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Rhode Island USER MANUAL - KIT Solutions Support Site

1. BHOLD powered by KIT Solutions LLC Support Sample screenshot displaying report parameters on the Standard Reports Page e f you have a pop up blocker on your computer hold the Control CTRL key down on your keyboard while selecting the Show Report button A new window will appear Click here for hel p if your POF or Excel report is not appearing clicking the here link will open a document with instructions for allowing pop up blockers on your computer e f you do not have a PDF Reader or Microsoft Excel installed on your computer selecting these options as the Output To will not work Rhode Island BHOLD User Manual 66 O KIT Solutions 2011 Clients Admitted Served Active Discharged Windows Internet Explorer RAX P ri nti n g 0 r S avi n g R e po rts fo r Wi n d OW O utp ut E https kitservices3 kithost net RIBHOLD_Demo App_Reports ReportServices pRSShowReport aspx vi 4 44 J ofi gt bl lt a 100 e Find Next Select a format Export Once you have clicked the L_ShowRepor_ Show Report button you will then see a 1023200830725 Pu print preview screen This screen is used to only view the data you cannot print or An save from this screen If you would like to print or save the report click the ExPort der Traints0 Traint50 Provider Export link to view that file as the selected format e rovider rain1 rovider otal Train150 Provider 9 Select a form
2. Highest Level of Education UNKNOWN Unknown Partial sample screenshot displaying the Client Information Edit Form e Aclient cannot be deleted if 1 the client has any Program Admission Episodes associated with it or 2 the client s SSN exists in multiple Providers Rhode Island BHOLD User Manual 48 KIT Solutions 2011 Program Episode Admissions The Program Episode Admissions module allows the user to add or modify client admissions Adding a Program Episode Admission 1 Click Clients from the Main Menu 2 Click Client Search from the Clients submenu 3 Select the appropriate client by clicking on the Client Rec link 4 From the Client Information Edit Form click the Add Episode button located beneath the Episodes grid Note If you have just clicked the Save button from the Client Information Edit Form skip steps 1 3 Rhode Island BHOLD User Manual 49 Collapse All Expand AIl a Train150 Provider 06 16 1975 061 67 5100 06 08 2009 100PS CONTACT 150Train 10 15 1981 Open Female 101 56 1200 Clients 1 to 2 of 2 Partial sample screenshot displaying the Clients Listing Page Clients Utilize Data Administration Knowledge Base Client Information Home gt Clients gt Client Search gt Client Information Add or Modify Client Demographic Information Client Information Episodes No Data Exists ey O Open P Pending Discharge D Discharg
3. Calendar Windows Internet laag m a http fdemoz kithost net App_Controls pCalendarf we Internet F 100 Screenshot displaying the calendar feature KIT Solutions 2011 Edit Form Buttons Information is entered and edited on the computer screen through data entry edit forms The table below summarizes the buttons used to enter edit information located to the left of each form This is referred to as the left toolbar Add Edit Save Back Cancel D a Additional Buttons Must be pressed first to add new information to a form Allows the Edit Form fields to be open for modifications Adds the information on a form to the RI BHOLD database Returns you to previous screen Removes the information currently on a form from the database Cancels the Add or Edit without saving any information entered Here is a list of additional buttons you may come across while entering data into Rhode Island BHOLD z Reset Change Clear gt ole 2 ales i El f Rhode Island BHOLD User Manual Denotes a Note with more information regarding a field Allows the permissions of a staff account to be selected or modified Resets Changes the size of the text that appears on the screen for additional details see the Using the Text Resizer section Expands and collapses records of saved data Opens a record of saved data for viewing or modifying Adds a modification to the RI BHOLD database Applies a s
4. Loa Off Clients Utilize Data Administration Knowledge Base Support Manage Messages Home gt Administration Manage Messages 4 Click the L Pelete Delete button from the left toolbar 5 You will receive a message asking if you are sure Click the OK button to continue deleting the message Note To cancel the deletion click the Cancel button 6 You will be returned to the Listing page and the record has been permanently felcome to RI BHOLD Please be sure to attend one of training A removed a onstrations that are provided Details can be found on the Events Calendar Start Date 06 29 2009 End Date 10 24 2009 Partial sample screenshot displaying the Manage Messages Edit Form Rhode Island BHOLD User Manual 43 KIT Solutions 2011 CLIENTS The Clients module is used to add or edit Client Demographics Admission Information and Discharge Information BY FOSA Jala alal AJA X RI BHOLD de eS ES Home Log Off Clients Utilize Data Administration Knowledge Base Support Client Search Home gt Clients Client Search Add or Edit Client Demographics Admission and Discharge information Client Information The Client Information module allows a user to add or modify client demographic information A o _ a Adding a Client A Tal Y e 1 Click Clients from the Main Menu 2 Click Client Search from the Clients submenu 3 Click the Add C
5. Those Providers that work with Methadone clients will have the NARCMAINT program types available to them in the Program Episode Admission Edit form There are specific rules placed within RI BHOLD regarding these program types 1 NARCMAINT program type can occur at the same time as another SA program type The other SA program types that can occur with NARCMAINT are RESIDENTLT RESIDENTST SAIOP and SAOP This means a client may have more than one 1 program type open if these specified programs types are used 2 lf you try to enter a Methadone Episode and an open Episode already exists for the SSN and your Provider or another Provider a new window may pop up displaying a similar screen on your right Listed are the staff contact members who may have more information regarding the open Episode You will have to contact one 1 of the staff members on the list to place the client s Methadone Episode Admission to Pending Discharge or Discharge You will not be able to save the new Episode until the other Episode has been updated to Pending Discharge or Discharge Tips e To setan Episode Admission to Discharge see the Adding a Client Discharge section e Pre Existing Episode Contact Info Windows Internet Explorer e https kitservices3 kithost net RIBHOLD_Demo pExistEpisodeContact aspx An open Methadone program episode already exists for this client in the following provider s Before adding
6. Phase 1 Data Warnings Phase 1 Begin At 8 6 2010 12 44 37 PM Phase 1 End At Phase 2 Valid Rows 8 6 2010 12 44 37 PM Phase 2 Invalid Rows Phase 2 Data Warnings Phase 2 Begin At Phase 2 End At i Download Errors button No Errors Exist No Data Warnings Exist n 70 Internet Protected Mode On f 100 KIT Solutions 2011 Changing Imported Data File Status 1 The status of an imported file is listed under the Status column of the Import Data page Note If you have just uploaded a file it is listed as Pending a Pending File has completed Phase 1 of the scrubbing process b Done File has completed Phase 2 of the scrubbing process c Processing File failed Phase 2 of the scrubbing process Please resubmit file with corrections Cancelled File will not go through Phase 2 of the scrubbing process None File failed Phase 1 of the scrubbing process Please resubmit the file with corrections 2 To cancel an upload click the Cancel button to the right of the file s Status 3 A confirmation message will open verifying that you want to cancel the upload Click OK to cancel the upload or Cancel to return to the Import Data page without cancelling Rhode Island BHOLD User Manual 71 xy y qe U Al j 1 C A L SA Clients Utilize Data Administration Im
7. You will automatically be taken into the Permissions page If you are not click the Permissions button located on the right hand corner of the form See the Staff Permissions section for additional information Tips E mail Contact Information Fax Work Phone Screenshot displaying the Contact Information on the Staff Edit Page e lfthe email address is updated on a staff account the staff member will need to re activate their account Rhode Island BHOLD User Manual 26 KIT Solutions 2011 Staff Permissions The Staff Permissions module allows a user to assign permissions for various system functions 1 From the Staff Permissions page click the Edit button from the left toolbar Select a permission role from the Apply Pre Defined Permissions dropdown list See the Apply Pre Defined Permissions section for additional information Or Select the radio button next to the appropriate permission level for each module a No Permission staff member has no access to the module b Read Only staff member is able to view the data only c Full staff member is able to view add edit and delete the data Click the Save button from the left toolbar Note To exit the screen without saving any of the details click the Cancel button Tips Clients Utilize Data Administration Knowledge Base Staff Permissions Home gt Administration gt Staff gt Staff Permissions Assign Permiss
8. f Enter your PID s telephone number in the Phone fields This is an optional field Note You do not need to use your mouse or tab key to move to the next field for the Work Phone fields g Enter your PID s fax number in the Fax fields This is an optional field Note You do not need to use your mouse or tab key to move to the next field for the Fax fields h The Status dropdown list is filled in for you You cannot change this field 2 Select a staff member to serve as the Data Contact from the Staff dropdown list Note The email work phone and fax will populate with information added from the Staff module 3 Click the Save button from the left toolbar Note To exit the screen without saving any of the details click the Cancel button ce Eee co EIC Ese e Esa Emo CDETOX aci Eae Sample screenshot displaying the PID Detail Edit Form Tips e The same person may be selected for multiple PIDs if that person works across several sub sites of the Provider Rhode Island BHOLD User Manual 34 KIT Solutions 2011 Clients Utilize Data Administration Knowledge Base PID Detail Home gt Administration gt Manage Provider gt PID Detail Viewing and Editing Program Details y oni Program Information is entered at the State Level only However you are able to e update the Program Contact ee AE The Program Information can be accessed in two 2 ways 1 From t
9. A 100PS Female 10 15 1984 101 658 1200 the information is known Male 01 01 1976 010 17 6100 e Click the Apply button once you have filled in one 1 or all of the ee ee twelve 12 filters e Click the Clear button to reset the Filter Clients form Sample screenshot displaying the Filter Clients fields Rhode Island BHOLD User Manual 46 KIT Solutions 2011 Editing a Client Click Clients from the Main Menu Click Client Search from the Clients submenu Browse the Clients List or use the Filter Clients feature see the Filter Clients section for additional details to locate the client that needs edited Select the appropriate client by clicking on the Client Rec link Click the Edit button from the left toolbar The details will appear in edit mode Make any changes needed to the details Click the Save button from the left toolbar Note To exit the screen without saving any of the details click the Cancel button Rhode Island BHOLD User Manual Expand All Collapse All a Train150 Provider 5O0Train 191 101 56 1200 Clients 1 to 2 of 2 Sample screenshot displaying the Clients Listing Page Clients Utilize Data Administration Knowledge Base Support Client Information Home gt Clients gt Client Search gt Client Information Save button ncel Delete Client Information Birth Date 10 31 1981 is P Pending Discharge D Discharged
10. BHOLD User Manual 9 O KIT Solutions 2011 8 RI BHOLD Home Log Off Advanced Search Clients Utilize Data Administration Knowledge Base Support Most Grid View Listing Pages include a search feature which allows you to find a Staff particular saved record by clicking the Advanced Search Home gt Administration gt Staft tab and selecting several variables BIN and eat personal login and permission data for staf To begin using the Advanced Search feature Advanced Search e Click the Advanced Search tab located at the top of the LastName FirstName LogimName Status grid Sample screenshot of a Data Grid displaying the Advanced Search tab CERN ir A e Once you have selected the Advanced Search tab you ASIS E RI 345 ED aleja will need to select a Category from the dropdown list Then select an option ears Home Log Off from the three search filter fields Once the three search filter fields have been Clients Utilize Data Administration Knowledge Base Support selected click the 9 Go button to see the search results Staff e The three search filter fields are used in the following methods 1 The first search filter will display the search categories to choose from The options in the dropdown list are some of the required fields from the Edit form 2 The second search filter allows you to specify how you wish to search pra Fea mane Se 3 The third search filter is the search criteria This field wi
11. BHOLD a Te Home Log Off Landing Page Clients Utilize Data Knowledge Base Support When first entering a module you may see a list of the entire categories associated Administration with that module This is called a Landing Page The Landing Page of a module A provides a description of what can be done in that module as well as listing each category as a link to the Listing Page and entry forms For more information on the Listing Pages see the Listing Page section No data is entered on the Landing Page Administration Staf Submenu Category link Create or modify staff information that includes role permissions To open a submenu category Manage Provider e Click on the Landing Page Submenu Category link Manage Provider here Change Password Allows the logged on user to change his her password Screenshot displaying a Landing Page Tips e A description of the module may be listed on each Landing or Listing Page at the top of the page A link is displayed in the lower right hand corner of the gray box where the description is housed Clicking this link will toggle the display of the description Hide Info Allows the module description to be hidden from view Show Info Places the module description back in view Rhode Island BHOLD User Manual 8 KIT Solutions 2011 Listing Page After selecting a submenu category from a Landing Page you will see the Listing Page When going into an area where a Lis
12. Click Here Login button EST Server Maintenance Normal Maintenance Screenshot displaying the Login page Tips e The User ID IS NOT case sensitive e The Password IS case sensitive e You must activate your account prior to your first login Once you are registered into the application by your acting administrator you will receive an email with instructions for activation If you do not receive the email please contact your acting administrator to make sure your account has been created To ensure that you receive the email please add the following domain to your safe list kitsolutions net Rhode Island BHOLD User Manual 19 KIT Solutions 2011 RAI a LAN it ey j ie 5 ai 1 2 e T a n P 4 E h j EE k r 4 F a ech r j C i i gt System Use Agreement The information on this website is confidential and protected as health care and substance abuse information under various state and federal statutes including 42 CFR and the Health Insurance Portability and 4 To enter you must read and agree to the System Use Agreement by clicking the Accountability Act PL 104 191 and its various implementing regulations Ok button By accessing this site you are agreeing to comply with the above referenced statutes and regulations Please be advised that any unauthorized use disclosure or failure to maintain the confidentiality of the information contained herein shall subject you to any and all app
13. Marital Status UNKNOWN Unknown e UNKNOWN Unknown Veteran Status Highest Level of Education UNKNOWN Unknown Sample screenshot displaying the Client Information Edit Form 47 O KIT Solutions 2011 Deleting a Client 1 Click Clients from the Main Menu 2 Click Client Search from the Clients submenu 3 Browse the Clients List or use the Filter Clients feature see the Filter Clients section for additional details to locate the client that needs deleted 4 Select the appropriate client by clicking on the Client Rec link 5 Click the Delete button from the left toolbar 6 You will receive a message asking if you are sure Click the OK button to continue deleting the client Note To cancel the deletion click the Cancel button 7 You will be returned to the Listing page and the record has been permanently removed Tips Expand All Collapse All a Train150 Provider Open 101 55 1200 Clients 1 to 2 of 2 Sample screenshot displaying the Clients Listing Page Clients Utilize Data Administration Knowledge Base Support Client Information Home gt Clients gt Client Search Client Information Add or Modify Client Demographic Information A p Delete button Client Rec 1234 O Open Birth Date 10 31 1987 HT P Pending Discharge D Discharged Marital Status UNKNOWN Unknown No Data Exists Key Add Episode Veteran Status UNKNOWN Unknown
14. Problems with access to health care services a a l Life Threatening Viral Illness Problems related to interaction with legal system crime Hypercholesterolemia Other psychosocial and environmental Obesity problems Chronic Obstructive Pulmonary Disease v Current Substance Abuse Route of Age at Substance Admin Frequency of Use First Use Primary Secondary p Tertiary Screenshot displaying the remaining fields on the Program Episode Admissions Edit Form e All required fields must be filled in before saving If a field does not apply to the client but it is required for saving select NA None from the dropdown list e Only one 1 MH Program Episode can be open per Provider SSN with the exception for the Contact Program Type e Only one 1 SA Program Episode can be open per Provider SSN with the exception for the Narcmaint Program Type See the Appendix section for additional details on Narcmaint Methadone Rhode Island BHOLD User Manual 52 KIT Solutions 2011 Editing a Program Episode Admission The Program Episode Admission module can be accessed in two 2 ways 1 Click Clients from the Main Menu 2 Click Client Search from the Clients submenu 3 Select the appropriate client by clicking on the Client Rec link 4 From the Client Information Edit Form click the Select button next to the program episode admission that needs edited 5 Click the Edit button from the lef
15. Program Episodes will display Click the appropriate Program Episode Admission link 5 Click the Add Discharge button located beneath the Discharge grid E NY Note If you have just clicked the Save button from the Program Episode Admission Edit Form skip steps 1 4 Rhode Island BHOLD User Manual Clients Utilize Data Administration Knowledge Base Client Information Home gt Clients gt Client Search gt Client Information Client Information Episodes x Open Only P Pending Discharge D Discharged Collapse All a Train149 Provider Recs Gender Binn Date SSN E 100KJ Female 10 15 1981 101 58 1200 05 30 2009 RESIDENTLT 149Train Open Program Episode link Sample screenshot displaying the Clients Listing Page Expand All Add Client Clients Utilize Data Administration Knowledge Base Support Program Episode Admissions Home gt Clients gt Client Search gt Program Episode Admissions Edito Add or Modify Client Admissions View Client Episode Report Discharge No Data Exists Add Discharge button Location 150Train Train 100 KIT Program First Face to Face Contact Admission Date Sample screenshot displaying the Program Episode Admissions Edit Form O KIT Solutions 2011 5 Enter the Discharge Information for the client a Enter the date of discharge with the Provider not just PID for the episode of treatment as a mm dd yyyy form
16. To Data Export dropdown list Home gt Utilize Data gt Data Export 4 Select the provider organization from the Provider dropdown list Export data to ASCII or CSV format 5 Select the radio button next to the type of tables you would like to view export Note This is defaulted to Table Names a Table Names Lists all available tables within the database to export data b Table Groups Lists a grouping of tables c Modules Lists all available tables within the database based on a selected module 6 Click the Generate button a To view the generated report select the File link Flonanization b Click the Details button star y il Generate button Table Names O Table Groups Modules Check All Uncheck All Data Export ort To rovider Sample screenshot displaying the Data Export page Tips If you have a pop up blocker on your computer hold the Control CTRL key down on your keyboard while selecting the Details button or the File link A new window will appear If you do not have a Microsoft Excel or Microsoft Access installed on your computer selecting these options as the Export To will not work To select all of the available checkboxes click the Check All link To deselect all of the available checkboxes click the Uncheck All link Rhode Island BHOLD User Manual 68 KIT Solutions 2011 Import Data The Import Data module allows you to upload Client Registration data 5 R
17. Utilize Data staff Home gt Administration Staff Administration Knowledge Base Add and edit personal login and permission data for staff Save button Delete DD A Permissions Sample screenshot displaying the Staff Edit Form 29 KIT Solutions 2011 Tips e f a staff member needs their password reset do not click the Edit button from the left toolbar Click the Reset button from the Password field e f permissions is what needs modified do not click the Edit Instead click the Permissions button located on the right hand side of the Staff Edit form 8 RI BHOLD TE Home Log Off Clients Utilize Data Administration Knowledge Base Support Staff Home gt Administration gt Staff Deleting a Staff Member 1 Click Administration from the Main Menu 2 Click Staff from the Administration Submenu 3 Click the Select button next to the Staff member that needs deleted Add and edit personal login and permission data for staff Add OO lomme tame kinda Su Sample screenshot displaying the Staff Listing Page Clients Utilize Data Administration Knowledge Base Support Staff Home gt Administration gt Staff Click the Delete button from the left toolbar 5 You will receive a message asking if you are sure Click the OK button to continue deleting the staff member Note To cancel the deletion click the Cancel button 6 You will be returned to the Li
18. details will appear in edit mode 6 Make any changes needed to the details 7 Click the Save button from the left toolbar Note To exit the screen without saving any of the details click the Cancel button Rhode Island BHOLD User Manual y x gt D sJ E A B RI BHOLD or mer Home Log Off Clients Utilize Data Administration Knowledge Base Support Manage Messages Home gt Administration gt Manage Messages ee Select button A ter A CN CC CI pen screenshot displaying the Manage Messages Listing Page 8 RI BHOLD a i As k h i Home Log Off Clients Utilize Data Administration Knowledge Base Support Manage Messages Home gt Administration gt Manage Messages Welcome to RI BHOLD Please be sure to attend one of training e demonstrations that are provided Details can be found on the Events Calendar Sample screenshot displaying the Manage Messages Edit Form 42 O KIT Solutions 2011 Home Log Off Clients Utilize Data Administration Knowledge Base Support Manage Messages Home gt Administration gt Manage Messages Deleting a Message 1 Click Administration from the Main Menu A Selectbutton e Hide Page unto 2 Click Manage Messages from the Administration Submenu 3 Click the Select button next to the Message that needs deleted A CN CC rm nn pen screenshot displaying the Manage Messages Listing Page RI BHOLD dd ESA Dd Ce Home
19. focuses on alcohol and drug use and related problems 9 Click on the link of the name of the Web Source ie eg pea ee el eee 6 A new win d OW will op en di spl ayin g th e websit e you S el e ct e d interventions Contains library research newsletter and training and grants information 7 To close the new website window click the Ed X in the upper right hand corner Drug Policy Alliance Nation s leading organization working to end the war on drugs Features an on line library of full text drug and drug policy documents Drug Policy News articles and information about events Health amp Human Services Mission is to create an environment within the U S Department of Health and Human Center for Faith Based amp Services that welcomes the participation of faith based and community based organizations as valued and essential partners with the Departmentin assisting Americans in need Provides grant and conference information and news technical assistance and resources for faith based organizations Partial screenshot of the Web Links Listing Page Tips e f you have a pop up blocker on your computer hold the Control CTRL key down on your keyboard while selecting the Web Source A new window appear e Clicking on the field name in a Category field e g Webs will allow you to sort through the web sites by ascending or descending order Rhode Island BHOLD User Manual 72 KIT Solutions 2011 Library The Libr
20. from the Support Submenu a e 3 A File Download window will open prompting you to run the LogMelnRescue a e US applet Click the Run button to download the application Note You must run this application in order to utilize the chat feature While files from the Internet can be useful this file type can potentially harm your computer If you do not trust the source do not run or save this software Whats the risk powered by KIT Solutions LLC Support Screenshot of the RI BHOLD Support Site Tips e You will need to install the LogMelnRescue applet in order to connect with the Support team This is a free download e The installation may take a few minutes e lf you are unable to connect with the Support team it could be that you do not have permissions on your computer to download items Check with your IT department Rhode Island BHOLD User Manual 75 KIT Solutions 2011 APPENDIX PID SST4 Grant Contract ID SSTAR Providers If you are a SSTAR Provider when adding a Program Episode Admission you will COD2 be required to enter a Grant Contract ID COD3 Grant Contract ID COD4 COD5 The table to the right shows the which Program Types will require the Grant PHX7 Contract ID field to be filled in LMH1 NPH2 RWH1 Rhode Island BHOLD User Manual 76 Program Type DETOXFSM ERDIVERT PSYCSTEP DETOXSTEP NARCDETOX DETOXFSM PSYCHOSP O KIT Solutions 2011 Methadone Providers
21. time of program admission from the Admission Referral Src dropdown list Select the court referral type from the Court Referral dropdown list Note The Court Referral Source must be N A unless the Admission Referral Source is Court Enter the number of arrests the client has 30 days prior to the current program admission in the of Arrests field Select the number of times the client attended a voluntary self help group 30 days prior to admission from the Self Help Involvement dropdown list A HENN MOS iC i j wee gt a WA A OA 1636 1 Clients Utilize Data Administration Knowledge Base Support Program Episode Admissions Home gt Clients gt Client Search gt Program Episode Admissions Home Log Off Back SSN 033 15 4200 Rec Admission Information Discharge Location l x ly First Face to Face Contact HR ST Admission Date if iii Admission Referral Src I E H E Court Referral of Arrests of Arrests in 30 days prior to current program admission Self Help Involvement ji ls Self Help Involvement at Admission g Screenshot displaying the Admission Information fields on the Program Episode Admissions Edit Form e fa clientis being admitted to more than one Program Type a separate data collection form should be completed for each admission at minimum a separate record should be ENTERED into the data system for each Program PID ad
22. 2011 5 Select the appropriate report options you desire parameters a If you would like to look at a specific time frame you can leave the Time Period selected as Select One and enter a Begin Date and End Date as mm dd yyyy b Each report may have different parameters to select c Select the format you would like the report to open as from the Output To radio buttons Window This is the default view and is a view only of the report You must export the report in order to save or print the report if using this Output li PDF The report will open in a PDF Reader iii Excel The report will open in an Excel spreadsheet 6 Click the Show Report button a Anew window will open with the report details b To close the document click the 4 X in the upper right corner 7 Click the Select New Report button to return to the Standard Reports Landing Page Tips Clients alallala Home Log Off Utilize Data Administration Knowledge Base Support Standard Reports Home gt Utilize Data gt Standard Reports Available Standard Reports a Select New Report button select New Report Clients Admitted Served Active Discharged Generates counts of clients based on different selected variables Time Period Select One ha Train150 Train150 Provider Show Report Click here for help if your POF or Excel report is not appearing Column Variable Output To Window PDF Excel
23. HOLD User Manual 36 KIT Solutions 2011 8 RI BHOLD th Home Log Off Clients Utilize Data Administration Knowledge Base Support Change Password C h an ge Passwo rd Home gt a cel gt Change Password The Change Password module allows the user to change the password on the Use this form to change your login password account they are currently logged into 1 Click Administration from the Main Menu as ay 2 Click Change Password from the Administration Submenu Confirm New Password 3 Enter the current password for the account in the Password field 4 Enter a password you would like to use in the New Password field hange 5 Re type the new password in the Confirm New Password field 6 Click the Change button iain button Note To exit the screen without saving any of the details click the Cancel button a You will receive a confirmation message indicating the password was changed successfully powered by IE me IC Screenshot displaying the Change Password Edit Form Tips e Passwords are case sensitive e Passwords can be any combination of letters numbers and or characters e You will be prompted to change your password every 90 days Rhode Island BHOLD User Manual 37 KIT Solutions 2011 RI BHOLD ai Manage Events Se Home Loa Off Use this area to add events to the Events Calendar which will be viewable from the Clients Utilize Data Administration Knowledge Base Support Home page Manage E
24. I BHOLD TE Uploading a File R a Home Loa Off 1 Click Utilize Data from the main menu Clients Utilize Data Administration Knowledge Base e Import Data 2 Click Import Data from the Utilize Data Submenu Home gt Utilize Data gt import Data gt newt Importbutton Import butt 3 To import a file that has already been saved on your computer perform the Ma PON following steps a Click the Browse button b Select the document you wish to import Click Open Browse button c The file path will now appear in the file field A ue conan RBHOLD Note For details regarding the necessary format of the file you will import see the i acot csamnicataS Data Import Manual located In Library module 08 06 2010 01 03 05 PM train100admin Gar Cancelled Eanes i i Data bd 4 Click Import to upload the file RI BHOLD 08 06 2010 12 44 37 PM train100admin Import Test Cancelled cauee 5 The uploaded document will appear in the grid below the file box pate Note Uploading the same file twice will not replace the previously loaded file 08 06 2010 12 40 55 PM Traint00Admin impor Test Cancelled Tips e Clicking on the column name e g tame will allow you to sort your records in ascending or descending order Rhode Island BHOLD User Manual 69 KIT Solutions 2011 Viewing Imported File Details 1 Click the et Details button to the left of the file you
25. PROGRAM PMNT CHG DATE AXIVENV ROUTE1 _ FTRTDATE V CONTRACTID COMHSA _ ROUTE2 ADMITDATE AXISH CODD ROUTE3 REFERSRC AXISL2 V COPREG FREQUSE1 COURTREFER AXISL3 COSMOK FREQUSE2 M ARREST AXISIH COHYPT FREQUSE3 SOCCON AXISIL2 COHEP AgeUse1 CITY V GAF COVIR AgeUse2 F z ponm cove Bagoas Show Fields button V RESARR Show Fiel Internet Protected Mode On f vy R10 v If the Admission History table is not displaying any changes make sure the fields that were changed are checked in the Show Admission Fields table You must also click the Show Fields button anytime a change is made to that table Rhode Island BHOLD User Manual KIT Solutions 2011 Client Discharge The Client Discharge module allows the user to add or modify client discharge information Adding a Client Discharge The Client Discharge module can be accessed in two 2 ways 1 Click Clients from the Main Menu 2 Click Client Search from the Clients submenu 3 Select the appropriate client by clicking on the Client Rec link 4 From the Client Information Edit Form click the Select button next to the program episode admission that needs discharged 5 Click the Add Discharge button located beneath the Discharge grid Or Click Clients from the Main Menu Click Client Search from the Clients submenu Click the plus sign next to the appropriate Client Rec The plus sign becomes a 5 minus sign and a list of
26. Rhode Island Behavioral Health S p a Data BHOLD Service USER MANUAL Version 1 1 May 2011 KIT Solutions Ph sae ie 4777 5700 Corporate Dr BHOLDsupport kit ae Suite 530 TABLE OF CONTENTS Me A TO 4 Tips TOP USING the Service EMG CUV GN oes cra icitad 5 Recommended COM UIT Se GS ciar lata cinaa 5 PAD DIG ATOM INAV Ei 6 O 6 Eso y Rage OPONE Oo tle ees arate il aan Nana Nac ol cn EE E E 8 HVS CUI tel OPC NRO 9 BMI ak OMIM incita E tosntuscevoncntdeseas tive oli ati oceano 13 Data Fields ANG BUONG rasa abia 15 Edt OME UNIONS it ala 17 PCNA QUT a RA 17 OG IrCC OU A eueeaetaah atten tues vena ataltenumens i eatanmaeemensl anata 19 S A o 20 A O ON 21 ACUAN rOULACCOUN Moment ene En o o a ct ee RE eee ee ee Renee eee ee eee 22 PP Ue o O A o cet ee nt Gees eve nace ence 23 A A ee nee 25 e E EEC UOC EE 25 AANT NOE a E E E E a E 25 ia e A A 29 Delega ota Member A A eee ee 30 MANI OI aia sia 31 VIEWING ANG Eating provider CLANS dina 31 VIEWING ANCHE CITING PIO Deal Siurana titanic 33 VIEWING ano Edna Program DelalS esas raise a deda 35 Change Pas Word oa 37 Manage EVENTS Ss 38 Addn O E anamanenceeenant 38 ENNO a Ea E a a a a E a E a a a 39 BEING AM WO MM race E acim nee ene eee ee laeece 40 Manage Messina str Gngeude Miasicatsa ohana ataaataseasoaeds Sendesetedvagauenoitnce cases uaedied Paatasateaeten oil doce 41 PACING MESS ad isaac ind 41 EGNING MESSAGE serrana a n 42 Deleting a Mess nadando ab
27. a 76 Mena done OIE Ss ae ette tdi 77 Methadone Scan sa 78 Rhode Island BHOLD User Manual 3 KIT Solutions 2011 INTRODUCTION The Rhode Island Behavioral Health On Line Database BHOLD is a service used to collect analyze and report behavioral healthcare data for both Mental Health and Substance Abuse Treatment The results of data collected are used for state and federal reporting purposes and to assist policy decisions for improved client care The Rhode Island BHOLD Implementation Training is provided to introduce the Rhode Island BHOLD Service to the Providers that will be doing the data entry into Rhode Island BHOLD The Training Workbook holds sample scenarios to be used during the Implementation Training to give the trainees an idea of the type of information that is entered into the Service The Training is done using a demonstration site called a Demo The Demo site is intended to be identical to the Live site however the Demo is not a secured site as the Live site will be meaning the data base does not encrypt the data entered DO NOT enter any real client information into the Demo site Rhode Island BHOLD User Manual 4 O KIT Solutions 2011 TIPS FOR USING THE SERVICE EFFECTIVELY Recommended Computer Settings Screen Resolutions You will get the best screen layout if you set your PC monitor settings to 1024 X 768 or larger If your screen resolution is smaller e g 800 x 600 pixels everything on the screen will appear l
28. a new Methadone episode or deleting an existing Methadone discharge you must request that the existing episode be Discharged or marked as Pending Discharge Provider Provider 2 Contact Email 002 admin abrethauer kitsolutions net kkeegan kitsolutions net abrethauer kitsolutions net kkeegan kitsolutions net Contact Type Data Entry Submission Manager Work Phone Fax 401 555 1212 412 366 7188 401 555 1212 412 366 7188 Sample screenshot displaying a pop up message for an existing Open Methadone Episode Head of Fiscal PID Data Contact Provider 2 Keegan Kevin 002 admin Provider 2 Provider 2 Program Contact Keegan Kevin e To setan Episode Admission to Pending Discharge click the checkbox entitle Pending Discharge from the Program Episode Admissions Edit Form You will then be required to enter the date of the last contact with the client in the Last Contact Dosage Date field Program Type NARCMAINT SA MM 4 Pending Discharge Last Contact Dosage Date Rhode Island BHOLD User Manual O KIT Solutions 2011 Methadone Search For those Providers that work with Methadone program types NARCMAINT the Methadone Search filter will be available The Methadone Search filter allows a Provider to know which Provider has a Methadone Program Episode entered and the status of that Episode Note If it is not available check your permission le
29. additional information on the Login Name b A Password will be assigned to the staff member The staff member should receive an email to activate the account See the Activating Your Account section for additional information Tips Login Information Login Name Screenshot displaying the Login Information on the Staff Edit Page e lf astaff member has a common name the Login Name may already be in use If this is the case add a number or use a middle initial in the Login Name For example MJones is being used by multiple users for this training To avoid receiving a message that the Login Name already exists add your initials to the end of the Login Name e g MJoneskIT KIT KIT Solutions 6 Enter the staff member s Contact Information a Enter the staff member s email address in the Email field Note This must be a valid email address to ensure the staff member can activate their account for login purposes b Enter the staff member s work telephone number in the Work Phone fields Note You do not need to use your mouse or tab key to move to the next field for the Work Phone fields c Enter the staff member s fax number in the Fax fields if desired This is an optional field Note You do not need to use your mouse or tab key to move to the next field for the Fax fields 7 Click the Save button from the left toolbar Note To exit the screen without saving any of the details click the Cancel button 8
30. arge episode Note To cancel the deletion click the Cancel button Edit 8 You will be returned to the Listing page and the record has been permanently removed Add or Modify Client Discharge Information Delete button Program RESIDENTLT View Client Episode Report Last Face to Face Contact Sample screenshot displaying the Client Discharge Edit Form Rhode Island BHOLD User Manual 64 KIT Solutions 2011 UTILIZE DATA Standard Reports The Reports section of RI BHOLD has several categories of reports available for use L a RILLRHO Slajala t i Mo k DS i m Home Log Off Opening a Report Clients Utilize Data Administration Knowledge Base Support 1 Click Utilize Data from the Main Menu cabinas Epa 2 Click Standard Reports from the Utilize Data Submenu a 3 Select the radio button to the left of the desired report type a Administration This section contains provider and contact information praia b Activity This section contains reports on activities ricas a View Activity Reports c Client This section contains reports on the Client Admission Episodes ene pS dell View Client Reports and Discharges 4 A list of reports will display Click the Ls Select button next to the report as you would like to view E eer Screenshot displaying the Client reports on the Standard Reports Landing Page Rhode Island BHOLD User Manual 65 KIT Solutions
31. arger But if you use 800 x 600 pixels you will have to scroll more both up and down and left and right to access all the data fields To change your PC monitor settings right click on the Desktop background and select Properties Next click on the Settings tab and move the Screen Resolution scroll bar to the right towards more to select 1024 X 768 resolution Click the OK button at the bottom of the window to make the change effective Web Browser The web browser supported by Rhode Island BHOLD Behavioral Health On Line Data service is Microsoft Internet Explorer IE Mozilla Firefox Safari and other browsers may not be fully supported by Rhode Island BHOLD They may function but not to design specifications We recommend that users have the latest version of IE installed on their computer along with the updates provided by Microsoft which are released periodically Pop Up Blockers Modern computer security technology and usability features development have led to pop up blocking Although this new feature of Internet browsers toolbars and other 3rd party managing software blocks hazardous and annoying pop ups sites like the Rhode Island BHOLD require pop ups to be able to function If your pop up blocker is enabled then there is a possibility that Rhode Island BHOLD may not function or appear properly You should either disable the pop up blocker while using the RI BHOLD while remembering to enable it if desired when not using the Rh
32. around a field denotes a required field Hi Calendar allows you to enter a date or select other data to fill in a field It does not matter the order in which the above fields are filled in but if a required field is not filled in and you try to save the form you will receive a message informing you what field is missing data and you will not be able to save the form until that field has data Tips e All the fields within a yellow box are required fields These must have a value entered before the record can be saved e You can type an identifying letter of an item in a dropdown list and the first selected item beginning with that letter will appear in the box Rhode Island BHOLD User Manual 15 KIT Solutions 2011 Calendar Dates can be entered in two different ways 1 typing the date directly into the field or 2 using the His Calendar icon The icon can be used as an alternative option to entering a date directly into a date field So 2 0 Click the H Calendar icon A calendar displaying the current month and year will display below the date field The calendar will change depending on the selections chosen from the two dropdown lists Select the appropriate month from the first dropdown Select the appropriate year from the second dropdown Select the date by clicking on a number within the calendar The calendar will close and the date will appear within the date field Rhode Island BHOLD User Manual
33. ary section is a repository of commonly requested documents and other general documents that Rhode Island BHOLD would like to make available Use the following instructions to view the Library section AJaJAfA Home Log Off Clients Utilize Data Administration Knowledge Base Support Library 1 Click Knowledge Base from the Main Menu A 2 Click Library from the Knowledge Base Submenu The Library Listing Page is defaulted to show all available documents To sort through the list select a category from the Choose Category dropdown list Browse the Name list for the document you would like to view Click on the link of the name of the document A new window will open displaying the document you selected To close the new window click the d X in the upper right hand corner Document name oo ee Sl sowered by KIT Solutions LLC Support Screenshot of the Library Listing Page Tips e lfyou have a pop up blocker on your computer hold the Control CTRL key down on your keyboard while selecting the document link A new window appear e Clicking on the field name in a Category field e g 1wa will allow you to sort through the documents by ascending or descending order Rhode Island BHOLD User Manual 73 KIT Solutions 2011 SUPPORT Web Site The RI BHOLD Support Site offers several features to assist you while using the Rhode Island BHOLD Service 1 Click Support from the Main Menu 2 Click Web Site fro
34. at in the Discharge Date PAPA field or select the date using the gt calendar pleito sa Discharge Enter the date of the last face to face contact with the Provider not just EA Add or Modify Client Discharge Information PID for the episode of treatment as a mm dd yyyy format in the Last Face to Face field or select the date using the gt calendar select the number of times the client attended a voluntary self help group 30 days prior to discharge from the Self Help Involvement dropdown list Select the reason for discharge from the Discharge Reason dropdown list Select the referral type from the Referral dropdown list Note If no referral is taking place select NA None from the dropdown list Enter the number of arrests the client had 30 days prior to the discharge Sample screenshot displaying the Discharge Information fields on the Client Discharge Edit Form in the of Arrests field Clients Utilize Data Administration Knowledge Base 6 Enter the Client Information at Discharge for the client a 7 Select the clients Substance Abuse at Discharge Substance Abuse at Discharge IIA a Select the substance of use from the Substance dropdown lists PrO O b Select the frequency of use from the Frequency of Use dropdown lists da Oo E ad 8 Click the Save button from the left toolbar Tertiary Cw Note To exit the screen without saving any of the details click the Cancel button A Select the type of res
35. at to generate the report as from the Select a Format dropdown list 10 Click the Export link located to the right of the Select a Format dropdown list 11 Amessage may appear asking you to Open or Save the report Click the Open button to open the report immediately Click the Save button if you would like to save it to your computer and open it later Note To close the report without exporting it click the Cancel button a The report will open in a new window 12 Click the print button or to print the report De a 13 Click the disk button 1 or 4 to save the report Sample screenshot displaying a Client report print preview screen 14 To close the document click the E X in the upper right corner Tips e f you have a pop up blocker on your computer hold the Control CTRL key down on your keyboard while selecting the __Stew Rerer_ Show Report button A new window will appear Rhode Island BHOLD User Manual 67 KIT Solutions 2011 Data Export The Data Export module allows you to export the Rhode Island BHOLD data in its raw form which will enable you to create customized evaluations based on the desired criteria 1 Click Utilize Data from the Main Menu NJ RI BHOLD Home Log Off 2 Click Data Export from the Utilize Data Submenu Utilize Data Administration Knowledge Base Support 3 Select the format you would like the report to open as from the Export
36. dmissions Edit Form Admission Date 53 KIT Solutions 2011 6 The details will appear in edit mode 7 Make any changes needed to the details 8 Click the Save button from the left toolbar Note To exit the screen without saving any of the details click the Cancel button Rhode Island BHOLD User Manual Clients Utilize Data Administration Knowledge Base Support Client Information Home Clients gt Client Search gt Client Information ds Save button ancel W Client Information SSN 1101 _ 58 1200 system generated SSN Client Rec l ae L P Pending Discharge Veteran Status NOSERVICE No Service e Highest Level of Education COMPLHS Completed High School A Sample screenshot displaying the Client Information Edit Form 54 KIT Solutions 2011 Clients Utilize Data Administration Knowledge Base Deleting a Program Episode Admission Client Information Home gt Clients gt Client Search gt Client Information Add or Modify Client Demographic Information The Program Episode Admission module can be accessed in two 2 ways 1 Click Clients from the Main Menu 2 Click Client Search from the Clients submenu 3 Select the appropriate client by clicking on the Client Rec link 4 From the Client Information Edit Form click the Select button next to the program episode admission that needs deleted Hide Page Info Clien
37. ducation dropdown list 5 Select the client s race from the Race dropdown lists 6 Click the Save button from the left toolbar Note To exit the screen without saving any of the details click the Cancel button a Once the Save button has been clicked you will be taken directly to the Program Episode Admission Edit Form See the Program Episode Admissions section for additional information Screenshot displaying the Client Information Edit Form Tips e The Social Security Number SSN Client Rec and Birth Date must be unique for each client entered within a Provider organization Rhode Island BHOLD User Manual 45 KIT Solutions 2011 Filter Clients The Filter Clients feature allows a user to locate the Clients that have been registered using the Client Information Form 8 RI BHOLD Home Log Off Clients Utilize Data Administration Knowledge Base There are twelve 12 ways to use the Filter Clients feature al dd 1 Search by Client Rec 2 Search by SSN 3 Search by Birth Date 4 Search by Gender 5 Search by PID Wu ate res See LS a 7 Search by Primary Payment Source yo El Pimayswbstawe O 8 Search by Grant Contract a e A E 9 Search by City 10 Search by Primary Substance 11 Search by Discharge Status o as ae 12 Search by Discharge Reason ee ee 1234 Female 10 31 1961 033 15 4200 You may search using any of the 12 filters or you may enter in all 12 of the filters if TE i A
38. e Messages from the Administration Submenu 3 Click the Add button from the left toolbar 4 Enter a name for the message to identify it by in the Message Title field 5 Enter a description of the message in the Message Body field 6 Enter the date the message is to first appear on the Home Page in the Start Date field as mm dd yyyy or select the date using the gt calendar 7 Enter the last day the message is to appear on the Home Page in the End Date field as mm dd yyyy or select the date using the calendar 8 Click the Save button from the left toolbar Note To exit the screen without saving any of the details click the Cancel button Rhode Island BHOLD User Manual JAJAJA Home Log Off x MAND iig t EF af la E Wil A i a i i ae e Clients Utilize Data Administration Knowledge Base Support Manage Messages Home gt Administration gt Manage Mez ages a Add button Advanced earch mt Dase O EndDae Welcome New Users Sample screenshot displaying the Manage Messages Listing Page Utilize Data Administration Knowledge Base Manage Messages Screenshot displaying the Manage Messages Edit Form O KIT Solutions 2011 Editing a Message 1 Click Administration from the Main Menu Click Manage Messages from the Administration Submenu Click the Select button next to the Message that needs edited Click the Edit button from the left toolbar o IY 5 The
39. e new window click on the X X in the upper right hand corner Events Calendar e To view the events calendar click on the amp plus sign next to the Events Calendar e The Calendar will expand e To view Event details for a particular day click on the calendar date e g 23 e Switch to the previous or next month by selecting the link located to the right or left of the month s name e To close the calendar click on the amp minus sign Note To add events to the calendar view the Manage Events module Rhode Island BHOLD User Manual 23 Clients Utilize Data Administration Knowledge Base Support Welcome to the Rhode and a ee Ales database RIBHOLD This site is used to collect analyze and report behavioral h allected are used for state and federal reporting purposes and to assist policy de Getting Started link Hide Page Info Welcome New Users 06 29 2009 Welcome to RI BHOLD Please be sure to attend one of training demonstrations that are provided Details can be found on the Events Calendar Screenshot displaying the Home Page ae ee A a E A A E O tne net ont RIBHOLD Implementation RIBHOLD Implementatiqn Training Provider Event Key E State W Screenshot displaying the Calendar of Events KIT Solutions 2011 Messages To view a Message description click on the amp plus sign next to the message title The amp plus sign will become a amp minus sig
40. earch filter Removes the currently selected filters Removes the information on a form O KIT Solutions 2011 Using the Text Resizer You can alter the size of the text on a form by using the Text Resizer ALAlAlAl Clicking on one of the Als changes the text size from smallest to largest Place the mouse pointer over one of the Als and left click to change the size Provides the smallest text size Provides the default text size Provides a medium text size Provides the largest text size 1 Click the lalala Text Resizer icon 2 Select the Text Size by selecting the 14 symbol that is the desired size Rhode Island BHOLD User Manual 18 KIT Solutions 2011 LOGIN PROCEDURE Connect to the Internet using an Internet Browser e g Internet Explorer Mozilla Firefox etc In the Address location box type in the following address and press Enter on your keyboard Live Site Training Site http kitservices3 kithost net RIBHOLD http kitservices3 kithost net RIBHOLD Demo 1 Type the login name provided by your acting administrator in the User ID field a i Server Maintenance 2 Type the password In the Password field Normal Maintenance on Sunday 7 19 2009 10PM to 44M 3 Click the Login button user YC EST Password Server Maintenance Normal Maintenance If you are currently logged in and wish to log out of the application click the EIA Log Off link in the upper right hand corner Forgot Password
41. ed Birth Date 40 34 4198 Gender Marital Status Veteran Status Highest Level of Education UNKNOWN Unknown UNKNOWN Unknown Add Episode button UNKNOWN Unknown Partial sample screenshot displaying the Client Information Edit Form KIT Solutions 2011 5 Enter the Admission Information for the client a Tips Select the primary location client of the client program admission treatment from the Location dropdown list Note If you are missing a PID in the Location dropdown list please contact the State Once the Location is selected the Program Type dropdown list will populate Select the program the client is being admitted to from the Program Type dropdown list Enter the date of the first face to face contact with the Provider not just PID for the current episode of treatment as a mm dd yyyy format in the First Face to Face Contact field or select the date using the calendar Note If a client is transferring to a new Program or a different PID within your Provider this should contain the client s original first treatment date at your Provider Enter the date of admission to the current program as a mm dd yyyy format in the Admission Date field or select the date using the tl calendar This may be an optional field if a mental health program was selected The Admission Date must be greater than or equal to the First Treatment Date select the source of referral to your Provider at the
42. emoved First Face to Face Contact 09 04 2009 fi Admission Date 09 04 2009 E Sample screenshot displaying the Program Episode Admissions Edit Form Rhode Island BHOLD User Manual 55 KIT Solutions 2011 Viewing Admission History The Program Episode Admission module can be accessed in two 2 ways 2 3 4 IS Click Clients from the Main Menu Click Client Search from the Clients submenu select the appropriate client by clicking on the Client Rec link From the Client Information Edit Form click the Select button next to the program episode admission that needs edited Click the View History button Or Click Clients from the Main Menu Click Client Search from the Clients submenu Click the plus sign next to the appropriate Client Rec The plus sign becomes a minus sign and a list of Program Episodes will display Click the appropriate Program Episode Admission link Click the View History button Rhode Island BHOLD User Manual 56 JAJA ja Home Log Off O oe OF Camo x aD Ye Efel lat 3 gt ES gt e yd E 1636 Administration Program Episode Admissions Home gt Clients gt Client Search gt Program Episode Admissions Clients Utilize Data Knowledge Base Add or Modify Client Admissions uu Hide Page Info Lo Save SSN 101 58 1900 Rec 100PS View Client Episode Report n Back Admiss
43. en your account was created by your acting Step 1 Enter your User ID administrator IT Manager User ID Password Recovery Screenshot of the Forgot Password screen Tips e lf you have not activated your account you will not be able to use the Forgot Password feature Rhode Island BHOLD User Manual 21 KIT Solutions 2011 Activating Your Account Your login information is created for you by your acting administrator IT Manager When you access Rhode Island BHOLD for the first time you will need to activate your account first 1 Once you have been informed by your acting administrator that an account was created for you check your email s Inbox You should receive an email with instructions for activation 2 Click the activation link within the email to activate your account 3 Enter your password into the Password text box It must contain the following a Minimum 8 characters in length b Must have 1 Upper Case Character c Must have 1 number d Cannot use login name as part of password 4 Confirm your password in the Confirm Password text box 5 Enter your password question into the Password Question text box 6 Enter your password answer into the Password Answer text box 7 Click the Ok button You will now be taken to the Login Page Note You will receive a confirmation email that your account has been activated Tips RI BHOLD Account Activation Inbox x RIBHOLDAdmin kitsolutions net to
44. ge episode that needs deleted Note A Program Admission Episode that has a discharge associated with it will have a D located to the right of it in the Episodes grid 5 From the Program Episode Admissions Form click the Select button Expand All Colapse Al next to the discharge episode that needs deleted a Train150 Provider Rec Gender BiriiDate SSN or 200MF Male 06 16 1975 061 67 5100 a 100PS Female 10 15 1981 101 56 1200 1 Click Clients from the Main Menu 05 30 2009 RESI 2 Click Client Search from the Clients submenu f i f a Discharge 08 30 2009 Completed Treatment no referral 3 Click the plus sign next to the appropriate Client Rec required 4 The plus sign becomes a minus sign and a list of Program Episodes Sample screenshot displaying the Clients Listing Page will display Click the plus sign next to the appropriate Program Episode Admission link 5 The plus sign becomes a minus sign and a list of Discharge Episodes will display Click the appropriate Discharge Episode link Rhode Island BHOLD User Manual 63 KIT Solutions 2011 RI BHOLD anon Home Log Off 6 Click the Delete button from the left toolbar Clients Utilize Data Administration Knowledge Base Support 7 You will receive a message asking if you are sure Click the OK Client Discharge Home gt Clients gt Client Search gt Client Discharge button to continue deleting the disch
45. gets edited The Single Form View is used elete when the data entered is updated periodically The Single Form View displays the fields on the Edit Form for additional details on the Edit Form see the Edit Forms section e The form can be edited at any time but you must click the button to update the data Sample screenshot displaying a Single Form View Listing Page Rhode Island BHOLD User Manual 12 KIT Solutions 2011 69 RI BHOLD dida Edit Forms are Home Loa Off Clients Utilize Data Administration Knowledge Base Support The Entry Edit Form contains the fields for entering and editing data The buttons for saving cancelling deleting printing and in some cases adding and editing are available See the Data Fields and Button section for additional details on the function of these buttons es Add and edit personal login and permission data for staff Home gt Administration gt Staff Edit e f you clicked the Add button to enter new information into a form the save Edit Form data fields will be blank Delete mn _ _ _ e When selecting the s t Select button to view existing data the Edit form data fields will display the data entered selected previously These fields may be modified if needed Jajaja Home Log Off Clients Utilize Data Administration Knowledge Base Support e f a required field does not have data entered into it a
46. he PID Detail page click the Select button to the right of any iii Program from the Programs grid 2 Click the Edit button from the left toolbar Access way 1 Sample screenshot displaying the PID Detail Edit Form Or Clients Utilize Data Administration Knowledge Base Manage Provider 1 Click Administration from the Main Menu Ai a AN 2 Click Manage Provider from the Administration Submenu Add and edit Location Contact and Service Information for Providers and PIDs 3 Click the Provider Name link 2 II ccc Hide Page Info 4 Click the PID Name link 5 Click the Program Name link A AN a Train149 Provider 6 Click the Edit button from the left toolbar aie m CAITS ae ProgramName Name CONTINCARE CSP DAYTXPHP DETOXFSM DETOXSTEP ERDIVERT Access way 2 Sample screenshot displaying the Manager Provider Listing Page Rhode Island BHOLD User Manual 35 KIT Solutions 2011 los E l mg DN wr S Home Log Off Clients Utilize Data Administration Knowledge Base Support dl back 1 Select a staff member to serve as the Program Contact from the Staff dropdown list Note The email work phone and fax will populate with information added from the Staff module 2 Click the Save button from the left toolbar Note To exit the screen without saving any of the details click the Cancel button Sample screenshot displaying the Program Detail Edit Form Rhode Island B
47. he name of your Home gt Administration gt Manage Provider gt Provider Detail organization in the Provider Name field ncel ff b Enter your organization s street address in the Address field Thisisan J save optional field mz C c Enter your organization s city in the City field This is an optional field Select the state your organization resides in from the State dropdown Provider ID Smerts 149 Training KI ist Lazo cdi on f The Status dropdown list is filled in for you You cannot change this field 6 Select a staff member to serve as the contact for each Contact Type from the Contact dropdown lists Note The email work phone and fax will populate with information added from the Staff module 7 Click the Save button from the left toolbar CRA Note To exit the screen without saving any of the details click the Cancel button e Enter your organization s 5 digit zip code in the Zip field This is an Adress Head of Fiscal IT Manager QvVOA Contact Sample screenshot displaying the Provider Detail Edit Page Rhode Island BHOLD User Manual 32 KIT Solutions 2011 Viewing and Editing PID Details The PID Info can be accessed in two 2 ways 1 From the Provider Detail page click the Select button from the PIDs grid 2 Click the Edit button from the left toolbar Or Click Administration from the Main Menu Click Manage Provider from the Administration Submen
48. ia 43 Rhode Island BHOLD User Manual 2 KIT Solutions 2011 A E RR OR RR 44 Glent IMM A S 44 A E 44 A A 46 o AA zz Un A a emcees 47 BEEE RO ET E a ett hace no e o E AE T E T TET 48 Prodam EDISOUS AMI ION ara 49 Adding a F rogram Episode AMINO 49 EANO a tol OC Mali ISOM SCI SSIOM aecdausessasacacassademactielecadeivesnesinctsleenmesuataaaralila deuvide daseuupaasaula vouniestadsaaute a S icinta 53 Delega Program EpISode AMI IN nina aE 55 VIEW AMI ISO essa ooo cid toto ic eer cere teres 56 ENEO CNA COOP AO 58 oo RO AAA A O 58 Eding ANA io A o o EE o A eee Tene eae ee een eee 61 Deleting a Chent DISCRAGE rescata 63 JUE Dal a o OI a dest ue ed ace idee Danse a dase nate nates 65 SALAS Sa 65 A A RE RRR RR en ee 65 Printing OF Saving Repons 0r WV INGOW OUMU rana rior dia 67 AS o o A e E an ao h ara nset tha cont mete A 68 o 0 ee ee ne ee a ee eee een eee 69 A ACHING TIE pete ca cate ect lb cad thet a aa oe atv we wo sel a ee wag eae Wa hott cena toute Dine ohne aaa 69 VIEWING IMPOREA AID ra todito 70 Changing limported Data File US e a Ro 71 IMOWIE CIC BAS lt PROP OPA O PERUO GEO a ia taaetecce a saesaaliotenstnadltetaoneamnnens 72 WED LINKS sail tao 72 PP A 73 O aar canteen sansa ob ac ionenstnceasn exicbesaaaiet sacs snscn eo bsareusvuce creda ai T N 74 NAS ac ie en not pT rk RIM RC CE CE ee Cn 74 CAN o ernest neo A A eE E ehcnieeee oiane 75 e E eo 76 Grant 7 ContracalD too TAR PrOVIderS aa
49. idence the client lives at from the Residential Arrangement dropdown list Select the client s employment status at the time of discharge from the Employment Status dropdown list Select the type of employment the client has at the time of discharge from the Employment Type dropdown list Enter the client s global assessment of functioning score at the time of discharge in the GAF field Note If the unknown checkbox is selected enter the number zero 0 Sample screenshot displaying the Substance Abuse at Discharge fields on the Client Discharge Edit Form Rhode Island BHOLD User Manual 59 KIT Solutions 2011 Tips e All required fields must be filled in before saving If a field does not apply to the client but it is required for saving select NA None from the dropdown list Rhode Island BHOLD User Manual 60 O KIT Solutions 2011 UJ NI Home Log Off Clients Utilize Data Administration Knowledge Base Program Episode Admissions Editing a Client Discharge Home gt Clients gt Client Search gt Program Episode Admissions Add or Modify Client Admissions The Client Discharge module can be accessed in two 2 ways 1 Click Clients from the Main Menu 2 Click Client Search from the Clients submenu 3 Select the appropriate client by clicking on the Client Rec link 4 From the Client Information Edit Form click the Select button next to the Sa
50. ion information dmission Information Discharge Location 150Train Train 100 KIT No Data Exists if E Program SOP M i Add Discharge md baw First Face to Face Contact 09 04 Hi View History button Admission Date 109 04 2 FERS SELF Self T NA NA REFERRAL SRC is not Court System TT Admission Referral Src Court Referral E of Arrests of Arrests in 30 days prior to current program admission Self Help Involvement 1 2Week 1 2 times in past week Self Help Involvement at Admission Sample screenshot displaying the Program Episode Admissions Edit Form KIT Solutions 2011 6 8 A new window will open displaying the admission history for the client The Admission History table will display all instances of changes made to the Program Episode Admissions page as well as who made the changes and when the changes were made The rest of the table is displayed based on the selected admission fields a To add or remove an admission field to the Admission History table check or uncheck the appropriate boxes in the Show Admission Fields table b Click the Show Fields button To view the Admission History table in Excel click the Download Excel button a A message may appear asking you to Open or Save the file Click the Open button to open the file immediately Click the Save button if you would like to save it to your computer and ope
51. ions for Various System Functions Hide Pace Info ve System Permissions Tony Loggins Apply Pre Defined Permissions Client Information No Permissi Program Episode Admissions No Perm Client Discharge O No Permi Methadone Search 5 No Permis Iss iss ion Read Only Full ion Read Only Full ion Read Only Full ion Full standard Reports o Permission Read Only Ad hoc Reports lo Perm Data Export Perm Fiscal Reporting o Perm Import Data lo Perm Administration iss ion O Read Only Full ission Full ission Read Only ission Full Staff No Permission Read Only Full Manage Provider O No Permissit Manage Events O No Permissio Manage Messages O No Permissi Manage Page Help No Permissit Manage Index Tables No Permissi O Read Only Full E Full E Full Knowledge Base Web Links O No Permission Read Only Library O No Permission Read Only Sample screenshot displaying the Permissions page When changing permissions the account must log out for the change in the permission level to take place Rhode Island BHOLD User Manual 27 O KIT Solutions 2011 Apply Pre Defined Permissions Usually staff is assigned a default permission level Only occasionally will a staff member need special rights Below are the default permission levels that are available in the Apply Pre Defined Permissions dropdown lis
52. lala A Home Log Off Clients Utilize Data Administration Knowledge Base Support Staff Registration The Staff module allows a user to add and edit personal login and permission data a Adi Add button for staff EFE Advanced Search o Lastilame tstName Login ame Status Adding a Staff Member CickAdministiation homie tam Menu Utility Temp Setup Train149 User 2 Click Staff from the Administration Submenu 3 Click the Add button from the left toolbar Screenshot displaying the Staff Listing Page 69 RI BHOLD NSS ea Home Loa Off 4 Enter the staff member s General Information Clients Utilize Data Administration Knowledge Base Support a Select the staff member s salutation from the Salutation dropdown list Staff This is an optional field Home gt Administration gt Stafi b Enter the staff member s last name in the Last Name field c Enter the staff member s first name in the First Name field Select the status of the staff member from the Status dropdown list Active the staff member is currently with your organization li Inactive the staff member is no longer with your organization Screenshot displaying the General Information on the Staff Edit Page Rhode Island BHOLD User Manual 25 KIT Solutions 2011 5 Enter the staff member s Login Information a The Login Name will be the login name used by the staff member This may be anything that you choose See the Tips section for
53. ld A ATA lei Payment Sr Second f Select the client s employment status from the Employment Status Payment Ste feria S dropdown list Grant Contract ID Note If more than one option applies select the one highest on the list that is a _ applicable e g if client is employed part time and a student check Employed Part Screenshot displaying the Current Client Information fields on the Program Episode Admissions Edit Form Time g Select the type of employment the client has from the Employment Type dropdown list h Select the client s primary payment source from the Payment Src Primary dropdown list i Select the client s secondary payment source from the Payment Src Secondary dropdown list j Select the client s third payment source from the Payment Src Tertiary dropdown list k Enter the Grant number or Contract ID number in the Grant Contract ID field This is an optional field See the Appendix section for additional details Rhode Island BHOLD User Manual 51 KIT Solutions 2011 7 Enter the client s Current Diagnoses amp Co Occurring Conditions a Enter the client s Axis diagnoses in the Primary Secondary and or Tertiary columns or select the diagnoses using the calendar Enter the client s global assessment of functioning score in the GAF field Note If the unknown checkbox is selected enter the number zero 0 8 Select the appropriate answer from the dro
54. licable sanctions Sir Rhode Island Service Announcements a Server Maintenance The Service Announcements that are located on the Login Page are there to notify Server Maintenance users that the Service is receiving any necessary server updates The Service may on Sunday 7119 2009 10PM to 4AM be down for a short period of time which means you will not be able to log into the lt a Service or save any data at that time Password Server antenance on Sunday 8 16 2009 10PM to 4AM EST Service Maintenance typically occurs once a month Server Maintenance Forgot Password Click Here Normal Maintenance on Sunday 9 13 2009 10PM to 4AM EST Server Maintenance Normal Maintenance Rhode Island BHOLD User Manual 20 KIT Solutions 2011 Server Maintenance Forgot Password Normal Maintenance i on Sunday 7119 2009 10PM to 44M If you are unable to log into Rhode Island BHOLD due to forgetting your UserID and User ID EST Password you can retrieve this information by clicking the Click Here link next to Password Server Maintenance Forgot Password on Sunday 8 16 2009 0PM to 4AM EST Server Maintenance Forgot Password Click Here Normal Maintenance on Sunday 9 13 2009 10PM to 44M Server Maintenance Normal Maintenance Enter your User ID and click the OK button You will receive a reply with your login information as long as the email address entered matches the email address provided in the Staff module wh
55. lient button from the Clients Listing page Expand All Collapse Al E Train150 Training 100 Provider Female 10 31 1981 033 15 4200 200MF Male 06 16 1975 061 67 5100 100PS Female 10 15 1981 101 56 1200 Male 01 01 1976 010 17 6100 Clients 1 to 4 of 4 Sample screenshot displaying the Client Search Page Rhode Island BHOLD User Manual 44 KIT Solutions 2011 Ala Home Log Off 4 Enter the Client Information a Enter the client s social security number in the SSN fields Note You do not need to use your mouse or tab key to move to the next field for the SSN fields Client Information i Home gt Clients gt Client Search gt Client Information i If you do not know the client s social security number or wish not to enter it select the L checkbox entitled Check here if the SSN is unknown b Enter the client s record number in the Client Rec field c Enter the client s date of birth as a mm dd yyyy format in the Birth Date Utilize Data Administration Knowledge Base Support pisode SSN CJ I El Check here if the SSN is unknown field or select the date using the gt calendar oracion Select the client s gender in the Gender dropdown list Select the client s marital status from the Marital Status dropdown list f Select the client s veteran status from the Veteran Status dropdown i g Select the client s education level from the Highest Level of E
56. ll change based Stee mr oe on the second search filter selected a ma INS O O TE Sample screenshot of the Advanced Search displaying the filter fields Rhode Island BHOLD User Manual 10 KIT Solutions 2011 Hierarchy View A Hierarchical View is used when there is a relationship between the data For example a client is admitted to a program All admission records that are entered are related to the client that the admission is associated with The need to link the relationship adds complexity to the process of adding and searching The hierarchical view was designed to simplify these tasks e When first viewing the Listing Page you will need to click the l plus sign to activate the hierarchy view The plus sign will become a minus sign and all the data will display below the link e The data located to the right of the plus sign is a link to view or edit the record Click on the desired link Rhode Island BHOLD User Manual Clients Home gt Clients Add Client Male 06 06 1964 111223333 123 Male 05 05 1960 123121234 07 14 2009 CATS PID3 Discharged 0716 2009 CAMS PID3 Open Screenshot displaying a Hierarchy View Listing Page 11 O KIT Solutions 2011 RI BHOLD ae A 1 Home Log Off Clients Utilize Data Administration Knowledge Base Support Program Detail Home gt Administration gt Manage Provider gt Program Detail Single Form View A Single Form View is one record that
57. m the Support Submenu 3 Anew window will open displaying the RI BHOLD Support Site e To submit a problem question or suggestion for improvement to KIT Solutions Customer Support team click the Contact Support link e To find this manual in on online version click the Manuals link The Manuals page will open displaying various documents pertinent to RI BHOLD Rhode Island BHOLD User Manual RIBHOLD gt Home Windows Internet Explorer http fsupport kitsolutions net support Default aspx alias support kitsolutions net support ribhold I BHOLD t Site Support Manuals Feedback Monday September 21 2009 Welcome to the RI BHOLD Support Site Please read below to see all of the features available to you on this site Contact Support To contact Customer Support for help using the Service or about a bug click on the Contact Support menu link a Manuals Click the Manuals menu link to view the online support documents e g Training Workbook for the RI BHOLD Copyright 2009 by KIT Solutions Terms Of Use Privacy Statement Intermet Screenshot of the RI BHOLD Support Site O KIT Solutions 2011 AJAJAJA Home Log Off Clients Utilize Data Administration Knowledge Base Support Web Site Chat Chat The Chat feature enables users to join an instant messenger to get immediate assistance from the Customer Support Department 1 Click Support from the Main Menu 2 Click Chat
58. me A new account at http demo kithost net RIBHOLD has been created for you Click the link below or copy and paste it into your browser s address bar to activate your account If you did not request that this account be created on your behalf contact KIT Support immediately http demo_kithost net RIBHOLD pActivate aspx lq 5b8e88bc 52a0 46 14 9d50 5250329Sfeb8 1eb4 1e21 f20a 4 1 b8 af4 9 9cf3dbd33248 This link will expire at 07 01 2009 04 49 34 PM To ensure delivery to your inbox please add the following do RIBHOLDAdmin kitsolutions net to your address book to h s_net If you are unable to add the c Activation link Sample screenshot of the Account Activation email Reply gt Forward Account Activation Password a Confirm Password Password Question E Password Answer Screenshot displaying the Account Activation page e The activation link is only available for 72 hours If you did not click the link in time see your IT Manager to reset your account Rhode Island BHOLD User Manual O KIT Solutions 2011 HOME The Home Page provides a provider with important messages and upcoming events Getting Started To view a guide through the initial steps of using the Rhode Island BHOLD application click on the Launch Getting Started Help link e Anew window will open displaying some basic information about the Rhode Island BHOLD application e To close th
59. ministration from the Main Menu 2 Click Manage Events from the Administration Submenu 3 Click the st Select button next to the Event that needs deleted 4 Click the Delete button from the left toolbar 5 You will receive a message asking if you are sure Click the OK button to continue deleting the event Note To cancel the deletion click the Cancel button 6 You will be returned to the Listing page and the record has been permanently removed Rhode Island BHOLD User Manual 40 Clients Jajaja Home Log Off Utilize Data Administration Knowledge Base Support Manage Events Home gt Administration gt Manage Events Clients Select button 10 22 2009 RI BHOLD Implementation Trainings Jajaja Home Log Off Utilize Data Administration Knowledge Base Support Manage Events Home gt Administration gt Manage Events Edit Delete button Te mplementation Trainings Event Description Implementation Trainings will be conducted to all Providers to introduce the new Rhode Island Behavioral Health On Line Database BHOLD Serice Event Dates 10 21 2009 10 22 2009 Partial sample screenshot displaying the Manage Events Edit Form KIT Solutions 2011 Manage Messages Use this area to share information with Providers The information will be viewable from the Home page under Messages Adding a Message 1 Click Administration from the Main Menu 2 Click Manag
60. mission e Several fields may appear as optional if a mental health program is selected as the Program Type e lfthe Program Type is Contact you must enter Unknown as the Marital Status Veteran Status and Highest Level of Education for the client unless this information is known otherwise Rhode Island BHOLD User Manual 50 O KIT Solutions 2011 6 Enter the Current Client Information a Select the city the client resides in from the City of Residence dropdown list b Once a city is selected the Zip Code dropdown list will populate Select the zip code the client resides in from the Zip Code dropdown list c Select the type of residence the client lives at from the Residential Arrangement dropdown list d Enter the number of family members the client has in the Family Size field i If the Family Size is unknown click the L checkbox entitled Click here if unknown Note If the unknown checkbox is selected the Family Size will appear as QQ Current Client Information City of Residence a e Zip Code o UM l e Enter the client s monthly income in the Monthly Household Income Residential Arrangement oo E y y A e field p Size i L Click here if Unknown l i If the Monthly Household Income is unknown click the 0 a ae l checkbox entitled Click here if unknown n i Note If the unknown checkbox is selected the Monthly Househo
61. mple screenshot displaying the Program Episode Admission Edit Form program episode admission that is associated with the discharge episode that needs edited Note A Program Admission Episode that has a discharge associated with it will have a D Expand All Collapse Al located to the right of it in the Episodes grid a Train150 Provider 5 From the Program Episode Admissions Form click the Select button 1 1 1 Ul ale Obi TSA Dt H101 next to the discharge episode that needs edited na a pa ad 6 Click the Edit button from the left toolbar or Discharge 08 30 2009 Completed Treatment no referral required 1 Click Clients from the Main Menu Sample screenshot displaying the Clients Listing Page 2 Click Client Search from the Clients submenu E 3 Click the plus sign next to the appropriate Client Rec RN AJA 4 The plus sign becomes a minus sign and a list of Program Episodes SIA Home Log Off will display Click the plus sign next to the appropriate Program Episode Admission link 5 The plus sign becomes a minus sign and a list of Discharge Episodes will display Click the appropriate Discharge Episode link 6 Click the Edit button from the left toolbar Clients Utilize Data Administration Knowledge Base Support Client Discharge Home gt Clients gt Client Search gt Client Discharge SSN 101 56 1200 Rec 100PS Program RESIDENTLT View Client Episode Re
62. n and the message details will be displayed To close the description click on the amp minus sign Note To add events to the calendar view the Manage Messages module Dashboard This area is currently Under Construction Rhode Island BHOLD User Manual Clients Utilize Data Administration Knowledge Base Support Home Home Welcome to the Rhode Island Behavioral Health On line database RIBHOLD This site is used to collect analyze and report behavioral healthcare data The results of data collected are used for state and federal reporting purposes and to assist policy decisions for improved client care Launch Getting Started Help This tool will guide you through some initial steps of using RI BHOLD of training demonstrations that are provide4Te be found on the Events Calendar Sample screenshot of the Home page displaying an open Message Clients Utilize Data Administration Knowledge Base Support Home Home Welcome to the Rhode Island Behavioral Health On line database RIBHOLD This site is used to collect analyze and report behavioral healthcare data The results of data collected are used for state and federal reporting purposes Launch Getting Started Help This tool will guide you through some initial steps of using RI BHOLD Welcome New Users 06 29 2009 Welcome to RI BHOLD Please be su of training demonstration be found on the Events 24 KIT Solutions 2011 ADMINISTRATION a
63. n it later Note To close the file without exporting it click the Cancel button To close the History Viewer window click the Close button or click the d X in the upper right corner Tips History Viewer Windows Internet Explorer nes le https kitservices3 kithost net RIBHOLD_Demo pHistoryViewer aspx hpo 194 amp hpc 83 amp hpe 66 4 ha SSN Rec 101 538 1200 100PS Admission History Hist History History History Track Changes 1D Entry Date Entry By Modify Date Edit By Fid Updated RESARR FAMSIZE MONTHINC EMPSTAT EMPTYPE PRIPMNT 245 10 16 2009 04 39 32 PM Train150_User 10 16 2009 04 39 32 PM Train150_User Yes PRIVATE 3 99999 UNEMPLOYED NA PERSONAL M The FIRST record represents the Admission Record If the History Entry and Modify dates differ the admission record was updated after its initial creation The LAST record represents the Current Record System and Track Changes fields are displayed by default Show Admission Fields Check All Uncheck All Download Excel button lt Download Excel Y History ID V FAMSIZE axivsoc cooses V History Entry Date Y MONTHINC AXIVEDUC copIAB V History Entry By V EMPSTAT AXIVOCC COASTH Y History Edit Date V EMPTYPE AXIVHOUS COCOPD V History Edit By V PRIPMNT AXIVECON SUBUSE1 Y Track Changes V SECPMNT AXIVHC SUBUSE2 PID V TERPMNT AXIVLEG SUBUSE3
64. nd you try to save the form you will receive a message that informs you of the field vacant of data and you will not be able to save that form until that field has data Some or all of the fields may be required in order to save the form Those fields that are required are bold and with an asterisk next to the field name Back Last Name First Name Rhode Island BHOLD User Manual 13 O KIT Solutions 2011 Computer Keys While entering information into an Edit form several keys are helpful for moving the cursor from one information box called a data field to another The table below summarizes those keys Key Description The Cursor The TAB key Hold down the SHIFT key and then press the TAB key The Control Ctrl key Use the MOUSE by pointing and clicking to move the cursor Rhode Island BHOLD User Manual Function Points to desired location Moves the cursor to the next data field Moves the cursor to the previous data field Enables blocked material to open due to pop up blocker Moves the cursor by pointing and clicking 14 O KIT Solutions 2011 Data Fields and Buttons In Rhode Island BHOLD there are several fields boxes and buttons that are used to collect and store data Type Preview Description Text Field aka Text Box fil in the blank Dropdown List aka Pull Down Menu Please Select E select one Radio Buttons Selected Not Selected Check Boxes Selected H Not Selected A yellow box
65. ode Island BHOLD or create exceptions for the pop up blocker Although enabling and disabling the pop up blocker may be cumbersome it may be easier than making exceptions to the pop up blocker To create exceptions for the pop up blocker open your internet browser window If using Internet Explorer click the top toolbar option Tools and then go to Internet Options After the Internet Options window is available you will want to click on the Privacy tab at the top of the window You will notice while on the Privacy tab at the bottom will be a section on Pop Up Blockers If your Block pop ups checkbox is checked click on the Settings button to allow for exceptions You can now add the Rhode Island BHOLD links to the Allowed Sites list which the pop up blocker will ignore when trying to block pop ups from the Rhode Island BHOLD You will want to add http kitservices3 kithost net RIBHOLD_Demo for the Implementation Training system Once these sites are added to your Allowed Sites list the pop up blocker should no longer prevent pages from loading and appearing while you are using the Rhode Island BHOLD Note These are instructions for Internet Explorer 6 0 and may be different for other Internet Explorer version Rhode Island BHOLD User Manual 5 KIT Solutions 2011 Application Navigating Navigating through Rhode Island BHOLD is set up in such a fashion that you use a Menu to access the various f
66. orm When editing selecting one 1 of the dates on the Listing Page will allow you to modify all of the dates selected for the Event alala A rr Home Log Off Editing an Event Clients Utilize Data Administration Knowledge Base Support 1 Click Administration from the Main Menu Manage Events Home gt Administration gt Manage Events 2 Click Manage Events from the Administration Submenu a 3 Click the Select button next to the Event that needs edited m Select bution 4 Click the Edit button from the left toolbar 3 ee 10 21 2009 RI BHOLD Implementation Trainings 10 22 2009 RI BHOLD Implementation Trainings er screenshot displaying the Manage Events Listing Page Clients Utilize Data Administration Knowledge Base Support Manage Events Home gt Administration Manage Events plementation Trainings Ber o Trainings will be conducted to all Providers to introduce the l new Rhode Island Behavioral Health On Line Database BHOLD Service 5 The details will appear in edit mode a 7 Click the Save button from the left toolbar ee i i ale 10 21 2009 Remove October vw 2009 e Note To exit the screen without saving any of the details click the Cancel button October m 2009 w ala lala Bala Sample screenshot displaying the Manage Events Edit Form Rhode Island BHOLD User Manual 39 KIT Solutions 2011 Deleting an Event 1 Click Ad
67. orms Selecting a Menu item provides a Submenu and a Landing Page displaying the various forms for data entry Some of these forms must be filled in before other forms It is recommended that you work from top to bottom on the Submenu list filling out all the information for that area before moving on to the next section Continuing in this manner will ensure that all of the sections of the application have enough information to function correctly If all of the different portions are not completed some modules will not work correctly Menu Information The Menu for Rhode Island BHOLD is located across the top of the screen Some Main Menu categories may be broken down into submenu categories to choose from The Main Menu categories list the main modules that are within the application When a Main Menu category is selected a list of submenu categories will be displayed on the Landing Page as links to access the modules For more information on Landing Pages see the Landing Page section 1 Main Menu Constant unchanging Available at all times 2 Landing Page Varies depending on which Main Menu category is selected Displays the Submenu Categories 3 Submenu Category Varies depending on which Main Menu category is selected 4 Listing Page Varies depending on which Submenu Category is selected ah 59 RI BHOLD dE Home Log Off Home Log Off 2 E i D 3 e i DESA h eink Clients Utilize Data Administration P May APS Support
68. p m n j f B St ff Administration Home Administration Manage Provider Clients Utilize Data Administration Knowledge Base Support Staff Home gt Administration gt Staff Change Password Manage Events 4 Listing Page Administration Manage Messages IRA E CI ve MI a eer MI CO CN Sample screenshot displaying a Listing Page 4 Staff Create or modify staff information that includes role permissions Change Passworc 3 Submenu Category Allows the logged on user to change his her password Screenshot displaying the Main Menu 1 a Landing Page 2 and a Submenu Category list 3 Manage Provider Manage Provider here Rhode Island BHOLD User Manual 6 KIT Solutions 2011 The top of the menu provides links a 578 Home page and to MEET Log Off of the Service It also has amp Al Change Font Size Bread Crumb Trail A Bread Crumb Trail is provided to indicate where you currently are in the system The links provided in the Bread Crumb Trail also allows you to move backwards in the system Rhode Island BHOLD User Manual Chanae Font Size lalala Home Log Off E 2 i i Administratic o A T Link to Home paqe Link to Log Off Clients Utilize Data Home gt Administration Staff Bread So Trail dit personal login and permission data for staff ICI CT MM 00 COM CA A set Keegan megan Ade 7 KIT Solutions 2011 69RI
69. pdown lists under Axis IV and Co Occurring Condition 9 Select the clients Current Substance Abuse a D Select the substance of use from the Substance dropdown lists Select the route of administration from the Route of Admin dropdown lists Select the frequency of use from the Frequency of Use dropdown lists Select the age the client was at first use from the Age of First Use dropdown list 10 Click the Save button from the left toolbar Note To exit the screen without saving any of the details click the Cancel button a Tips Once the Save button has been clicked you will be taken directly to the Client Discharge Edit Form See the Program Episode Admissions section for additional information Current Diagnoses amp Co Occurring Conditions Primary Secondary Tertiary Avis Diagnoses m o A iiis ES Axis Il Diagnoses E E E l o GAF Score i Screenshot displaying the Diagnoses fields on the Program Episode Admissions Edit Form AXIS IV Co Occurring Condition Problems with primary support group Co occurring Mental Health amp Substance Abuse L issues Problems related to social environment a Developmental Disability Education problems l Occupational problems Housing problems Economic problems l e
70. port i steps 1 5 Discharge Date Last Face to Face Contact 08 30 2009 Sample screenshot displaying the Client Discharge Edit Form Rhode Island BHOLD User Manual 61 KIT Solutions 2011 Tips e lf your Program Episode Admission is not showing up in the Episodes grid uncheck the checkbox entitled Open Only When the checkbox is checked the only records being displayed are Open episodes Clients Utilize Data Administration Knowledge Base Client Discharge Home gt Clients gt Client Search Client Discharge Home Log Off 7 The details will appear in edit mode 8 Make any changes needed to the details 9 Click the Save button from the left toolbar Note To exit the screen without saving any of the details click the Cancel button SSN 101 58 1200 Rec 100PS Program RESIDENTLT Delete et n soana re fo Sample screenshot displaying the Client Discharge Edit Form Rhode Island BHOLD User Manual 62 KIT Solutions 2011 Home Log Off Deleting a Client Discharge as RI BHOLD alallala The Client Discharge module can be accessed in two 2 ways EET RERET PEET 2 Click Client Search from the Clients submenu Eas a 3 Select the appropriate client by clicking on the Client Rec link E renzo FT 4 From the Client Information Edit Form click the Select button next to the Select button Ji program episode admission that is associated with the dischar
71. port Data Home gt Utilize Data gt Import Data Import Data from Bulk Upload AJAJAJA Home Loa Off Knowledge Base RI BHOLD Details 12 20 2010 12 41 55 PM Train100Admin Client Data txt RI BHOLD 08 06 2010 01 03 05 PM train100admin Client Data bd Cancelled Cancelled 2ncel RI BHOLD 08 06 2010 12 44 37 PM train100admin Import Test Cancelled Eznee File bd RI BHOLD 08 06 2010 12 40 55 PM Train100Admin Import Test 20 20 Cancelled File bd O KIT Solutions 2011 KNOWLEDGE BASE The Knowledge Base module is a warehouse of documents and web source information designed to provide pertinent data Web Links The Web Links section of Knowledge Base is useful for finding a wealth of prevention links The Web Links section can be utilized by following these steps e RI BHOLD lalala Home Log Off Clients Utilize Data Administration Knowledge Base Support Web Links Home gt Knowledge Base gt Web Links 1 Click Knowledge Base from the Main Menu a 2 Click Web Links from the Knowledge Base Submenu MEE hmmm Hide Page Info 3 Select a category from the Choose Category dropdown list Choose Category Organization y 4 Browse the Web Source list for the website you would like to visit _ Alcohol Research Group ARG has been engaged in epidemiological studies of alcohol and health services research i i ARG since 1959 Current research
72. sting page and the record has been permanently removed Add and edit personal login and permission data for staff _ _ P Delete button emesen Partial sample screenshot displaying the Staff Edit Form Rhode Island BHOLD User Manual 30 KIT Solutions 2011 Manage Provider The Manager Provider module allows the user to add and edit locations and contact and service information for providers and PIDs This information only needs to be updated on an as needed basis Viewing and Editing Provider Details 2 3 4 Click Administration from the Main Menu Click Manage Provider from the Administration Submenu Click the Provider Name link Click the Edit button from the left toolbar Rhode Island BHOLD User Manual RI BHOLD Fek e Home Log Off Clients Utilize Data Administration Knowledge Base Support Manage Provider Home gt Administration gt Manage Provider Add and edit Location Contact and Service Information for Providers and PIDs a Train149 Provide Provider Name link Add Provider 149 Training KIT Sample screenshot displaying the Manager Provider Listing Page 31 KIT Solutions 2011 E Pals A q i i k 7 i i AN 288 13 Re D O Aa Ml E Lo i E Ft eN at Home Log Off Utilize Data Administration Knowledge Base Support 5 Edit the Provider Info to include your organization s information Provider Detail a lf your Provider Name has changed enter t
73. t Provider Clients O O O O E Client Information YOR OE UO N FR F Utilize Data Standard Reports OR RR Fiscal Reporting YO ROO NON TEDS Data N N N N A AAA ANN AA F A AR AE NAAA Manage Messages Manage Page Help Administration Manage Index Tables Knowledge Base SSS SS SO SS Web Links AAA A M a Library Full is NA at provider level Legend None The user cannot access the function N R Read The user can only review the data Full The user can read add edit delete F NA Not Applicable Rhode Island BHOLD User Manual 28 KIT Solutions 2011 Editing a Staff Member gt o IV Click Administration from the Main Menu Click Staff from the Administration Submenu Click the L s e t Select button next to the Staff member that needs edited Click the Edit button from the left toolbar The details will appear in edit mode Make any changes needed to the details Click the Save button from the left toolbar Note To exit the screen without saving any of the details click the Cancel button Rhode Island BHOLD User Manual Jajaja Home Log Off RI BHOLD Clients Utilize Data Administration Knowledge Base Support Home gt Administration gt Staff Add and edit personal login and permission data for staff Select button a A E n o a Utility Temp Setup Trainid49_User Sample screenshot displaying the Staff Listing Page Clients
74. t Information pisodes x Open Only 58 1200 system generated SSN 09 04 2009 GOP Client Rec mes s Key Add Episode O Open e m P Pending Discharge Sample screenshot displaying the Client Information Edit Form m gle or 1 Click Clients from the Main Menu n i Expand All Collapse All 2 Click Client Search from the Clients submenu Train149 Provider 3 Click the plus sign next to the appropriate Client Rec Rec Gender BirthDate SSN 4 The plus sign becomes a minus sign and a list of Program Episodes ds A AA will display Click the appropriate Program Episode Admission link aes ea TEREN a Note If you have just clicked the Save button from the Program Episode Admission Edit cines Proqram Episode link _ Form skip these steps Sample screenshot displaying the Clients Listing Page Clients Utilize Data Administration Knowledge Base Support Program Episode Admissions 5 Click the Lletete_ Delete button from the left toolbar A e e 6 You will receive a message asking if you are sure Click the OK e a Mide Page into l OE SSN Delete button View Client Episode Report button to continue deleting the program episode admission a e mnrormato e Note To cancel the deletion click the Cancel button ction o ES 7 You will be returned to the Listing page and the record has been permanently Program add Discharge r
75. t toolbar Or Click Clients from the Main Menu Click Client Search from the Clients submenu Click the plus sign next to the appropriate Client Rec The plus sign becomes a minus sign and a list of Program Episodes will display Click the appropriate Program Episode Admission link Click the Edit button from the left toolbar 2 iY Note If you have just clicked the Save button from the Client Information Edit Form skip steps 1 4 Rhode Island BHOLD User Manual Clients Utilize Data Administration Knowledge Base Support Client Information Home gt Clients gt Client Search gt Client Information Episodes Open Only E osos cor o Key Add Episode O Open P Pending Discharge D Discharged ons Select button Female Colapse All a Train149 Provider Rect eender einDate SM E 100KJ Female 10 13 1961 101 586 1200 Expand All 05 30 2009 RESIDENTLT 149Train Open Program Episode link Sample screenshot displaying the Clients Listing Page Clients Utilize Data Administration Knowledge Base Support Program Episode Admissions Home gt Clients gt Client Sear 400 Or Vvinam N 01 58 4200 Rec 100PS 150Train Train 100 KIT View Client Episode Report Discharge No Data Exists Add Discharge Location Program E First Face to Face Contact poom a Sample screenshot displaying the Program Episode A
76. ting Page is available the service allows you to select previously entered data to edit or view its content No data is entered on the Listing Page There are three types of Listing Pages 1 Grid View 2 Hierarchy View 3 Single Form View oer RI BHOLD TT Home Log Off The Grid View displays the data in tables Specific pieces of data will be displayed l mE Utilize Data Administration Knowledge Base Support within the Grid based on the fields within the Edit form for additional details on the Edit Form see the Edit Forms section Staff Home gt Administration Staff e When first viewing a Listing Page all of the data is available for Searching for additional details see the Advanced Search section If no data has been entered yet a E A OI e e Click the Add button to add new data a RI II CI e Click the Select button to the left of the data you would like to edit view Sample screenshot displaying a Grid View Listing Page Tips e Clicking on the column name e g Elrst Name will allow you to sort your records in that column in ascending or descending order e The Page numbers e g 12345 beneath the grids allows to you move from page to page within the specific listing page There is a maximum of 8 items in a grid so once you exceed 8 the application automatically updates the grid to page 2 To get to a desired page click on the number and you will go to that specified page Rhode Island
77. u Click the Provider Name link Click the PID Name link Click the Edit button from the left toolbar te SY A Rhode Island BHOLD User Manual Clients Utilize Data Administration Knowledge Base Provider Detail Home gt Administration gt Manage Provider gt Provider Detail Provider Detail Train149 Provider poseo oe button e p M e Access way 1 Sample screenshot displaying the Provider Detail Edit Form Clients Utilize Data Administration Knowledge Base Manage Provider Home gt Administration gt Manage Provider Add and edit Location Contact and Service Information for Providers and PIDs Expand All Collapse All a Train149 ame PIDName 149 Training Ki PID PIDName Access way 2 Sample screenshot displaying the Manager Provider Listing Page 33 KIT Solutions 2011 Clients Utilize Data Administration Knowledge Base plo a 1 Edit the PID Info to include your Provider Identification information Hide Page Info a If your PID Name has changed enter the name of your PID in the PID _ Name field Delete Provider Train150 Provider b Enter your PID s street address in the Address field This is an optional ima Liah field T c Enter your PID s city in the City field This is an optional field Select the state your PID resides in from the State dropdown list Enter your PID s 5 digit zip code in the Zip field This is an optional field
78. vels from the Staff module see the Staff Permissions section for information on modifying permission levels 1 Enter the client s social security number in the SSN fields Note You do not need to use your mouse or tab key to move to the next field for the SSN fields 2 Enter the client s date of birth as a mm dd yyyy format in the Birth Date field or select the date using the gt calendar 3 Select the client s gender from the Gender dropdown list 4 Click the Search button b Click the Reset button to reset the Methadone Search form e Result 1 indicates that an Episode exists for the exact information entered in the Search filters e Result 2 indicates that an Episode exists if the social security number is different but the Birth Date and Gender match an existing Episode Rhode Island BHOLD User Manual Clients Utilize Data Administration Knowledge Base Methadone Search Home gt Clients gt Methadone Search svt a No Data Exists Sample screenshot displaying the Methadone Search fields and the results 78 KIT Solutions 2011
79. vents Home gt Administration gt Manage Events Adding an Event 1 Click Administration from the Main Menu 2 Click Manage Events from the Administration Submenu 3 Click the Add button from the left toolbar Clients Utilize Data Administration Knowledge Base 4 Enter a name for the event to identify it by in the Event Title field 5 Enter a description of the event in the Event Description field 6 Ifthe event has a website associated with it enter the website address in the Event URL field This is an optional field 7 Select the dates the event will take place using the Event Dates calendar You may select multiple dates a Select the month the event will take place from the first dropdown list This is defaulted to the current month b Select the year the event will take place from the second dropdown list This is defaulted to the current year Remove button c Select the days the event will take place using the calendar i To remove a selected date click the Remove button to the right of the date 8 Click the Save button from the left toolbar eee Note To exit the screen without saving any of the details click the Cancel button AE Screenshot displaying the Manage Events Edit Form Rhode Island BHOLD User Manual 38 KIT Solutions 2011 Tips e f you selected multiple dates for one 1 event a record will appear on the Listing Page for each date selected on the Events Edit f
80. wish to view 2 Anew window appears displaying the Import Details 3 Click the Download Errors button to view any errors or warnings 4 A window will appear asking you to Open or Save a text file Click the Open button to open the file immediately Click the Save button if you would like to save it to your computer and open it later To go back to the previous screen click the Cancel button a The file will open as a txt document displaying any errors b To save or print the document click File then choose Save As or Print from the menu c Toclose the document click the d X in the upper right corner 5 To close the Imported File Details window click the td X in the upper right corner or click the Close button at the bottom of the screen Rhode Island BHOLD User Manual SLANE tay p e de eo CUADO YA E at C a i gt i Ra pay A E Ds A Clients BHOLD Utilize Data Administration Import Data Home gt Utilize Data gt Import Data Import Data from Bulk Upload Knowledge Base AJAJAJA Home Log Off Import ID 12 20 2010 12 41 55 PM Train100Admin Client ie tenidas Dora mal Cancelled RI BHOLD 08 06 2010 12 44 37 PM train100admin Import Test Cancelled File bd 20 Cancel 08 06 2010 12 40 55 PM Upload By Upload Date Time File Name Total Rows File Size Phase 1 Valid Rows Phase 1 Invalid Rows

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