ECCAR Guide 2014 - Behavioral Healthcare
Contents
1. i Y l f Y t al Ae Sat LO A w y o Mas yo h gt A a i A 1 Cc m a fa a OC Fo e A y wwe ws A y y T l A o 4 E Electronic Colorado Client Assessment Record E CCAR 2014 User Manual New Changes in 2014 e Changes made to the CCAR include e The Colorado Division of Behavioral Health has recently updated the Colorado Client Assessment Record CCAR and released the new format NOTE The state will no longer accept files in the old format Providers are expected to complete the CCAR using either the BHI E CCAR or the state CCAR Application Portals We will no longer accept faxed copies and enter the data for you The State CCAR Portal is available via the following link https ccar cdhs state co us CCARDashboard aspx The Behavioral Healthcare Inc BHI E CCAR Application link is available on the BHI website Instructions for accessing the link obtaining the required log in and password and navigating the site and form will follow in this presentation Hispanic Ethnicity New options in drop down box Individual Race Declined option Primary Role Place of Residence and Legal Status New options in drop down boxes Date of First Contact Date of First Appointment Offered Pregnant No Yes Sexual Orientation Options in drop down box Reason for Discharge New options in drop down box Veteran A2. Submit Final Po ll Uldank you ror using tis y Y y E gt Ad d he Y j k T T o l T estions concerns or problem solving please contact Jeff George Director of Technology Services Behavioral Healthcare Inc 155 Inverness Drive West Suite 201 Englewood CO 80112 720 490 4425 Direct 720 490 4400 Main Office
3. Military Status Tobacco Status whatsnew regis howto hepdek pota Behavioral Healthcare Inc New Client View CCAR Manual Hide Descriptions Os Qs Next Steps e Click Home or Search to As htps pralbhincorg CCAR ECCARRecor A V BOX fe E BH Portal 17 Fle Edt View w Favontes Tools Help OQYEOGH midia gt begin a CCAR for ooo another member CCARO7 Record Initial Record dido Client John Doe A111111 Provider Test Provider e If you are finished entering for now click Logout at the top left of the screen This will close your session Transfer Client Convert to Evel Administrative Discharge Delete CCAR Overall Level of Functioning 01 02 03 04 Os Os 07 Overall Level of Functioning Extent to which a person is able to carry out activities of daily living despite the presence of mental health symptoms 1 Functioning well in most activities of daily living 3 Adequate functioning in activities of daily living Limited functioning in activities of daily living 5 Limited 7 Impaired functioning that interferes with most activities of daily living 9 Significantly impaired functioning may be life threatening First Contact Date Date of First Appointment Offered Pregnant 0 No 0 Yes Reason for Discharge Veteran Active Military Status Tobacco Status Ono Ores School Attendance Trauma History to O yes Ono Ovas 0 Unable to assess Reset Outcome Form
4. la ER File Edit T EX Comet y Ret View Favontes Took Help ODA El Raven CCARD PCCARO Links Home Chent Search CCAROT Record BHI Links CCARO Record Intial Record dido Client John Doe A111111 Provider Test Provider Transfer Client Convert to Evel Administrative D Overall Level of Functioning 01 02 Overall Level of Functioning Extent to which a person is able to carry out activities of daily living despite the presence of mental health symptoms 1 Functioning well in most activities of daily living 3 Adequate functioning in activities of daily living 5 Limited functioning in activities of daily living 7 Impaired functioning that interferes with most activities of daily living 9 Significantly impaired functioning may be life threatening Oro Ovos School Attendance Ono D yes Reset Outcome Form Submit Final OH mB Pmt BOWS AG gt 66000 whatsnew regoris howto hebde pota Behavioral Healthcare Inc New Client scharge Delete CCAR View OCAR Manual 03 Os Os 06 07 Date of First Appointment Offered Pregnant 0 No 0 Yes Veteran Active Military Status Tobacco Status Trauma History 0 Ko 0 Yes 0 Unable to assess e You may save a CCAR In Progress at any time by clicking the Blue Disc at the top of the screen To return search your caseload by In Progress Status find the member and click Load Client e To Save and Sub
5. Victimization now or ever F sexual Abuse Flnone O D O ma 1 n S C al e S IN hs potalbtinc or CCAR ECCARRecor O BCX ER Fle Edit View Favontes Tools Help EX Comet y Edet Instructions for 6 Aveon sons completing this section Di CCARO7 Record Initial Record 000 Behavioral Healthcare Inc a portal and Descriptions foreach f Chent Search Transfer Client Convert to Eva Administrative Discharge Delete OCAR CCAROT Record e e BHI Links Domain Scales O a l a a T p T O V 1 Fill in the number between 1 and 9 that represents current clinical concern within last 3 weeks or issues that are still of concern to consumer and or clinician in each domain Specific definitions are Email provided for numbers 1 3 5 7 and 9 The even numbers may be used to describe functioning between the descriptions provided Select the circle above the number selected as reflecting the individual s rating If the category is not applicable or Don t Know the number 1 should be marked All domains are compared to age gender and culturally appropriate expectations in the at large population bhicares org to assist you You may Hide ss Physical Health Extent to which a person s physical health or condition is a source of concem 1 No physical problems that interfere with daily living 3 Presence of occasional or mild physical problems that may interfere with daily l
6. ctive Military Status No Yes Tobacco Status Options in drop down box Criminal Justice Involvement Options in drop down box School Attendance Yes or No Trauma History Yes No Unable to Assess How to access the E CCAR e Please fill out the eCCAR account registration form on our webpage located at www bhicares org for ODEON BL Pg pisah roviders NOQA BRO sia esto well a health plan manages all parts of ris Ee ie ape rs es e Jeff George the Director of ai ns ep red pp ee Technology Services at BHI will ane set up each user with an User ID di n am oen aiik and password please note that bo each user will require their own A User ID and that the account ie e Rito password will expire every 90 ne ays oe e Upon receiving your User ID a information please visit the BHI website at www bhicares org e Click onthe CCARA pianos link at the bottom of the home How to access the E CCAR continued e A log in prompt box will appear enter the User ID and password assigned e The BHI E CCAR Portal will open to the Home screen see sample e To change your password at any time click the green Portal Button A Change Password link will appear in the field to the left No Elm Eilet CARDS H vtta EE o E COBRAR BL PnABEgAs gt val Administrative Discharga Delate CCAR ases please use the Filter Case Load or Show All links Navigating the E CCAR Por
7. irth The DOB is entered as MM DD YYYY You must enter the mark e If no match is found go to New Client enter all information and click Add Client you will be taken to the E CCAR entry form e Note If you do not have the SSN you may enter 000 00 9999 If a match is found a grid with a blue pencil and the matching information will appear Confirm this is truly the correct individual If yes click the blue pencil to select if no go to New Client Ifyou click the pencil and get a message Client XXX does not exist CCARo7 for Behavioral Healthcare Inc Would you like to add XXX to CCARo7 for Behavioral Healthcare Inc there are no CCARs currently entered in the system Click OK to proceed You will be taken to the entry form to enter an Admission or Evaluation Only CCAR If there are previous CCARs entered in the system you will be taken to the E CCAR entry form to enter an Update Transfer or Discharge CCAR Entering a CCAR e Helpful Hints The CCAR is broken down into 2 sections the Administrative Section and the Outcomes Section Administrative Section This contains identifying information type of CCAR effective date and a brief history Note All items marked with a red asterisk are required fields The small box with the magnifying glass is a search tool click it to search referral codes and diagnosis codes Outcomes Section This section measures current and historical cli
8. iving O 5 Frequent or chronic physical health problems O T OW t C St Tu ct O S 7 Incapacitated due to medical physical health and likely to require inpatient or residential health care 9 Presence of critical medical condition requiring immediate inpatient or residential health care treatment Self Care Basic Needs e e and Descriptions by OF RE 1 Able to care for self and provide for own needs 3 Occasional assistance required in caring for self and obtaining basic needs e gt a 5 High levels of assistance needed in caring for self and obtaining basic needs 7 Unable to care for self and obtain basic needs in safe and sanitary manner 9 Gravely disabled and in extreme need of complete supportive care Legal 0 02 03 04 Legal Extent to which a person is involved in the criminal justice system Oo New Client View CCAR Manual a e At the completion of the Outcomes Section of the CCAR several new data fields have been added e First Contact Date e Date of First Appointment Offered e Pregnant No Yes e Sexual Orientation click arrow for drop box options e Reasons for Discharge click arrow for options options have changed e Veteran Active Military Status No Yes e Tobacco Status click arrow for options e Criminal Justice Involvement click arrow for options e School Attendance No Yes e Trauma History No Yes Unable to Assess 15 FRETE TT 8 Ox
9. mit a completed CCAR click Submit Final at the bottom of the Outcomes Section You will get a pop up notice indicating a successful submission If unsuccessful it will give a reason Please call Christina if assistance is needed e Be careful to not accidentally click the Reset Outcome Form link as this will reset any unsaved items in the Outcomes Section CCARO Home Cient Search CCAROT Record View Favontes Tools Help ON FREE NE E ET File Edi 0 AVRADO mb A OWA e CCARO Record Initial Record dido Client John Doe A111111 Provider Test Provider Transfer Client Cony Overall Level of Functioning A A Ui Overall Level of Functioning Extent to which a person is able to carry out activities of daily living despite the presence of mental health symptoms ert to Evel Administrative Discharge Delete CCAR 02 03 Os Os Ds 07 1 Functioning well in most activities of daily living Adequate functioning in activities of daily living 5 Limited functioning in activities of daily living 7 Impaired functioning that interferes with most activities of daily living 9 Significantly impaired functioning may be life threatening First Contact Date Reason for Discharge School Attendance Ono Ovas Reset Outcome Form Submit Final Date of First Appointment Offered Pregnant 0 No 0 Yes Ono Ovas Trauma History 0 Ko 0 Yes 0 Unable to assess o Veteran Active
10. nical concerns to aid in measuring client progress throughout treatment all fields are required to be answered Instructions are provided for reference There is an option to hide the instructions if desired In the Outcomes Section some items allow for multiple answers Clicking None will remove any other items previously selected Note Some items will be greyed out or unavailable depending on type of CCAR being entered or how a question is answered Example School Age If you indicated the member is not of school age the school history question will remain greyed out as is does not apply Please note that the CCAR cannot be submitted if information is missing The system will notify you of missing information when you click Save or Submit Final Entering a CCAR Administrative Section e When entering a CCAR some items will be auto opulated with the pa BY hos potalbhincorg CCANECCARRecor D BCX member s information e Action type If no prior CCARs exist PUEGB __mB do Pra gesad Admission and Evaluation Only are eta 00000 listed If prior CCARs exist Update GR ZL Transfer and Discharge are listed oe o e Admission Commitment Date This is meras fi pe e the effective date entered as e fa MM DD YYYY You must enter the l l Medicaid Fee for Senice Medicaid Capitated edicare DI set pay ma rk Pl insurance amp Third Party Fi State Other Federa Dio Flow e Number Suppo
11. rted by Income This te site peter pe Ss must always be a one 1 or greater mem emma nt e Staff ID This will auto populate pe ere based on your log in information ans When you have completed the E a ay Administrative Section you will see E Show Outcome Section click on this i to bring up the Outcome Section Entering a CCAR Outcomes Section e Reminder e School Age Under Six the second portion of these questions remains greyed out unless you selected Yes e The questions in this section allow for multiple answers If you click None any previously selected items will be unselected X CCARD PCCART Links Home n Dos A111111 Cieni Search Transfer Client Convert t CCARST Record The eCCAR O section of the form is optional for non medicaid cients If you begin to fill out the eCCAR O section all fields will be validated and will become required If you begin to fill out the el saction and change your mind simply click the Reset Ou E Is Individual School Age lt No O ves Complete Box if of School Age In the last 12 months has the child Expelled from School Suspended from School Is the Child less than Six Years Old 9 No D yes Complete Box if Less than Six Years Old Is the child at a developmentally appropriate level Check all Talking Commanication Physical Motor Movements Hearing Seeing Playing amp Interaction Self Help Skills History Current
12. tal e You will only see the caseload for you or your agency e You may view your caseload in its entirety or by most recent entries e The caseload may be further sorted by Status In Progress Submitted Rejected Unauthorized or Transferred Status Definitions In Progress A saved CCAR that has not yet been completed and submitted Submitted A completed and successfully accepted CCAR Rejected A submitted CCAR not accepted due to an error please contact Jeff George for assistance Unauthorized A CCAR not recognized by the system as a current member again please contact Mr George for assistance Transferred A CCAR in which the member has been transferred to another provider The Status of the CCAR will appear at the top of the page of an open CCAR form and when searching by caseload Navigating the E CCAR portal continued e Icons Located at the top left under the Home heading Blue Disc Save Paper amp Magnifying Glass Search see also Client Search under the Links section to the left Printer Quick Print New Client top right click the link to add a new member not already in the system AJO bts po bing CCA Dela Pr MBOX Sort poca E File Edt View Favorites Tools Help bis yy Arne ot of A G Searching for and adding new clients e To Search you may select the Search icon or click Client Search e You may search by Name Medicaid Number SSN or Date of B
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