example of the contact log report and description of its use please refer to the Contacts section of the manual below Follow Ups Due Follow Ups Due Report Dates From To 10 13 2006 Case Managers All Om _ te O Fay Source 6 Al Some AFLP Other1 Other4 CakLeam Other2 Other5 _ Sibling Other3 Other6 Include Summary Onty Intakes Pregnancy Outcomes Follow Ups Exemp Def Reviews CL 8 amp Rpt Cards Non Participatory Clients Orientations _ ISP Reminders Turn 13 21 Reminders Baseline Assesment Reminders List All Under Current CM Only For Currently Active Clients Only Revised 4 30 2013 Page 44 45 The Follow Ups Due Report is an important tool for Keeping your agency on top of timely submittal of the various reporting period forms it should be run at least once a month see the What Lodestar Reports to Generate When section of the manual below for details on how and when to run this and other reports Though the name suggests a report of strictly Follow Up forms that are due this screen is also used to generate a list of Intakes and Pregnancy Outcomes as well as a variety of other types of case management notification that may be due relative to the dates you specify The report is printed with a separate page or pages for each case manager covers a range of dates as specified by you and allows yo
9. To locate a client click on the Locate pushbutton A window entitled Find a Client Record appears shown above allowing you to locate a client in many ways You can locate by Client ID number Case Mgr ID number the name of the client first and or last the name of the client s index child client s SS the CWD case the client s phone date of birth funding source or status You may use any combination of search criteria to find a client or clients or no criteria at all By leaving all the fields blank Lodestar will find a the clients in your database For the search illustrated above the first few letters of the client s name were entered It would also have been possible to enter just the last name BECKYSON or just the first name BECKY or just the initial of the last name B Lodestar will conduct the search on just about any full or partial entry into one of more of these fields provided it is entered starting from the left You will need to try entering different search criteria to become familiar with how the Locate command works but you will find it a useful and flexible tool After typing in data for the client s you wish to locate click on Find If Lodestar cannot match a record to the data you typed in a message will appear briefly in the upper right corner of Client record not found Please try again or press Cancel the screen that says Client record not found Please try again or press Cancel Someti
10. data and when the pointer assumes the shape of an I beam clicking on the mouse button see also Highlight County Welfare Department Pieces of information such as codes or names Data is actually a plural Latin noun the singular is datum and should technically be used with a plural verb In keeping with standard practice however this manual generally uses data with a singular verb e g Data is entered into the various fields in Lodestar rather than Data are entered into the various fields in Lodestar While less strictly correct this seems closer to natural spoken usage A component of data Client s Last Name is a data item Brown is an example of the kind of data that might go into the item The Lodestar forms contain many data items Generally data items on forms correspond to data fields in Lodestar screens Revised 4 30 2013 Page 88 Default Double click Highlight MCH Mouse pointer 89 The pre selected Lodestar function object value that will be activated chosen selected unless you override the selection The Locate button on the Clients screen is the default when you first enter the screen from the Lodestar Control Center There is always a default pushbutton in a set of pushbuttons and it is indicated by the dotted line around the pushbutton Radio Buttons and Check Lists often show default selections as well via black dots or checkmarks Xs respectively You can always select a
11. to how or in some cases whether to continue with an operation They often appear in situations where the user is trying to do something that the system recognizes as slightly out of the ordinary or which might have serious consequences if done by mistake Certain smaller sub windows that allow for on the fly changes in standard settings are also referred to as dialog boxes such as the Print dialog box Clients x Cal Leam Active 01 01 2003 Client ID 999999999 CM 9999 Case Manager CLE Mame Kate Klient le m DOB 01 01 1986 Sibling ID Dreni Existing Forms Orien ISP Start Date 12 04 2002 01 01 2003 9999 CLAW Active Client Ma Child Ma Part Prob 01 03 2003 Intake 40 Day Far Sedi E tended mm Client already has an Intake add a new one anyway Cal Learn SSH Case ti Information End EW E Elapsed AU Head Freecodes In the example above the user has just clicked on the Intake pushbutton under the Add New Form section of the Clients screen Normally this would have taken her him to a new blank Intake screen but because an Intake already exists for this client a dialog box appears asking Client already has an Intake add a new one anyway If the user did mean to add a new Intake because the Index Child died for example s he should click on the OK pushbutton and continue to add the new Intake If the Intake button w
12. 2013 Page 69 70 The last previous face to face contact will be documented on the Contact Log when it is printed out each month A line will show in the same box as the clients name It will say something like 100 in 3 2007 by AB20 meaning the last home visit was in March 2007 by Case Manager AB20 200 or 300 could be listed instead To code the Time spent on a client contact it is necessary to round up to the nearest quarter hour and convert to a decimal value If a contact is attempted and missed for any reason record the time as 0 zero Using this scheme a contact that was 2 hours and 23 minutes long would be recorded as 2 5 a 10 minute contact would be recorded as 0 25 The three User Defined categories can be used to track other contact information that your agency wants to gather Please provide your case managers with a list describing the purpose of any user defined categories you will use Make sure that you always use the categories according to that list Lodestar will not include these categories in summary reports If a new client has not been entered into the Lodestar system when the Client Contact Log is produced the case manager should write in the name and ID of the client at the bottom of the list and record contacts as usual NOTE FOR AFLP PYD AGENCIES An additional set of AFLP PYD codes have been created AFLP PYD sites are required to record any time spent on a My Life Plan module and or form in separate
13. 92 AFLP ASPPP Cal Learn Race Ethnicity Codes Choose the Category That You Most Identify With 100 ASIAN or PACIFIC ISLANDER 459 Other South American 110 Chinese 120 Japanese 130 Korean Southeast Asian 141 Vietnamese 142 Cambodian 143 Hmong 144 Laotian 145 Thai 149 Other Southeast Asian 150 Other Asian 151 Asian Indian Polynesian 161 Hawaiian 162 Samoan 163 Tongan 169 Other Polynesian Micronesian 171 Guamanian 179 Other Micronesian 180 Melanesian 185 Filipino 190 Other Pacific Islander 200 AFRICAN AMERICAN Black 300 CAUCASIAN White 400 HISPANIC LATINO Central American 411 Mexican 412 Guatemalan 413 Costa Rican 414 Salvadoran 415 Nicaraguan 416 Panamanian 429 Other Central American South American 431 Argentinean 432 Bolivian 433 Chilean 434 Colombian 435 Ecuadorian 436 Paraguayan 437 Peruvian 438 Uruguayan 439 Venezuelan 94 Other Hispanic Latino Code Language 461 Cuban 462 Puerto Rican 156 Albanian 463 Dominican 464 Spaniard 170 American Sign Language 499 Other Hispanic Latino not listed 111 Arabic 112 Armenian AMERICAN INDIAN ALASKAN NATIVE North American Indian 142 Assyrian Central American Indian 161 Bengali South American Indian 113 Burmese Alaskan Native 591 Eskimo Caizo 103 Cantonese 592 Aleut 136 Cebuano 154 Chaldean Visayan INTER RACIAL l 120 Chamorro Guamanian Caucasian and l 611 Asian Pacific Islander 139 Chaozhou Chiuc
14. Dept Social Services 05 521 Colusa Colusa County Dept Social Services 06 530 Contra Costa Brighter Beginnings 07 095 Del Norte Del Norte County Dept Public Health 08 538 El Dorado El Dorado County Cal learn 09 541 Fresno Fresno County DSS 10 096 Glenn Glenn County AFLP 11 543 Humboldt Humboldt County Cal Learn 12 100 Imperial Imperial County AFLP 13 201 Imperial Imperial County GAIN 13 556 Inyo Inyo County HHS Cal Learn 14 559 Kern Clinica Sierra Vista 15 057 Kings Kings County Community Action 16 013 Lake Lake County Teen Parenting Services 17 098 Lassen Lassen County AFLP Cal Learn 18 573 Los Angeles El Nido Services 19 070 Los Angeles Children s Hospital Project NATEEN 19 099 Los Angeles Foothill Family Services Pasadena 19 100 Los Angeles Altamed Health Services East LA 19 101 Los Angeles Altamed Health Services Long Beach 19 109 Madera Madera County AFLP 20 588 Marin Marin County GAIN 21 588 Mariposa Mariposa County Dept Social Services 22 590 Mendocino Mendocino Cal Learn amp AFLP 23 592 Merced Merced County Young Parents Program 24 028 Revised 4 30 2013 Page 90 90 Merced Monterey Napa Nevada Nevada Orange Orange Placer Riverside Sacramento San Benito San Bernardino San Diego San Francisco San Francisco San Joaquin san Luis Obispo San Mateo Santa Barbara Santa Barbara santa Clara santa Cruz Santa Cruz Shasta Sierra Siskiyou Solano Sonoma Stanislaus Sutter Tehama Tehama Trinity Tulare Tuol
15. In Notin HS Grad Clients In Notin HS Grad In Not in HS Grad Clients Age lt 18 School School oreg Unknown School School oreg Unknown Age gt 18 School School oreg Unknown School School oreg Unknown 83 65 9 18 0 10 14 896 47 0 190 80 26 096 92 569 221 3 1 157 29 1 25 0 21 8 23 996 Abijah Manager 7 50 0 10 0 100 30 45 90 00 36 396 11 63 6 9 0 00 272 454 18 1 00 36 3 100 0 0 0 00 0 0 2 0 0 50 0 500 0 0 0 0 50 0 50 0 0 0 Revised 4 30 2013 Page 52 53 Scope Of Work New The Scope of Work is a 3 page report that takes information from various existing Lodestar forms as well as the newly required Freecodes and Contacts Module to answer 40 outcome measures to be reported in the Annual Report as listed in the AFLP Scope of Work The information is also helpful for other reports an agency might need to make and can be done for Cal Learn or Other Scope of Work Report Dates Case Managers Clients actiwe within the dates shown e Al From 01 01 2012 Through 12 31 2012 From Clients with funding source s OAI Some v AFLP Motheri Mothera Ca Leam mM E Sibling Other3 F Other amp Other2 DOther5 programs as well To run the report choose your desired dates funding source s and whether you want to include all or some of the Case Managers When you click Preview it will show you the first page of wh
16. List along with the funding source and status date e Towaitlist a returning client fill out the Status Change form Locate the client in Lodestar bring the client s identification data to the screen and click the Status Change button in the Clients screen to open the Status Change screen Click New enter the client s Wait List information on the left side and click Save e To change case manager of a wait listed client fill out the Status Change form go into that client s Status Change screen and click New to enter a status of Wait List with Reason 2 Inactive Wait List keeping the same case manager and then click New to create an Active Wait List status with the new case manager You must keep the same case manager code when going from Active WL to Inactive WL We highly recommend not changing the case manager until after the client becomes active e To Change Status from Wait Listed to Active click the Locate pushbutton on the Clients screen and bring the client s identification data to the screen Click on Status Change Now click New to create a status change record If the client will be made Active with the same case manager in the same funding source in which she or he was wait listed simply choose Active as the status the same funding source and CM and click on Save A client may not go from the Active Wait List in one funding source to Active in a different funding Revised 4 30 2013 Page 24 25 source If the cl
17. Manager 21 OA Status Change FOT EE 22 Adding a Waiver End Date for AFLP Clients 22 QUE CAG TE 22 Howto Wait EXOT IU HP 23 Delauno Status Change Fo 25 Add New Form Existing Ne EE 26 II P M 26 Changing an Index hud iii 31 Editing or deleting an existing case management record 32 Working with error flagged records ii 33 Cibernetica MEME DRMENI SUEDE INIM 33 Orientation and Participation Problem ii 34 PO 18 O72 0 lm E HO 34 90 Day e erte ele EE 36 Et RR AA 27 Bie m uu 38 ergdErtcw 39 EI cM T 39 I OPEL 43 CON CT LO Nc HUE 44 ael OS TI Cara Oc 44 LENOIR FENDI m 47 OO EE ME X 47 Nah FS OO 47 ANO m MM 47 Revised 4 30 2013 Page 2 Demographie FAS EE 48 ee Ee enna 50 SCONE OF eelef 52 Management Summary ener ener en enseetrns eet rns ene rns sensisset
18. became deferred or exempt during the period For AFLP the last two columns on the right show any Wait Listed or Outreach clients a case manager had during the time chosen A separate Revised 4 30 2013 Page 54 99 summary page lists total counts for all case managers a count of AFLP and Sibling Wait Listed clients and a count of Cal Learn Deferred No Case Management clients The report can be done for all Case Managers a single Case Manager or a chosen range of Case Managers The Caseload Analysis screen allows you to enter a range of dates for the report You will usually want to enter monthly or quarterly values An example of the Caseload Analysis report is shown below D tege ar rn a 07 13 2010 13 46 30 Fake Agency Lodestar Caseload Analysis Report Reporting Period 04 01 2010 through 04 30 2010 April April Reporting Period Status Change Ending Caseload Wait Out Starting Caseload Counts AFLP Cal Learn Total Client Counts Counts List reach Case Manager AFLP CL Total Actwe Exit Change Actie Def Exmpt Inel Change AFLP CL Total AFLP CL Total Total Total Oren Manager 101 Dudley Manager 120 Cadyna Manager 126 Padnc Manager Starting Caseload Counts and Ending Caseload Counts show the number of Active clients each case manager had for AFLP and Cal Learn as well as the total clients at the beginning and end of the date range respectively Listed under the Reporting Period Status Change are counts for each case ma
19. before you run a Database Repair Setup This Site Staff Locations Lodestar Users Eunding Sources Setup contains data needed by Lodestar s data entry and reporting modules There are setup files for This Site your agency information Staff your case managers Schools which schools your clients attend Locations where you hold meetings with clients Lodestar Users this is maintained by a supervisor and contains your name user ID password and level of access settings and Funding Sources used to show names and style of Other Funding sources Setup provides the means for you to select pre entered values as you are doing data entry which contributes to accurate and complete reporting You set up and maintain these files yourself In other words you need to enter your staff ID codes and names your school codes and names and your location descriptions to control which values are allowed for these items To access any of the Setup files click on the corresponding button Revised 4 30 2013 Page 61 62 This Site Data Version 9 4a Program Version 9 5 cALSVodedvip cALSilodedyip Last Backup 08 09 2088 Last MCH Disk 09 08 2088 Operating System MS DOS Version 5 00 500 setup This Site County Name Agency Name Agency Number 99999 Agency Phone Number 990 55 999 AFLP Annual Contracted Months of Service Sibling Annual Contracted Months of Service 1880 Use full Ca Learn features
20. by clicking on the appropriate check box e g if you only want a report of Error Flagged Records click on each of the other check boxes to make the X disappear If there are no errors to be found no reports will show when you click on Preview or Print For help on removing any of these errors call Lodestar Technical Support at 707 895 2510 Revised 4 30 2013 Page 60 Utilities The Utilities section of the Lodestar Control Panel contains modules that enable you to perform housekeeping functions on your files and customize Lodestar for your local needs To activate any of the modules click on the relevant pushbutton System Database Repair Database Repair is a utility that permanently removes deleted records from the files When you use the Delete button to remove a record from a data entry screen the record actually remains in the database although is it inaccessible to normal Lodestar usage While it is possible under certain circumstances to recover deleted files in Lodestar once a Database Repair has been run all files deleted up to that point 61 System Setup d SLL Database Repair Backup Troubleshoot Miscellaneous Change Client ID Change Case Manager ID Close are gone forever This module also diagnoses and fixes data corruption problems and re indexes the files to maintain proper file relationships If Lodestar is on a network at your site you must make sure all other users exit Lodestar
21. case managers AAA GGG or case managers A100 G900 Use the mouse or press Tab to get to the From field and enter the beginning value for the desired range of case manager ID codes Tab to the To field to highlight it if necessary and enter the ending value for the range To generate a roster for a single case manager click on the bottom radio button The pull down list will now be accessible so click on the down arrow and click on the case manager you want to select Under With Status click the appropriate check box es to mark the status or statuses you want in your Roster list Active Wait Listed and Outreach are automatically checked In the middle left make your selections for the sort order for the report e the order in which to list the clients Two sort orders are available The options for the first are by Case Mgr or Agency Wide Case Mgr is the default as it is what you are likely to use most of the time It will generate a client roster for each case manager separated by page breaks Agency Wide will produce a single roster for the entire agency The choices for the second sort order are BY Client Name the default Client ID SS CWD Case or Zip Code within the first sort order selected above If you wish to change the second sort order click the radio button desired As an example if you wanted to generate a roster by case manager and for each case manager to list clients in zip code order you would click first i
22. for your whole program or for only certain funding sources or case managers Annual Reports Report Dates Report SE Ier e Birthweight and Gestation Include Repeat Birth Hate Service Referral Analysis Caze Managers Gal Oper tC O Pay Source _ Export Service Analysis to Excel O All Some AFLP Oher1 Other 4 _ Cak Leam Other Other 5 L Sibling Other3 Other 6 Revised 4 30 2013 Page 47 48 The Birthweight and Gestation report compares the incidence of low and very low birthweight babies born in your program during the time frame to the statewide average for AFLP clients and all California births It also includes a comparison of babies born in your program all AFLP clients and all California births at less than 37 weeks gestation and less that 32 weeks gestation You can choose to include the number of repeat births to your clients who have been active in the program at least one year The second report available in Annual is an aggregate Service Referrals Analysis from the Service Matrix forms for all clients in your program during the chosen time frame The figures are given in numbers of referrals in the first report and the percentages in the second report This report can also be exported to Excel Below are portions of the two Service Referral Analysis reports Service Referral Analysis geg Report Data All Agency Cilente Betweer Total 587 ciente served then had at least o
23. from the month of July preceding the end date of this report OF TE Reporting Period MOS Fiscal YTD MOS Projected Fiscal MOS Case Manager AFLP C CLRN MB Total AFLP CLRN SB Total AFLP CLRN SE Total SMS Kem lvhnager l 55 56 8 336 344 ThE Scotty Ivlanager 38 ES Bl 428 136 364 VS Orlan Manager 42 a 50 456 da 304 VYG Mel Manager 40 10 50 240 60 200 AC Asa Manager AT 33 Bl 1 amp 8 200 388 eds 1143 1284 2427 53 ar 52 100 AFLP Months of Service Contract Comp lance sb line Months of Service Contract Comp hance Ths Period Fisal YTD Projected FY This Period FixalYTD Projected FY Expected So 1302 5208 Expected 280 420 1680 Actual 350 1143 4573 Actual Variance 118 DU 159 00 636 00 Variance 280 00 420 00 1680 0 M Variance 13573 122 12224 vi Variance 100 0 100 0 100 0 In explanation of the report The first group of columns shows total MOS by case manager and program during the user designated report period with totals at the bottom including percentages of total agency caseload by program The second group shows the same information but for the fiscal year to date YTD period This is calculated from the July 1 preceding the end date of the report to the end date of the report The third group of columns takes the fiscal YTD figures and projects what the annual MOS would be based on the accumulated fiscal YTD so far A month of service is counted for each month in which a client had any case management incl
24. on Close when you are done Lodestar will create a Termin Transfer other fund status record to indicate the transfer To transfer a Cal Learn client Click on New and enter the Change Status As Of date and then use the Status pull down to select a new status of Ineligible Lodestar will automatically select 2 Cal Learn as the funding source since Ineligible applies to no other funding source Use the Reason pull down to select the appropriate response and click on the Create Ineligible NOA NA 843 checkbox if you wish to generate this notice If the client is being transferred within this your own location click on the Transfer within this Location Number check box Activate the Funding Source after transfer pull down and select the new funding source If the client is being transferred to a different location click on the Transfer to different Location check box and then press Tab to highlight the New Location field and enter the new Location Number Location Numbers are found at the back of the User s Manual and in the Appendix of the Lodestar Coding Instructions Then enter the agency name of the new location Activate the Is Case Management Slot Assured pull down list and click on the appropriate answer Yes No or Unsure Activate the Funding Source After Transfer field pull down list field and click on the correct funding source If you wish to print preview the Transfer Sheet to send to the new agency click in the Create
25. or CL 3 and or CL 4 click on that checkbox as well When you are done click on the Close pushbutton to save the data If you want to delete data you will have to manually delete it from each field then click on Close For tips about how to delete data from a field see Lodestar Basics Report Cards To enter or edit data from the Lodestar Report Card Schedules and outcome forms click on the Report Cards pushbutton The Report Cards screen will appear Revised 4 30 2013 Page 34 35 Report Cards Sandi Sandison 209229927 Report Card Schedule CL 8 Last Printed On 0340 2010 We CM determined that your report card will be due on the following dates 1 06 15 2010 Z2 iif 3 f 4 III Edi Preview Print Now E Print CL Forms in Spanish Recelved Status Action CL 9 CL 11 NA G44 06 15 2010 06 12 2010 On Time Bonus 50 j tf j single click on desired report card date then press Select or Delete or press Add for new Report select i Delete Close The screen is divided into two parts each with its own set of pushbuttons to control available actions In the upper portion of the screen you may create a New report card schedule or Edit existing information by clicking on the pushbutton desired The New and Edit buttons become Cancel and Save buttons respectively Make your additions changes and when you are finished click on Save to save all edits Any new due dates you have added will appear in
26. printer you can change the Comment ind FIOI printer by clicking on the pull down list of lola printers Next you can select which pages to Selection Current Page available choices are All or Pages with All p Pages p Gees as the default If you want to print a range of Enter either a single page number or a single LEI VJ SE pages you can click in the Pages pushbutton and then enter the range of pages desired Note that you may print a continuous range of pages e g 4 12 but not say pages 1 3 7 and 8 11 You must make separate print requests to do this Select the number of Copies to print Enter the number needed if more than the default of 1 If you are printing more than one copy click in the Collate copies check box to make sure the output is collated If you need to make other choices relating to the printer such as the page orientation or printing on both sides click the Preferences pushbutton at the right side of the screen This will pop up a Printing Preferences dialog box It is not recommended that you change defaults on this screen while running Lodestar reports as all values should be correctly set automatically You would change these other defaults and access additional options concerning graphics and print quality through the Preferences pushbutton only if you are creating your own custom reports Click on OK to close the dialog boxes and start the printing It is a good idea to be sure t
27. prioritize clients create and assign a pseudo case manager ID code and name to denote each level of prioritization you wish to maintain on the wait list and enter these in the Staff file in Setup under Utilities on the Lodestar Control Center For example assign the following pseudo case managers 901 High priority 902 Medium priority 903 Low priority o The purpose of doing this is to be able to obtain a listing of the clients at each priority level on the Client Roster report in the Reports module without attaching the client to a staff case manager It is a good idea to assign a close numeric ID code sequence for the priority levels such as that shown above e To enter wait listed clients into Lodestar case managers should fill out a Client Identification and Update form for a wait listed client entering either the staff person s code or the appropriate pseudo case manager and write near the top of the form Wait List e To mark a new client as wait listed in the computer click Add in the Clients screen Click the Wait List Defrd No Case Mgmt Avail check box in the Enter Initial Funding Src screen Enter in the CM field a staff case manager or one of the pseudo case managers you have designated to indicate wait list priority Enter the data from the Client identification and Update form into the Clients screen After you finish entering the data you will see that the client s status at the top of the screen indicates Wait
28. reports were designed to meet the specific needs of L A County agencies If you would like to use either of the reports please call Tech Support to make sure you understand how they Work L A Case Assignment The L A Case Assignment Reports provides certain forms when new clients are assigned to a case manager Revised 4 30 2013 Page 59 60 L A Performance Measures The L A Performance Measures Reports is a special report design to provide L A County Dept of Social Services with data to track the success of the Cal Learn programs in the agencies in that county Among other things it provides data on numbers and percentages of clients who were scheduled for and attended orientation who were enrolled in school and attended who submitted report cards due and who graduated or aged out after completing 1 ei grade Data Cleaning Reports Data Cleaning Reports Produce data cleaning reports of errors of the following type J Status Inconsistencies Missing Master Records dl Error Flagged Records Close This module allows you to print reports containing information about any of four possible types of errors that may exist in your data The reports generated here are the same ones that Lodestar will produce automatically before you create the MCH disk allowing you to keep track of data problems at will The default is for Lodestar to search for all four listed types of errors but you may de select any of them
29. rest of the Status Change screen Outreach Clients To enter a client as Outreached for AFLP do the following e Assign a case manager to the client who will be outreached The case manager will fill out a Client Identification and Update form to enter into Lodestar and write Outreach at Revised 4 30 2013 Page 22 23 the top of the form Outreach status can only be given before the client s first Active status A client who has been in AFLP or Cal Learn previously is not eligible to be Outreached Click Add in the Lodestar Client screen In the Initial Funding Src screen choose AFLP enter the date check the Outreach Status and use the pull down to choose the case manager Click Continue Enter the Client Identification and Update Form into Lodestar in the Clients screen Please do not change case manager while a client is in Outreach Wait until after the client becomes Active in AFLP to make the case manager change If you have to change the case manager because of staff turnover while the client is in Outreach you must enter a status of Inactive Wait List before making them Outreached with the new Case Manager e To make the Outreached client Active in AFLP with the same case manager fill out a Status Change form for the Active status navigate to the Status Change screen for that client and click New Fill in the date and choose Active for Status and AFLP for Funding Source Click Save The client can go directly from Outreach statu
30. that were used to find the numbers in each section of the report These pages also appear separately and to print them you must click print for each separate page See a portion of Page 1 of the Explanatory Notes below 22 Numerator Clients with any physical activity includes codes 1 2 3 4 5 6 7 Mo physical Activity is code D Denominator Active clients with an Additional Qutcomes form done in the time period Z 3 a Numerator Number of clients with trimester prenatal care begar listed as code 1 2 or 3 Denominator Female clients with a Pregnancy Outcome form completed during the time period 2 3 0 Numerator Number of ive births with birth weight less than 2500 grais Denominator Female clients with Pregnancy Outcome forms completed during the time period excluding birth weights unknown 227 grams or 8155 grams 2 3 Numerator Number of live births at less than 37 weeks gestation during that time period Denominator Female chents with Pregnancy Quicomes for ive births during the time period excluding unknown 17 or 47 Management Summary Caseload Analysis The Caseload Analysis report provides an analysis by case manager of caseload activity for a user selected period of time Included for AFLP and Cal Learn programs is a count of new and exited clients during the period and those who changed case managers and a count of beginning and ending caseloads In addition for Cal Learn there is a count of the number of clients who
31. to print out an error report to be faxed to Lodestar Technical Support Make sure your printer is turned on and online and then click on Go Ahead Once the report is printed Lodestar will close all open files and exit Don t panic your data will be safe Note on the fax what you were doing when the error happened to help us understand why it happened Fax the report to the number on the report While you should be able to restart Lodestar and continue as you normally would it is always a good idea to check with Lodestar Technical Support first whenever you encounter a bug Revised 4 30 2013 Page 87 Definitions Activate AFLP ASPPP CDSS Click Click in Click on Cursor CWD Data Data item or data element 88 Activate means to click on a pushbutton or open a pull down list see Lodestar Basics for techniques The Adolescent Family Life Program a program funded by the Maternal and Child Health Branch State Department of Health Services MCH The Adolescent Sibling Pregnancy Prevention Program also funded by MCH California State Department of Social Services Click click in and click on mean to position the mouse pointer on an object and quickly depress and let up the left mouse button The cursor marks the place on the screen where input from your keyboard will appear The cursor appears as a blinking vertical black line You may place the cursor by pointing with the mouse to where you want to enter
32. using the same techniques as described above After you have completed the last field on the form all of the fields under Free Code Service Referrals in the last section are optional click on Close to return to the reporting period record Service Matrix Counseling Health Medical Ao IER Financial Employm Education DRIN Abuse Victim Counseling Job Voc Counseling Training Additional Outcomes Adoption Counseling Parenting Education Dental Services California Childrens Services Special Ed Child Development Intervent Other Gov t Fin Ben or Asst CPS Intervention Domestic Violence Interven Family Planning Medi Cal Mental Health Counseling Prenatal Care Primary Prev Health Care Public Health Nurse Home Vis Substance Abuse Treatment WIC OLI CT e e Client Seatbelt Other Services Child Day Care Document Acquisition Emergency Food Shelter Housing Legal Services Regional Center Transportatior Social Cultural Activities Social Skills Building Baby in Car Seat Sad Depressed Hopeless Physical Activity LE LIO Pregnant Breastfeeding COCCO L SCC DO CU Breastfeeding Excluzh CC SC Financial Employm Education Free Code Service Referrals CalWORKs Freecode u e Education Freecodesy Employment Freecodeszvy ESL Freecode X Food Stamps Freecode t Head Start Freecodes 7 Timestamp Print this Form G T Lan III L L LI L L L Stopped Breas
33. 07 01 2009 and 06 30 2010 Ignoring CM Changes Female Clients Only 45 45 11 School Status at Enrollment Last Grade Completed at Enrollment Work Status at Enrollm ent Total Clients GED CHSPE With No In Not in Grade Grade Grade or HS Missing DoesNot Seeking Workin In Job Missing Intake Intake School School Unknown 60r7 8or9 100r11 Diploma Other Unknown Work Employment 9 Training Unknown Amirah Manager Progression Reports The Progression Reports screen provides two reports on client contraceptive use a report on pregnancy outcomes and a report comparing school status at enrollment and followup You can choose report dates case managers client status and funding source and whether the report will be only for female clients Default report dates are the most recent fiscal year Revised 4 30 2013 Page 50 Progression Reports Report Dates From JONG To 06 30 2010 Report Contraceptive Use Report 1 at enrollment and followup j Contraceptive Use Report 2 detail at last followup 73 Pregnancy Outcome Report 3 prenatal care birth weight gestation j Education Status 4 school status at enrollment and followup Include FollowUps after date range above 51 Clients with funding source s AI Some E AFLP E Other 1 F CaHearmn Other2 Sibling E Other 3 Case Managers A 7 Erom To Oren Manager Le With Status V Active E Wait Listed Exempt Termi
34. 12 mo FU Pe LES dx SA xS UU Dmm B rp m e D Sg Revised 4 30 2013 Page 30 31 Records for all other case management reporting periods Pregnancy Outcomes Follow ups and Education forms are added in a similar fashion Changing an Index Child In the event that the Index Child of a client dies or the client loses custody of the child it is necessary to change the Index Child information in Lodestar if a pregnant or parenting client is to continue in the AFLP or Cal Learn programs This is because Lodestar uses Index Child data as a basis for tracking client information throughout the client s involvement in case management For example the Index Child s date of birth is used to determine when Follow Ups are to be done Note however that unless there is a death or loss of custody the Index Child should remain the same throughout the client s involvement with case management even if the client transfers to a new agency or quits a program and then comes back after an extended absence with additional children To change an Index Child in Lodestar it is necessary to add a new Intake following the instructions above Lodestar will give you a message saying Client already has an Intake add a new one anyway Click on OK to proceed Enter data as usual When you get to the Index Child data items highlight or Tab to the Birthdate EDC field and enter the Date of Birth or EDC if the client is pregnant of the new Index Chi
35. 15 2011 In FEN Nt TYPES INCLUDED Intake Preganacy Outcome Follow Up SORT ORDER Case Mgr Client Name Case Manager 0077 Malyn Manager Clem ID Name Status Do Ee Nane Due Date Due Phone Comments 614529053 Anypsa Anyssason AFLP Active 11 12 2009 04 21 2010 Baby 18 Mo Follow Up Due 10 21 2011 999 555 5679 Anyssa Anyssason AFLP Active 11 12 2009 Baby 19 and 24 rule 11 13 2011 999 555 5679 87126057P Bryani Bryanison AFLP Active 10 29 2009 05 01 2010 Baby 18 Mo Follow Up Due 11 01 2011 999 555 8907 679467946 Luz Luzson AFLP Active 08 18 2011 09 15 2011 Baby Preg Outcome Due 09 15 2011 999 555 7794 Another Follow Up that will always show is Client 19 on month and day This will also show up if it is within or before the date range chosen If however a waiver has been granted neither of those will show up until the Waiver End Date is past The Waiver End Date will show up if it is within the date range chosen If you use the CL 8s and Rpt Cards selections in Follow Ups Due you may see both CL 8 due and Last RCard Do CL 8 on a few clients This will happen if a client has exited and returned to Cal Learn within a few weeks Their last report card may have been due shortly before they exited and the Last RCard Do CL 8 is a reminder to do another set of report cards Any time someone becomes Active in Cal Learn Lodestar automatically reminds the Case Manager to do a set of report cards Revised 4 30 2013 Page 46 47 Length of E
36. 2 30 2009 Native With No American Refused Intake Intake Multi Race 21 81 113 8 42 170 9 D 23 D 53 6 8 20 9 26 5 37 0 4 E 26 13 7 557 29 00 7 5 0 0 17 396 5 17 17 D 8 18 2 0 5 0 13 8 6 10 896 36 996 36 9 3 0 0 17 3 39 1 43 00 108 0 0 28 2 1 1 1 0 0 0 2 11 1 11 1 11 1 666 0 11 1 11 1 444 11 1 0 0 0 0 00 22 2 Revised 4 30 2013 Page 49 50 Part 2 focuses on the client s marital status and pregnant parenting status at enrollment as well as trimester at enrollment for those who were pregnant All information is from thhe intake del Repo Print Preview gt gt ox 6 Demographic Characteristics at Program Enrollment Part 2 of 3 10 04 2010 Reporting Data All Funding Sources Active Between 07 01 2009 and 06 30 2010 Ignoring CM Changes Female Clients Only 46 55 17 Total Clients Marital Status at Enrollment Pregnant P arenting Status at Enrollment Clients Trimester at Enrollment With No Single Never Missing Pregnant Pregnant Parenting Missing Pregnant at Intake Intake Married Other Unknown not Parenting not Pregnant E nrollment i Thid Missing Part 3 of the demographic reports focuses on school status last grade completed and work status all at enrollment All information is from the intake R Print Preview gt xx BS Demographic Characteristics at Program Enrollment Part 3 of 3 Reporting Data All Funding Sources Active Between
37. It uses the dates as follows to show when a form is due The Baseline Assessment CBA is to be done within 30 days of the Intake date and the Heassessment annually thereafter so the due date is 30 days after the Intake date and on the same date each year Since AFLP agencies are now required to document having done the Baseline and Reassessments with the CBA code in the Contacts module the Follow ups Due report will remove the reminder when you enter the CBA code at the proper time The Intake is best done at the time the client is made Active but if not it must be done within 30 days of the client becoming Active so the date due shows on the Follow ups Due Report as 30 days after the client became Active If the client leaves the program and comes back a new Intake is only required if the client was gone 6 months or more An Intake can be entered any time while the client is active so if one is not done the Follow ups Due Report will always show the correct due date Several agencies require CMs to do the Intake at the time the client becomes Active The Individual Service Plan ISP is to be done within 60 days of the Intake date and then reviewed every quarter AFLP agencies are now required to document having done the ISP and the quarterly reviews on the Contacts Module so the Follow ups Due Report will remove the reminder when you enter the ISP codes at the proper time Revised 4 30 2013 Page 45 46 The Pregnancy Outcome is to b
38. Locate pushbutton Otherwise go to the Add Button section below Contacts Contacts Entered Contact Case Mgr Arie Manager Month Ending ae Type Time 0 00 Next Client Previous Client a Name order Client ID order Edit Delete Close This takes you to the Locate Contacts screen which works in a manner similar to the Locate feature of the Clients screen Enter your search criteria to locate the contact records you need to work with You can locate records for a particular case manager month ending date or client ID number using one or a combination of these criteria After typing in the search criteria click on Find to initiate the search Locate Contacts If multiple records meet the search conditions a MARE denn browse screen will appear from which you can choose which client s records to bring up on the 5 A NN Contacts data input screen After highlighting the EE client month you wish to work with and clicking RE gd outside the browse screen a message Creating Client List will appear in the upper right of the screen The list created is a list of all the clients for that case manager who are active or deferred as of the month you selected This enables you to use the Next Client push button on the Contacts data input screen to see what has been entered or not entered for each client The Next Client push button is explained below Revised 4 30 2013 Page 72 13 Locate is
39. Save Cancel Creating a New Status Record Click on New at the bottom of the screen The Change Status As Of field will be highlighted Enter the date of the status change and or transfer The highlight will jump to the Status field in the New Status portion of the screen Activate the Status pull down list by clicking on the black arrow Click on the new status which will then automatically pop into the field Tab to highlight the Funding Source field and select a value for that field in the same manner If the new status is AFLP Terminated or Wait List or Cal Learn Deferred Exempt or Ineligible press Tab to get to the Reason field it will be inaccessible for other statuses Activate the pull down list and click on the correct reason which will then automatically pop into the field If the status is Terminated or Ineligible for reason Change Case Manager you will need to fill in the new case manager s code Lodestar will then automatically create the active status with the new case manager s code If the new status is Cal Learn Exempt Revised 4 30 2013 Page 19 20 or Deferred press Tab to get to the Exemption Deferral Review Date field and enter the review date from the form Click on the Create Exemp Def CL 10 check box if you wish to preview and or print the notice Clients may not go directly from Cal Learn Active to Deferred for reason no case management available They must be made ineligible first It is recommended that yo
40. Sheet s 400 Group Meeting 31 45min 0 75 ML Me amp My Life Report Data All Agency Clients Ignoring CM Changes 500 Telephone Contact 46 60min 1 0 TH Taking Care of Me Dates 01 01 2013 to 01 01 2013 600 Collateral Facilitation 61 75min 1 25 TE Taking Care of my Baby Sorted By Case Mgr Client Name 700 Correspondence Sent eg ZhrsZ3min 2 5 PS Reproductive Health Safer Sex 800 900 amp 400 User Defined HR Healthy Relationships Contacts for the month of January 2013 ISP Individual Service Plan EM Education Career and Money CBA Comprehensive Baseline Assessment eg 1ML Home Visit Me amp My Life RAT Relationship Abuse Information Case Manager 008 Kineks Manager Month of January 2013 se une Send re Pe te mme ae rm ane mme po re mae Le Agatason Agata 306542 1011 KE GE EE EE 081102011 AFLP Activ EE EE en asinovooizeyoos P LULU LL Hieren Ahem zem LI j p j j Lj j 08 28 2012 AFLP Acte Ll l1 Ll tL 1 1 l1 1 1 1 1 Each client contact is tracked by recording the Type Code and Time Spent in the boxes provided up to eighteen per client in the given month Seven preset types of contacts two specific MCH contacts for AFLP and three user defined contacts are tracked They are categorized as follows 100 Home Visit Takes place at the client s home and includes a case manager and the client in a face to face meeting Others may or may not be Revis
41. TTT OOOO g e Ka Wu If you are maintaining free codes on the Free Lodestar Tech Support Line for more information Freecode R Freecode S Freecode T Freecodes Codes form click on the Freecodes pushbutton to access the Freecodes screen Make your Freecode Freecode K entries and click on Close to return to the I Cn reporting period reco rd Freecode hi Health Coverage Freecode N Dental Coverage If you have questions about how or why i EE Mini Cade Freecode amp P Freecodes would be used please call the o gt Additional Child Matrix Finally if you need to enter information on children other than the Index Child click on Additional Child Matrix to enter data from the Additional Child Matrix form However if your client gives birth Revised 4 30 2013 Page 29 30 to a non index child while in the program fill out the Pregnancy Outcome instead and mark it as Non Index This will automatically fill the information on the non index child into the Additional Child Matrix Additional Child Matrix Name First HI 1 Evan Hamason Previous Index Child Current Index Child Mira First Additional Child Matrix Hon Index Children Only Child Gender 054 2007 2 2 BirthDate Ramah Ramason 344344344 04 05 2010 Birth Date Ramason Birthw eigh lbs amp oz 10 0 1 Zool Date Date LostCustody ChildDied ff if fi if ff f
42. Transfer Sheet check box Click on Save If you have opted to create any notices or transfer sheets a print notification window will appear for each that will allow you to print and or preview each in turn Click on Close when you are done Lodestar will create a new status record to indicate the transfer Client Change of Case Manager To show a Change of Case Manager for an active client Locate the Client Then click on the Status Change pushbutton at the top right of the Clients screen Click on New at the bottom of the screen The Change Status As Of field will be highlighted Enter the date that corresponds to the last day with the current case manager Enter the status of Terminated or Ineligible depending on funding source If Terminated enter the funding source if Ineligible Cal Learn will automatically Revised 4 30 2013 Page 21 22 fill in the funding source box Use the pull down list for the reason you will need to scroll way down past a blank section or simply type 77 Change CM Use the pull down list for the New Case Manager field and select the proper Case Manager Click on Save Two new status records will show on the right One will be the termination with the original Case Manager and the second will be the Active status with the new Case Manager on the very next day It is not possible to use the 77 Change CM reason for clients who are waitlisted outreached deferred or changing to a new funding source Ple
43. Type entries For any contacts or portion of contact that does not include work on a MLP module s or form AFLP PYD sites are now required to use the second and third digits to record the date of the month in which the visit took place For example if an office contact happened to be on the 15th of the month the office visit Type would be recorded as 215 and the time spent during the visit on case management activities or discussions not related to a MLP module or form information would be recorded along with that Type A MLP form such as My Goal Sheet would be noted using the first digit as the numeric code for the contact Type and using the last two digits for the AFLP PYD code So for that same office contact during which a portion was spent reviewing My Goal Sheet that Type would be listed as 2MG and the time spent would be recorded along with that Type The time spent on the MLP tool and time spent on other case management activities discussions should add up to the total time of the visit For example the client visit would be coded like this 2MG 0 5 215 0 25 an office visit on the 1 5 of the month during which the case manger spent 16 30 minutes working on a Goal Sheet and 1 15 minutes on other case management activities I e addressing basic needs check in etc If a Case Manager intended to work on a MLP module or form during a visit but was not able to do So i e in order to address a basic need or crisis situation the appr
44. Use these codes to indicate when an ISP or CBA was done for an AFLP client Both the initial ISP and CBA and quarterly ISP review and Annual CBA reassessments need to be noted If the ISP or CBA takes more than one visit only enter it once when the ISP or CBA is finished Since this may be done while on a home visit or in your office you will also enter the code for a home or office visit Enter the full amount of time for the home or office visit and only the minimum 25 for the CBA or ISP Use this code to document when you give each of your clients Safety Cards with information about reproductive coercion and relationship abuse in a face to face visit The Safety Cards are to be given at least two times each year or more often if needed Enter 25 as time for the RAI and document the full time of the face to face visit with the appropriate type code Note that while a Home Visit is coded as a 100 individual agencies may opt to use the second and third digits to encode additional information about the contact For instance you may wish to record the date of the month in which the visit took place If it happened to be on the 15th of the month the home visit Type would be recorded as 115 If you are tracking dates CBA could show as C15 and ISP as 115 Note that the must look different from the 1 in order to avoid mistaking the code for a home visit For summary reporting purposes Lodestar will ignore the last two digits Revised 4 30
45. ady to do the data entry for another case manager press the Add push button Even though the highlight will be in the Type field use the mouse to go to the Case Manager pull down list and select another case manager The month ending date will be retained though you may change it if necessary by highlighting the field with the mouse and typing in a new date Enter the ID of the client you want to start with After completing and Saving the record the case manager s client list will be created and the Next Client push button will be enabled Edit Click on Edit to change data in the record on the screen If you want to view or change data in one of the other contact records for that month appearing in the scrollable box on the left of the screen you must first double click the record Data for that record will move to the center of the screen Make your edits and click on Save when you are done Delete Click on Delete to delete the record on the screen The Client Contact Summary The Client Contact Summary report is found in the Management Summary part of the Reports module As with other Lodestar reports you may select which dates and case managers to include For your output you may choose either a detail report with a summary at the end or the summary report alone Revised 4 30 2013 Page 74 19 If you are a PYD agency check the PYD Page checkbox on the report screen to see the report for contacts related to case managers w
46. alid value because the form contains invalid or missing data you may leave the invalid or missing value in the Please re enter field and then click on the Set Error Flag pushbutton Once you are returned to the data entry screen you will see an X in the Error Flag Set box in the rightmost column of the screen indicating the record s error flagged status If you need to error flag a record please contact the case manager as soon as possible and get the correct data so you can update the record and remove the error flag before sending in your monthly transmission to MCH see Working with error flagged records below All reporting period screens except for the Education Screen are two page screens After you have finished entering all required reporting period data for the first screen Lodestar will automatically take you to the second NOTE Screen 1 and Screen 2 of each of the reporting period screens do not correspond to the pages of the corresponding Go To forms which are usually 3 or 4 pages long The fields on the screens however are in the same order as the data items on the forms It is also possible to go directly to a particular page by using the pushbuttons in the Go To area in the lower left corner of the screen Once you are in one of the other screens clicking on Close will return you to Screen 1 Screen 2 is completed in the same manner as Screen 1 Note that any time you enter a 1 a 3 or an 8 in the last 6 mos colum
47. alues and asking you to re enter one of them If the data you enter fills up the entire field the highlight will jump to the next field If it consumes only part of the field you must press the Tab key to move to the next field If you wish to skip a field that isn t mandatory and for which there is no data you can press Tab to skip over one field at a time or you may position the mouse pointer at the start of the next field you wish to enter data in and then click when the pointer takes on the shape of an l beam If you make a mistake in entering data you can press Shift Tab to go back to a previous field This means holding down the Shift key pressing the Tab key and then releasing both keys Or you may highlight the field containing the incorrect data and type in your correction s To delete data in a field the cursor or the highlight must be in the field To place the cursor in the field position the mouse pointer on the field and when the pointer becomes an l beam click the left mouse button The blinking vertical cursor appears at the insertion point If the cursor is at the start of the field pressing Ctr Y will delete all the data in the field You can also use the Backspace key to delete letters to the left or the Del key to delete letters to the right of the cursor To highlight a field depress the mouse button and sweep the mouse pointer from left to right or right to left over the entire field Once you start to type in new d
48. an Excel file or one of several other data formats by selecting Print i e this acts as a save new file request and pulls up a Save As dialog box A manager might want to work with the data in one of the available formats to combine it with data obtained from other sources For more information about how to use the Monthly Billing Report see the section of the User s Manual entitled What Lodestar Reports to Generate When Revised 4 30 2013 Page 43 Contact Log Contact Log Report Dates From 07 01 2010 To TI Sort Order Client Name C Client ID Extended Include DOB Medi Cal SSN and Space for the Date of the Contact Clients with funding source s QAI Some 7 AFLP Other1 E Other 4 D Cak Leam j Otner2 ff Others 7 Sibling Other3 Other amp Case Managers ie All From To AudriaManager With Status Wait Listed F Terminated Ineligible Deferred Outreach Ignore CM Changes 44 The Contact Log report is a table of clients with status es chosen as of selected date s for use by case managers in tracking type and length of contacts with their clients A legend at the top of the report indicates how the type and time columns are to be filled out for each client The report is in order by case manager with an option for one sort order within that either by Client Name or by Client ID and with the rest of the standard report options described above
49. and all Cal Learn informing notices and notices of action NOA s Medi Cal data entry and reporting modules for Medi Cal FFP processing Reports produces Lodestar management reports and client lists Utilities includes procedures to repair damaged system data files and other system housekeeping tasks It also includes Setup features for updating information about your agency such as AFLP and ASPPP contracted Months of Service case managers client school lists orientation locations and Lodestar users Revised 4 30 2013 Page 9 10 Transmit Data automates sending monthly data to MCH Contacts tracks case manager contacts with clients Use of this module is not mandated by AFLP ASPPP or Cal Learn and as such is optional at the site s discretion Ad Hoc allows the user to create customized queries and reports Exit closes Lodestar and returns control to Windows IMPORTANT Do NOT exit Lodestar in any way other than the Control Center s Exit pad This function closes all files properly and insures against data loss or corruption Always make sure that Lodestar has been exited through this button BEFORE turning off or leaving your computer www BranaghGroup com button will take you immediately The Clients Screen The Clients screen serves as the main module for locating editing and adding client data to the Lodestar database It accesses and displays the current and past data for a given client and may be vie
50. as clicked in error because what the user really wanted to do was to edit the existing error flagged Intake but accidentally hit Intake instead of Go To Existing Form for example then s he should click on Cancel Lodestar will then back out of the action and return the user to the Clients screen Revised 4 30 2013 Page 84 85 Icons In addition to the objects found on Lodestar screens icons in the Lodestar Program Group on the Windows desktop also invoke actions The red square with a a white star icon accesses the main Lodestar program You must double click the J icons on the Windows desktop to trigger the action Double clicking means to Lodestar depress and release the left mouse button twice in rapid succession Inside Lodestar all icon objects are activated with just a single click of the left mouse button Other Objects dient Roster Report Dates Case Managers Report of clients with status of ee Active or Deferred between All 010187 01 088 From El re EE Leave second date blank to select EN clients Active or Deferred as of first date C Pay Source Sort Order All Client Name C Case Mar Client ID Other 1 e f Agency Wide WAR Cal Learn Other 2 CWD Case H Sibling C Zip Code In the Client Roster screen above there are pushbuttons to choose actions fields and pull downs for entering data and also two other kinds of Windows objects Radio Buttons an
51. ase call Tech Support for other options Editing a Status Change Form Editing should be used only to correct errors or add a Waiver End Date for an AFLP client who already has the Active status When a client has a new status always enter it as New To edit an existing form highlight the form in the Status History window on the right side of the screen Then click the Edit pushbutton The data in the form moves to the left side of the screen Press Tab to get to the field s you want to edit Make your changes When you are through click on Save to save the changes or Cancel to cancel them Click on the Close pushbutton when you wish to return to the Clients screen Adding a Waiver End Date for AFLP Clients If you have a client who has been given a waiver of the 19 and 24 Rule or Age 19 Rule you will need to enter the Waiver End Date in that client s Status Change screen Navigate to the Status Change screen Highlight the current Active status in the Status History window and click Edit You will see a place to enter Waiver End Date on the left side of the Status Change screen below the Reason pull down Status Active s Ann E Wawer End Date f Enter the appropriate date and click Save DO NOT edit the Change Status As Of date or make any other changes to this status If you know the date the waiver ends when initially entering an Active status for a returning client the Waiver End Date can be added as you fill out the
52. ata any old data in the highlighted field is automatically deleted You may also highlight portions of a field in order to correct some but not all data in that field If you have selected a choice from a pull down list you cannot delete it but it will do no harm if the rest of the record is incomplete If you eventually complete the record you can change values derived from pull down lists if you need to The same is true for radio buttons that have been selected You can t get rid of the black dot but it will do no harm if the rest of the record is incomplete The Esc escape Key As its name implies the Esc escape key usually located at the upper left of the keyboard enables you to back out of some actions You should attempt to back out of an action first by using any Close or Cancel pushbutton on the screen but if no such action is available or accessible you may try pressing Esc Depending on what you are doing in Lodestar the Esc key may or may not have an effect If you are printing a report for example hitting Esc will not stop the printing If you are entering or editing a form however pressing Esc has the same effect as activating the Cancel pushbutton Revised 4 30 2013 Page 86 87 Error Handling There are two kinds of errors that may occur while using Lodestar One is the kind made by the user for example entering an invalid code for a data item For this kind of error Lodestar displays a screen giving inst
53. ay Part End 11 13 2003 Elapsed 50 SEW 38 Reports The Reports section of Lodestar is what makes all the hard work of data entry worthwhile Lodestar reports provide a wealth of information that can help agency staff work more effectively Lodestar includes several standard reports of commonly requested information In addition Lodestar includes a powerful customizable query and report generator in the Ad Hoc module discussed in Ad Hoc below Reports Management Summary Client Lists Billing List Child Immunization Client Roster Client Contact Summary ContactLog Comparison Report Follow Ups Due Months of Service Length of Enrollment Other Caseload Analysis school Roster Other Months of Service MCAH Key Data Demographics LA County Progression CLCaseAssignment Scope of Work CL Performance Measures Data Cleaning Reports Lodestar Client Lists and Management Summary reports are generated using a standard set of windows that collect information from the user regarding some or all of the following which date s case manager s pay source s and status es to include what sort order to use and how to print the report A full explanation of these options is given under Client Roster below For other reports only significant differences are explained Lodestar also includes a module for running Data Cleaning Reports which enable users to track problems and mainta
54. because the child died and enter the date on which this occurred Click on the Change pushbutton when you are through or Cancel the change Lodestar will give you a message indicating that the change has been completed Hit any key to return to the Intake Screen to complete data entry on the remaining fields The next time you enter the Additional Child Matrix you will see that the old Index Child has been added to the list with a checkmark next to the record indicating the Previous Index Child Status and that the date of death or loss of custody field is filled in Likewise the new Index Child information is listed at the bottom of the Matrix and if this child was previously in the list of Non Index children that record will have been removed Editing or deleting an existing case management record To edit or delete a case management reporting period record double click the record you wish to edit in the Existing Forms window The first screen for that record will come to the screen If you wish to make changes to the record click on Edit The highlight will appear in the first field Press Tab until you get to the field you want to edit or directly highlight that field or portion to be edited and make your changes Use Edit only to correct mistakes or clear error flags Each record is a snapshot in time Always create a new record in Lodestar when a new form is called for If you need to correct data on Screen 2 the Service Matrix the Fr
55. case managers whose contacts you want to include in the report all some or any specific one and if desired check the box to print the Summary Only and then Preview or Print or Close as desired For an example of the Client Contact Summary as well as an overview of the Contact Tracking process see the Contacts section of the manual below A separate PYD Page which opens after the main report closes shows the report for contacts related to case managers work with clients on My Life Plan Revised 4 30 2013 Page 56 57 Comparison Report The Comparison Report allows you to examine a chosen data item over time beginning with the Intake value and at 3 or 6 month intervals thereafter Note that the intervals are based on actual length of enrollment for each client and not to the reporting period intervals e g the 6 month interval is not necessarily related to 6 month Follow Up Months of Service The Months of Service report calculates months of service MOS by case manager for a user designated period It also calculates fiscal year to date MOS from 7 1 to the end of the user designated period and projected fiscal annual MOS based on fiscal YTD MOS AFLP Outreach MOS are now included AFLP contract compliance information is also provided 16 31 16 Fake Agency Lodestar Months of Service Report Reporting Period August 2006 through September 2006 Note Fiscal Y TD values and Projected MOS values are cak ulated
56. cate Follow Up Add 26 Delete 33 Edit 32 33 Freecodes Editing 33 Funding Source Status Change Screen 19 Go To button 33 Highlight Definition 86 Hot key 7 Index Child 32 Changing 32 Recording death or loss of custody of 32 Ineligible NOA NA 843 Previewing or Printing 20 21 Ineligible Status Adding 19 Initial Funding Source 14 Intake Add 27 Adding before other forms 27 Delete 33 Edit 32 33 L A Case Assignment 59 L A County 58 L A Performance Measures 59 Labels Text 80 Length of Enrollment 47 Locate 11 26 Error flagged records 13 Setup records 61 Location Transfering to new 20 Lodestar Basics 78 Revised 10 5 2010 97 Lodestar Control Center 8 9 18 Log on Screen 8 Loss of Custody Recording for Index Child 32 Management Summary reports 39 MCH Definition 86 Send Data by Disk 67 Transmit Data by Internet 66 Medi Cal 9 38 Merge Client ID 65 Miscellaneous 65 Months of Service 50 Mouse pointer Definition 86 Multiple Birth And Additional Child Matrix 31 NA 843 Ineligible NOA Previewing or Printing 20 21 Orientation data Add 35 Edit 35 Outreach Clients 23 Participation Problem data Add 35 Edit 35 Pay Source Selecting on reports 41 Pregnancy Outcome Add 26 Delete 33 Edit 32 33 Previous Index Child On Additional Child Matrix 33 Print Cal Learn forms and NOAs 37 Page preview screen 42 Print dialog box 43 Setup screen 44 Program bug 84 Pr
57. cation form for the client whose record is on Print range Cancel the screen All LodeStar Forms Screens have a All Setup Print This Form button that will print out filled in Seen copies of the form All data entered will be printed VES This printout can go into the client s folder 5 be EN E used to transmit information about the client to a Print quality 600 dpi copie new agency or location A standard Windows Print to file Collate copies i Print dialog box appears that allows you to customize the print job Print windows are more fully explained in the Reports section of the manual Case Notes Activating the Case Notes pushbutton will take you to a screen where you can view any 01 14 02 Cour date settor 03 05 02 08 02 01 Chris is cooperative and likeable her sister will be participating in this agency s ASPPP program comments that may have been entered for the selected client These are entered from the Revised 4 30 2013 Page 16 1 Optional Casenotes item on the last page of the Client Identification and Update form If you click the Edit pushbutton you will be able to add or modify the comments as needed Click on Save to save your comments and any other changes or Cancel to return the Casenotes to their original state Click Close when you are done Children Activating the Children pushbutton takes you to the Additional Child Matrix screen Additional Child Mat
58. client or omit this function of the system completely although it is now required for all AFLP agencies There is a basic set of Information gathered on all clients at Intake Pregnancy Outcome and in six month intervals thereafter Lodestar runs under the Microsoft Windows operating system on either a stand alone PC or supporting multiple users on a PC network A basic familiarity with Windows such as how to use a mouse and manipulate pushbuttons pull down lists and perform other common Windows tasks is required System users new to Windows are encouraged to read the Lodestar Basics section of this manual Many of the basic techniques needed to operate Windows software programs are reviewed there Revised 4 30 2013 Page 5 Supervision Makes All the Difference An automated management information system such as Lodestar is a powerful tool that has the potential to help administrators and other staff do their Jobs more efficiently and effectively It provides a wealth of information about agency clients services linkages program activities and program outcomes lt measures success in meeting contract requirements and program or worker goals and facilitates good program management and planning It can only serve these purposes however if the data in the system is entered completely timely and accurately and if the management information produced is seen by the right people and used productively The key to maintaining an accurate up
59. creens cssssssssssscsssssssssscccscsssssssscccssscssssssssssssssssssssceess 86 The ESC ESCADE KW iaia seni 86 En Or Pana O e 87 DENNI ON CG 88 BAP INDIA ee 90 LODE STAR AGENCI EIS T EE 90 AFLP Primary Language LISI lla 94 INDE A aana AAE EAEE OAA 96 Revised 4 30 2013 Page 4 Introduction The Lodestar Case Management Information System was designed as a tool for agencies conducting comprehensive case management for pregnant and parenting teens and their siblings The system adheres to standards developed by the Adolescent Family Life Program AFLP Adolescent Sibling Pregnancy Prevention Program ASPPP and Cal Learn Program The four primary functions of the system are as follows 1 Gather client demographic and point in time information such as living arrangements educational status child health indicators risk factors service referrals and client contact tracking 2 Facilitate agency caseload management and supervision of case managers through comprehensive management reports 3 Create a complete and accurate statewide database of client information for analysis 4 Produce State required reports and notices such as the Stat 45 Client Months of Service report and required client informing notices of action NOA s Lodestar s modular design allows agencies flexibility in choosing the level of client tracking to implement For example an agency may choose to track and categorize each contact with a
60. ctive Click on the Save button After you have finished working with a file click on Close to return to the Setup screen In Setup Lodestar Users your administrator can choose the level of access each person has who uses Lodestar Only a Master User level person can initiate change of information in this module This is also the module where a person s code and password are entered Backup Your Lodestar data files are backed up each time you transmit to Branagh Information Group every month It is highly recommended that you back up the data files each time you have added significant data to the files and you are welcome to transmit as many times as needed Significant data means data that if lost would be a real headache to reconstruct Making regular backups is a small price to pay to avoid the hassle that ensues from corrupted or lost data Revised 4 30 2013 Page 63 64 You can also back up locally to another hard drive or server by clicking the Backup button in Utilities Upon clicking on the Backup button a window will appear showing the following screen the three button options are Create Backup Restore from Backup and Close The files that need to be backed up have been preset Simply click on Create Backup to start the backup Backup Lodestar Backup Run this module to back up the Lodestar Data to Disk NOTE Before creating the Disk the Repair Reindex module will automaticaly be run Therefore all other Netwo
61. d Check Boxes A Radio Button is a circle which when selected clicked on contains a large black dot The choices displayed by radio buttons are mutually exclusive you can only select one In the example you cannot select both All and Some under Pay Source Some has been selected as indicated by the black dot in the circle next to it A Check Box is a square box which when selected clicked on contains a A or and X The A or X means include this In the above example of the pay sources available under Some both AFLP and Cal Learn have been selected for inclusion for this Client Roster Check boxes are individual objects that can either be selected turned on or not selected turned off Both radio buttons and check boxes collect a choice from the user Revised 4 30 2013 Page 85 86 Getting Around in Lodestar s Data Entry Screens Data is entered into fields in Lodestar For the most part you type the data into the field For certain fields there are scrollable or pull down lists from which you select a value and Lodestar automatically enters that value for you This is the case with the fields for Case Manager CM and Eligibility Worker EW on the Client Identification section of the Clients screen Many of the data items entered into Lodestar fields are validated that is only the values available on Lodestar forms are allowed If you enter an invalid value Lodestar will display a message showing the allowed v
62. d and a thick Down Arrow LE showing A pull down list on the Clients screen permits the user to select 9995 Jacky Chan 9996 Jules Morris 9998 Jan Doe which case manager to enter into the client identification section To select an entry in the list click on the thick Down Arrow When the list opens scroll it if you need to using the mouse and directional arrows or the scroll bar Place the highlight over the choice you want and click the mouse button Your choice will pop into the field and the pull down list will close If the list is comprised of entries you maintain yourself for example case manager Ids EW Ids and locations where you may meet with clients and you don t see the entry you need you may add a record to the list on the fly by scrolling to the bottom of the list and clicking on the Add New choice A data entry screen permitting the addition of a new record will appear After you complete it and click Save and then Close you may select it from the pull down list Fields and Text Labels Fields are containers for data You enter all data in fields They are represented by a rectangular Client ID area next to the field label Text or labels indicate what the objects are used for Client ID to the left of the field above is the label for the field Revised 4 30 2013 Page 83 84 Dialog Boxes Dialog boxes are special windows that pop up in Lodestar when input is needed from the user as
63. e information about generating the Client Roster see the section of the manual on the Client Roster e To count wait listed clients run the Caseload Analysis report For further information see the section of the manual on Caseload Analysis Only non Cal Learn clients can be waitlisted For Cal Learn clients the corresponding initial status is Deferred No Case Management Available Lodestar handles this automatically When you Add a Client Identification record for a new Cal Learn client with the Wait List Defrd No Case Mgmt Avail box checked the status at the top of the Client Identification screen will indicate Deferred instead of Wait List and the reason for the deferral will be entered as 2 Case management not available Deferred clients may not change case manager while in that status Cal Learn clients who have become ineligible for Cal Learn may be put on a wait list for AFLP if they meet AFLP guidelines If they then become eligible for Cal Learn again while still wait listed you have two options to remove them from the AFLP Wait List If you do not want to keep the record of the AFLP Wait List status you may delete that status If you want to keep that status in the client s history you must add a new wait list status with reason Inactive Wait List You may then add the Active Cal Learn status Deleting Status Change Form To delete a Status Change form highlight the form in the Status History window on the right side
64. e done as soon as possible after the birth of the child so the date due in the Follow ups Due Report is shown as the child s DOB Lodestar will only allow a Pregnancy Outcome to be entered within a year of the child s birth date but missed Pregnancy Outcomes will continue to show as long as the client is Active The Follow up forms are based on the birthdate of the index child and done every 6 months after the birth of the index child So if the child was born on 1 1 2010 the date the 6 month Follow up was due would be 7 1 2010 and the 12 month Follow up on 1 1 2011 and so on Lodestar only allows Follow up forms to be entered within a window of up to 3 months prior to the due date to 3 months after the due date If a Follow up form is not entered in the required timeframe the CM must do the follow up for the next due date If a Follow up has not been done during the timeframe when it could be entered it will still show to let staff know that it was missed Three items have been added to the Follow Ups Due which will always be included no matter which other choices you make Those AFLP clients who have been in the program 24months and who are 19 years old or older will have 19 and 24 Rule show up with the date they are due to be terminated if it is within the date range or prior to the date range Follow Ups Reviews Due FUNDING SOURCE All Agency ClientsClients List Under Current CM Only Print Preview REPORTING PERIOD 08 15 2011 to 11
65. ed 4 30 2013 Page 68 200 Office Visit 300 Field Visit 400 Group Meeting 500 Telephone Contact 600 Collateral Facilitation 700 Correspondence Sent 800 900 amp A00 User Defined CBA ISP RAI 69 present Takes place at the AFLP Cal Learn agency office and includes a case manager and the client in a face to face meeting Others may or may not be present Takes place away from the client s home or AFLP Cal Learn agency office and includes a case manager and the client in a face to face meeting Others may or may not be present Takes place during a group activity conducted by the AFLP Cal Learn agency at which two or more clients are present The client s case manager may or may not be involved Occurs when a case manager speaks texts or emails with the CLIENT over the phone Consists of a face to face or telephone contact on behalf of the client the client s child or the client s family with any individual who plays a significant role in that individual s health education or welfare Information that is mailed emailed or faxed to the client that relates to the activities of the current ISP You may count the time used to in the preparation of the materials if they are specific to this client Do not count the time spent in preparing materials sent to multiple clients User defined by agency Always use for the same defined purpose and attach information on the purpose to Contact Log sheet
66. ed to answer 199 All other Non English languages INDEX Activate Definition 85 Ad Hoc 10 74 Add 90 day participation period data 37 Case management record 26 Client Identification and Update form 14 Follow Up 26 Free codes form 30 Orientation data 35 Pregnancy Outcome 26 Report Cards 36 Service Matrix Additional Outcomes record 30 Setup records 62 Status Change form 19 Add New Form 26 Additional Child Matrix 17 Adding from reporting period screen 30 Editing 33 Additional Outcomes Add 30 AFLP 5 6 Definition 85 Agency Name and Number 9 Alt key 7 79 ASPPP 5 6 Definition 85 Backup 63 Billing List 44 Bug 84 Cal Learn 5 6 10 Cal Learn Forms 35 Case Management record Add 26 Edit 32 33 Case Managers Deleting in Setup Staff screen 62 Selecting on reports 41 Case Notes 16 Caseload Analysis 48 Use in waitlisting 24 25 CDSS Definition 85 Change of Case Manager 22 Changing an Index Child 32 Child Immunization Report 49 Children Clients Screen See also Additional Child Matrix CL 10 form Exemption Deferral Notice Previewing or Printing 20 Click Definition 85 Client Contact Summary 49 73 Client Identification 11 Client Identification and Update form Add 14 Data form 11 Revised 10 5 2010 96 Edit or delete 15 Print 16 Client Lists reports 39 Client Roster Report use in waitlisting 24 Clients 9 Close Clients Screen 18 Comparison Report 50 Computer Ex
67. eecodes form or the Additional Child Matrix click on the appropriate pushbutton in the Go To area of the screen Make your changes or additions in the same fashion as above You will need to click on Close to get back to the reporting period record After completing your corrections click on the Save pushbutton at the bottom of the screen Note that no changes in any of the screens associated with the reporting period are saved until you click on Save except for those made to the Additional Child Matrix screen which has its own Edit and Save pushbuttons Likewise any changes you have made to the Additional Child Matrix can only be canceled by using that screen s Cancel pushbutton not the one on the reporting period screen If you want to delete a reporting period record double click the record from the Existing Forms scrollable list click on the Delete pushbutton once the record you wish to delete comes to the screen A message will ask you to confirm that you wish to delete the record Click on OK to confirm the deletion or on Cancel to leave the record intact Revised 4 30 2013 Page 32 33 WARNING Only use the Delete pushbutton on the Intake Pregnancy Outcome Follow Up or Education screen for the individual reporting period record you wish to remove DO NOT use the Delete pushbutton on the Clients screen as this will delete EVERYTHING in Lodestar related to the client whose Identification data is on the screen including every re
68. een 2 Freecodes E SE ELL LL imestamp zi aod T Additional Child Matrix TTE In this example above the DOB and Rpt Period fields have been automatically filled in in the former case because the client s birth date was already entered on the Client ID form and in the second case because Lodestar knows that the Reporting Period code for Intakes is 01 The first field for which data entry needs to take place is the field corresponding to the first data item on the form following the client s last name Enter all data as it appears on the form Be sure to enter only values that are valid answers to given form items If you enter an invalid code or skip over a mandatory field without entering a value a Data Entry Error m window will appear that will show the valid values and ask you to enter one There are two pushbuttons in the window one labeled Set Error Flag and the other labeled Change Value If you can supply a valid value for example if you made a typo place it in the Please re enter field Then click on Change Value The Error window will Data Entry Error The Marital Status field contains 6 This field must have one of the following values 111213131 DN ing Ta Eq lO a a Set Error Flag to mark this record Record WILL be sent to MCH T Set The Error Flag For All The Rest Revised 4 30 2013 Page 27 28 disappear and the corrected value will appear in the record If you cannot enter a v
69. en under Reason choose 9 Transfer to Different Funding Source and or Agency If the client is being transferred within this your own location click on the Transfer within this Location Number check box Activate the Funding Source after transfer pull down and select the new funding source Then click on Save Lodestar will create two new status records under Status History a Termin Transfer other fund record for the old funding source and an Active record for the new funding source with a date one day later than the transfer date since a client cannot have two different statuses on the same day Revised 4 30 2013 Page 20 21 If the client is being transferred to a different location press Tab to highlight the New Location field and enter the new Location Number Location Numbers are found at the back of the User s Manual and in the Appendix of the Lodestar Coding Instructions Then enter the agency name of the new location Activate the Is Case Management Slot Assured pull down list and click on the appropriate answer Yes No or Unsure Activate the Funding Source After Transfer field pull down list field and click on the correct funding source lf you wish to print preview the Transfer Sheet to send to the new agency click in the Create Transfer Sheet check box Click on Save If you have opted to Create Transfer Sheet a print notification window will appear which will allow you to print and or preview the notice Click
70. ent MCal CH A102 Alysia Manager L Sandison ISP Start Date 02 08 2010 Child MCal gt gt Add Mew Form lt lt Orient Existing Forms 03 02 2010 A102 CLRN Active 03 10 2010 Intake Part Proh Sibling ID Mailing Address Street 425 Fasy Street City Mineville Rep Card Home Address If Different 90 Day Part Street City Phone 333 444 5578 Alternate Phone Minor Parent Services Cab Learn Information So 333 22 4444 Graduation Date Timestamp 09 27 2010 13 08 44 Add Begin II Gender 1 Extended Site End PI Elapsed Other Parent Here County Case 1234567 EW _ AU Head Change Print this Form Click on the Add button to add a new Client Identification and Update form Enter Initial Funding Source Initial Funding Sre Ss CHI Oren Manager e Asof fi Wait List Defrd No Case Mgmt Avail Outreach Status To Cancel this screen press the Escape key A window to collect information about the Initial Funding Src appears Enter the first letter of the funding source C for Cal Learn A for AFLP or open the pull down list by clicking on the down arrow symbol E and then clicking on the correct funding source which will then pop into the field Press Tab to get to the As Of field Enter the date when billing can commence to that funding source The highlight will ned jump to the CM case manager field To the
71. ere the actual character is used e g X 3 and and capitalized where names of keys are used e g Down Arrow Enter and Space An underlined character indicates the Alt key keyboard combination or hot key which corresponds to the button function e g holding down Alt L in the above example is the same as clicking on the Locate pushbutton Words in italicized bold face type refer to sections of the user s manual e g Lodestar Basics The names of Lodestar forms are capitalized e g Client Identification and Update form Wherever possible we have tried to avoid confusion by using the following distinctions where Lodestar forms the actual paper documents contain data items the corresponding Lodestar screens on your computer have fields into which data is entered Revised 4 30 2013 Page 7 Zei Lodestar Running Lodestar The red square with a white star and the title Lodestar accesses the main Lodestar application Double click on or select it from the Start Menu to begin running Lodestar Lodestar Updater is sometimes needed after download to complete an update to a new version of Lodestar The Welcome and Log on Screens E xk below it Lodestar Lodestar this icon Updater The help After double clicking on the Lodestar icon as described above the Welcome screen will appear and a window entitled Please Log On will appear In this window Today s Date is taken from your computer s ca
72. eriod dates is to prevent a reminder that a report card is due from appearing on the Follow Ups Due Report during the 90 day period You may also have Lodestar function as a calculator in computing the end of the 90 day period if you enter the beginning date and the number of days if any when a break in aid occurred Revised 4 30 2013 Page 36 To enter or edit the dates be sure the client s identification data is showing in the middle part of the screen Click on the Change pushbutton at the bottom of the 90 Day Part screen section You need to know when the starting date is for the 90 day period It is likely to be the first of the month following orientation or the first of the month following sending of the CL 2 form Enter the start date in the Begin field The End date will be automatically calculated If there has been a break in program participation of less than 90 days during the 90 day period enter the number of days the break lasted in the Days Extended field A new end date will be automatically calculated as will the number of Elapsed Days counted from the client s date of activation Click on Save to complete your edits Note that there is no Cancel button If you wish to undo any changes you will have to re enter the original values or manually delete data from all fields before you hit Save Medi Cal See the Lodestar Medi Cal Verification Processing Manual for more information Revised 4 30 2013 Page 37 3 90 D
73. field at a time or you may click the mouse pointer at the start of the next field you wish to enter data in If you make a mistake in entering data you can hold down the Shift key and press Tab to go back one field at a time this is known as the Back tab or Shift tab key combination or you may highlight the field in which you want to correct your entry and type in the correction Please note that the optional EW field under Cal Learn Information is also a pull down list and you can select an EW eligibility worker in the same manner as you select a case manager on the top part of the screen Although the Graduation Date now can be entered on the Client screen please DO NOT enter the date until the client actually graduates If you enter an Education form into Lodestar when the client graduates the graduation date will automatically populate in the Clients screen also After you have completed entering the data if you are satisfied with your entries save the record by clicking on the Save pushbutton All of the pushbuttons are now available to you If do not wish to save the record click on the Cancel pushbutton Edit To edit the Client Identification form currently on the screen click on Edit The highlight will jump to the Name field at the top of the screen Press the Tab key until the field you want to change is highlighted or directly highlight the field or portion of the field you want to edit and then type in the changes If
74. fter a change in Index Child has been recorded See under Changing An Index Child in the Add New Forms Existing Forms section of the manual below for further details Close Revised 4 30 2013 Page 17 Clicking on the Close pushbutton on the client ID screen returns you to the Lodestar Control Center 18 Revised 4 30 2013 Page 18 19 Status Change To add a Lodestar Client Status Change form or edit an existing status change record click on the Status Change pushbutton at the top right of the Clients screen A Lodestar Client Status Change Form screen appears The right side of the screen shows the client s status history with the most recent record on top The left side corresponds to data items on the Status Change form Lodestar Client Status Change Form Change Status As OF New Status Sandi Sandison 2992295 Timestamp F xia 2 Funding Status History Source 05 21 2010 4006 CLRN Active Change Case Manage 06 20 2010 A102 CLRH Inelig Change Case Manager ES 03 02 2010 A102 CLRN Active 7 Print CL and NOA Forms in Spanish New CN Le Transfer Client to Different Funding Source Location Transfer within this Location Number E Transfer to different Location New Location S Press New to enter new Status Change ls case management slot assured Form or single click on desired status record then press Edit or Delete SA Create Transfer Sheet Print this Form
75. ger active by the end of the year If we run the roster for the range 06 01 09 to 10 01 09 we will capture Client A but not Client B because Client B was not active at any point during this period If we run the report for the single date 03 01 09 we will capture Client B but not Client A since as of 03 01 09 Client A had not yet been activated and would not be for another month And finally if we run the report for the single date 12 31 09 we capture Client A but not Client B since as of this date Client B had been out of the program for 16 days Under Pay Source you may select to generate rosters for clients funded under All pay sources or Some pay sources by clicking on the appropriate radio button If you select Some pay sources you must then click in the check box es to indicate for which pay source s you want rosters generated If you only want to generate a client roster for Cal Learn clients for example click the Some pay sources radio button and then click the Cal Learn check box Under Case Managers first determine whether to generate a roster for all case managers for a range of case manager ID codes or for a single case manager as indicated by the three radio buttons All is the default If you wish to generate a roster for a range of case manager ID codes click on the middle radio button A range suggests a numeric range e g case managers 300 390 though alphabetical or alohanumeric ranges are also permissible e g
76. handy to use If you are not sure where you left off entering contact records in a particular month You could enter the case manager s ID and the month ending date as the search criteria to see all the clients for wnom records have been entered for that case manager for that month Of you could simply enter a month ending date to see all the case managers and clients for whom contact records have been entered for that month Once you ve completed the Find and brought the client contacts up you then press the Add button to begin data entry Add Button If you have previously used Locate to pull up a client s contact records the new record which is created by using the Add pushbutton will have the case manager month ending date and client ID already filled out based on the record you selected from the Find Otherwise you will be required to select a case manager using the pull down Tab to the Month Ending field to enter the ending date of the month for which you wish to enter contact data and enter the client ID number If you enter anything but the correct last day of the month in the Month Ending field Lodestar will automatically change the date the correct value i e 02 30 will become 02 28 or 02 29 in leap years 07 30 will become 07 31 and so on Lodestar will also check to make sure that the client ID you have selected is valid or you will be prompted to re enter a valid number Tab to the Type field and enter the corre
77. hange a client s status Within each section area set of pushbuttons and scrollable lists that control the actions for that section The sections and control buttons are described in further detail below Master Freecodes There is a Freecodes form that can be printed on the back of the Client Identification and Update form and entered using the Freecodes button on the Clients screen which is accessible during initial data entry into the screen or if you click the Edit button on the bottom of the screen These freecodes are intended to be used for items that should only be entered one time and are not expected to change For Items that may be different from time to time use the separate Freecodes form that is to be used with the Intake Pregnancy Outcome or Follow up forms The Master Freecodes form includes freecodes reserved for DSS and MCH AFLP agencies are now required to use Free MCH A on this form to code the referral source when the client is first referred to AFLP Freecodes Freecode A Freecode B Freecodestc Freecode D FreecodesE Freecode F Freecode G Freecode H Freecode Free_CL A Free _DSS A Free_CL B Free_DSS 6 Free CS JI Free_DSS c Free_CL D Free_DSS 0 Free CLSt Free_DSS E Free_CL F Free_DSS F Reserved For MCH Free_MCH A Free_MCH B Free _MCH C Free _MCH D Close Revised 4 30 2013 Page 11 12 Client Identification Data fields in the center part of the Clients Screen correspond to data items on the Client
78. hat your printer is loaded with enough paper before you start The Client Roster and other Lodestar reports can run 100 pages or more in large agencies If your printer runs out of paper while the report is printing you will receive a message but you ll avoid a hassle if you check the paper supply first Revised 4 30 2013 Page 42 43 Billing List Billing List The Billing List lists all clients a DESS of the selected funding source Produce a list of all clients who received case who received case mami management during a user ec Export Detail to aa lt E Four D Year Required Detail Listing Sort Order clients who became ineligible iE cams ra Case Mar exempt or deferred during the Funding Source WISI month because billing is permissible for the month in CAP QOUDthe O ther4 ch which these events occurred Calleam Oother2 others ZZ EE Clients should never be Ostis One Oper O CentHane SE terminated or made ineligible on the first of the month Previ The list can be generated Agency Wide or sorted by Case Mgr or by ending status Status mo end with a different page for each case manager or ending status Names can be listed in SS Client Name Client ID or CWD Case order Under Report Output are two options either or both of which may be selected Detail Listing the default allows you to Print or Preview the Billing List specified Export Detail to allows you to export the list to
79. he date range funding source s all some or one case manager s which client status es you want to include and whether you want the report to only reflect female clients or not These reports will also show you at a glance how many of your clients do not yet have intakes The information is shown by agency totals and by case manager The default date range is the most recent fiscal year Demographic Reports Report Dates Clients with funding source s From NAMES To 06 30 2010 All Some M AFLP Other1 E Other 4 Rn cakLeam P Other2 others asian Repo Sibling Other3 E Other client age ethnicity All Agency Report 2 marital parenting trimester All O All Agency Report 3 E From To school grade work e Oren Manager PI Case Managers VVith Status For Female Clients Only Active Wait Listed E Exempt Terminated Ineligible E Deferred Outreach Part 1 of the demographic reports focuses on client age at enrollment age mid way through the chosen time frame and ethnicity Client must have an intake to be included in this report Rep Print Preview MNT S T M 100 e N amp n Demographic Characteristics at Program Enrollment Part 1 of 3 Reporting Data All Funding Sources Active Between 07 01 2009 and 06 30 2010 Female Clients Only 07 13 2010 13 26 30 Race Ethnicity e Asian P Other Total Clients Age of Client at Program Enrollment Age of Client as of 1
80. he summary figures on the report e g teens brought forward from last month teens assigned a status this month exemptions and deferrals by reason etc include the Detail Listing sorted in whatever way is most useful to your agency If you are a County Welfare Department CWD the summary report may be sent to CDSS and the Detail Listing supports the summary figures you are transmitting If you are an agency contracting with the CWD both Revised 4 30 2013 Page 79 80 reports may be used to provide information to the CWD and or to reconcile your in house accounting of the status of your clients with lists or counts generated by the CWD For AFLP Clients in addition Run the Months of Service report choosing as the dates from the start of the fiscal year to the end of the most recent month for which data entry is up to date This will indicate how well you are meeting your contracted months of service requirement as stated in the Scope of Work section of your MCH contract Print the Contact Log at the beginning of the month to distribute to each case manager so they can track their contacts with clients When all contacts have been entered for the month run the Client Contact Summary which will provide supervisors with information on how their case managers are working with their clients Annually for AFLP Clients Run the Scope of Work report for the past year to answer 40 outcome measures to be reported in the Annual Report as li
81. hoosing an item from a pre entered list 09 21 2009 Intake Scrollable lists have thick down and up arrows called scroll 10 25 2009 Preg Out arrows and a scroll bar at the right edge You can scroll the list 06 14 2010 06 mo FU down or up by placing the mouse pointer on the scroll arrow and RI SIA either clicking a click will scroll up or down one line or holding a down the mouse button and moving the pointer in the direction of the arrow this exerts a continuous scroll For large lists which you will encounter when you preview some of Lodestar s reports you may instead want to move the scroll bar see illustration on previous page down or up You do this by pointing to the scroll bar holding down the mouse button moving the barand then releasing the mouse button The scroll bar goes to a place in the list relative to its position on the vertical glide track For example if you move it halfway down the track it will move halfway down the list To select an item on the list place the highlight over it you may then have to take further action such as to click on a pushbutton to access the data to work with On the Clients screen the scrollable list enables the user to pick out which case management reporting period record to edit Revised 4 30 2013 Page 82 83 Pull down Lists Pull down lists are similar to scrollable lists except that they are at first closed with only data if any in the first fiel
82. how 612 African American 613 American Indian 115 Dutch 614 Hispanic Latino 619 Other Caucasian combination 100 English African American and 116 Farsi Persian 621 Asian Pacific Islander SC ZE 622 i 105 Filipino Pilipino or Tagalog 623 American Indian 624 Hispanic Latino 117 French 629 Other African American combination 118 German Asian Pacific Islander and 119 Greek 631 African American 632 Caucasian 143 Gujarati 633 American Indian 634 Hispanic Latino 121 Hebrew 639 Other Asian Pacific Islander combination Hind 122 indi American Indian and 641 African American 123 Hmong 642 Caucasian l 643 Asian Pacific Islander 124 Hungarian 644 Hispanic Latino 649 Other American Indian combination 125 Ilocano Hispanic Latino and 126 Indonesian 651 African American l 652 Caucasian 127 Italian 653 American Indian 654 Asian Pacific Islander 108 Japanese 659 Other Hispanic Latino combination 109 Khmer Cambodian 150 Khmu OTHER REFUSE TO ANSWER 104 Korean AFLP Primary Language List Code Language 151 147 110 107 148 144 149 140 141 106 128 145 129 130 Kurdish Kurdi Kurmanji Lahu Lao Mandarin Putonghua Marshallese Mien Yao Mixteco Pashto Polish Portuguese Punjabi Rumanian Russian Samoan 95 152 Serbo Croatian Bosnian Croatian Serbian 160 Somali 101 Spanish 146 Taiwanese 132 Thai 157 Tigrinya 153 Toishanese 134 Tongan 133 Turkish 138 Ukranian 135 Urdu 102 Vietnamese 188 Refus
83. i if H Applicable 2 TS grams Gender Birthweight Print NOTE If you are entering a Pregnancy Outcome and have specified that the Type of Birth is 2 Multiple Birth Lodestar will automatically take you to this screen as soon as you click on the Save pushbutton from Screen 1 after filling out all the rest of the Pregnancy Outcome Service Matrix and Additional Outcomes The cursor will be in the first available field and the Date of Birth field for that record will have been automatically filled in with the date of birth you entered on the Screen 1 Just enter the name and birth weight of the second child twin and if necessary all information for any other child ren born i e triplets through quintuplets on the next available lines as space allows Click on Save when you are finished and then on Close to return to the Pregnancy Outcome Screen See above under Children in the Client Identification section for more information on using the Additional Child Matrix screen After completing the record you have the choice to Save or Cancel it The record will not be saved unless you click Save Then click on the Close pushbutton to close the case management reporting period screen The record you added now appears in the Existing Forms list at the left of the Clients screen Existing Forms 10 05 2002 WL AFLP Wait L Active 1 10 07 2002 Intake 10 07 2002 HDR AFLP Active 1011 2002 Preg Out 10 20 2003
84. ich you can see a portion below If you close or print that page it will then show the second page and when you close that it will show the third page To print each page you must click print for each of them separately The numbers e g 2 3 a preceding the description for each item of the report tie directly to the items in the Annual Report The Denominator Summary Box at the bottom of each page of the Report shows total for different grouping of clients for the time period Revised 4 30 2013 Page 53 54 scope of Work Version SPY 2011 2012 16 21 48 FAKE AGENCY Report Data 05 01 2011 to 04 30 2012 1 3 Referral source for clients completing intake Self school Court Medical X SacSer Communit WIC Other Unknown Total 13 10 0 3 1 0 3 2 143 178 730 3 62 0 00 1 69 225 0 00 1 69 1 12 0 34 1 4 Glients children with no known insurance receiving referrals to Medi Cal other health insurance 1 of 27 3 70 1 4 4 Adolescent clients with health insurance at intake Medi Cal 114 a 178 64 04 Healthy Families T 3 93 Other Public 3 1 69 Private 12 6 7404 Total with insurance 136 of 178 76 40 1 4 5 Adolescent clients with health insurance at last follow up Medi Cal 56 of 70 80 00 Healthy Families 1 1 4395 Other Public 1 1 43 Private 4 3 71 Total with insurance 62 of 70 88 5796 Following the pages of the report itself are two pages of explanatory notes which describe the numerator and denominator
85. identification and Update form For a client to be in the Lodestar system they must be added to the database from this screen Timestamp Timestamp 07 23 1997 00 39 55 p The timestamp at the bottom of each form records the date and time that the form was first entered Subsequent edits of that form will not change the original date and time Take a look at the pushbuttons at the bottom of the center portion of the screen The functions of each of these buttons are described on the following pages Locate The Locate pushbutton is used to bring to the screen the Identification and Update form data of a client that has already been entered into Lodestar You must always do this before you can add edit or delete data in any of the other Lodestar client screens for that client Find a Client Record Case Managers Client ID Name BEC i All First i From To SSN Cd s Ayla Manager Le Phone DOB Index Child First Last Clients with funding source s With Status Al Some AI Some F AFLP Other1 F Other 4 F Active F Wait Listed D Ca Leam Other2 F Other 5 D Exempt C Terminated ineligible F Sibling Other3 F Other amp F Deferred F Outreach Between 08 24 2010 and 08 24 2010 C Only Error Flagged Records Cancel TO FIND A CLIENT Enter a Client ID or enter full or partial values in one or more boxes and click on Find Revised 4 30 2013 Page 12 13
86. ient is changing case managers or funding source they must have a new status of Inactive Wait List with the first case manager before making the change e An Active Wait List client may not be Terminated The client must be exited first by one of the methods below To exit the client if the client was never Active and never became Active for whatever reason you have two options First if you would like to keep a record of the client but don t want them to show on any reports you may give the client a new status of Wait List with reason for status change Inactive Wait List always keeping the same case manager The second option to take a client off the wait list is to delete the client using the Delete pushbutton from the Clients screen see Delete under Client ldentification above o If the client was ever active in any program then left the program and came back with a wait listed status but never became active after that it is possible to delete the Status Change record for the wait list alone From the Status Change screen make sure the Wait Listed record is selected and then click on Delete e To view or print a list of wait listed clients use the Client Roster report in the Reports module Run the report for one or more of the pseudo case managers or staff case managers you have assigned For example if you run the report for the case manager named High Priority you will obtain a list of high priority wait listed clients For mor
87. in an error free database MCAH Key Data reports particularly helpful for AFLP agencies LA Case Assignment Performance Measures a special section of reports for agencies in Los Angeles County and the new Scope of Work report which contains 40 items for the AFLP Annual Report Revised 4 30 2013 Page 38 39 Client Lists Client Roster Lodestar can generate a Client Roster that includes the client s name Lodestar ID number CWD case number social security number date of birth age address phone number status and the indexed child s name birthdate and age There are several choices as to how to generate the roster as shown in the window below which appears after you click the Client Roster pushbutton A similar window containing some or all of these choices appears for most Lodestar reports Client Roster Report Dates Clients with funding source s From 07 01 2010 To J Al Some E AELP E Otheri E Other 4 pes Cal Learn E Other 2 E Other 5 Sibling F Other3 E Other Client Name Case Mgr nv Client ID Case Managers Agency Wide e AI From To Audria Manager Le With Status v Active v Wait Listed Exempt E Terminated Ineligible F Deferred I Outreach F ignore CM Changes Gase Choose report date Choose sort order Choose pay source s Choose case mgrs Choose status
88. iting Lodestar before turning off 10 Contact Log 45 69 Contact Tracking 69 Contacts 10 69 Contracted annual months of service Updating in Setup 51 Conventions 7 Create Transfer Sheet 21 Currently Active Clients Only Selecting on Follow Ups Due reports 46 Cursor Definition 85 CWD Definition 85 Data Definition 85 Data element Definition 85 Data entry techniques 83 Data item Definition 85 Database Repair 60 Data Cleaning Reports 59 Death Recording for Index Child 32 Default Definition 86 Deferred Status Adding 19 Definitions 85 Delete Client identification record 16 Reporting period record 33 Setup records 62 Status Change record 26 Demographic Reports 54 Dialog boxes 81 Double click Definition 86 Edit 90 day participation period data 38 Case management record 32 33 Client identification record 15 Follow Up 32 33 Free Codes 33 Intake 32 33 Orientation data 35 Participation problem data 35 96 Pregnancy Outcome 32 33 Report card outcome form 36 Report Cards 36 Service Matrix 33 Setup records 62 Status Change record 22 Education Form Delete 33 Error handling 84 Error flagged records 34 Errors data entry Correcting 83 Error window 28 ESC key 83 Exempt Status Adding 19 Exemption Deferral Notice CL 10 Previewing or Printing 20 Exit 10 75 Export Detail to On Billing list 45 FFP matching results receiving 67 Fields 80 Find a Client Record See Lo
89. l give you the message ID change complete Hit any key to continue Hit any key and you will be returned to the Utilities screen Revised 4 30 2013 Page 65 66 However if you attempt to change a Client ID number to one that already exists in your system Lodestar will warn you of the existence of the new number list the name and DOB of the client it is associated with let you know that continuing with the change will result in a merging of all records for the two IDs If you are sure that both client IDs refer to the same individual and that you wish for all records to be merged under the number listed after To Client ID then click on the Merge pushbutton Otherwise click on Cancel Change Client IDF Change Client ID Use this module to change the ID of a client in the Lodestar System Change Client IDH 999999999 Chris Client DOB 02702779 To Client 1D 999999994 Sue Something DOB 02 02 83 You have chosen to change the IDH to one that already exists If you press Merge all of the records for the two clients will be merged Be sure to go back to the Clients Module and clean up any duplication Cancel Change Case Manager ID This module allows you to change the ID code for your case managers if that is ever needed It will change the case manager s code in all information stored in Lodestar for any clients with whom that case manager was associated Transmit Data You will use this module to send yo
90. ld Because this date will be different from the original child s DOB Lodestar will pop up a message box saying Client already has an Index Child Change Index Child Click on OK to continue Lodestar will then show you a Change Index Child screen Intake Page 1 Change Index Child Client IDE 244344 344 Ramah Ramason DOB 09 12 1982 LI Double click on a child from the right to have it become the new Index Child or double click on None of the above to enter info on a new child below rn 05 14 2007 Evan Ramason momo D c3 3 oc oO Current 04 06 2010 If child custody was lost enter date here If child died enter date here Cancel Change Revised 4 30 2013 Page 31 ER This screen will allow you to see the current Index Child information select a new Index Child from a list of the client s other children or add completely different information on the new Index Child To select one of the client s other children to be the new Index Child double click on that child s listing in the box in the upper right area of the window to bring the name and birth weight information down into the Change To area beneath Otherwise double click on None of the Above and enter the new first name last name and birth weight if any or enter 88 in the Ibs field if the child is not yet born Then Tab to or highlight one of the fields which indicates why the Index Child is being changed either because custody was lost or
91. ld using the Tab key When you have added all data items click on Save to complete the process Revised 4 30 2013 Page 62 63 To Edit a record first locate it by using the Locate pushbutton When the record is on the screen click on Edit For the Schools and Locations files you will be unable to change the code at the top of the selected record School Code and Location Code respectively To Delete a record first locate it by using the Locate pushbutton When the record is on the screen click on Delete A message will ask you to confirm that you want to delete the record Click on OK to delete the selected record For the Staff module If any clients have ever been assigned to a case manager you are trying to delete Lodestar will give you a message similar to the following That Case Manager is assigned to 2 clients For a list of these go to the Clients module hit Locate and do a Find with 9995 in the Case Manager code box leaving all other boxes blank You will not be able to delete a Case Manager if they have at any time been assigned clients even if those clients are now with other Case Managers The 9995 above refers to that Case Manager s code You can make the Case Manager inactive so they will be listed at the bottom of the pull down lists To make a Case Manager inactive use the Locate feature in the Staff Setup to bring up their information Click on the Edit button and then click on the check box labeled Ina
92. lendar Make sure it is correct before continuing Type in your user ID and your password in the fields provided your supervisor assigns both Press Enter or Tab after completing each Press Enter when the Continue button is selected a dotted line will appear around the word Continue to get to the Lodestar Control Center Lodestar 10 5 98 Tech Support 707 895 2510 Edit Window California Department of Health Services Maternal and Child Health Branch 2010 Please Log On Change Date 07 14 2010 User ID Password Exit Revised 4 30 2013 Page 8 The Lodestar Control Center The Lodestar Control Center screen is the hub from which you access the various modules of the Lodestar system To access a module click the mouse once within the box containing the icon and module name Displayed below the pushbuttons are the name of your agency and your agency number Above the modules are two more buttons The left button gives access to our website for downloading forms and manuals The button on the right accesses several recent update memos Lodestar Control Center www BranaghGroup com Read Update Memos in Acrobat Transmit Data Contacts Fake Agency Agency 99999 The following modules are accessed from the Lodestar Control Center Clients accesses all client data entry screens with the exception of the Contact Tracking and Medi Cal Use this module to access client Intake Pregnancy Outcome Follow Ups
93. mes the search yields more than one matching record depending on the specificity of your search criteria In the example shown BEC was typed in the first name and there are five clients who have BEC in their first name Lodestar will place on the screen a scrollable list containing all the records that match the search criteria Select a record from this list by double clicking anywhere in the desired record Double Click On A Record OR Highlight it and press ENTER ca El zs Chentid Telephone Den d IE Beccason Becca 333 444 1234 1999 99 9999 You can also locate error flagged records by clicking the Error Flagged Records check box You may also enter any other search criteria if desired Then activate the search by clicking on Find A scrollable list of clients whose records are error flagged and who match any other criteria entered will appear To correct an error flagged record select the record by double clicking anywhere in the desired client s row Double clicking on a client will return you to the Clients screen The case management reporting period records for that client are shown in the Existing Forms scrollable list on the left side of the Revised 4 30 2013 Page 13 14 Clients screen To work with a case management record follow the procedures under Editing a Case Management Record in the section below Cliente Cal Learn Active 03 02 2010 Status Change CL Forms Name Sandi DOB 05 23 1993 Cli
94. message will inform you if Time was recorded as zero This will permit you to Edit the record and enter a Time value if the field was skipped over in error Revised 4 30 2013 Page 73 74 You will not be able to enter a record for a client whose Client Identification and Update form has not already been entered into Lodestar Please be sure to enter new Client Identification and Update forms in the Clients module before adding contact records You will also be prohibited from adding a contact record for a client whose case manager is not the case manager selected on the Contacts screen Please be sure to enter all changes in case manager in the Clients Status Change module before adding contact records for the new case manager Also make sure to enter all contacts for the previous case manager before you make the Change Case Manager status change Next Client Once a contact record has been entered or located the Next Client push button is enabled Whenever you need to start adding or viewing contacts for a different client click on the Next Client button You can call up the next client in name order or client ID order by clicking on the radio button just below the Next Client push button If the next client is not the one for whom you need to enter contact records keep pushing Next Client until you get the client you want You may then Add contact records as described above To add contacts for another case manager When you are re
95. mmary report of all children grouped by age shown on forms collected during a certain date range and whether they are current on their immunizations Client Contact Summary The Client Contact Summary prints a list by case manager of all contacts made by that case manager with her or his clients within the specified date range showing total time spent and total number of contacts for each type of contact al Rep Print Preview a gt n wx amp amp Fake Agency 05 15 2012 12 12 46 Lodestar Report of Client Contacts Reporting Data All Funding Sources Active Wait List Outreached Between 05 01 2012 and 05 31 2012 CM 1311 Arti Manager Case Manager 1311 Arti Manager Contacts Made hrsin bold contacts in regular attempts undemeath Client Status Bellason Bella 131313131 04 23 2012 AFLP Active Georgiason Georgia 04 22 2012 AFLP Active Sallison Salli 121212121 4 20 2012 AFLP Active C La C La C CN Total 3 Clients or OO rs OO OC oo uo oo oo E D eo OO ra C t or Doo Or oco OH ra e CH O eo eo oo coc occ eo oo oo oc oo cc eec cc 2 0 1 0 1 0 4 0 5O It is essentially a report of the totals entered into the system from Contact Log reports see Contact Log above A separate summary page lists agency wide totals for Contact Hours number of Contacts Made and number of Contacts Attempted for each type of contact and for all types totaled Enter the date range the
96. n the Case Mgr radio button and then in the Zip Code radio button Now you have a choice as to whether to Preview or Print the roster s Clicking on Preview will show the roster s on the screen one page at a time in a window called Page Preview Initially a small portion of the page will be shown and you can use the Maximize button to enlarge it to full screen Revised 4 30 2013 Page 40 41 Print Preview ARA t amp Lodestar Client Roster By CM Report Data All Agency Clients Between 09 27 2010 and 09 27 2010 sorted By Case Mer Client Name Case Manager A006 Anna Manager Chent Name Chem ID Birthdate Child Name Phone Mailing Address AU Head if not c lent Case Soc Securi A Birthdate Alternate Home Address if different Status Becca Dec cason 191919191 0406 1995 333 444 1234 521 Tiny Lane Teenville 99997 gug gg gggg 15 IT i Unknown 07 09 2010 Cal Leam Active First Status 05 06 2010 Mon Index Children II 55 ii 243 p 77 Sandi Sandison 299229922 05 23 1993 333 444 5678 425 EasyStreet Mineville 99999 1234567 333 22 4444 17 5 22 2010 4 Months 5 21 2010 Cal Leam Active First Status 03 02 2010 Mon Index Children II 55 1 975 fief WII Manipulating the Image If you wish a closer look you can click on the down arrow in the small zoom window in the Print Preview window and choose up to 500 Now a portion of the page becomes legible The zoomed in screen has both horizontal and vertical scroll arrow
97. n Education Career and Money module Case Manager 008 Kineks Manager Client Name Client ID Status _ Last 100 200 or 300 Contac EIER re tm Anatason Anata mmm majas ma us 25 06 13 2012 AFLP Active P d ME While there may be overlap of topics and subjects covered in the modules may come up naturally during case management or when checking in with a client about the four AFLP program priorities contraceptive use amp empowerment education healthy relationships and access to health care only code time for modules or forms that you and your client are actively working on together For example if work on the Education Career and Money module includes a discussion of a partner who is not supportive of the client s education do not code for the Healthy relationships module AFLP PYD codes should only be used for time spent on MLP module activities and forms not general subject areas or topics Revised 4 30 2013 Page 71 72 Contacts Module Data Entry Screen The screen is similar in appearance to other Lodestar data entry screens PYD Contacts are entered using the same process as other contacts Data entry begins with a completed Client Contact Log Once the Contacts module is activated from the Lodestar Control Center the user is presented with the screen shown above If you have previously entered contacts for the client case manager month for which you need to enter data then start by clicking on the
98. n of Risk Factors the same code will populate the same Risk Factor box in the Ever column Intake Page 2 Sandi Sandison 299229922 Client s Domicile Other Parent ff Risk Factor IBK Factors Ever last 6 mos Medical Condition 2 Hospitalization ER Visit Gang Involvement Health Ins Type 1 Immunizations Client 1 Partner Relatives Adults Relatives Minors Medical Condition Client Truancy Partners Rels Minors Arrest Non Rels Adults Non Rels Minors Feel safe with Other Parent 0 2 1 Partner s Rels Adults 0 0 0 0 Partner Family Neighborhood School Index Child Development Disabiliby Client Index Child Client Learning Dis Child Care Use Pay Source Type Used 1 Sexual Activity 3 Contraceptive Use 4 Contra Type 56 Smoking 1 Live w smoker 2 Timestamp 09 27 2010 13 25 47 Revised 4 30 2013 Probation Alcohol Abuse Substance Abuse Rel Dom Violence Restraining Order Client gt Other Other gt Client Physical Abuse Client Children Sexual Abuse Client Children Emotional Abuse Client Children R3 R3 B h h3 h3 h3 MM MM R3 h Palo h3 h3 h3 Pao MM 29 Once the last item has been filled in with a valid entry Lodestar will automatically take you to a blank Service Matrix Additional Outcomes screen You need to enter the Service Matrix and Additional Outcomes data for each reporting period Enter data in all fields
99. nager of each of the possible types of status changes which occurred within the specified date range for AFLP and Cal Learn The next section shows Total Client Counts in each of the funding sources for each case manager The last section lists total number of Wait List or Outreach clients for each case manager The Summary page at the end of the report gives totals in each area for the whole agency for the date range Rep Print Preview LX H amp SUMMARY April Reporting Period Status Change Ending Caseload Wait Out Starting Caseload Counts AFLP Cal Learn Total Client Counts Counts List reach AFLP CL Total Active Exit Change Actie Def Exmpt Inel Change AFLP CL Total AFLP CL Total Total Total 125 60 185 8 4 6 39 8 11 133 68 201 129 57 186 23 1 Sibling Deferred No CM Cal Learn O NOTE Active includes clients who are newly Actwe or returned to Actie after Deferred Exempt Intra Cnty Xfer NOTE Defrd does not include Deferred No Case Management clients see total of these above The report may be previewed or printed by clicking the appropriate pushbutton These features work the same as on the Client Roster report described in detail above Revised 4 30 2013 Page 55 56 Other Caseload Analysis The Other Caseload Analysis report gives much of the same information as above for clients entered in Lodestar who are served through other funding sources Child Immunization The Child Immunization report is a su
100. nated Ineligible F Deferred Outreach The first part of the Contraceptive Use Report compares contraceptive use at enrollment and most recent follow up Only those clients active in date range who have Follow ups are included Rep Print Preview det else Contraceptive Use at Program Enrollment and Most Recent Follow Up Part 1 of 2 Reporting Data All Funding Sources Active Between 07 01 2009 and 06 30 2010 Includes F olloveUps through 06 30 2010 Total Follov up Sexually Clients Active Clients Totals Abijah Manager Agyfen Manager Cadyna Manager 07 13 2010 13 34 13 Contraceptive Use at Enrollment Contraceptive Use at Folloveup Never Sometimes Always Never Sometimes Alvays 16 6 19 0 64 2 12 6 3 7 83 596 0 096 40 0 The second part of the Contraceptive Use Report focuses on what the contraceptive use was at follow up for clients who were pregnant at enrollment and sexually active at follow up Clients must have a Follow up to be included Revised 4 30 2013 Page 51 52 Print Preview IK Us gt pl h e Me amp Contraceptive Use at Most Recent Follow Up Part 2 of 2 For Clients who were Pregnant at Enrollment Reporting Data All Funding Sources Active Between 07 01 2009 and 06 30 2010 Includes FolloveUps through 06 30 2010 Clients Pregnant at Enrollment and Sexually Active at Most Contraceptive Use at Follow up Total Follow up Recent Follow Up Clients Ne
101. ne folloucup visht or irae aho cda sored by need Dnrinage who Bernice but were not referral j il il fn L 3i M amp di Cal Chiki 1 Hadi Cal 1 A Education 16 Famil Planning a F Wit d Paranilng Education 271 Da 1 105 101 aa T amp 88 ZA Tranaportation ail By ad 185 od E 1 4 Prim PresHin S 20 107 1548 al 18 18 a E hil Day Care KN 428 a7 143 di 10 2 Pa 2 35 10 Service Referral Analysis Percentages degen Report Dap Al Agency Gilente Beaten OT 2006 and D3 0 2008 Total 47 cllante sewed ihai had at least ona lla up Wet Sorted by need for TE Uu DS HedPCal Child BERE DE TE Aen HE TE get Uu TE Uu 100 Ki D 100 Wedltal Baht 1 0 Tex 2235 TE 1 KO get 12 aT iy 25 TEM Education BT 2h 0 cp 21 13 4 o 10 d gem WI 0 100 Family Planning are 10 e H B53 1956 FE om 4 BU 355 qu 25 TEM wie Gert 13 LS SH 18 HE 4 D get p t A 10056 pai Parenting Education 7356 28i TE 15 HU am Set D ent DU BRS dA 0 400 Transportation 735 2854 E 18 BASE 1226 PE Di Du 254 gro ti 055 400 Prim Prev Hhh ro 209 1 cm 31 Th 0 DU 1 Oo 10056 M 056 100 Chik Day Cor bo xm Th 1558 Iii 17 45 Jh 4 44 Bron da 0n 100 Demographic Reports Revised 4 30 2013 Page 48 49 The Demographic Reports screen provides a choice of three reports which each contain a large amount of information on clients at enrollment inluding ages ethnicity school enrollment marital status and pregnancy entry status You can choose t
102. nother object or value when you need to To position the mouse pointer on an object and quickly depress and let up the left mouse button twice in succession A shaded area that identifies a field or an item ina scrollable or pull down list The highlight tells you where you are As you move from field to field when adding or editing a record the highlight appears in the field that is ready to accept your input The color of the highlight depends on how Windows has been set up for you It should always contrast with the color of Surrounding fields or text The Maternal and Child Health Branch State Department of Health Services The mouse pointer is the arrow symbol that points to a place on the screen It looks more or less like this 5 You position it using the mouse When the pointer is in a field it assumes the shape of an l beam I When it does clicking the left mouse button turns the pointer into a blinking cursor Value A value is a code number name or other bit of information that can be entered into a field The field for Sex on the Lodestar Intake form can have two values 1 or 2 for example Revised 4 30 2013 Page 89 APPENDIX LODESTAR AGENCY LIST Agency Alameda Tiburcio Vasquez 01 006 Alameda Brighter Beginnings 01 093 Alpine Alpine County Dept Social Services 02 512 Amador Amador County Dept Social Services 03 515 Butte Northern Valley Catholic Social Service 04 094 Calaveras Calaveras County
103. nrollment The Length of Enrollment report calculates and reports on the number of days each chosen client has been active as of a certain date It also lists deferred clients with their active dates listed as 0 The report includes other information about the chosen clients and their children similar to the Client Roster School Roster This report allows you to generate a roster of clients who are active or deferred as of the specified date and the school that they are attending or at which they are enrolled Options for this report include the same Report Dates Case Manager and Pay Source selections as described for the Client Roster Also included is a Schools option which allows you to select based on School Code values All schools a From To range of schools or a specific school just like the Case Manager option above and a Report Output option which allows you to specify whether you want a detail Listing by School and within that by client name followed by a summary report a detail Listing by Case Manager and within that by school then client name followed by a summary report or the Summary Report alone which reports totals for the report values specified MCAH Key These reports are particularly helpful for AFLP agency reports to MCAH but can be useful for other programs which have clients entered into Lodestar Annual There are two types of report available via the Annual button You can choose to create these reports
104. of the screen Then click the Delete pushbutton A message will ask you to confirm that you wish to delete the selected record Click on OK if you want to continue with the deletion Otherwise Revised 4 30 2013 Page 25 26 Cancel Click on the Close pushbutton when you wish to return to the Clients screen This should only be used to remove an incorrect status Please call BranaghGroup Tech support for help at 707 895 2510 Add New Form Existing Forms gt Add a New Form for this Cien The left hand section of the Clients screen is where you add and reso edit case management reporting period records from Intake FER Pregnancy Outcome Follow Up and Education forms 10 0 7721 10 07 2002 HDR AFLP Active Adding a record 10 11 2002 Preg Qut 10 20 2003 12 ma FU l VEMM EN 03 26 2004 HDR AFLP Termin Chang TO add a record for any client that client s identification data must be 03 27 2004 AAH AFLP Active Chang visible in the middle section of the screen If it is not already there tincdunt E use the Locate pushbutton at the bottom of the screen to retrieve it 04 27 2005 30 mo FU Make sure the identification data showing belongs to the client for 09 13 2005 AAH AFLP Termin Xfert whom you wish to add a case management reporting period record 09 14 2005 AAH CLAN Active nie ue Otherwise you might add a record for the wrong client 05 03 2008 42 mo FU Once the client has been selected the Add New Fo
105. ogression Reports 56 Pseudo case manager use in waitlisting 24 Pulldown lists 80 Pushbuttons 79 Report card outcome form Edit 36 Report Cards 36 Add 36 Edit 36 Report screen 40 Reporting period Delete 33 Reports 9 39 Billing List 44 Caseload Analysis 48 Child Immunization 49 Client Contact Summary 49 Client roster 40 Comparison Report 50 Contact Log 45 97 Data Cleaning 59 Demographic Reports 54 Follow Ups Due 46 L A Case Assignment 59 L A Performance Measures 59 L A County 58 Length of Enrollment 47 Months of Service 50 Other Caseload Analysis 49 Other Months of Service 52 Progression Reports 56 School Roster 47 Stat 45 52 Unduplicated Client Count 52 What and when to run 76 School Roster 47 Scrollable lists 79 Search criteria See Locate Send MCH Data by Disk 67 Service Matrix Add 30 Adding later editing 33 Setup 60 Add 60 Delete Data 60 Edit 60 Funding Sources 60 Locations 60 Lodestar Users 60 Schools 60 Staff 60 This Site 61 use in waitlisting 24 Sibling 5 6 Sort order Selecting on reports 41 Revised 10 5 2010 98 Staff Setup use in waitlisting 24 Stat 45 52 Status Change 19 Creating a New Status Record 19 Delete record 26 Edit record 22 Outreach Clients 23 Waiver End Date 23 Supervision 6 System 60 Terminated Status Adding 19 Text Labels 80 Timestamp 11 Transfer Sheet Creating 21 Transfer en
106. opriate AFLP PYD code should be used along with a code of 0 zero Time to show an Attempt The Contact code and date for that contact would be noted along with the total Time of the visit Revised 4 30 2013 Page 70 71 AFLP PYD CODES These codes are to be used to record time spent explaining working on updating or discussing My Life Plan modules and forms My Life Plan Forms MR My Life Plan Road Map Time spent explaining working on updating or discussing the My Life Plan Road Map form MG My Goal Sheet s Time spent explaining working on updating or discussing a My Goal Sheet s form My Life Plan Modules ML Me and My Life Module Time spent explaining working on updating or discussing activities in the Me and My Life module TM Taking Care of Me Module Time spent explaining working on updating or discussing activities in the Taking Care of Me module TB Taking Care of My Baby Module Time spent explaining working on updating or discussing activities in the Taking Care of My Baby module RS Reproductive Health amp Safer Sex Module Time spent explaining working on updating or discussing activities in the Reproductive Health amp Safer Sex module HR Healthy Relationships Module Time spent explaining working on updating or discussing activities in the Healthy Relationships module EM Education Career and Money Module Time spent explaining working on updating or discussing activities i
107. ork with clients on My Life Plan It will open after the main Contact Summary report closes Client Contacts Report Dates Case Managers Report contacts for the e Al dates shown below 3 From To From Dee Through Le Clients with funding source s With Status Al Some N Active Wait Listed 7 AFLP Other1 Ot 7 Exempt 7 Terminated Ineligible Ca Leam j Other2 F Deferred Outreach F Sibiin TM otner3 Mother E Ignore CM Changes Report Qutput E Summary Ony PYD Page Preview Print Close After making your selections if yours is a large agency and you have chosen to include records for a fairly lengthy time span it may take a while for Lodestar to do all the calculations necessary for the report and the message Preparing Report One Moment may stay on the screen for a while The report shows by case manager how many contact hours and how many contacts have been recorded by type of contact for each client during the time span you have selected If the client changes case managers during the month and each of them have a contact with the client during that month the client will show under both case managers Be sure to enter all contacts from the first case manager before you enter the change case manager status for the client Number of attempts is also totaled The summary portion totals this data for all case managers selected if you have included all case manager
108. p feature in Lodestar or by transmitting to Branagh Information Group If you need to restore files from back up please contact Lodestar tech support at 707 895 2510 for assistance Troubleshoot Troubleshoot is a utility that a technician may ask you to use when providing technical assistance over the phone If you get into Troubleshoot on your own it is recommended that you press ESC to get out of it if used improperly it could cause you to get into trouble instead of getting out of it Miscellaneous Change Client ID Running Change Client ID changes a client s ID number on all reporting period status ID and other records throughout the Lodestar system Use this utility if you discover that a Client ID number has been entered incorrectly or if you discover that a client has been entered under two separate ID numbers Change Client ID Change Client ID Use this module to change the ID of a client in the Lodestar System Change Client ID 399999399 Chris Client DOB 02 02 79 To Client IDit 999999951 Cancel After clicking on the Change Client ID pushbutton enter the ID number you wish to change in the Change Client ID field Lodestar will show you the name and DOB of the selected client Then enter the new ID number in the To Client ID field When you are sure you have entered the correct numbers click on the Change pushbutton If no other record currently is associated with the new Client ID Lodestar wil
109. porting period form every status change form and every other piece of information about the client Restoring information for a client who has been accidentally deleted may require manually re entering every single form ever collected on the client Working with error flagged records Error flagged records are case management reporting period records that contain a data problem Lodestar automatically error flags records in which it detects a data problem In addition the user may manually error flag a record while entering data to identify it as one that needs correcting later Lodestar automatically error flags records if the user enters and lets stand a missing or invalid value in a reporting period record Error flagged records need to be updated and the error flag removed as soon as the correct information can be obtained and before the monthly MCH transmission is sent To find all error flagged records run the Data Cleaning Report in the Reports module To remove an error flag use the Locate pushbutton on the Clients screen either to locate a specific client whose record s you know to be error flagged or to locate all such clients If you locate all error flagged records double click the client in the scrollable list whose error flagged record s you want to work with this will bring the client s identification data to the screen Examine which record s in tte Case Management window are error flagged double click on the error flagged fo
110. r This will show managers how many clients each case manager has by program and how many clients are currently being case managed agency wide Distribute the report to case manager supervisors For Cal Learn clients in addition To obtain an accurate listing of all clients under case management for a given month follow the procedures below Run the Billing List including the Detail Listing for the last month for which data entry is up to date Sort it by Case Manager and then by any order you wish Distribute the list to your case managers and ask them to make any corrections needed Corrections may include a change in client status or transfer to a different funding source or location the case manager should complete a Status Change form or the addition of a new client the case manager should complete a Client Identification and Update form Have the case managers return the corrected list within a specified time limit 2 or 3 days preferred Enter the corrections into the computer Run the Billing List again now corrected agency wide sorted by whatever order is useful to you Depending on your contract with the CWD you may need to turn this in to the CWD or it will serve as back up for your invoice to the CWD Run the Stat 45 Report for the most recent month for which data entry is up to date The Stat 45 report is the report that CWDs must provide to the State DSS every month If you wish supporting client by client detail for t
111. r help in using the Ad Hoc module contact Lodestar Technical Support at 707 895 2510 Exit When you are finished working with Lodestar click on Exit from the Lodestar Control Panel to leave the program Exit closes all files properly and insures against data loss or corruption You should always leave Lodestar by using the Exit pushbutton to activate these safeguards Make sure to use Exit to leave Lodestar BEFORE shutting down your computer NEVER turn off your computer without first Exiting Lodestar It is a good idea to Exit Lodestar and any other application you are using for that matter if you are going to leave your computer for awhile to insure against accidental data loss Revised 4 30 2013 Page 77 78 Updating Lodestar to a New Version Lodestar updates can be downloaded and completed easily following your monthly transmission If a version update is available for LodeStar a message will appear at the end of your transmission saying An update is available for LodeStar Do you wish to download it Click Yes if you would like to download this update As always everyone else must be out of Lodestar when you update Lodestar will whiz through many notes and should complete the update and re open in the new version If it does not complete for some reason you may use the Lodestar Updater icon to complete the process Double click on the icon to open it and click Run E Update A message will inform you when the upda
112. rientation Participation Problem form click on the section of the form desired To enter edit both Orientation and Participation problem data you must do each section separately in turn Orientation Participation Problem Print this Form z CL 3 n Issue Date BS Orientation Date Time Location v Interview Scheduled at lo clock Location Doe v i Problem 3 Call By 277 Reschedule w v By 1 Rescheduled Type vw i CL 4 Purpose of Appointment v Attended No Notyet 9 Yes Date Attended NN _ Print Orientation Notice CL 1 Last Printed Print Participation Problem CL 3 Last Printed 7 Print Program Requirements CL 2 Last Printed Print Informing Notice CL 4 Last Printed Print CL Forms in Spanish Print CL Forms in Spanish Close Close Data entry is done using the usual data pull down radio button and checkbox fields except that for the Orientation and Participation Problem screens there is no Save or Cancel pushbutton but simply a Close pushbutton To make corrections or enter new data just type over the old data or blank field or use the pull downs to change the selected items This means that only the most recently added or edited Orientation or Participation Problem information is kept so no historical data is available Click on the checkboxes available to generate the form s CL 1 and or CL 2
113. right of this field is a pull down arrow EI DI To activate the pull down list click on this arrow and then click on the case manager you want first scrolling the list if necessary until the desired case manager s ID and Revised 4 30 2013 Page 14 15 name are visible The selected ID and name will pop into the field For detailed instructions on setting up staff and other information see the Setup section below If the client is being wait listed or is being deferred because no case management Is available you may click the Wait List Defrd No Case Mgmt Avail check box If the AFLP client is being outreached check Outreach Status For information about tracking wait listed or outreached clients see Outreach Clients or How to Wait List Clients in the Status Change section of the user s manual below Finally click on Continue The Initial Funding Source Window will disappear and you will be able to enter information on your new client Enter the client s ID number into the highlighted Client ID field Proceed to fill out all mandatory fields The fields on the screen are in the same order as the data items on the form If the data you enter fills up the entire field the highlight will automatically jump to the next field If it consumes only part of the field you must press the Tab key to move to the next field If you wish to skip a field that isn t mandatory and for which there is no data you can press Tab to skip over one
114. rix Additional Child Matrix Non Index Children Only Mame BirthDate Child Birthweigh Date Date First MI Gender lbs amp oz LostCustody ChildDied 1 Evan Ramason 05 14 2007 2 5 100 2551 II ff Hg if I is ii i i ii f i T if ii ls Previous Index Child If Applicable Ramah Ramason 344344344 Current Index Child Mira Ramason 04 06 2010 1 2 73 grame First MI Birth Date Gender Birthweight Close This screen corresponds to the Lodestar Additional Child Matrix form and allows you to enter and or edit name birth date gender and birth weight data for up to five children other than the Index Child as well as any date of death or loss of custody for each child However if your client gives birth to a non index child while in the program fill out the Pregnancy Outcome instead and mark it as Non Index This will automatically fill the information on the non index child into the Additional Child Matrix This screen has its own Print Edit and Close pushbuttons each of which works in the same manner as on the Client ID screen The Additional Child Matrix screen also shows you current information on the Index Child but these fields are not editable If one of the children listed had previously been the Index Child but is no longer because of death or loss of custody a mark will appear in the checkbox next to the number on the left for that child This field is also not an editable field but is set by Lodestar a
115. rk Users MUST Exit Lodestar at this time A window asking you where you would like your data backed up to will appear Select a folder on the local drive or choose a different drive with the pull down at the bottom of the window as shown below and select a folder from there to back up to elcome t JM reg Department of Meath Services roi and Chi Heath Branch 2010 TTT r Boek Directory Loderter Conta Please choose where to put c lodestar 4 Bad exc Sela lodestar Mdeta Cance Ca3detalocw x Qt Cjrepors Copter V Qtemp 4 Coicexce l Fi Mupdete Coupmemos veers nm verin 4 Cyvert0s Es Once you click Select a window titled Backup Progress will appear apprising you of the status of the backup The backup will proceed and a message will appear when it is complete A message on the bottom of the backup screen will inform you Procedure Successful Data Copied to the path you chose to back up to Click on the Close button to return to the main utilities screen Revised 4 30 2013 Page 64 65 If Lodestar is on a network the backup may be done by your network administrator as a part of the regular network backup routine You need to find out whether the network administrator knows that Lodestar data is included in the routine Unless your administrator is certain Lodestar data is included in the back up routine please make regular backups by using the Backu
116. rm pull down list is available Click on the black arrow to see the list of reporting period forms Click on the reporting period for which you wish to add a record Note however that clients must have an Intake form entered before any other reporting period form may be added Otherwise Lodestar will generate an alert message telling you that the selected form may not be entered see right Similarly Lodestar will generate an alert message if you D try to enter a Pregnancy Outcome form for a Sibling client since Pregnancy Outcomes do not apply to Sibling Client must have an Intake inthe computer before a clients Even if the Sibling becomes pregnant you must EE first terminate the Sibling status and then create an Active AFLP or Cal Learn status i e terminate the client out of sibling for reason Sibling became pregnant and only then will you be able to add the Pregnancy Outcome Since the Sibling program was cancelled several years ago you may have a former Sibling client applying for AFLP or Cal Learn who was not pregnant at the time he or she left the Sibling program Please call tech support at 707 895 2510 for help entering that client s new status into Lodestar Once you have clicked on an appropriate record to add the selected reporting period screen will appear with all fields laid out in the order in which they appear on the form The following example will be for the Intake screen but the information applies
117. rm you wish to work with to open it Removing the error flag from a record Highlight the record and click on Edit Clicking on Clear Error Flag will show uS you the error and allow you to make the edit You may also highlight the field and edit it directly Once valid values are entered for all fields Lodestar will User Memo automatically remove the error flag and the checkmark in the Error Flag box will disappear See Add New Form Existing Forms for more information It is important to Locate all error flagged records and correct those that contain data errors every month before sending your transmission to MCH Cal Learn Forms In the Cal Learn Forms section of the Clients screen information about a client s orientation participation problems and report card schedules and outcomes may be entered and edited CL Revised 4 30 2013 Page 33 34 forms 1 2 3 4 8 9 and 11 and NA 844 the Adequate Progress NOA may CL Forms also be generated in this section Each of these forms may be printed in opanish To add or edit any data in the Cal Learn Forms section first bring the client s identification record to the screen Click on the Locate pushbutton and enter your search criteria in the Find a Client Record window Once the client s record is on the screen the pushbuttons in the Cal Learn section are active QUEM Orientation and Participation Problem To enter or edit information from the Lodestar Cal Learn O
118. rried out at the same time as the MLP work are listed separately on the main Client Contact Summary report Revised 4 30 2013 Page 76 11 14 25 37 Lodestar Report of Client Contacts PYD Reporting Data AFLP Active Between 11 01 2012 and 11 30 2012 CM 014 Wilbur Manager MR My Life Plan Roadmap TE Taking Care of my Baby M H M MG My Goal Sheet is BS Reproductive Health Safer Sex Case ger 014 Wilbur ager ML Me amp My Life HR Healthy Relationships TM Taking Care of Me EM Education Career and Money Contacts Made hrsin bold contacts in regular attempts undemeath Client Status MG Total Adeenson Adeen 32904210M 0 75 10 04 2012 AFLP Active 0 0 75 Ahavason Ahava 31024210M 0 00 10 12 2012 AFLP Active 0 0 75 0 75 Ahernson Ahern 29764210M 0 00 11 18 2010 AFLP Active Airellson Airell 28924210M 0 00 01 13 2010 AFLP Active 0 50 0 00 0 50 1 00 oo OO oo oe DE rs O Da oco Coo OO OF oo oo OO oo oo CO OO oo oo Coo OO oo oo CO OO oco oo DE KF CO oo oo C to na Dre Oe Ad Hoc The Ad Hoc module is an extremely powerful tool for generating customized reports on virtually any data which Lodestar tracks beyond what is available in the Reports module It is essentially its own program and as such its use is beyond the scope of this manual A separate comprehensive guide to customized report generation is available in the Lodestar Ad Hoc Reports Manual For furthe
119. rss en rss seris sentias estas seras snas 54 Ee E RE 54 other e E Anale 56 IG eene RO 56 Client Contact Summary 56 Comparison RED E 56 MONEO O 0410 i cala 57 Other MODIDnS Ee 58 c 58 Unduplicated Client Count esses eene ennn nene rnns en erns sent rnn senten esee trn a sens 59 LAO 59 LA CISA ilaria 59 L A Performance Meaeuresg i 60 RE 61 SV PeR IAA 61 EE eene EE 61 SG TA 61 DICH i V 63 EE leali 65 lte ee E e E E E I ET 65 CISCO 65 Change Case Manager II 66 a o D t 66 TO send your data e Al EEN 66 KEIER 68 re e 68 COGLI ERN mm 68 Contacts Module Data Entry Zcreen eese enne enne enne nennen nnne nnne nns 72 The Client Contact Summary 74 EE Fage lo E 745 PO TA RR EA 77 DR AAA 0 11 UPDATING LODESTAR TO A NEW VERSION A eskeekERREREEN REENEN REENEN REENEN REN 78 WHAT LODESTAR REPORTS TO GENERATE WHEN eee 19 LODESTAR BASICO EE 81 lecher 81 Sn S m 81 PU NANDUON cT UT omm 81 e 18 219 RN E 82 miles ug 83 Fields RR Ee nno aa 83 EN elek ek 84 Jee CN 85 EE EE EENEG 85 Revised 4 30 2013 Page 3 Getting Around in Lodestar s Data Entry S
120. ructions as to how to correct the error Additional detail is provided under Adding a Record in the Case Management section of the manual The other kind of error that can occur is a program bug These can be caused by use of the software in unanticipated ways or they may exist in the software and be revealed only when a user ventures into seldom used parts of the program It can takes months to uncover obscure program bugs as debugging has already been done for all aspects of the program that are commonly used d dE ET uw Ze Seen ET A SS T LJ um Ve i in ah 1 U i wh Bh s eu h IJ B wu af get ga eI Ie d Fr WI ww de LU m w e i D t i zi DW la gt 1 gsm A 2 HE S Pe au mE rel M Ju RN E a ig Lodestar Has Encountered An Unexpected System Fault Your Data ls Safe Lodestar Vill Exit To Ensure System Integrity Flease Turn On our Printer So Thate Can Print A One Page Error Summary That rou Should Fax To Our Technical Support Office Please Note What rou Were Doing eher The Error Qccurred And Include tlin The Comments Section Of The Fax Error 3l parameter Q Message Invalid subscript reference Q Program PUUTEBHWC Line Num 2110 Source Invalid subscript reference fou May Call John Newstead At 510 204 9639 If You Have Any Questione If a program bug occurs Lodestar will display a Don t Panic screen This is an error screen advising you of what error occurred and allowing you
121. s the summary shows totals for the entire agency An example of the Contact Summary report is shown below Revised 4 30 2013 Page 75 76 ver id Rep Print Preview E amp rM a Fake Agency 05 15 2012 12 12 46 Lodestar Report of Client Contacts Reporting Data All Funding Sources Active Wait List Outreached Between 05 01 2012 and 05 31 2012 CM 1311 Arti Manager Case Manager 1311 Arti Manager Contacts Made hrsin bold contacts in regular attempts undemeath Client Status Bellason Bella 131313131 04 23 2012 AFLP Active Georgiason Georgia 4 22 2012 AFLP Active Sallison Salli 121212121 04 20 2012 AFLP Active Total 3Clients L 0 75 3 025 1 0 75 3 0 0 0 05 15 2012 Fake Agency 15 51 49 Lodestar Report of Client Contacts Reporting Data All Funding Sources Active Wait List Outreached Between 04 01 2012 and 05 31 2012 SUMMARY 100 200 300 400 500 600 700 800 900 400 CBA ISP RAI Total Total Contact Hours 0 50 21 50 2 00 33 25 8 75 1 50 0 75 Total Contacts Made 1 19 2 128 35 6 3 Total Attempts 2 11 0 14 0 0 0 PYD Contact Page If you have checked the PYD Page box on the Client Contact Summary report screen a separate page will show up for the PYD Contacts after you close the main Client Contact Summary report Only the contacts related to the MLP forms and modules will show on that page Home or office visits or other contacts for unrelated subjects ca
122. s and scroll boxes By using them you can access different parts of the page to examine the data in detail If you wish to zoom out again to see the entire page click the down arrow next to the percentage zoomed Another way to zoom in is to place the mouse pointer on any part of the data It will assume the shape of a magnifying glass By clicking the mouse button you will zoom in to that part of the page and a certain percentage will show next to the down arrow the mouse pointer reverts back to its usual form To zoom back out simply click again on a portion of the page The mouse pointer will again turn into a magnifying glass and Zoom will be written next to the down arrow you can use to change the percentage of zoom Choosing Which Page to Show There are two ways for you to choose which pages to see in a multi page report 1 To the left of the Zoom box you will see two arrows pointing right and two pointing left If you are at page 1in the report the two arrows pointing right will be red To move to the next page click the right pointing arrow on the left You can continue page by page this way Now all of the arrows should be red because you could use any of them to move forward or back in the report To go immediately to the last page click the right pointing arrow on the right which has a vertical line beside it When you are on the last page of the report only the two left pointing arrows will be red The left pointing arrows mo
123. s to Active AFLP with the same case manager but if they become Active in AFLP with a different case manager you must give them a status of Inactive Wait List with their current case manager before making them Active AFLP with the different case manager Also if they become Active in Cal Learn or another program you must give them a status of Inactive Wait List in AFLP with their current case manager before you make them Active in the other program e To create the Inactive Wait List status choose New in the Status Change screen enter the date and choose Wait List for Status choose AFLP for Funding Source and for Reason choose 2 Inactive Wait List Click Save e lfaclient has already been Wait Listed and you want them to be Outreached the client should be given a New status of Inactive Wait List first and then given another New status of Outreached e lf the client does not become Active either add a New Status of Inactive Wait List and Save or totally delete the client e To view or print a list of Outreached clients by case manager use the Client Roster report in the Reports module To count outreached clients run the Caseload Analysis report How to Wait List Clients To Wait list clients do the following Revised 4 30 2013 Page 23 24 e Wait listed clients may be assigned to a staff case manager or to a pseudo case manager ID which can be designed to prioritize wait listed clients without assigning them to a person To
124. sponding type of contact from the Contact Log Tab to the Time field and enter the time spent rounded to the nearest quarter hour and entered as a decimal or 0 00 if a contact was attempted but unsuccessful Once you have entered a value for Time the Save push button will become active Click on it to save the record or if necessary press Cancel to cancel the record If you save the record the Type and Time will appear in the Contacts Entered box on the left and a message Creating Client List will show at the upper right of the screen Each time you initially select a case manager and enter a month ending date Lodestar creates a list of all clients active or deferred for that case manager Once the first contact record has been entered and saved you may add another contact record for the same client by clicking on the Add pushbutton The case manager month ending date and client ID are retained and the highlight will be in the Type field Enter the next Type and Time Save the record and if there is another contact to add for that client press Enter to trigger the default Add button and so on You may always click on Cancel to cancel data entry for a record when necessary Data Validations Leaving the default zero in the Time field indicates an attempted contact Since Lodestar cannot distinguish between purposeful omission of a Time value to indicate an attempt and inadvertent skipping over of the Time field a beep and a
125. sted in the AFLP Scope of Work The report can be run at other times during the year to see how your agency is fulfilling these outcomes As Needed for all clients Generate a Client Roster for all pay sources for all case managers sorting the list by Case Manager and then by whatever order is most useful to you Distribute the roster to each of your case managers as an up to date list of client names addresses phones ages index children s names and ages etc Revised 4 30 2013 Page 80 81 Lodestar Basics The Mouse Lodestar in common with all Windows based software invites extensive use of a mouse The mouse functions through its pointer which is usually in the shape of an outlined arrow in Lodestar and its left mouse button Your mouse may have two or three buttons but only the left button is used in Lodestar When the pointer is positioned over an object in Lodestar See the explanation of Objects immediately below clicking the mouse button once by quickly depressing and letting it up invokes the function pointed to or in the case of fields in which data will be entered positions the cursor in the field Objects Lodestar works with objects on the screen which in Windows parlance is often called a Window The Clients screen illustrates many of the objects found in Lodestar CET II p Client ID 338383839 CM 9999 Case Manager E gt gt Add New Form lt lt mH E GL Forms SE Mame Chis oe
126. te is complete Lodestar pdn ar Many agencies now have both the program and data for Lodestar on a server for use on multiple computers In that case once the program and data are updated on the server all computers will have the updated information If multiple computers at your agency have the LodeStar program on each computer but data on a server after you have updated the first machine you will need only to run the updater icon on each machine to update the program on each machine Revised 4 30 2013 Page 78 79 What Lodestar Reports to Generate When The following is a recommended schedule for running Lodestar management reports Once a month as soon as data entry is complete for a month For all clients Run the Follow Ups Due report for all case managers Choose as the dates from the start of the previous month or you may wish to go back two or three months to the end of either the current or the next month The end date should be about a month ahead of the current date in order to let case managers know for whom Follow Ups are due for the next month By going back a month or two you will also show them which Follow Ups were due but have yet to show up in the computer Distribute the report to all case managers Run the Caseload Analysis report selecting All Case Managers and choosing as the dates either the dates of the most recent month for which data entry is up to date or dates for a recent calendar quarte
127. tering a 20 Transfer a Cal Learn client 21 Transfer an AFLP ASPPP client 20 Transmit Data 9 Transmit MCH Data by internet 66 Troubleshoot 64 Unduplicated Client Count 52 Updating Lodestar 75 Utilities 9 60 Value Definition 86 Wait List Cal Learn Clients See Deferred Status Wait List 24 Waiver End Date 23 Welcome Screen 8 Windows 5 78 With Status Selecting on reports 41 98
128. th the exception of research counties Beginning in December 1 2011 all AFLP agencies are required to use the Contacts Tracking in Lodestar Agencies that employ it will find that it provides an excellent management tool for tracking intensity and categories of treatment received by each client Lodestar Contact Tracking is currently comprised of three elements The first is the Contact Log Report Its purpose is to provide a case manager with a data collection tool that shows each of their clients in the chosen status es with space to record up to 18 contacts per month Once the form is completed by the case manager it is turned over for data entry in the Contacts Module This module has been specially designed to facilitate the rapid entry of contact data directly from the Contact Log Report Finally the Client Contacts Summary Report shows at a glance the total contacts provided to each client The additional PYD page of the Contract Summary Report tracks work with clients on My Life Plan forms and modules Contact Log Report The Lodestar Client Contact Log is produced from the Clients list in the Reports Screen see under Contact Log above for details on producing the report A sample is shown below Fake Agency Type Code Legend Time Legend PYD Code Legend 100 Home Visit Missed 0 last 2 digits only 200 Office Visit l l5min 0 25 MR My Life Plan Roadmap Lodestar Client Contact Log 300 Field Visit l6 30min 0 5 MG My Goal
129. the field is a pull down list open the list by clicking on the down arrow and then click on a new value To save your changes click on Save Otherwise click on Cancel to undo all changes Delete Activating the Delete pushbutton will delete all records for the client whose identification form is currently on the screen A message will appear asking you to confirm that you want to take this Revised 4 30 2013 Page 15 16 action Without a client identification record none of the other records for the client are valid and that is why they must also be deleted 7his is a serious step so exercise caution in deleting a client identification record n the event you delete a record by mistake you may have to re enter all records for the client from the Lodestar forms Please call tech support at the number provided on the screen and they will help you complete the deletion Note that it is possible to individually delete records other than Client Identification records but NOT by using the Delete pushbutton on the Client Identification section of the Clients screen See under the Status Change or the Add New Form Existing Forms sections of the manual below for more on deleting these kinds of records individually Print Print This Form Print i DIDO ie SR ni Print This Form Printer Default Printer Brother HL 20 nk pushbutton will print a Lodestar Client series on Bones brother Identifi
130. the scrollable list of report card dates in the lower portion of the screen in chronological order If you have edited any dates a warning screen will appear for each asking if you wish to replace the old date edited with the new one Click on Yes to replace or No to leave the original date in the list Note if you are trying to insert a single new date into the list without replacing any of the old ones use the Add button in the lower section of the screen The lower portion of the screen allows you to track and manage client report card outcomes Click on Add to create an outcome for a report card which is not listed in the pull down list of due dates or else click on the date for the form you want and then click on Select A Report Card Outcome screen will appear which will be blank if you are adding or filled in with data for that report card outcome if you are editing See below Revised 4 30 2013 Page 35 36 Report Card Qutcome Sandi Sandison 2992209922 Report Card Outcome De Car bye CC Report Card Due ete Free Code Report Card Submitted Form Entered 06 12 2010 On Time Free CL G Cab Learn Action Bonus e Bonus Sanction Amt 50 Le Cancel Close Free_CL l Free CIS Free CL H Report Card Forms Create Notice of Incomplete Grades CL 11 Last Printed Client has days from to give case mgr report Free DSS G Create No Good Cause Determination CL 9 Last Printed
131. tically Received each time you Transmit your Data by Internet but you can get results earlier by clicking the button to the Right Does NOT Transmit FFP Matching Results are available on the 15th and 30th of Last Received each month for data transmitted by the 7th and 17th Automated Medi Cal Verification Enabled Click on the Send Data by Internet button Lodestar will first run through an automatic database repair It will then proceed with the transmission and a dos box will appear This process could take a few minutes When it is complete a message will appear telling you the procedure was successful A print window will then appear The report it is asking you to print consists of two disk labels One shows your agency name location number and county together with the report month and the date when the transmission was done This is for your records only This module is also where the FFP matching results are received if you have chosen the automated verification method The Receive Results Only button allows you to receive the verification results without actually transmitting See the separate Lodestar Medi Cal Verification Processing manual for more information Revised 4 30 2013 Page 67 68 Contacts Usage Overview Lodestar Contact Tracking allows an agency to track and summarize contacts between case managers and their clients Until December 2011 its use was optional and at the discretion of agencies wi
132. to date MIS and to using the information generated from it effectively is attentive system supervision Good system supervision does not require solving hardware and software problems or even understanding the technical aspects of computer operation It means insuring that The right forms are filled out at the right time checked for accuracy and completeness and submitted for data entry in a timely manner Data is entered in a timely manner Data problems are noticed and resolved promptly and corrections are entered into the computer promptly Lodestar reports are run monthly distributed to those who need to see them and used well for program management and monitoring Data is backed up regularly Case managers are trained as needed on Lodestar forms Data entry clerks are trained as needed on the Lodestar software A proper filing system exists for forms including those that have been entered into the computer those that have not been and those that contain a data problem AFLP ASPPP Sibling Cal Learn providers should designate a management level supervisor to handle these responsibilities Revised 4 30 2013 Page 6 Conventions Used In This Manual Aside from section headings words in non italicized bold face type refer to Lodestar screens and items found on them e g Once you are in the Clients screen click the Locate pushbutton Computer keyboard characters and functions are represented in console font in quotes wh
133. to the Pregnancy Outcome Follow Up and Education screens as well except as noted Special instructions for using an added Intake form to change the Index Child are located at the end of this section under Changing An Index Child Revised 4 30 2013 Page 26 21 The highlight will be in the first field for which data needs to be entered The Client ID number and name having been pre entered from the Client Identification and Update form will appear at the top of the screen The case manager ID has also been pre entered but does not appear Depending on which form you are entering other fields may be pre entered as well Intake Pagel Sandi Sandison 2992299027 County of Birth 19 Gender 1 DOB 05 23 1993 Index Child Referral First Name Gender E Error Flag Set Rpt Period 01 M Chid sS Set Error Flag Last Name Birthweight 8 amp 8 Ibs DE Intake Date 03 10 2010 eer Wema Birthdate EDC 05 22 2010 OR 8888 grams a C L CM Particip 1 Marital Status 1 School Code Age Father 48 English Prof 4 Primary Instr Strategy Primary Language 100 Prog for P PT teens Entry Status 1 em Paysource Ca Learn Hispanic 2 Educ Goal Active 8 days Trimester 3 Race 300 Has had an IEP 2 Total Children 0 Last Grade 09 Passed HS Exit School Status 01 Post Secondary amp Type School 01 Type Housing School District 332 Times Moved Go To Screen 1 Service Matrix Print this Form i Edit Delete Close Scr
134. tton will be activated Pushbuttons which are available for your use are labeled in bold black letters Pushbuttons which are grayed out labeled in dimmed letters are not available to you during your current operation For example if you choose to Add a Client Identification form the pushbuttons for Locate Edit Print and Close are grayed out You cannot take these actions while you are adding a record After you have finished adding the record the rest of the pushbuttons become available again There are also times when new pushbuttons functions appear to replace previous ones When you are adding a record the pushbuttons available at the bottom of the screen are changed to Save and Cancel After the record has been saved or canceled the original pushbuttons again appear The Save and Cancel pushbuttons need special mention These are found at the bottom of most Lodestar data entry screens Data you enter is not saved until you click the Save pushbutton This is true whether you are adding a new record or editing an existing record In general you should only see Save and Cancel at the bottom of your screen if you are actively editing or adding a record If you leave your machine in this mode and a power outage occurs or your computer crashes you could lose valuable information if you have not saved your work If you wish to save your entry choose Save Otherwise choose Cancel Scrollable Lists Existing Forms scrollable lists permit c
135. u create a special Case Manager code for Deferred clients similar to one for Waitlisted clients such as 0000 This will help you to keep track of these deferred clients in reports If the new status is Cal Learn Ineligible and you wish to preview print the Ineligible NOA click in the Create Ineligible NOA NA 843 check box provided Now click on Save If you have selected a notice to be previewed or printed a dialog box like the one below will appear allowing you to print or preview the desired notice F Print Notification Ineligible NOA NA 843 created Select Print Option You also have the option to print in Spanish any CL or NOA forms that LodeStar generates Entering a transfer Lodestar will automatically handle any of the transfers possible within the AFLP ASPPP Cal Learn system Before you enter a transfer you need to know if the client is going to a new location a location or location number in Lodestar refers to a different computer not linked electronically to yours and what the funding source after the transfer will be Transfers for Cal Learn clients are handled slightly differently than AFLP ASPPP transfers this is discussed in detail below To transfer an AFLP ASPPP client After clicking on New and entering the Change Status As Of date select a New Status of Terminated by using the pull down arrow and then select the current Funding Source for which the termination applies AFLP or Sibling Th
136. u to include via the checkboxes available on the screen a variety of different kinds of ticklers Intakes Pregnancy Outcomes Follow Ups CL 9s etc about which you want due date information Make your choices in the Follow Ups Due screen concerning Report Dates Default dates cover three months beginning two months prior to the reporting date and ending one month after the reporting date to show both what has been missed and what will be due soon Pay Source and Case Managers select just as for Client Roster above and the kinds of ticklers you want the report to Include click on any or all the available notification types listed There are also two special checkboxes List All Under Current CM Only allows you to list clients under their current Case Manager rather than the Client s Case Manager when the Follow Up was originally due Please note that the client s funding source at the time the specific Follow Up was due will show whether or not it is their current funding source For Currently Active Clients Only allows you to exclude from the selected reports all clients who are now inactive regardless of the dates specified e g you may reprint a report from some time in the past without including information on clients who have since left the program When you have finished making your selections Preview or Print or Close as explained above The Follow ups Due Report takes into account rules for different forms that must be done
137. uding the Revised 4 30 2013 Page 57 58 month of program entrance and or exit Outreach MOS are calculated for up to two months of outreach service before a client is first active Although the Sibling program has been terminated Lodestar keeps the information for historical purposes The AFLP contract compliance information is Important for those providers serving AFLP To generate it providers need to enter their contracted annual months of service from the Scope of Work section of their MCH contracts into the This Site screen found in the Lodestar Setup module and must be sure to update it if the contract changes The variance line on the report indicates whether the agency is over or under its contracted MOS requirement Numbers in parentheses are negative numbers In the example above the agency is a projected 636 months below its AFLP requirement for the year Ignore the information shown for the Sibling program To run this report click on Months of Service from the Reports module The report can be done for all Case Managers a single Case Manager or a range of Case Managers Enter the dates you want in the window and choose Preview or Print as you wish Selecting Print directly prints the report after giving you the usual print options dialog box You can now choose a Detail report for the Months of Service by checking the Detail box on the initial screen This will show you each client and their status for the dates requested
138. umne Ventura Merced County Human Services Agency County of Monterey Cal Learn Napa County Planned Parenthood Nevada Joint Union High Nevada County Cal Learn Orange County AFLP Orange County Cal Learn Placer County Health Department Riverside County Health Department Sutter Center for Women s Health San Benito AFLP DPH Perinatal amp Adolescent Life Section SANDAPP CAL LEARN Program Family Services of San Francisco oan Francisco Cal Learn oan Joaquin Public Health AFLP SLO County Public Health Dept oan Mateo County Health Services Santa Barbara County CL oanta Barbara TAPP AFLP oanta Clara Planned Parenthood Marmonte Santa Cruz AFLP Santa Cruz County Human Resources Agency N Valley Catholic Social Services Sierra County Dept Social Services Siskiyou County Office of Education Solano County Planned Parenthood Sonoma County Health Department Stanislaus County Health Department Sutter County Employment Services Tehama County Cal Learn Tehama AFLP Trinity County Dept Health amp Human Svcs Tulare Co Health amp Human Services Agency Tuolumne County Dept Social Services Ventura County Cal Learn Program 24 594 2 202 28 603 29 102 29 555 30 030 30 607 31 103 33 032 34 033 35 627 36 035 3 104 38 040 38 222 39 107 40 659 41 203 42 108 42 333 43 109 44 204 44 676 45 110 46 681 47 210 48 205 49 056 90 051 51 696 52 500 52 698 53 670 54 052 55 724 56 112 91 Yolo Yolo AFLP 57 444
139. ur data to the state each month The preferred method is to send your data by internet Before sending data please run the Data Cleaning Report to find any data errors You can Locate all error flagged records from the Clients screen and attempt to clear the error flags see section on Working with Error flagged Records Other types of errors may require Lodestar Technical Support assistance to clear If you have errors in your data you will be asked if you wish to proceed with the transmission anyway You should correct all errors before you transmit your data so unless otherwise directed by MCH or Lodestar Technical Support press Cancel then Close and either correct all error flagged records as described above or contact Lodestar Technical Support at 707 895 2510 for help in dealing with other types of data errors To send your data by internet All other users must exit LodeStar before you can send data Click on the Transmit Data Button You will see the following screen Revised 4 30 2013 Page 66 67 Transmit Data Run this module on a monthly basis to send your data to the State NOTE Before sending your data the Repair Reindex module will automatically be run Therefore all other Network Users MUST Exit Lodestar at this time Disk Drive This is the preferred method of sending the State your Data Sending Data by Disk is being phased out FFP Matching Results e Optional The previous month s Results are automa
140. ve you back through the report similarly to the forward movement of the right pointing arrows 2 In between the right and left pointing arrows you will see an icon of three little pages of paper If you wish to go to a specific page number click on that icon A small window opens that says Go to Page Go to Page E Below that you will see Page Number and a number with up and down Page Number E arrows next to it You can either type the desired page number in that WW ok JL cancel Re Page 41 42 space or use the up or down arrows to move to the page number you want After you are finished previewing the report click on OK to return to the report window To print the roster click the small printer icon on the Print Preview window This will immediately print all pages of the report If you only want some of the pages to print click on Print from the Report window A Print window appears that enables you to select settings for the print job Most GE Prnt of the time you will probably not have to alter the default settings but you can if you need to Select Printer my HP Officejet Pro L 600 Series WebEx Document Loade The Default Printer that has been set up Microsoft XPS Document Writer Ge Send To OneNote 2010 through Windows is shown at the upper left If you wish to direct the report to a different printer for example to a local printer instead Status Toner Ink Low eferences i Licini of a network
141. ver Sometimes Alvays Ramey Manager 7 0 0 33 3 66 6 Rey Manager 1 0 0 0 0 100 0 The third Progression report gives agency wide information on live birth outcomes during the date range chosen Clients must have had a pregnancy outcome to be included Rep Print Preview I US gt I 100 Me amp Pregnancy Outcomes Live Births 07 13 2010 Reporting Data All Funding Sources Active Between 07 01 2009 and 06 30 2010 Includes Follow Ups through 06 30 2010 13 36 29 Trimester P renatal Care Began Birth Weights Weeks Gestation Live Births No Prenatal 1st Trim 2nd Trim 3rd Trim Prenatal Care Live Births Low Normal Live Births P reterm win range Care 1 13 14 25 27 Unknown win range 2500g gt 25009 Unknown win range lt 37 weeks Normal Unknown Abijah Manager i 0 0 100 096 0 0 0 0 100 0 0 0 The fourth Progression report compares school status at enrollment and at most recent Follow up grouping clients who are under 18 and those who are 18 or older Clients must have a Follow up to be included Rep Print Preview lq 4 T M 100 e Me amp School Status at Program Enrollment and Most Recent Follow Up SEE Reporting Data All Funding Sources Active Between 07 01 2009 and 06 30 2010 Includes Follow Ups through 06 30 2010 13 40 04 School Status at E nrollment School Status at FollowUp School Status at Enrollment School Status at FollowUp Total Follow up Clients In Not in HS Grad
142. wed as divided into four functional sections as shown below Clients Status Change CL Forms Client ID CM Name Existing Forms DOB ISP Start Date Client MCal Child MCal i gt gt Add a New Form for this Client lt Orient Part Prob Sibling ID Mailing Address Rep Card Street City Home Address If Different DU Day Part Street Begin City Fg Phone Gender Extended Alternate Phone Site End Minor Parent Services Other Parent Here ii CaL L earn Information Go County Case EW AU Head Graduation Date Children Thee EI gt iocate Add di Print Close Printthis Form EE D EE EE Case management reporting Client Identification section Cal Learn section period forms Revised 4 30 2013 Page 10 11 Current and past client status information The center section of the screen displays the client that is currently being accessed It contains the client identification data as taken from the Lodestar Client Identification and Update form The column on the left of the screen displays and controls the creation and editing of the Lodestar case management reporting period forms The column to the right contains Cal Learn related data such as orientation report cards and the 90 day participation period information The top section of the screen displays the client s current status and funding source i e AFLP Active and is used to access a client s status history and to c

LODESTAR USER`S MANUAL - Branagh Information Group

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