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AOD - Alameda County Behavioral Health

1. Client Client Nme Nunber SHEILA A CLIENT 90200122 PHILLIP B CLIENT 90200192 JAMES C CLIENT 90000015 MICHAEL D CLIENT 90000001 MAXINE CLIENT 95700048 ENE CLIENT 90000045 EERNADETTE CLIENT 91900031 ANDREW CLIENT 90000070 MIKE CLIE 02390198 JOSEPH CLIENT 00390027 0 RICK CLIE 90000047 E CLIENT 90200199 SIEFANIE CLIE 90900015 FOSEMARY CLIE 90200060 LINDA CLIENT 97400024 FOGER CLIENT 90200070 PAULINE CLIENT 90000073 DONNA CLIENT 95700065 HORIENSIA CLIENT 90100185 EL CLIENT 90300033 EL CLIENT 90000032 DENNIS CLIENT 00100691 TOTAL CPEN CASES FOR Day Treatment Opening Date 7 24 92 12 01 86 7 01 92 9 01 92 9 11 92 9 01 92 9 01 86 9 24 92 7 10 92 4 10 86 8 05 92 7 01 86 4 01 92 7 15 86 3 01 92 6 01 92 12 10 92 9 11 92 4 30 92 5 22 86 7 29 92 8 07 92 Program Caseload A G Primary E Diagnosis 21 295 92 21 296 70 26 295 40 31 295 35 28 295 92 22 295 40 38 295 90 55 296 60 22 302 20 57 295 92 3 295 90 44 295 70 2 799 90 45 295 62 38 295 95 22 296 60 5 V71 09 30 295 70 57 295 32 32 295 32 2 295 40 36 295 30 39 kkkkkkkkkkkkkkkkkkkkkkkk Confidential Information kkkkkkkkkkkkkkkkkkkkkkkk Primary Staff
2. Account Status 748828 752885 756104 1029321 1033654 1038133 1010425 756612 0 320539 647054 1000268 459088 0 455572 1012258 1026356 604091 1016237 463718 1007220 25 Dec 1992 Page 1 71 Report PSP 131 Reporting Unit Service Summary by Provider Report Description This report shows the total services by type for the specified reporting unit during the specified time period Running the Report Use the Report menu to run this report as needed You are prompted to enter the reporting unit time period and printer Enter Reporting Unit number Using the Report Use this report as a planning tool to audit service entry and program productivity Output File MHS OUTPUT REPORT RU SERVICE SUMMARY PSP13 LIS REPORT PSP131 FILE LIS 72 Service Summary 16 Dec 1992 Direct and Indirect Services Page 1 Report PSP131 Reporting Period Fram 01 Nov 1992 to 30 Nov 1992 Service Site Service Total Total Hours WESTSIDE OUTPATIE 832021 310 Collateral 10 13 80 330 Assessment 84 123 40 340 Individual 318 330 50 350 Group 176 581 50 360 Medication 218 102 80 Sub Total for Direct Services 806 1152 10 421 Community Client Contact 3 3 33 Sub Total for Indirect Services 3 3 33 Total Services for 832021 809 1155 43 73 Report MHS 707 Service Audit Report Report Description This shows all services based on services stamp entered into the comp
3. Hispanic Origin 1 Ref Staff ID 7197 Marital Status 1 Family Size 02 Enter Address N Annual Income 300000 Significant Others N Aliases Last First Middle YS Form Ok Y N Y Confidential Information USER COHEN ET Figure 2 5 Client Registration Screen note Because the information entered in the Client Registration screen establishes the client s identity it is best to ask the client for a Driver s License Social Security Card or other document and copy the information from it Three critical pieces of information must be entered correctly client name birth date and Social Security Number 3 Enter data in the following fields e RU Enter the Reporting Unit Number for the program where you are registering the client This field establishes whether you are using decentralized or centralized registration With decentralized registration the system automatically assigns a client number and you can enter episodes and services for the client With centralized registration you can register a client and enter episodes but you cannot to enter services until the registration has been evaluated by a central registration auditor After you have entered the Reporting Unit the screen title changes to Client Registration Centralized or Client Registration Decentralized e Last Name Enter a last name with up to 16 letters Leave out apostrophes dashes and blank spaces F
4. SER You may also type the number of the selection For example if Client Records Maintenance is the first item on the menu you can just type 1 to select it Press Return to display the screen or sub menu you selected Leaving a Menu Press Gold E or enter a hyphen in the Command line to move back one menu to the previous menu For example if you are on the Files Menu will take you back to the Utilities Menu and a second will take you back to the Main Menu Menu Shortcuts You can go directly from one menu to a screen that is under another menu rather than moving through the menu system one menu at a time In the command line of the current menu enter the Menu names that you would normally enter in the command lines of one menu after another For example to go from the Main Menu to the Episode Opening screen you normally enter EP in the Main Menu to display the Episode Records Menu and then enter OP to display the screen As a shortcut you can enter the command EP OP in the Main Menu command line Figure 1 3 InSust 15 Sep 95 09 57 AM HALN MHENU Mental Health Serwi ces Selection EP Fe Description CLIENTS Client Maintenance Menu DOP DOP Maintenance Menu APPTS Appointment Maintenance Menu EPISODES Episode Maintenance Menu SERVICES Service Maintenance Menu INDIR SERU Indirect Service Maintenance Menu Figure 1 3 Using Menu Shortcuts Using Screens InSyst s m
5. Panel One 3 Use the fields at the top of this panel to identify the record e Reporting Unit Enter the reporting unit number for your program 23 Client Number Enter the client number If necessary use the Client Locator Screen described in Chapter 2 to find the correct client number The system does not let you open an episode if the client already has an open episode at this reporting unit After the identifying fields are validated you enter data in the following fields Admit Date Enter the admission date The current date is the default You cannot enter future dates or dates when the program is not open Staff Enter the primary staff identification number Diagnosis I and II Enter codes for the primary and secondary diagnoses The default for Diagnosis II is No Diagnosis code 799 9 See the back of the Episode form for the most common codes Referred From Enter the referral code You can enter a Reporting Unit number an Agency Code or a generic code to indicate self or other or a type of local agency Ask your system manager about these codes Admission Status Enter the client s Admission Status using the codes in Table 4 3 Categories 2 through 6 are considered Co Dependents 1 Substance Abuser Spouse of Substance Abuser 5 Adult Child of Substance Abuser m Minor Child of Substance Abuser Parent of Substance Abuser enm Other Co Dependent of Substance Abuser Table 4 3 Admission Status Cod
6. when client is terminated from treatment From Main Menu type EP space CI return Enter closing date and closing data Chapter 1 Getting Started This chapter includes basic instructions for logging on and using InSyst s menus and screens Logging Onto the Computer You must log onto the VAX computer system before beginning work To log onto the computer 1 If you are using a terminal press Return If you are using a personal computer start the terminal emulation program by selecting the INSYSTI or INSYST2 Icon on your Windows Desktop 2 Your screen displays the prompt USERNAME Type your Username and press Return 3 Then the computer prompts you for your password Type your password and press Return To protect its secrecy your password is not displayed on your screen 4 InSyst displays its Logo and any notices or messages Press Return to display your Main Menu Using Gold and Control Keys When you work with InSyst you often have to use Gold Key sequences and Control Key combinations The Gold Key is the PF1 Key on Digital Equipment Corporation terminals and the NumLock key on PCs Other keys may be used on other terminals To use a Gold Key sequence 1 Press and release the Gold Key 2 Press and release the other key in the sequence For example if the instructions say Press Gold E you should press and release the Gold key and then and release press E To use a Con
7. you can enter Y at the Delete OK prompt and Y again at the confirm prompt to delete the service Servere Delete JERSEY GLASS Client 500006645 RU 999989 Last Changed 63 Apr 87 Cost 56 68 Service Stamp Z6 MRE E 7 Service Date BHi 26I57 Procedure 346 INDIVIDUAL Staff 99999 Staff Duration 1 amp Humber in Group 1 Co Staff B Co Staff Duration Location 1 Confirm B Confidential Information USER SMITH ou want to delete this service YIN Figure 5 19 Service Delete Screen If a service has been posted in the billing system the service may not be deleted unless you have the correct authorization If this occurs tell your supervisor 56 Late Entry and Supervisor Authorization Late Entry and Supervisor Authorization are available in all three of the Maintenance Screens In the Update screen Figure 5 21 Supervisor Authorization lets you change Service Date and Procedure In the Lookup and Update Screens Supervisor Authorization lets you view these additional fields e Posting Status The service status within the billing system Fery pce Update Te ee ET JERSEY GLASS Client 5660606645 RU 999989 Last Changed 1 Apr 8 Cost 56 66 Service Stamp 1 Apr 87 19 59 59 77 Service Date BEEN Procedure 358 GROUP Staff 99994 Staff Duration 3 8 Humber in Group amp Co Staff 99996 Co Staff Duration 3 8 Location 1 Service Client Acct 1010017535887 Original FRC 31 Clearances am
8. Client Lookup Screen Figure 2 8 This screen only lets you view information and so it can be used by people who are not authorized to change client information Client Look up Client Number 100000055 Maintenance Type L Last Changed 16 FEB 2006 Last 99904 First 99902 Middle Generation Birthdate 2 1 1998 Sex F SSN 999 99 9999 70 CIN 19904467 Education 10 Other Factors Other ID Disability 000 Service Group Local Code Language A Primary RU Program Code Ethnicity ABCDE Chart Location Research Item Hispanic Origin 1 Ref Staff ID Marital Status 1 Family Size 0 Annual Income 0 Client UR Needed Aliases Middle Continue fj Confidential Information USER Page aliases or continue Client Look up New Client Number 100000055 Reporting Unit Client Birth Name Last ARNON First ETTIE Birth place 38 CA Mother first name MAL Driver s License Number 1234567A State CA Continue Confidential Information USER COHEN_ET Figure 2 8 Client Look up Screen 19 If the client has aliases listed you may use Gold key sequences to page through them as described in the section on Moving Through Lists in Chapter 1 When you are done enter Y to continue looking up more clients or press Gold S to leave the Maintenance Screen and save the client number so it is entered automatically in the next screen you use Client Update If you enter U InSyst displays the Client Up
9. Maintenance Menu APPTS Appointment Maintenance Menu EPISODES Episode Maintenance Menu SERUICES Service Maintenance Menu IHDIR SERU Indirect Service Maintenance Menu Figure 1 2 MHS Main Menu All InSyst menus let you make selections in three ways by using the list of options in the menu selection area or by typing an alpha or numeric option directly in the command line To select a command in the Menu Selection Area 1 Press the Tab key and the blinking cursor will move from the Command Line into the list of items in the Menu Selection Area of the screen Then move the cursor up and down through the menu using the Up and Down Arrow keys When you have moved the cursor to the item you want type X and press Return At the bottom corners of the Menu Selection Area there is often a flashing V This indicates that there are more items on your menu than you can see at one time Press the Down Arrow key and the menu will scroll to display more items If you want to return to the Command Line press Enter To select an item from the Command Line 1 2 Type the name or number of the item on the Command Line The command line is the solid bar next to the word Selection where the cursor is when you first display the menu You may type the entire name of the item or just enough make it distinct from the others For example if you want to choose SERVICES from the Main Menu you may type either SERVICES or
10. Return to move to the Form OK prompt and enter Y to accept the data After the system validates the data enter Y at the Confirm prompt to save the data The screen is cleared and the cursor moves back to the defaults line so you can enter additional services or change the defaults You can imagine how useful this screen would be for example if you had to enter the same service for a client for a large number of service dates You could just change the date and accept the defaults for all the other fields 52 Maintaining Direct Services To maintain direct services Choose SERVICES from the Main Menu 2 Choose MANAGEMENT from the Service Maintenance Menu to display the Service Maintenance Selection Screen Figure 5 15 3 To display a list of services enter e Client Number You must enter the number of the client who received the services e Reporting Unit To narrow the search you may also enter a Reporting Unit number e Service Date To narrow the search you may also enter a complete date or a partial date that is just a month or year If you leave out the year the system uses the current year Sere ice Maintenance Se beet ion Client Number x Reporting Unit Service Date fof Time Se Reporting Unit Procedure Therapist HH MM Confidential Information USER SMITH Figure 5 15 Service Maintenance Selection Screen 4 The Screen displays the Client Name and all the services for the cl
11. open in that program for that week in alphabetical order ten ata time For each record in the list enter data in the following fields e Procedure Code This field displays the default procedure code for the reporting unit In most cases this is the only procedure code allowed except for 000 to indicate that no service was given There are a few programs that also have other Procedure Codes You may accept one day s procedure code by pressing Tab or accept a week s procedure codes by pressing Return to move to the end of the line When the services records are recorded they use the default time for the procedure code entered e OK This field lets you confirm that the information for this client is correct Enter W to Write the services S to Skip the line or D to Drop the client from this Entry Screen If you enter S all of the services for that client will be skipped To write some services for the client but not all enter 000 for the day the client is to be skipped and enter W in the OK field CA Enter Y at the Form OK prompt to save the data Figure 5 9 The system validates the data and if there are any errors it returns the cursor to the field that must be corrected and displays an error message 48 6 If there are more clients in the program press Return to display the next 10 clients The screen lets you record services only for the days the client was open in the progra
12. start the printer again the job continues printing e Wait Stops the printer temporarily e Continue Continues printing the current job to continue printing where it left off Restarting Stopped Print Jobs If you use the Stop Command while printing a file the printer is stopped and you are returned to the menu To continue printing that job 1 Choose START from the Printer and Queue Management Menu 2 Use the Start Printer Queue screen to start the printer as described above 62 3 The system displays the prompt Stop before next entry Press Return to accept the default N to print all jobs on the queue or enter Y to print only this job and stop again 4 The system displays the prompt Continue printing this entry Press Return to continue the job 63 Chapter 6 Reports Reports available are based on your User Authorizations and Program Site The main two types of Reports available are Caseload and Service To run a report Choose REPORTS from the Main Menu 2 Choose one of the submenu options of the Report Menu Figure 17 1 As you can see this menu lets you choose submenus with reports that are used for different purposes Heport Menu Selection O Selection Description ACCOUNT Account Reports CASELOAD Caseload Reports CLINICAL Clinical Reports INSURANCE Insurance Reports OPERATIONS Special Reports For Operations REVENUE Revenue Reports SERVICE Service Reports Figure 17
13. the Single Service Entry Screen e Late Entry Press Gold A once to invoke Late Entry authorization For example if data entry for April is closed on May 5 Late Entry authorization lets you enter services after that time 46 e Supervisor Press Gold A twice to invoke Supervisor authorization which lets you override system validations in the Staff Co Staff Group Count Staff Duration Co Staff Duration and Location fields but not episode boundaries This is useful for recording unusual services e Supervisor and Late Entry Press Gold A three times to invoke both Supervisor and Late Entry authorization Weekly Service Entry Use this screen to enter one week of services at a time for all of the clients in your program It is used by programs that have one primary procedure code and only one possible unit of time for the service Residential Programs and certain types of Day Treatment programs are authorized to enter data on a weekly basis rather than a daily basis If an episode is open in a Residential or Day Treatment program the client s name and number are automatically listed in the Weekly Service Entry Screen after Report PSP 125 is run for the week AD note Programs that use the Weekly Service Entry Screen must use the Reports menu to produce Report PSP125 each week before data can be entered This report creates the data displayed in the Weekly Log Screen and also produces a paper log with the same data which can be us
14. you are using the Maintenance Selection screens Gold M More makes the screen page forward one page to display records in a list that cannot fit on a single screen Gold R Refresh restarts the screen with no values entered This is useful if you made mistakes in data entry Gold S Save and Exit leaves the current data entry or maintenance screen and saves the data entered This sequence retains the current Client and Reporting Unit so it automatically displays it in the next screen you use Gold U Up Two makes the screen page back two pages to display records in a list that cannot fit on a single screen TI Control Key Combinations To use Control Key combinations continue holding down the Ctrl Key while you press the next key in the sequence For example if the instructions say to press Control W you should press the Ctrl Key keep holding it down while you press W and then release both Control Key combinations used in InSyst are e Control H Hop Back moves the cursor back one field e Control J Junk clears a field e Control W repaints or refreshes the screen Use it if the screen display has been disturbed e Control Z ends an editing session in the Mail 10 27 04 78 NOIES NOIES
15. 1 A Typical Report Menu 3 Choose the report from the submenu Your local Operations Staff controls how these submenus are organized and you should ask them which menus you should have and where specific reports are The standard InSyst package includes these submenus for reports e Caseload Reports contains reports on the management of the workload at the clinic level staff caseload reports clinic caseload reports productivity reports etc e Service Reports contains staff productivity service audit and program productivity reports 64 Running Reports Once you select a report from one of the Reports Menu you may be prompted for information needed to produce the report First the system will ask you questions about when the report will be created or where the report will be printed After that it will ask you questions that control the content of the report such as client number reporting unit number or date range that it will report on The following example Figure 17 2 shows the dialogue similar to what you may see on the screen when you produce a report The symbol lt RETURN gt means that pressing Return will accept the default answer to the question REPORT PSP118 This report may only be run in BATCH mode Specify when the report generation should start up time hold until specified date time DD MMM YYYY HH MM RETURN start up immediately Specify print destination NOPRINT do not print
16. 70 7 13 92 AU Also Open At VID ADI 10 13 92 296 70 1 12 93 ERCADO kkkkkkkkkkkkkkkkkkkkkkkkk Confidential Infomation kkkkkkkkkkkkkkkkkkkkkkkkk 69 Report PSP 121 Program Caseload Report Report Description This report lists all the clients with open cases for each reporting unit It includes client number name opening date age primary diagnosis and primary staff Running the Report Operations Staff runs this report monthly or more frequently if needed It is routed to each Reporting Unit s printer If you do not receive this report contact local Operations Staff Users can also run this report using the Report menu It prompts you to enter a Reporting Unit or enter for all units and to enter a target date The report finds all clients open on the target date Using the Report The report is used as a management tool by program managers to balance the work among staff or to quickly review the types of client being served It is also used to direct the distribution of other reports such as the Utilization Review reports The report might also show that it is necessary to improve the data entry process Any duplicate clients should be reported to Operations Staff Output File MHS OUTPUT REPORT PROGRAM CASELOAD PSP12 LIS 70 Report PSP121 Day Treatrent 99433 Cases active as of 25 Dec 1992
17. 8 015 Detox Schedule R Form Ok Y N Y Confidential Information USER COHEN ET Figure 4 15 Episode Opening Screen Panel Two Table 4 5 Substance Problem Codes e Route of Administration Primary amp Secondary Enter the method that the client uses to administer the substances entered as Primary and Secondary Problems using the codes shown in Table 4 6 Injection IV or intramuscular Other Unknown Table 4 6 Route of Administration Codes 26 e Frequency of Use Primary and Secondary Enter the frequency of use for the substances Allowed value 0 30 or Z2 This field requires leading zeroes e Age of First Use Primary amp Secondary Enter the age when the client first used the substances entered as the Primary and Secondary Problem The age must be at least 5 years This field requires leading zeroes e Emergency Methadone Admission For Methadone Maintenance clients only enter Y or N to indicate whether the client is being admitted as an exemption to methadone regulations That is the client would not be eligible for admission under the regular Title 9 criteria which specify a two year history of addiction and 2 prior treatment failures e Detox Schedule For Methadone Maintenance clients only enter a the number 1 through 4 for the client s detox schedule as defined by the program or county For heroin detoxification programs if a client has been open within 90 days preceding the op
18. Alameda County Behavioral Health Care Services Insyst AOD Mini Manual BHCS Information System Support Services Phone 510 567 8181 FAX 510 567 8161 E Mail ISHelpDesk acbhcs org BHCS Web Site ACBHCS ORG PROVIDERS Provider Relations 800 878 1313 7 07 Contents Chapter 1 Getting Started A eere ee eere eere ee eee eese sese eese eese se eesooe 3 Chapter 2 Basic Client Information cese ceres ee eren eee eee eee enue 10 Chapter 3 Client Episodes eret teni en rano eror Ya eua ono ERE Pd Fen aaa r Een eek 23 Chapter 4 Direct Services eese eee er eee eee ee sete eese eo see eos eese setate see au 44 Chapter 5 Utilities Passwords and Printing eeeeeeeeeee 59 Chapter 6 Reports i ass caes cdeneedeidecedianavsccastoatuacheranvecsdiavedasvcsadeccsensebadecseeceieare 64 Appendix A Special Key Sequences ecce ee eres ee eren eee eene etta aea 77 INSYST Flow Chart for AOD Providers Look up clients to see if known to the PSP System Step 1 From Main Menu type Clie space Lo return If YES do the following Step 2 Open Episode From Main Menu type EP space OP return enter Episode Data Step 3 Enter Services 1 Go to one of the appropriate service entry screen from Main Menu Single SE space SI available to all sites Multi
19. Job Training Is the client currently enrolled in a job training program Enter Y N or ZO Z4 Enrolled in School Is the client currently enrolled in school Enter Y N or ZO ZA Diagnosed with Tuberculosis Has the client been diagnosed with Tuberculosis Enter Y N or Z0 ZA Diagnosed with Hepatitis C Has the client been diagnosed with Hepatitis C Enter Y N or Z0 ZA Diagnosed with sexually Transmitted Disease Has the client been diagnosed with a sexually transmitted disease Enter Y N or Z0 Z4 Hiv Aids Tested Has the client been tested for HIV AIDS Enter Y N or Z0 Z4 Hiv Aids Result Does the client have the result of the HIV AIDS test Enter Y N Or Z0 STA Prior Mh Diagnosis Has the client ever been diagnosed with mental illness Enter Y N or Z1 Children Aged 17 or Less Enter the number of children the client has aged 17 or less Allowed value is 0 30 or Z This field requires leading zeroes Children Aged 5 or Less Enter the number of children the client has aged 5 or less Allowed value is 0 30 or Z This field requires leading zeroes Children in CPS Placement Enter the number of children the client has who are living with someone else due to child protection court order Allowed value is 0 30 or Z4 This field requires leading zeroes Children in Placement with no Parental Rights Enter the number of children t
20. Primary Password and Secondary Password You may have only one password the Primary Password If you choose you can also create a Secondary Password 59 Printer and Queue Management The Department assigns a name to the printer attached to your terminal such as PQ CHILDRENS or SONOMA The queue refers to the waiting line for the printer If there are no items to be printed the queue is empty When you print an item it is sent to your printer queue The Printer and Queue Management menu lets you manage print jobs Show Queue To view the printer queue 1 Choose UTILITIES from the Main Menu 2 Choose PRINTER from the Utility Menu 3 Choose SHOW from the Printer and Queue Management Menu to display the Show Queue Screen 4 Use the field at the top to identify the queue e Queue Name Enter the name of a print queue or press Return to select your print queue The screen lists all the jobs waiting in your queue to be printed in the order that they will be printed Figure 15 9 5 After viewing the Queue press Return to go back to the Printer and Queue Management Menu The statuses of jobs in the queue are e Pending a job waiting to be printed e Holding a job put on hold or delayed In some cases a time can be associated with this status e g holding until 15 Jun 1987 02 00 e Printing a job now printing e Paused a job delayed in the midst of printing e Aborted a job deleted in the midst of printin
21. Prison Enter the number of days the client has been in prison in the past 30 days Allowed value is 0 30 or ZA Days of 12 Steps Other Enter the number of days the client has participated in the following social support activities in the past 30 days 12 Step Meetings Other Self Help Meetings Religious Faith Recovery or Self Help Meetings Attending Meetings of organizations other than those listed above Interactions with Family Member and or Friend Support of Recovery Allowed value is 0 30 Days Living with Substance User Enter the number of days the client has lived with someone who uses alcohol or drugs in the past 30 days Allowed value is 0 30 or Z0 Z4 Conflict Days with Family Enter the number of days the client has had a serious conflicts with family in the past 30 days Allowed value is 0 30 or ZO ZA 32 Emergency Room Visits Enter the number of days the client has used the emergency room for physical health problem in the past 30 days Allowed value is 0 99 or ZA Hospital Overnights Enter the number of days in the client has stayed overnight in a hospital for physical health problem in the past 30 days Allowed value is 0 30 or Z4 Days of Physical Problem Enter the number of days in the client has experienced physical health problem in the past 30 days Allowed value is 0 30 or ZA Outpatient Emergency Services Enter the number of days in the client has re
22. SEY EOS INSEY EOS INSEY SMITH GORODEZEY Confidential Information 6 services displayed Figure 5 17 Service Maintenance Selection Screen Selecting Services for Maintenance 54 Direct Service Lookup If you entered L next to a service it is displayed in the Service Look up screen Figure 5 18 The data cannot be changed Sew bee Lookup JERSEY GLASS Client 500006645 RU 999989 Last Changed 63 Apr 87 Cost 56 68 Service Stamp z6 MRR E7 Service Date BHi 26I57 Procedure 346 INDIVIDUAL Staff 99999 Staff Duration 1 amp Humber in Group 1 Co Staff B Co Staff Duration Location 1 Continue Confidential Information USER SMITH Press lt Return to continue or lt N Return to proccess a new records Figure 5 18 Service Look up Screen In addition to the data in the Service Maintenance selection screen this screen displays e Last Changed The date that the displayed record was last modified by a user or system program e Cost The amount charged for the displayed service e Service Stamp The date that the service was originally entered into the system Press Return to display the next record selected in the Service Maintenance Selection Screen Type N and press Return to go back to the Service Maintenance Selection Screen 55 Direct Service Delete If you entered D next to a service it is displayed in the Service Delete Screen Figure 5 19 If you are authorized
23. SS SW Ww NW Cii ient Address Insert Client Number Reporting Unit Effective Date 857267857 Street Humber City Direction State Zip Code 66666 6668 Hame Type Phone Humber Apar tment Census Tract Bad Address County of Responsibility Form OK YIN Confidential Information USER SMITH Figure 2 15 Client Address Insert Screen Street Name Enter a street name with up to twenty characters Do not enter Street Road or other street type here Street Type Enter an abbreviation for the street type such as St BI Rd Avy Apartment Enter up to four characters Do not enter the symbol and do not enter a period at the end City Enter a city name with up to twenty characters State Enter the two letter abbreviation for the state name Zip Code Enter the first five numbers of the Zip Code and the cursor moves to the plus four digits which you can enter if available CalOMS Zip Code Enter X XXXX or ZZZZZ if Zip Code is all 9 s Phone Number Enter the telephone number if available If you do not want to enter the Area Code you must type three blank spaces in its place Extension Enter an extension for the telephone number if there is one County of Responsibility If you do not make an entry here InSyst will use your county s code when it reports to state client data systems To report to the state that another county is respo
24. Screen described earlier in this chapter If you are unsure which services have been recorded and which have not press Gold S to leave the screen saving the current Reporting Unit Number Choose SERVICES from the Main Menu and then choose MANAGEMENT from the Service Maintenance Menu When the screen prompts you enter a Client Number and press Return to display services for that client in the program Then return to the Weekly Service Entry Screen to continue service entry 49 Multip le Service Entry The Multiple Service Entry Screen makes it easy to enter repetitive data for example to enter a number of services for one client or one staff person or to enter all of one type of service for a day It lets you create user defined defaults that enter the repetitive data automatically To do multiple service entry 1 2 Choose SERVICES from the Main Menu Choose MULTIPLE from the Service Maintenance Menu to display the Multiple Service Entry screen Figure 5 10 This screen resembles the Single Service Entry screen Multiple Serui ce Entry ru Client at Proc Staff Dur Staff Group Loc Form Ok H Confidential Information Enter a reporting unit Figure 5 10 Multiple Service Entry Screen To identify the program you are doing data entry for enter Reporting Unit Enter the Reporting Unit Number for the program and the screen displays its name To enter services for a different program durin
25. WORKs Sub Abuse Trmt N Diagnosed With Hepatitis C N Parolee Services network N Diagnosed With Sexually Transmitted Disease N FOTP Parolee N HIV AIDS Tested N FOTP Priority Status 3 HIV AIDS Result N Prior MH Diagnosis N Children Aged 17 Or Less 00 Children Aged 5 Or Less 00 Children In CPS Placement 00 Children In Placement With No Parental Rights 00 Continue Y Confidential Information USER COHEN_ET Press Return to continue or N Return to process a neu client Figure 4 26 Episode Lookup Screen Panel Four Press Return to display the next record for maintenance or enter N to go back to the Client Episode Maintenance Selection Screen Episode Delete If you entered D the system displays the Episode Deletion Screen Figure 4 27 If you are authorized you can enter Y at the prompt and enter Y again at the confirm prompt to delete the episode Then press Return to display the next episode selected for maintenance If services have been recorded for this Episode the system displays an error message saying it may not be deleted Refer these cases to your Supervisor 39 E 99902 99904 Client Number 100000055 Admit Date 1 25 2006 Staff 55555 Axis I 302 2 Referred From 1 Admission Status 1 Initial Admission Y Admission Legal Status 1 Admission Employment Status 1 IT 799 9 Number of Children Under 3 0 Client Pregnant at Admission N Client Homeless a
26. ance abuse treatment under CalWORKs N if not or enter Z1 of Prior Admits to any substance abuse treatment program Enter a number from 0 to 9 If the client has been admitted to programs more than nine times enter 9 Medication Prescribed Enter the medication prescribed to this client The codes are 1 None 2 Methadone or LAAM 3 Other Has This Client Used Needles During the Past Year If the primary or secondary route of administration is by injection with a frequency of use Used in Past Year you should answer this Yes Problem Primary Secondary Tertiary Enter the Primary Secondary and Tertiary Problems using the Substance Problem codes shown on the back of the Episode Opening Closing Annual Update forms or enter Z1 or Z3 for Primary and Secondary only For clients admitted for methadone treatment the Primary Drug should be 01 or 15 You must use a different code for each problem Secondary and Tertiary fields may be left blank Validation of Primary and Secondary problems against tables Primary Problem Master and Secondary Problem Master Drug Name Primary Secondary Enter the Primary and Secondary drug name 25 Episode Opening TRRCY T TESCRSE PSP OPT Client Number 1000058 RU 9999 Number of Prior Rdmits e Medication Prescribed 2 Needles Used Past Yr Y 17 e Problem Drug Name INHRLRNT RLCOHOL 3 2 Route of dmin Freq of Use 10 30 fige First Use 01
27. ate in the format MM DD YY You cannot enter a future date You must enter a date when the client s episode is open and the program operates e Procedure Enter a three digit procedure code It must be a valid procedure for the program e Staff Enter a staff identification number The staff number will be validated for authorization to perform the services you are entering e Co Staff If there was co staff enter the staff identification number You may only enter one co staff in this system e Staff Duration Enter the number of hours and minutes this staff person spent in this service Enter up to twenty three hours and up to fifty nine minutes in the two portions of this field There is a fixed minimum and maximum time for some services e Co Staff Duration If there was co staff enter the time they spent on the service in the same way as Staff Duration 45 e Number in Group Enter a number from 1 to 99 indicating how many clients were involved in the service The default is 01 for an individual service If you are recording group services enter the number of clients in the group For example if Staff Person A and B have a group with 10 members that met today for 1 hour with all members present enter 10 here InSyst will record a service for each client number with the staff numbers of A and B the procedure code for a group a group count of 10 and the time each staff person spent in the service Each client will be bille
28. cation PRPRPRPRPR 15 Mar 2001 Page 1 Co staff KKK KKK KKK KKK kkkkk kkkkk Service Detail Report For Mode 15 50 and 60 Programs 8 Apr 2001 Page 1402 Report DAS700A ALAMEDA COUNTY H A A R T CV MNT Core 810450 From 1 Mar 2001 To 31 Mar 2001 Client Name MCHAMVED AEBOUSH Birth Date 1 Dec 1955 Sex M Ethnicity Other Case 10002370 SSN 377669009 Account Nurber 10002370 Medicaid 377669009 04 2001 Address No address Disgnosis codes for the following services Dx I 304 00 CPIOID DEPENDENCE Dx II 799 90 DIAGNOSIS DEFERRED AXIS I II Dx III Unknown label Primary Co Service Proc Service Staff Staff Cost of Date coc Procedure Primary Staff Time Co Staff Tim Service 3 01 2001 704 DANY SCHUMAN 60036 00 08 0 00 00 9 08 3 02 2001 704 DANY SCHUMAN 60036 00 08 0 00 00 9 08 3 03 2001 704 DANY SCHUMAN 60036 00 08 0 00 00 9 08 3 04 2001 704 DANY 0 00 08 0 00 00 9 08 3 05 2001 704 DANY 0 00 08 0 00 00 9 08 3 06 2001 791 NIP INDIVIDUAL GU DUGAS 60449 00 30 0 00 00 38 34 3 06 2001 704 DANY 0 00 08 0 00 00 9 08 3 07 2001 704 DANY 0 00 08 0 00 00 9 08 3 08 2001 704 DANY 0 00 08 0 00 00 9 08 3 09 2001 704 DANY 0 00 08 0 00 00 9 08 3 10 2001 704 DANY 0 00 08 0 00 00 9 08 3 11 2001 704 DANY 0 00 08 0 00 00 9 08 76 EXHIBIT A Special Key Seque
29. ceived outpatient emergency services for mental health needs in the past 30 days Allowed value is 0 90 or Z4 Hospital Psychiatric Facility Visits Enter the number of days in the client has stayed form more than 24 hours in a hospital or psychiatric facility for mental health needs in the past 30 days Allowed value is 0 30 or Z4 Prescribed Medication Taken Has the client taken prescribed medication for mental health needs in the past 30 days Enter Y N or ZA Episode Closing ETTIE RRNON PSP OPT Client Number 100000055 RU 99991 In The Last 30 Days Alcohol Frequency 10 Physical Health problem IV Use 03 Emergency Room Visits 07 Paid Days Work 25 Hospital Overnights 05 Number of Rrrests 0e Days Of Physical Problem 05 Days In Jail 01 Days In Prison 02 Mental Health problem Days Of 12 Steps Other 14 Outpatient Emergency Svcs 01 Days Living With Substance User 03 Hospital Psychiatric Facility Visits 01 Conflict Days With Family 06 Prescribed Medication Taken Y Form Ok Y N Confidential Information USER Figure 4 19 Episode closing Panel 2 7 Enter Y at the Form OK prompt to save your entries Values Z0 through Z4 are converted to 99900 through 99904 before being written into the database If data is invalid the system displays error messages and returns the cursor to the field that should be corrected 8 Episode Closing panel 3 will be displayed now Figure 4 20 Enter follow
30. d correctly for the group service and each staff person will be credited correctly for the time spent in the service e Location Enter a location code from 1 to 6 1 Office 9 Residential The default is 1 for Office You MUST use location 9 entering Residential Services on the Multiple or Single Entry screens 4 When you are done enter Y at the Form OK prompt The system validates the data and displays the client s name If there are incorrect values in any field it will display an error message and return the cursor to that field 5 Once the data is correct the system will ask for confirmation before saving it Figure 5 2 Enter Y at the Confirm prompt to save the entry Single Serv ice Entry BUDDY GLASS PSP Clinic Client Humber 566666648 Service Date 63 16 87 RU 999989 Procedure 341 Staff 99999 Staff Duration 1 Number in Group Bl Co Staff Co Staff Duration Location 1 Confirm Confidential Information USER SMITH Okay to write service for OFEN episode for BUDDY GLASS Figure 5 2 Single Service Entry Screen with Data After service entry has ended the cursor returns to the Client Number field You may enter a new Client Number and Date to continue entering services If you want to enter services for another reporting unit press Gold P to move to the RU field Special Authorizations for the Single Service Entry Screens Authorized personnel can use these special features of
31. date Screen Figure 2 10 To modify client data 1 Press Tab to move through the fields and edit them as necessary 2 Tab to the Form OK prompt and enter Y to save the changes or N to discard them The data in all these fields was described in the section on the Client Registration Screen earlier in this chapter The Client Number cannot be changed Client Update Client Number 100000055 Maintenance Type U Last Changed 16 FEB 2006 Last 99904 First 99902 Middle Generation Birthdate 2 1 1998 Sex F SSN 999 99 9999 70 CIN 19904467 Education 10 Other Factors Other ID Disability 000 Service Group Local Code Language R Primary RU 99995 Program Code Ethnicity ABCDE Chart Location Research Item Ref Staff ID 55555 Hispanic Origin 1 Marital Status 1 Family Size 0 Annual Income 0 Client UR Needed Aliases Middle Form Ok Y N Confidential Information USER COHEN_ET Input required 20 Client Update Meu Client Number 100000055 Reporting Unit Client Birth Name Last RRNON First ETTIE Birth place 38 CR Mother first name MAL Driver s License Number 1234567A State CA Form Ok Y N Confidential Information USER COHEN_ET Figure 2 10 Client Update Screen The Registration Approved field only applies to systems using centralized registration and it can only be changed by the Central Registrar The Client UR Needed field can only be changed by a
32. dicated which printer you are using the system displays the message shown in Figure 15 11 Make sure the paper is properly aligned Then type C to Continue S to Stop printing or R to retry the page 61 Queues Utility Start Printer Cuemrnem Queue name PO SUNSET Printer Type DEC Form Mounted DEFAULT Characteristics Stop Retry Continue 7 USER SMITH Check that the first print line is correct Figure 15 11 Start Printer Queue Screen Asks for Confirmation The system continues printing all jobs on the queue To stop the printer 1 Press the Spacebar key Do not press Spacebar more than once Do not turn off your printer If several people are using the computer system it can take a couple of minutes to stop printing 2 After you have stopped the printer the system displays a message asking what it should do with the current print job You must choose one of the options within 30 seconds or the system will continue printing the current job You have the following options e Delay Moves the current job to the end of the queue The next job begins printing When the delayed job starts printing again it begins on the page it was printing when the Delay command was given e Delete Deletes the current job without it being completed The job is removed from the printer queue The next job begins printing e Restart Restarts the current job at the beginning e Stop Stops the printer When you
33. display information about clients To use the Client Locator Screen Choose CLIENTS from the Main Menu 2 Choose LOCATOR from the Client Maintenance menu to display the Client Locator screen Figure 2 1 W NE accu Locator Screen Ea N Last Mame First Mame Soundex Client Humber Social Security Ha mm ID Humber ANNE Selection EF ISODE Mini Open Episode Status FINANCIAL Mini Financial Status Uu Confidential Information USER SMITH Enter information for client location Figure 2 1 Client Locator Screen 10 Client Information Area The top section of the screen is the Client Information Area where you enter criteria to search for a client and where information is displayed when the client is found To search for a client 1 Make an entry in one or more fields of the Client Information Area 2 Press Return at any time to search for a client matching the information you have entered The Client Information Area has the following fields e Client Name Enter the client s full name or only the first few letters of the client s name For example if you enter And as the last name you will find clients with the names Anders Anderson Andrews etc e Client Number If you know the Client Number the fastest way to look up the client is to press Gold C to move to the Client Number field and enter the client s number e Social Security Number If you do not have a Client Number the Social Security N
34. e listed alphabetically here Figure 2 3 To use the Client Selection Area 1 Move through the list using the methods described in the section on Moving Through Lists in Chapter 1 Cii ient Locator Screen GL N Last Name First Name Soundex Client Humber Social Security Ha aa ID Humber Humber Birth Date BUDDY L GLASS 2880888848 amp a Jdul 1943 2333 44 5555 SEYMOUR GLASS SHBBRRESS 85 Mar 1935 123 485 3211 HILL IRH GRUMPY Sada 1 z ct 1858 222 33 6666 EMILY MOTHERSON SHGBRRRSS 81 Dec 1942 Unknown Selection EF ISODE Mini Open Episode Status FIHRHC IRL Mini Financial Status Mu Confidential Information USER SMITH 4 clients displayed Figure 2 3 Possible Matches in the Client Selection Area 12 2 Type X next to the client you want and press Return Data on that client is displayed in the Client Information Area You can select multiple clients on a page by putting X next to each and then pressing Return Then you display data on them by using the Previous and Next options in the Menu Selection Area described below Aliases are displayed in the Client Selection Box with an asterisk next to the name They are selected like other names in the list but the computer displays the client s real name in the Client Information Area If you find the target client in this list note the client number so you can use it to work with the client If you do not find the target client you must register the c
35. ed for data entry For more information see the Reports Manual LATE ENTRY Gold A CANNOT BE USED WITH WEEKLY SCREENS this services must be entered using the Single or Multiple Entry Screens 47 To do weekly service entry 1 Choose SERVICES from the Main Menu 2 Choose WEEKLY from the Service Maintenance Menu to display the Weekly Service Entry Screen Figure 5 8 3 Enter search criteria in the fields at the top of the screen e Start Date Enter the first day of the week in the format MM DD YY Your Operations Staff defines start date options in a Systems Option File The Start Date must be a Sunday or a Monday Data entry can be done on the last work day of the week or after the week is past e RU Enter the Reporting Unit Number for your program Mee Rig Service Entry Start Date 63 22 87 RU 999985 PSP House Client Procedure Humber Client Name Sun Hon Tue Hed Thu Fri Sat OK sumaaanoa CAUFIELO HOLDEH Samgaaaaso DRIBBELE WALDO CPENOING 3 SHBG88865 FLASH JACK SHEGBGE17F GLASS BESSIE Sanaaaas 1 GLASS HAKER saaaaao4 1 GRUMPY HILLIAM SHBREGE1G HENDERSON EUGENE SHBBEBRT4 LEWINSKY LEON SHEBREESS MARCH RUGIE SHBREBRTS MARKER HARVEY Form Ok VIN V Confidential Information USER SMITH Please enter services for first 16 clients More clients ek ist Figure 5 8 Weekly Service Entry Screen 4 If a valid Start Date and Reporting Unit are entered the Weekly Service Entry Screen lists all clients
36. eetings Attending Meetings of organizations other than those listed above Interactions with Family Member and or Friend Support of Recovery Allowed value is 0 30 This field requires leading zeroes e Days Living with Substance User Enter the number of days the client has lived with someone who uses alcohol or drugs in the past 30 days Allowed value is 0 30 or ZO Z4 This field requires leading zeroes e Conflict Days with Family Enter the number of days the client has had a serious conflicts with family in the past 30 days Allowed value is 0 30 or ZO ZA This field requires leading zeroes e Emergency Room Visits Enter the number of days the client has used the emergency room for physical health problem in the past 30 days Allowed value is 0 99 or ZA This field requires leading zeroes 27 Hospital Overnights Enter the number of days in the client has stayed overnight in a hospital for physical health problem in the past 30 days Allowed value is 0 30 or Z4 This field requires leading zeroes Days of Physical Problem Enter the number of days in the client has experienced physical health problem in the past 30 days Allowed value is 0 30 or ZA This field requires leading zeroes Outpatient Emergency Services Enter the number of days in the client has received outpatient emergency services for mental health needs in the past 30 days Allowed value is 0 99 or ZA This field requi
37. el 2 Pick up Schedule Y is displayed next to days of the week when a Methadone Maintenance client is scheduled to pick up dose s at the clinic This field is in Panel 2 Detox Schedule This number 1 4 represents the prescribed methadone dosing schedule for a Methadone detox client This field is in Panel 2 Testing Schedule This number 1 4 represents urine testing schedule for a Drug client This field is in Panel 2 37 Episode Look up 99902 99904 PSP OPT Client Number 100000055 RU 99991 In The Last 30 Days Alcohol Frequency 01 Physical Health problem IV Use 01 Emergency Room Visits 01 Paid Days Work 02 Hospital Overnights 01 Number of Rrrests 0e Days Of Physical Problem 01 Days In Jail 01 Days In Prison 03 Mental Health problem Days 0f 12 Steps Other 02 Outpatient Emergency Svcs 01 Days Living With Substance User 03 Hospital Psychiatric Facility Visits 01 Conflict Days With Family 01 Prescribed Medication Taken N Continue Confidential Information USER COHEN_ET Press lt Return gt to continue or lt N Return gt to process a new client Figure 4 25 Episode Lookup Screen Panel Three 38 mS Episode Look up 99902 99904 PSP OPT Client Number 100000055 RU 99991 Consent For Future Contact N CDC Number 32241 Treatment Waiting Days 020 Veteran Z4 Enrolled In Job Training N Medi Cal Y Enrolled In School Y CalWORKs Recipient N Diagnosed With Tuberculosis N Cal
38. ening date the system will display an error message saying Detox Hold Only someone with supervisor authorization for Episodes may override this by pressing Gold A after entering the reporting unit and client number e Alcohol Frequency Enter the number of days the client has used alcohol in the past 30 days Allowed value is 0 30 or Z2 This field requires leading zeroes e IV Use Enter the number of days in which the client has injected in the past 30 days Allowed value is 0 30 or Z0 Z4 This field requires leading zeroes e Paid Days Work Enter the number of days the client has been paid for working in the past 30 days Allowed value is 0 30 or ZO ZA This field requires leading zeroes e Number of Arrests Enter the number of days the client has been arrested in the past 30 days Allowed value is 0 30 or Z4 This field requires leading zeroes e Days in Jail Enter the number of days the client has been in jail in the past 30 days Allowed value is 0 30 or ZA This field requires leading zeroes e Days in Prison Enter the number of days the client has been in prison in the past 30 days Allowed value is 0 30 or Z4 This field requires leading zeroes e Days of 12 Steps Other Enter the number of days the client has participated in the following social support activities in the past 30 days 12 Step Meetings Other Self Help Meetings Religious Faith Recovery or Self Help M
39. enu system displays the data screens Figure 1 4 that let you enter look up change and delete information In Screens data is entered or displayed in areas called fields For example a screen may have a field for a client s last name and another field for address Most screens have special fields called key fields that identify each record such as the client number field that identifies each client Each screen has a different function e g to register a client review a client s account or update episode information Screens are assigned to you based on your responsibilities Wascmeriag cmwgaw e Company Maintenance Company Mame Company ID Maintenance Type A Street City State Zip Company ID Insurance Company Name 1175 A AA P O BOX 5795708 MODESTO CA 95357 1483 R R R T PLAN ADMINISTRATOR P O BOX 2710 RANCHA CORDOWA CR 95747 L 1175 HRR P O BOs 579578 MODESTO CA 95357 1251 AARP 3200 E CARSON ST LAREHOOD CA 96712 1881 AARP CLAIMS UNIT P O BOX 13999 PHILADELPHIA PH 13187 1167 ADNAR CORP PO BOX 478 SANTA ANA CA 92702 6 records disp USER SMITH Figure 1 4 An InSyst Screen with a List Here we will look at the basic keys you must use with screens For more information on special key sequences see Appendix A Moving through Fields Use these keys to move through a screen s fields e Tab Move the cursor to the next field to enter data If you fill a field entirely the cursor will move to
40. er 4 for information on opening episodes Entering New Direct Services InSyst gives you based on your User Authorization and Program Site several ways of entering services e Single Service Entry for all programs e Weekly Service Entry for Methadone and Residential Programs e Multiple Service Entry to enter the same information for a number of services Single Service entry is most common and the other methods can sometimes save you time in data entry Single Service Entry Most programs enter services daily using single service entry To do single service entry 1 Choose SERVICES from the Main Menu 2 Choose SINGLE from the Service Maintenance Menu to display the Single Service Entry Screen Figure 5 1 44 Single Service Enkriy PSP Clinic Client Humber M Service Date RU 999969 Procedure Staff Staff Duration Number in Group B1 Co Staf tf Co Staff Duration 2 Location 1 Form Ok WIN Confidential Information USER SMITH Enter service data Figure 5 1 Single Service Entry Screen 3 Enter data in the following fields e RU Enter the reporting unit number for your program and press Return The system validates the number and displays the program s name e Client Number Enter the Client Number When all the data has been entered the system will display the name of the client At that time review the client name to be sure you are entering services for the correct client e Date Enter a d
41. es Initial Admission If this is the first time the client has ever been to a Substance Abuse program enter Y If this is a transfer from another program enter N Admission Legal Status Enter the client s legal status using the codes in Table 4 4 Employment Status Enter the client s current employment status Ask your system manager for a list of these codes Client Is Currently Pregnant Enter Y or N to indicate whether the client is pregnant Enter N if the client is male Client Is Homeless At Admission Enter Y or N to indicate whether the client is homeless of Arrests in Last 24 Months Enter the number of times the client has been arrested in the last twenty four months Special Contract County Enter CalOMS Special Contract County or enter SAN 24 Special Contract Number Enter the CalOMS Special Contract Number assigned by the state if applicable or enter Z2 Coded Remarks CDC Number Enter the client s California Department of Correction identification number or enter Z0 Z1 Z2 or Z4 Veteran Enter Y if client is a U S veteran N if not or enter Z0 or Z4 Medi cal Beneficiary Enter Y if client is Medical Beneficiary N if not or enter Z4 CalWORKs Recipient Enter Y if client is CalWORKs recipient N if not or enter Z1 CalWORKs Sub Abuse Treatment Enter Y if client is undergoing subst
42. g Queues Utility Shown DELLI Queue Name P SUNSET Terminal queue PRINT_TXAG stopped on TXHB mounted form DEFAULT BRSE PRIORIT 24 DEFRULT FEED FORPFZDEFRLLT L I BRARY SYS0EVUCTL_LA 186 Lowercase RETA H ERROR SCHEDULE CH S IzE SEPARATE RESET RESET_COWMODENSE gt Jobname Username Entry Status ACCOUNT DOCUMENT Pending ACHS Pending DATABASE_OSCAR Pending Dx REPORT Pending USER SMITH Figure 15 9 Show Queue Screen 60 Start Printer Queue Use Start Printer Queue to print everything that waiting to be printed is printed in the order that it is listed If there is nothing to be printed the printer readies itself To start the printer queue 1 Choose UTILITIES from the Main Menu 2 Choose PRINTER from the Utility Menu 3 Choose START from the Printer and Queue Management Menu to display the Start Printer Queue screen Figure 15 10 It has the following fields Queues Utility Start Printer Cuemrnem Queue name Printer Type Form Mounted Characteristics USER SMITH Figure 15 10 Start Printer Queue Screen e Queue Name To start your printer enter its name here or just press Return to accept the default printer e Form Mounted This is not currently implemented The only forms in use are standard 8 1 2 by 11 sheets of paper e Characteristics This is not currently implemented Your printer will print as designated by the document AR After you have in
43. g the same session press Gold P to move the cursor back the RU field or press Gold R to restart the screen The cursor moves to the Defaults box Figure 5 11 Data you enter here will be repeated for every service you enter in the list below until you enter new defaults You can enter default data for one or more of the following fields Client Number Enter a client number 50 Multiple Serui ce Ermtr w RU 99991 PSP OPT Client at Proc Staff Dur Staff Group Loc Form Ok H Confidential Information Enter a reporting unit Figure 5 11 Multiple Service Entry Screen Entering Defaults e Service Date Enter a date in the format MM DD YY e Procedure Enter a three digit procedure code The field accepts only direct service procedure codes that are valid for your program e Staff Enter a staff identification number It will be validated for authorization to perform the services you enter e Duration Enter the number of hours up to 23 and minutes up to 59 the staff person spent in this service Counties set fixed time ranges for some services e Co Staff Enter the Co staff identification number if there is one It will also be validated for authorization to perform the services you enter Your screen may not include this column e Number in Group Enter a number from 1 to 99 indicating how many clients were involved in the service The default is 01 for an individual session e Location En
44. he client has who are living with someone else due to child protection court order AND for whom the client s parental rights have been terminated Allowed value is 0 30 or Z4 This field requires leading zeroes Parolee Services Network Enter Y if client is a parolee in the Parolee Services Network N if not or enter Z4 FOTP Parolee Enter Y if client is a parolee in the Femal Offender Treatment Program N if not or enter ZA FOTP Priority Status Enter client s FOTP Priority Status Allowed value is 1 2 3 Or AD LT 29 Episode Opening ETTIE ARNON PSP OPT Client Number 100000044 RU 99991 Consent For Future Contact Y Parolee Services network Z4 Treatment Waiting Days 18 FOTP Parolee Y Enrolled In Job Training N FOTP Priority Status 3 Enrolled In School Y Diagnosed With Tuberculosis N Diagnosed With Hepatitis C N Diagnosed With Sexually Transmitted Disease M HIV AIDS Tested Y HIV AIDS Result Y Prior MH Diagnosis N Children Aged 17 Or Less 00 Children Aged 5 Or Less 00 Children In CPS Placement 00 Children In Placement With No Parental Rights 00 Form Ok Y N Confidential Information USER COHEN_ET Closing Episodes Substance Abuse Programs The Episode Closing screen is similar to the Episode Opening Screen Instead of Admit Date it has Discharge Date Instead of Referred From it has Referred To It omits the fields Diagnosis Arrests and Prior Adm
45. ician if one has been assigned It also lists other reporting unit and staff who have open episodes for each client It provides a total count for each staff member Running the Report Operations Staff should use the Report menu to run this report regularly monthly or more frequently as needed and to send the output to each Reporting Unit s printer If you do not receive this report regularly contact your local Operations Staff Using the Report This report gives clinicians a list of all clients for whom they are primary therapist with basic information on each client Review it for accuracy It is very important to keep the clients Primary Therapist up to date so reports go to the correct staff person Output File MHS OUTPUT REPORT STAFF CASELOAD PSPI100 LIS Primary Staff Active Caseload 20 May 1993 Page 1 68 Report PSP 100 Vineland County Mental Health VID OUTPATIENT 89027 Caseload for AGUILAR ADELIA Cases active as of 3 Jan 1993 A Last Other Client G Prima
46. ient that match the criteria entered listed with the most recent services first Figure 5 16 Move through the list using the methods described in the section on Moving Through Lists in Chapter 1 Enter L lookup D delete or U update next to the services you want to maintain Figure 5 17 53 Fery Ce Marntendnce Selection Client Humber 560666645 JERSEY Reporting Unit Service Date feof WB 31 Mar 87 27 Mar 87 26 Mar 87 29 Mar 87 22 Mar 87 19 Mar 87 Reporting FSP Crisis FSF Clinic FSP Clinic FSP Clinic FSF Crisis FSF Clinic unit 999964 999989 999989 999989 999984 999989 CRISIS INDIVIDUAL INDIVIDUAL INDIVIDUAL CRISIS INDIVIDUAL Time Therapist HH HI GORODEZEY EOS INSEY EOS INSEY EOS INSEY SMITH GORODEZEY Confidential Information 6 services displayed Figure 5 16 Service Maintenance Selection Screen with Services Listed 5 You may select up to 24 services When you are done press Return to display them for maintenance Fery Ce Ha int enance Selection U 31 Mar 87 L 27 Mar 87 D 26 Mar 87 25 Mar 87 22 Mar 87 19 Mar 87 Client Humber Reporting Unit Service Date f Reporting PSF Crisis FSP Clinic FSF Clinic FSP Clinic PSF Crisis PSP Clinic Unit 999984 999989 999989 999989 999984 999989 3600600643 f dure CRISIS INDIVIDUAL INDIVIDUAL INDIVIDUAL CRISIS IND IU IDURL JERSEY Time Therapist HH MM GORODEZEY EOS IN
47. in the next screen you use Client Confidentiality InSyst helps your staff in maintain confidentiality as required by federal state and local regulations Do not let anyone else use your account You username is stamped on some records in the database Each registered user has a password Do not give out your password for use by other staff or post it near your terminal Do not browse through records looking for friends acquaintances or known persons This is illegal You must have a legitimate purpose for looking up a person Do not release data without authorization For more information consult your Medical Records Department Logging Off the Computer To log out of InSyst enter the word Exit on the command line of any menu Never turn off your terminal until you have seen a message confirming that you are logged off The message includes your name the date and time that you log off the computer Chapter 2 Basic Client Information The Client Number Before you can work with any client information the client must have a client number If a client is new to your program you must determine whether the client has a number by using the Client Locator screen described below If you cannot find the client number assign a new client number using the Client Registration Screen described later in this chapter Locating Clients The Client Locator Screen lets you find out if someone has ever been a client and lets you
48. ing data fields Consent for Future Contact Is there a consent form allowing future possible contact signed by the client on file within your agency Enter Y or N Enrolled in Job Training Is the client currently enrolled in a job training program Enter Y N or Z0 Z4 33 e Enrolled in School Is the client currently enrolled in school Enter Y N or Z0 Z4 e Hiv Aids Tested Has the client been tested for HIV AIDS Enter Y N or ZO Z4 e Hiv Aids Result Does the client have the result of the HIV AIDS test Enter Y N or Z0 ZA e Prior Mh Diagnosis Has the client ever been diagnosed with mental illness Enter Y N or secl a e Children Aged 17 or Less Enter the number of children the client has aged 17 or less Allowed value is 0 30 or Z4 e Children Aged 5 or Less Enter the number of children the client has aged 5 or less Allowed value is 0 30 or Z4 e Children in CPS Placement Enter the number of children the client has who are living with someone else due to child protection court order Allowed value is 0 30 or Z4 e Children in Placement with no Parental Rights Enter the number of children the client has who are living with someone else due to child protection court order AND for whom the client s parental rights have been terminated Allowed value is 0 30 or Z4 Episode Closing ETTIE RRNON PSP OPT Client Number 100000055 RU 99991 Consent Fo
49. its which are collected at Episode Opening only It adds fields such as Client Adherence to Tx Plan that are only collected at Episode Closing To close an episode 1 Choose EPISODES from the Main Menu 2 Choose CLOSE from the Episode Maintenance Menu to display the Episode Closing screen Figure 4 18 30 Episode Closing KEVIN D FORNES PSP OPT Client Number 1000057 Admit Date 4 DEC 1997 RU 999991 Discharge Date 11 25 2005 Discharge Status 1 Referred To 1 Employment Status 1 Client fidherence to Treatment Plan Primary Problem 17 inhalant Discharge Children in Household 0 Frequency of Use 05 Pregnant During TX N Secondary Probl Z1 unknoun Pregnancy Termination Reason Tertiary Problem 0 Date of Termination 00000000011111111112222 Follouup on Ref Prior to Discharge 1234567890 1234567890123 Remarks 0 YPXY NX NN Program Goal 1 Program Goal 3 Program Goal 2 Program Goal 4 Form Ok Y N f Confidential Information USER COHEN_ET Input required ER E Figure 4 18 Episode Closing Panel 1 jo Use the fields at the top of the screen to identify the Episode Client Number Enter a Client Number e RU Enter the Reporting Unit number for the program 4 The system displays an error message if it cannot locate an open episode for that client in that program or if you are not authorized to close episodes in that program If it finds the episode and you can close it it displays the Admi
50. lient Number 100000055 RU 99991 In The Last 30 Days Alcohol Frequency 10 Physical Health problem IV Use 03 Emergency Room Visits 07 Paid Days Work 25 Hospital Overnights 05 Number of Arrests 02 Days Of Physical Problem 05 Days In Jail 01 Days In Prison 02 Mental Health problem Days Of 12 Steps Other 14 Outpatient Emergency Svcs 01 Days Living With Substance User 03 Hospital Psychiatric Facility Visits 01 Conflict Days With Family 06 Prescribed Medication Taken Y Form OK jj Confidential Information USER COHEN_ET 42 Figure 4 30 Episode Update Screen Panel Three Episode Update 99902 99904 PSP OPT Client Number 100000055 RU 99991 Consent For Future Contact N CDC Number 322411 Treatment Waiting Days 020 Veteran Z4 Enrolled In Job Training N Medi Cal Y Enrolled In School Y CalWORKs Recipient N Diagnosed With Tuberculosis N CalWORKs Sub Abuse Trmt N Diagnosed With Hepatitis C N Parolee Services network N Diagnosed With Sexually Transmitted Disease N FOTP Parolee N HIV AIDS Tested N FOTP Priority Status 3 HIV AIDS Result N Prior MH Diagnosis N Children Aged 17 Or Less 00 Children Aged 5 Or Less 00 Children In CPS Placement 00 Children In Placement With No Parental Rights 00 Form OK J Confidential Information USER COHEN ET N Figure 4 31 Episode Update Screen Panel Four CDC number Veteran Medi Cal CalWORKs Recipient and CalWORKs Sub Abuse Treatment are de
51. lient into the system Anote Before registering a new client be sure you have tried all possible spellings of the client s name and aliases Press Gold R to restart the screen and search with other spellings of the client s name If necessary press Gold A before doing the new search so the list is not limited to 8 names Menu Selection Area The lowest portion of the Locator screen is the Menu Selection Area where you can enter commands to find more information on the client who is displayed in the Client Information Area As with any InSyst menu you may select a menu item by entering the first letters of your menu choice For Example Figure 2 4 illustrates the choice of E for Episodes or by using Tab key to move to the item you want and typing an X next to it Cii ama Locator Screen GLASS SEYMOUR Last Mame First Name m m SB8BBBBE33 123 45 3211 Client Humber Social Security Ho Ren Ho Other ID Number Client messages 2 active messages Opened at Test OF 999999 3mg Dec 85 Selection 1 EE EF ISODE Mini Open Episode Status FINANCIAL Mini Financial Status u Confidential Information USER SMITH Figure 2 4 Selecting a Menu Item The menu gives you the following options e EPISODE Mini Open Episode Status Gives you a short listing of all programs or reporting units at where the client is currently admitted 13 e FINANCIAL Mini Financial Status Displays current account information and cha
52. m Ifa client is opened in the program on Wednesday the screen will not allow you to enter services for the client for Sunday Monday or Tuesday If a client s registration status is pending this is noted on the screen and you cannot enter services for that client until the registration has been approved See the Client Maintenance section in Chapter 2 of this User Manual for information on pending registrations Hee ek Big Service Entry Start Date 63122187 RU 999985 PSP House Client F dure Humber Client Name Sun Hon Tue Hed Thu susaaan6a CAUFIELO HOLDEN sagaaaBaso DRIBBELE WALDO CPENOING 2 SHERABGES FLASH JACK SHEBBREIF GLASS BESSIE Ssaaaaaas 1 GLASS WAKER SHER AGE 1 GRUMPY WILLIAM SBEGGG816 HENDERSON EUGENE SHBREBRTS4 LEWINSKY LEON sunaaaaa2 MARCH RUGIE sumaaag 5 HARKER HARVEY FREE IEXEIEEI Form Ok WIN V Confidential Information Service entry in progress Figure 5 9 Weekly Service Entry Screen Service Entry If you have used S to skip all of the services for one or more clients you can still use the Weekly Service Entry Screen to record those services by leaving the screen and then displaying it again to begin data entry The clients you originally skipped are listed on the screen If you have skipped some services for clients but not all those clients will not appear again on the Weekly Service Entry screen for that week To enter services for them use the Single Service Entry
53. nces The Gold key sequences Control key combinations and Special Function keys used in InSyst are listed below Gold Key Sequences The Gold Key is the PF1 Key on Digital Equipment Corporation terminals and is the NumLock key on PCs Other keys may be used on other terminals To use Gold Key sequences press the Gold Key release it then press the next key For example if the instructions say you should press Gold E it means you should press the Gold key release it and then press E and release it Gold Key sequences used in InSyst are Gold A All Authorize gives you additional functions in entry and maintenance screens such as AII Clients Services Supervisor Mode and Late Entry Mode Gold B Backup makes the screen page back one page to display records in a list that cannot fit on a single screen Gold C Client 4 moves the cursor to the Client Number field on some Screens Gold D Down Two makes the screen page forward two pages to display records in a list that cannot fit on a single screen Gold E Exit exits from the current screen and returns to the menu without saving data entered in the screen or returns to the previous menu Gold F Face Sheet request the menu to select Face Sheets then press F6 to complete the request Gold H Home moves the cursor to its home position on the current screen the field on the screen where data entry began Gold I Insert inserts a new record when
54. nsible enter the two digit county code in this field This section is generally used by California Mental Health Programs Enter Y at the Form OK prompt to validate and save the data 22 Chapter 3 Client Episodes An Episode is a period of treatment for a client at a program Before you can enter services for a client there must be an open Episode for the client in the program providing the service Opening New Episodes Substance Abuse Programs Before services for a client can be entered into the system an Episode must be opened To open an episode 1 Choose EPISODES from the Main Menu 2 Choose OPEN from the Episode Maintenance Menu to display Panel 1 of the Episode Opening Screen Figure 4 14 Episode Opening ETTIE ARNON PSP OPT Client Number 100000044 RU 99991 Admit Date 02 20 2006 Coded Remarks Position Staff 55555 Axis I 302 2 II 799 9 CDC Number 16433 1 6 Referred From 1 Veteran Z4 10 Admission Status 1 Perinatal Initial fidmission Y Case Mgt 14 Admission Legal Status 1 Indicator 1 15 Admission Employment Status 1 Indicator 2 16 Number of Children in Household Number of Children Under 3 Medi Cal Client Pregnant at Admission N CalWORKs Client Homeless at Admission N Recipient Arrests in Last 24 Months Sub Abuse Trmt Special Contract County 38 Special Contract Number 1124 Form Ok Y N fj Confidential Information USER COHEN_ET Figure 4 14 Episode Opening Screen
55. or example O Connor should be typed OCONNOR e First Name Enter a first name with up to 12 letters e Middle Initial Enter one letter as a middle initial or press the Tab key or space bar to skip this field if there is no middle initial e Client Generation Enter a generation title that is part of the client s name such as Jr Sr or the Roman Numerals II III etc e Birthdate Enter the birth date in MM DD Y YYY format e Sex Enter F for female M for male or U for unknown or Z3 for other e Social Security Number Enter a nine digit Social Security Number It is best to copy this key information directly from the client s Social Security Card if possible If the client does not have one enter all 9 s in this field Enter Z0 Z2 or Z4 in the field to the left of SSN if Social Security Number is all 9 s e Client Index Number Enter a nine digit Client Index Number e Education Enter the number of the highest grade completed For example if the client has completed high school enter 12 If the highest grade is greater than 20 enter 20 Enter Z0 or Z4 if client declined to state or unable to answer e Disability Add the number codes for all of the client s physical disabilities and enter the total in this field InSyst s standard disability codes are listed in Appendix C of this manual but your local agency may use different codes Add the number code
56. p Posting Status 5 Potent FRC 31 Screen Source 1 UR Status amp Tried FRC amp COS Date 17 N0U 58 UR Posted Actual FRC B Contact UID Episode Stamp 3131187 69 13 59 345 Form OK Confidential Information USER SMITH Supervisor authorization in effect Figure 5 21 Service Update Screen Supervisor Mode e Original FRC All payor sources Medicaid Medicare County Insurance Patient that can be billed for this type of service in your system e Potential FRC All payor sources Medicaid Medicare County Insurance Patient that can be billed for this particular service e Tried FRC Payor sources Medicaid Medicare County Insurance Patient that you have tried to bill for the service e Actual FRC Payor sources Medicaid Medicare Short Doyle Insurance Patient that have actually been billed for the service e Episode Stamp The Episode to which the Service is attached Episodes can be positively identified by their Key Entry Date which is referred to here as Episode Stamp e Clearances The Clearances Flagword in the database This code will identify which systems have processed this service POSTING BILLING CDS UR POE e Screen Source The screen used to enter the service In the Delete Screen the Supervisor Authorization lets you delete a service that has been posted by the billing system In this case the Delete Screen deletes the service and also writes an adjustment to the client s account Su
57. pervisor 57 Authorization alone does not allow you to delete a service that has been claimed to a payor source you must also have additional authorization To use late entry and Supervisor authorization 1 Display the Service Lookup Delete or Update screen 2 Press Gold A to display the screen in Late Entry mode to enter data for a time period whose deadline has passed 3 Press Gold A a second time to display the screen in Supervisor mode 4 Press Gold A a third time to display the screen in both Supervisor and Late Entry mode 58 Chapter 5 Utilities Use the Utilities Menu to send and receive e mail manipulate files manage the printer queue and maintain your logon password INSYST is no longer used as it has been replaced with Internet E Mail Passwords When you log on to the computer system you must enter your Username and Warning If youlog your Password Passwords are vital to system security Passwords expire every on to the system after six 6 weeks Two or three days earlier you will receiving warnings that your your Password has P dis ab expired you will be assword is about to expire prompted for a new Password you To change your Password bypass these prompts youwillnotbeableto Choose UTILITIES from the Main Menu log on again and will need call the Support 2 Choose PASSWORD from the Utilities Menu to display the Password Menu Services at 510 567 8181 This has only two options
58. ple SE lt space gt MU available to all sites Weekly SE space WE available to Day Tx Residential amp Methadone Only Remember to run the 125 report before using the weekly screen Enter service data 4 Close Episode when client is terminated from treatment 1 From Main Menu type EP space CI return 2 Enter closing date and closing data For Drug Medical Clients Only enter Financial Eligibililty From Main Menu 1 FI space EL lt space gt ME lt return gt 2 Type Gold 3 Type in clien return type in Reporting Unit return 4 Verify Social Secuity 4 DOB Month of Eligibility return Type in a Y if correct lt enter gt If NO do the following Step 2 Register Client From Main Menu type 2 3 th CLIE space RE return Enter registration data When registration is completed e system will issue a Client Number Step 3 Open Episode From Main Menu type EP space OP return enter Episode Data 1 Go to one of the appropriate service entry screen from Main Menu Single SE space SI available to all sites Multiple SE lt space gt MU available to all sites Weekly SE space WE available to Day Tx Residential amp Methadone Only Remember to run the 125 report before using the weekly screen Enter service data 5 Close Episode
59. r Future Contact Y Enrolled In Job Training Y Enrolled In School N HIV AIDS Tested N HIV AIDS Result N Prior MH Diagnosis N Children Aged 17 Or Less 01 Children Aged 5 Or Less 02 Children In CPS Placement 01 Children In Placement With No Parental Rights 01 Form Ok Y N J Confidential Information USER E Figure 4 20 Episode Closing Panel 3 34 Maintaining Episodes Substance Abuse Programs To maintain Episode records Choose EPISODES from the Main Menu 2 Choose MANAGEMENT from the Episode Maintenance Menu to display the Episode Maintenance Selection screen Figure 4 21 Episode Maintenance Sejectiomn Client Number SE Reporting Unit CGM Humber Admit Date CADDS Number Provider Admission Discharge Staff Code Hame Date Date ID Hame Confidential Information USER SMITH Figure 4 21 Episode Maintenance Selection Screen 3 To find Episodes enter either a client number or CGN number County Generated Number To limit the search you may also enter a reporting unit number or admit date Enter a full date just a month a month and day or just a year if you do not include the year the system assumes the current year 4 The screen displays episodes open or closed that match the criteria you entered listed in chronological order with the most recent first If there are more records that it can display at one time page through the list using the Gold Keys or Special Func
60. report save as disk file queue name name of printer queue e g COMMON RETURN print on the default printer pq myprinter 9 Specify number of copies number number of times to print this report lt RETURN gt 1 copy Specify print setup form examples CONDENSE print 132 columns on 80 column paper DRAFT print in normal FAST mode LETTER print in slower LETTER QUALITY mode lt RETURN gt print using the default 2 Send mail notification when report has completed YES NO send mail do not send mail lt RETURN gt do not send mail 2 Parameters selected Send to batch release terminal start report generation immediately use printer CHANATE print 1 copy of report default printer form setup no mail notification OK to continue lt Y N gt Y Enter Case Number for Episode History Report 10000015 Submitting report REPORT PSP118 to run in batch mode on REPORT MHSSBATCH Job REPORT PSP118 SMITH queue REPORT MHSSBATCH entry 1 started on REPORT MHSS BATCH Jobname Username Entry Blocks Status REPORT PSP118 SMITH SP SNMHS RPT 1 Executing On batch queue REPORT_MHSSBATCH KKKKKKKKKKKKKKKKKKKKKKKKKKKKKK all done KKKKKKKKKKKKKKKKKKKKKKKKKKKKKKK press lt RETURN gt to return to Menu Figure 17 2 Sample Report Dialogue 65 amp note You can terminate your report request at any time by typing Control Z The report dialogue will terminate itself if you do not respond after a short
61. res leading zeroes Hospital Psychiatric Facility Visits Enter the number of days in the client has stayed form more than 24 hours in a hospital or psychiatric facility for mental health needs in the past 30 days Allowed value is 0 30 or ZA This field requires leading zeroes Prescribed Medication Taken Has the client taken prescribed medication for mental health needs in the past 30 days Enter Y N or ZA Episode Opening ETTIE ARNON PSP OPT Client Number 100000055 RU 99991 In The Last 30 Days Alcohol Frequency 10 Physical Health problem IV Use 03 Emergency Room Visits 07 Paid Days Work 25 Hospital Overnights 05 Number of Arrests 02 Days Of Physical Problem 05 Days In Jail 01 Days In Prison 02 Mental Health problem Days Of 12 Steps Other 14 Outpatient Emergency Svcs 01 Days Living With Substance User 03 Hospital Psychiatric Facility Visits 01 Conflict Days With Family 06 Prescribed Medication Taken Y Form Ok Y N f Confidential Information USER COHEN_ET Figure 4 16 Episode Opening Screen Panel 3 Consent for Future Contact Is there a consent form allowing future possible contact signed by the client on file within your agency Enter Y or N 28 Treatment Waiting Days Enter the number of days the client has been on a waiting list before being admitted to this treatment program Enter a value between 0 999 or Z1 Z This field requires leading zeroes Enrolled in
62. rge Date Annual Update Date 2 20 2006 1834 Program 60als Referred To Discharge Status Client fidhered to TX Current Legal Status 1 Discharge Employment Status Discharge Children in Household Client Pregnant During TX Termination Reason Termination Date Current Census Tract 00 1234567890 1234567890123 Special Contract Number 1131 Remarks 0 N NN Continue Y Confidential Information USER COHEN_ET Press lt Return gt to continue or lt N Return gt to process a new client Figure 4 23 Episode Look up Screen Panel One 36 Episode Look up 99902 99904 PSP OPT Client Number 100000055 RU 99991 Number of Prior Admits 03 Medication Prescribed 02 Needles Used Past Yr N Primary Problem Drug Name Route of Admin Freq of Use Age First Use Continue Y Confidential Information USER COHEN_ET Press lt Return gt to continue or lt N Return gt to process a new client Figure 4 24 Episode Lookup Screen Panel Two Most of the data here is taken from the Episode Opening and Closing screens for explanations see the documentation on these screens earlier in this chapter This screen may also contain five additional fields which are used by selected drug programs only Census Census tract numbers are based on client address and cannot be changed This field is in Panel 1 TAR A Treatment Authorization Request number for detox Medi Cal clients only This field is in Pan
63. rges for the client e STATUS Client Status Summary Report Takes you to the Client Status Summary Report Screen which displays the client s current open episodes closed crisis episodes and current account information e NEXT Display Next Client If you selected multiple clients in the Client Selection Area this option will display data on the next one in the Client Information Area e PREVIOUS Display Previous Client If you selected multiple clients in the Client Selection Area this option will display data on the previous one in the Client Information Area Some of these options display data in the same area that you used for client selection as you can see in Figure 2 4 where message status is displayed there Registering a New Client If you cannot find new clients using the Client Locator Screen you must register them to give them client numbers before you can open episodes and enter services for them To register a client Choose CLIENTS from the Main Menu 2 Choose REGISTER from the Client Maintenance Menu to display the Client Registration screen Figure 2 5 Client Registration Decentralized Reporting Unit 99999 TEST Last JOHN First JOHNSON Middle Generation Birthdate 05 01 1960 Sex M SSN 999 99 9999 72 CIN 143562 Education 12 Other Factors Other ID Disability 10 Service Group Local Code Language 1 Primary RU 4E Program Code Ethnicity ABCDE Chart Location Research Item
64. ry Service RU Client Name Nurber Opening Date E Diagnosis Date Physician Staff RHONDA BARTIEIT 000987605 2 08 85 39 308 30 9 29 92 BRYSON PAULINE BERGGREN 009876284 5 21 92 64 295 62 2 04 93 DAVIS Also Open At VID 5 20 92 295 62 11 03 92 AGJ Also Open At VID ADT 6 04 92 295 62 1 28 93 INDA BOEDING 000987787 8 18 92 53 295 92 9 18 92 BRYSON CUISE BORDEN 000988871 5 07 91 25 296 60 1 22 93 STAFF Also Open At VID 12 07 92 296 60 2 04 93 AU ELLA IEY 000656648 10 06 92 47 296 60 1 20 93 BRYSON THOMAS BUTTERFIELD 000656614 1 02 92 45 296 45 2 24 93 BRYSON Also Open At VID 11 01 92 296 45 11 02 92 AGJ CHRIS CARADCHECK 006566642 10 01 90 25 295 32 7 09 92 WILLIAMS Also Open At VID 1 03 91 295 32 1 04 93 AGJ MARY COX 000656689 9 05 90 23 300 40 12 15 92 BRYSON FRANK FDDINGION 000656566 8 11 92 32 295 32 1 13 93 BRYSON GARY FOWLER 007878003 3 06 90 30 295 30 DAVIS Also Open At WSOP 3 18 92 296 44 9 11 92 NOLAN JENNIF FRBIL 000788534 2 04 92 25 295 90 1 18 93 STAFF MARY HARDESTY 008775670 12 06 90 42 295 70 2 09 93 WILLIAMS Also Open At VID 12 06 90 295 770 AU Also Open At VID ADT 1 28 91 295 32 1 25 93 ERCADO RIS HARRIS 000788895 8 31 90 77 290 20 11 17 92 STAFF Also Qpen At SUPPORT 11 02 90 290 20 AU Also Open At VID 6 05 90 290 20 1 13 93 AU JESUS H 008788254 9 08 92 35 295 92 2 18 93 BRYSON KIMBERLY HILLEY 008788083 6 29 92 30 296 46 2 11 93 DAVIS DAVID HUYPHRIES 000878833 3 01 89 51 296 40 1 12 93 STAFF Also Open At VID 6 21 91 296
65. s for all of the client s physical disabilities and enter the total in this field Enter Z0 or Z4 if client declined to state or unable to answer e Language Enter the code for the language the client prefers to speak as reported by the client InSyst s standard language codes are listed in Appendix C of this manual but your local agency may use different codes 15 Ethnicity Enter up to five 5 Ethnicity codes The codes are listed on the back of the Client Registration form Hispanic Origin Marital Status Enter the Marital Status code InSyst s standard codes are listed in Appendix C but your agency may use different codes Note that Code 1 Never Married is used for a single person who does not live with girlfriend boyfriend and has never been married Enter Address This is not a data field itis a question The system is defaulted with Y the system will jump to the Address Screen described later in this chapter Once you are done with that screen the system will return you to the Registration Screen Enter Significant Other This is not a data field itis a question The system is defaulted with N the system will jump to the Significant Other Screen when set to Y described later in this chapter Once you are done with that screen the system will return you to the Registration Screen Aliases If the client has ever used aliases enter them here As you add information this section of the screen scroll
66. s upward to allow more information to be entered You may enter up to six aliases via the Client Registration Screen and enter more through the Client Maintenance screen if necessary Birth Last Name Enter a last name with up to 16 letters Leave out apostrophes dashes and blank spaces For example O Connor should be typed OCONNOR Birth First Name Enter a first name with up to 12 letters or enter Z2 Birth County Enter clients s birth county or Z3 Birth State Enter clients s birth state or Z3 Mother s First Name Enter a first name with up to 12 letters Driver s license Number Enter client s driver s license number or Z0 ee 5 ee 33 Zn ZA Driver s license State Enter client s driver s license state or Z0 Z2 ZA 16 Client Registration Decentralized New Client Number 0 Reporting Unit 99991 PSP OPT Client Birth Name Last ARNON First ETTIE Birth place 38 CA Mother first name MAL Driver s License Number 12322576 State CA Form Ok Y N Confidential Information USER COHEN_ET Figure 2 6 Client Registration Screen after Registering a Client Error Messages If there is a Social Security Number in the system that is the same as the one you just entered it displays an error message and it does not let you continue If you re sure that the number you have entered is correct refer the case to your supervisor If there is a client in the
67. scribed in Episode Opening Panel One To confirm your entries press Return to go to the Form OK prompt and enter Y If you entered any invalid data the system displays an error message and returns the cursor to the field you must correct Episode Update Supervisor Authorization Only Supervisors can change episode opening and closing dates and CADDS Form Serial Numbers if they have been entered manually They can also remove Episode delete information and in effect re open an episode To display the Episode Update Screen in Supervisor mode 1 Display the Episode Update screen as described above 2 Press Gold A The screen title changes to Episode Update Supervisor If you have selected a closed episode to update the cursor will be positioned at a special field available only to supervisors called Re open Episode To remove Episode Closing information and reopen a closed episode enter Y here 43 Chapter 4 Direct Services This chapter covers the different ways to record services provided by programs directly to clients It ends with a section on substance abuse services which use some additional data entry screens All of these screens are on the Service Maintenance Menu Before services can be recorded the client must be registered and there must be an Episode open for the client in the program providing the service on the date being recorded See Chapter 2 for information on registering clients and see Chapt
68. ss at Admission N Arrests in Last 24 Months 11 Census Tract on Entry 00 Special Contract County 38 Special Contract Number 1131 II 799 9 PSP OPT RU 99991 Discharge Date Annual Update Date 02 20 2006 1834 Program 60als Referred To Discharge Status Client fidhered to TX Current Legal Status 1 Discharge Employment Status Discharge Children in Household Client Pregnant During TX Termination Reason Termination Date Current Census Tract 00 1234567890 1234567890123 Remarks 0 N NN Form OK fj Confidential Information USER COHEN_ET Input required Figure 4 28 Episode Update Screen Panel One Most of the data here is taken from the Episode Opening and Closing screens for explanations see the documentation on these screens earlier in this chapter This screen may also contains five additional fields used by selected drug programs only Census TAR Pick up Schedule Detox Schedule and Testing Schedule These are described in the documentation on the Episode Lookup screen above 41 Episode Update 99902 99904 PSP OPT Client Number 100000055 RU 99991 Number of Prior Admits 03 Medication Prescribed 02 Needles Used Past Yr N Primary Problem 17 Drug Name INHRLRNT Route of Admin 3 Freq of Use 1 fige First Use 05 Form OK Y Confidential Information USER COHEN_ET Figure 4 29 Episode Update Screen Panel Two Episode Update ETTIE RRNON PSP OPT C
69. system with the same name and birth date you have just entered it displays an error message and does not let you continue Refer the case to your supervisor If two different clients do have the exact same name and birth date a supervisor may use the Gold A sequence to override the match so registration can occur You cannot override a Social Security Number match 17 Maintaining Client Records To maintain client records 1 Choose CLIENTS from the Main menu 2 Choose MANAGEMENT from the Client Maintenance Menu to display the Client Maintenance Screen Figure 2 7 3 Use the fields at the top of the screen to identify the client and maintenance type Client Number Enter the number of the client whose record you want Maintenance Type If the client number is valid you can enter the Maintenance Type L for Lookup or U for Update Client Maintenance Client Number MEN Last First Middle Generation Birthdate SSN 000 00 0000 CIN Maintenance Type Education Disability Language Ethnicity Hispanic Origin Marital Status Family Size Annual Income Aliases Form Ok Y N Other Factors Service Group Primary RU Chart Location Ref Staff ID Confidential Information Other ID Local Code Program Code Research Item Client UR Needed USER COHEN_ET 18 Figure 2 7 Client Maintenance Screen Client Lookup If you enter L InSyst displays the
70. t Admission N Arrests in Last 24 Months 11 Census Tract on Entry 00 Special Contract County 38 Special Contract Number 1131 Delete OK Okay to delete this episode Y N Admission Children in Household 0 Confidential Information pisode Deletion PSP OPT RU 99991 Discharge Date Annual Update Date 2 20 2006 1834 Program 60als Referred To Discharge Status Client fidhered to TX Current Legal Status 1 Discharge Employment Status Discharge Children in Household Client Pregnant During TX Termination Reason Termination Date Current Census Tract 00 1234567890 1234567890123 Remarks 0 N NN USER COHEN_ET Figure 4 27 Episode Deletion Screen Episode Update If you entered U and you are authorized to update Episode information for the specified program the system displays the Episode Update Screen Panel 1 Figure 4 28 Panel 2 Figure 4 29 if Admission Status is 1 panel 3 Figure 4 30 and panel 4 Figure 4 31 Only Supervisors can change Admit Date Discharge Date and CADDS Form Serial Number if entered manually E pisode Update 99902 Client Number 99904 100000055 Admit Date 1 25 2006 Staff 55555 Axis I 302 2 Referred From 1 Admission Status 1 Initial Admission Y Admission Legal Status 1 Admission Employment Status 1 Admission Children in Household 0 Number of Children Under 3 0 Client Pregnant at Admission N Client Homele
71. t Date Enter data in the following fields e Discharge Date Enter the discharge date The current date is the default You cannot enter a future date or a date before the opening date Validation against table Discharge Reason Master e Referred To Enter a Reporting Unit number if the client was discharged to another program or a specific Agency Code assigned by your system or a generic code to indicate self or other or a type of local agency For information on referral codes contact your system manager e Discharge Status Enter a Discharge Status Code from back of the Episode Opening Closing Annual Update forms e Employment Status Enter the two digit code that represents the client s employment status at discharge Validation against table Employment_status_Master e Client Adherence to Tx Plan Enter Y or N e Discharge Children in Household Enter the number of children living with the client at discharge Client Pregnant During Treatment Enter Y or N to indicate whether the client became pregnant while in treatment or enter Z1 Enter N for males Pregnancy Termination Reason If applicable enter the code for how a pregnancy terminated during the client s treatment The codes are 1 Abortion 2 Birth live 3 Birth dead 4 Miscarriage Date of Termination If applicable enter the date when pregnancy terminated during treatment Primary Secondary and Tertiary Problems Admission Status 1 onl
72. t is set up to print at the printer assigned to the person requesting it this printer s name will be displayed as the default If the report is set up to print at a specific printer this question is not asked Specify number of copies Enter a number to print more than one copy of the report Send mail notification when report has completed Enter Yes to have the system send you e mail message when the report is completed and ready for printing Because you generally are only notified of mail messages when you log on this option may not be effective for most users 66 Enter the Reporting Unit Number for your program Enter the six digit reporting unit number for your program reporting units Never enter as this will request the report for EVERY reporting unit in the County Enter a starting date for the report For service and productivity reports you enter a date range At this prompt enter the first day of the range Enter an ending date for the report For service and productivity reports you enter a date range At this prompt enter the last day of the range Enter a client number For client oriented reports enter the client number 67 Report PSP 100 Primary Staff Caseload Report Report Description This report shows all clients currently assigned to each clinician in a reporting unit It lists client name and number episode opening date age primary diagnosis last service date and primary phys
73. ter the location code from the following options 1 Office 9 Residential Use the location where the most basic component of the service occurred The default is 1 for office 5 After you have entered defaults enter Y at the Form OK prompt Figure 5 12 The system validates data and prompts you to correct any errors You MUST use location 9 entering Residential Services on the Multiple or Single Entry screens 51 Multiple Serui ce Ermtr w HU 99991 PSP OPT Client at Proc Staff Our Staff Group Loc Defaults 111111141 11 38 93 331 J5 41 88 1 1 Mang tms anp ang aag nng iw S y Fora Ok Y H f Confidential Information Figure 5 12 Multiple Service Entry Screen Defaults Entered 6 Now you can use the defaults to enter up to 20 services using the default information The information you entered in the default box is displayed automatically as you enter data in the screen s service entry lines Figure 5 13 You can modify the default data if necessary or just press Tab to accept the default value and move to the next field At the end of each line you want to save you must enter W to write the service Hul tiple Sepwice Entry RU 39991 PSP OPT Proc Staff Our 1 111111141 111111141 111111141 111111141 111111141 111111141 Form Ok H Confidential Information Figure 5 13 Multiple Service Entry Screen Data Entry Using Defaults 7 When you are done entering service data press
74. the next field automatically e Control H F12 Move the cursor back one field e Return Skip over optional fields and move to the next required field or to the prompt used to leave the screen Moving Through Lists Many screens have lists like the list of insurance companies shown in Figure 1 4 above To move down one item in the list press the Tab or Down Arrow key To move up one item in the list press the Up Arrow key If alist has more items than fit in one screen you can page through it to see more items by pressing e Gold M More View the next page of information e Gold D Down Two Go forward two pages e Gold B Backup View the previous page of information e Gold U Up Two Go back two pages of information To speed up performance lists usually include only two pages of information by default If you have to see more items than this you should request unlimited paging by pressing Gold A before you display the list Leaving a Screen To leave a screen press e Return In most cases pressing Return moves the cursor to the prompt used to leave the screen In some cases Return skips over optional fields to the next required field e Gold E Exits from the current screen and returns to the menu without saving data entered in the screen e Gold S Exits from the current screen and saves the data entered This sequence retains the current Client and Reporting Unit so it automatically displays it
75. time After you finished the dialog the system displays all the options you have chosen and displays the prompt OK to continue Enter Y to produce the report or if an option is incorrect enter N to use the dialog again Report Dialog Questions This section explains some questions the system may ask you Which questions are displayed depends on the report and your level of authorization Here is an explanation of some questions commonly used in dialogs Specify when the report generation should start up Enter a date and time such as 19 SEP 1997 18 September 19th at 6 00 PM or just a time such as 19 today at 7 00 PM Some reports can be run at any time during the day Some reports that use system resources heavily can only be run in the evening or weekends If you try to run a report immediately the system may display a message with the times you can run the report Automatically distribute reports to program printers Some reports are automatically sent to the correct printer for each reporting unit Instead of the printer section of the dialogue show above the dialog might say Automatically distribute reports to program printers YES NO distribute reports do not distribute reports RETURN distribute reports If you select this option the system will send the needed version of the report to the printer for each reporting unit Specify print destination Enter a printer name If the repor
76. tion Keys described in Appendix A and B 5 Select episodes for maintenance by using the Tab key or the Down Arrow key to move down the list and entering L lookup U update or D delete next to the episodes you want to maintain Figure 4 22 Then press Return Episode Maintenance Selection Client Humber 73 JOHN BHHHIBG Reporting Unit CGM Humber Admit Date CAODS Number Provider Admission Discharge Staff Code Hame Date Date ID Hame U 909822 RES TEST I2 0ct 01 L 909854 TCADOS D iiet n 99855 TOROS A glikit Confidential Information USER SMITH Figure 4 22 Episode Maintenance Selection Screen with Episodes Listed Episode Lookup If you entered L the system displays the Episode Look up Screen Panel 1 Figure 4 23 Panel 2 Figure 4 24 if Admission Status is 1 panel 3 Figure 4 25 and panel 4 Figure 4 26 You can view the data for the Episode but cannot change it TE Episode Look up 99902 Client Number 99904 100000055 Admit Date 1 25 2006 Staff 55555 Axis I 302 2 Referred From 1 Admission Status 1 Initial Rdmission Y Admission Legal Status 1 fidmission Employment Status Admission Children in Household 0 Number of Children Under 3 0 Client Pregnant at Admission N Client Homeless at Admission N Arrests in Last 24 Months 11 Census Tract on Entry 00 Special Contract County 38 II 799 9 PSP OPT RU 99991 Discha
77. trol Key combination 1 Press the Ctrl key and hold it down 2 Press and release the other key For example if the instructions say Press Control H you should press the Ctrl key and hold it down while you press and release H Appendix A lists all Gold Key sequences and Control Key combinations Using Menus An InSyst menu is a list of items that you may select Figure 1 1 is shows a sample Main Menu The Main Menu is different based on data input requirements Below is an example of a Opening Main Menu for user who is entering data for both Mental Health Services and Alcohol and Other Drugs Services Most users don t have this menu option InSust 15 Sep 95 10 10 RH HALN MENU Se ections MHS Menus DAS DAS Henus UTILITIES General Utilities Menu Figure 1 1 Main Menu The menu structure is virtually the same for the MHS and the DAS systems Some screens are different for the two systems and this manual will explain both The MHS Main Menu is shown in Figure 1 2 After you make a selection from the Main Menu the system displays a submenu For example if you choose UTILITIES in the Main Menu you will move to the Utilities Menu with options that you select to use InSyst utilities amp note Based on your User Authorization all menu options may not be activated InSust 15 Sep 95 09 57 HH MNALN MENU Mental Health Serw i ces Select cr a Description CLIENTS Client Maintenance Menu DOP DOP
78. umber is the fastest way to find the client If you have the client s Social Security Number press the Tab key to skip the other fields and enter the SSN here You do not need to enter between the numbers note If you enter the Social Security Number and Client Name the computer searches on the Social Security Number and returns the client information if it finds a match This may not be the client name you have entered if another client has used that Social Security Number If there is no match on Social Security Number the search is based on name If there is an exact match all fields on the top half of the screen are filled with information about the client Figure 2 2 If there is no match the system displays the message Client Clients not found 11 If there are several possible matches they are listed in the Client Selection Area of the screen described below W N ient Locator Screen GLASS BUDDY H Last Hame First Hame Soundex 3BBB6BEBd 333 44 5553 B Client Number Social Security No Account Mo Other ID Number Client messages 3 activa messages Selection EF ISODE Mini Open Episode Status FIHRHC IRL Mini Financial Status Mu Confidential Information USER SMITH Figure 2 2 An Exact Match in the Client Information Area Client Selection Area The second section of the screen is the Client Selection Area If there is more than one possible match records beginning with the first possible match ar
79. uter for each clincian for the day of the report run Information includes service date clinican client served procedure number in group service duration service location and co staff in Group and Co staff contain an asterisk for non group procedures How to Get the Report The report generated and queued to your printer automatically the day after services are input How to Use the Report Review for accuracy The report is intended as a data entry management tool to assist a manager in making sure all the services performed in a clinic are being entered on a timely basis If service entry is abnormally low an audit of the data collection and service entry process may be needed If there is incorrect information episode and service updating may be required File Directory MHS OUTPUT REPORT File Name SERVICE AUDIT MHS700 IS 74 REPORT DAS707 Provider ST MARY S ODF COUNTY Input Date 144var 2001 Service Audit Date 1 Mar 2001 Primary Therapist RON BUILER Case Client Nme 010001619 BATISIE JOSEPH 010002996 WILSON DIANA 010004013 WIGFALL WILLIAM 010007424 MODY MARCIA 010011177 WATERS FIL 010019130 HUICHISON CHARLES 000860 ALCOHOL AND OTHE Service Audit Procedure 354 354 354 354 343 354 75 R DRUG Report Group k k k k Kk k k Kk k k Staff 60235 H MM 1 30 1 30 1 30 1 30 1 00 1 30 lo
80. uthorized staff Aliases cannot be changed but any user can add new aliases or can delete an alias by entering D on its line Client Last Name First Name Middle Initial Social Security Number Birthdate Sex can only be changed by a Supervisor If you are authorized as a supervisor you can press Gold A to display the Client Update Screen in Supervisor mode Figure 2 11 Entering a New Client Address Any authorized user can enter a new address for a client with an open episode To enter a new address 1 Choose ADDRESS from the Client Maintenance Menu to display the Address Maintenance Selection Screen as described above N Press Gold I I stands for Insert to display the Client Address Insert Screen Figure 2 15 3 Enter data in the following fields e Client Number Enter the number for the client whose address you want to enter If you are already viewing a list of the client s addresses when you press Gold I the Client Number is entered automatically e Reporting Unit Enter the Reporting Unit Number for the program that has an open episode for the client The Effective Date of the address you are 21 entering must fall within this episode Effective Date By default the Effective Date is today s date Only Supervisors can alter it Street Number Enter a street number with up to five 5 digits Street Direction If the address has one enter a street direction such as UND NE SES SE
81. y Update these fields if necessary See the Episode Opening documentation for valid codes Validation of Primary and Secondary problems against tables Primary Problem Master and Secondary Problem Master Drug Name Primary Secondary Enter the Primary and Secondary drug name Follow up on Referral Prior to Discharge Enter Y or N to indicate whether the client followed up on a referral prior to discharge Program Goals This field is defined by each county Ask your system manager for more information Enter Y at the Form OK prompt to save your entries If data is invalid the system displays error messages and returns the cursor to the field that should be corrected Episode Closing panel 2 will be displayed now Figure 4 19 Enter the following data fields Alcohol Frequency Enter the number of days the client has used alcohol in the past 30 days Allowed value is 0 30 or Z2 IV Use Enter the number of days in which the client has injected in the past 30 days Allowed value is 0 30 or Z0 Z4 Paid Days Work Enter the number of days the client has been paid for working in the past 30 days Allowed value is 0 30 or ZO ZA Number of Arrests Enter the number of days the client has been arrested in the past 30 days Allowed value is 0 30 or ZA Days in Jail Enter the number of days the client has been in jail in the past 30 days Allowed value is 0 30 or ZA Days in

AOD - Alameda County Behavioral Health

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