Home

Insyst MHS Mini Manual - Alameda County Behavioral Health

1. Program Caseload 25 Dec 1992 Page 1 Report PSP121 Day Treatment 99433 Cases active as of 25 Dec 1992 A Client Opening G Primary Primary Account Client Name lumoer Date E Diaonosis Staff Physician Status SH A CLIE 90200122 7 24 92 21 295 92 ANDERSON LER 748828 PHILLIP B CLIENT 90200192 12 01 86 21 296 70 ARGOUNT ERTSON 752885 ES C CLIENT 90000015 7 01 92 26 295 40 ARGOUNT ERTSON 756104 MICHAEL D CLIENT 90000001 9 01 92 31 295 35 ANDERSON ER 1029321 MAXINE CLIENT 95700048 9 11 92 28 295 92 ANDERSON IER 1033654 CLIENT 90000045 9 01 92 22 295 40 ANDERSON STAFF 1038133 EITE CLIENT 91900031 9 01 86 38 295 90 ARGOUNT ERTSON 1010425 ANDREW CLIENT 90000070 9 24 92 55 296 60 ANDE IER 756612 MIKE CLIENT 02390198 7 10 92 22 302 20 ARGOUNT STAFF 0 JOSEPH CLIENT 00390027 4 10 86 57 295 92 ARGOUNT IER 320539 IESIER CLIENT 00290094 9 01 92 3l V71 09 ANDERSON ERTSON 0 ES CLIENT 00390044 2 03 86 28 309 00 ARGOUNT IER 1041720 JENNIFER CLIE 00190684 11 09 92 22 V71 09 ANDERSON ERTSON 0 ERLEY CLIE 01890045 10 23 85 43 309 00 ARGOUNT ER 279031 JULIE CLIENT 05490041 9 15 92 18 296 30 ANDERSO ER 1022032 SAMUEL CLIENT 00290089 6 01 92 42 V71 09 ARGOUNT IER 545379 CLIENT 50090051 9 15 92 22 295 33 ANDERSON STAFF 278568 ESTHER CLIENT 02190047 7 01 86 52 296 34 ARGOUNT TS
2. Caseload for AGUILAR 89027 ADELIA Cases active as of 3 Jan 1993 Client Name RHONDA BARTLETT 00 PAULINE BERGGREN 00 Also Qpen At VLD Also Open At VID ADT INA BOEDING 00 QUISE BORDE 00 Also Open At VID ELLA LEY 00 THOMAS BUTTERFIELD 00 Also Open At VID CHRIS CARADCHECK 00 Also Qpen At VLD MARY COX 00 FRANK EDDINGION 00 CARY FWE 00 Also Open At WSOP JENNIFER II 00 MARY HARDESTY 00 Also Open At VID Also Open At VID ADI RIS HARRIS 00 Also Open At SUPPORT Also Open At VID JESUS HERRERA 00 KIMBERLY HILLEY 00 DA HUMPHRIES 00 Client Number Opening Date 0987605 9876284 0987787 0988871 0656648 0656614 6566642 0656689 0656566 7878003 0788534 8775670 0788895 8788254 8788083 0878833 Primary Staff Active Caseload 2 08 85 5 21 92 5 20 92 6 04 92 8 18 92 5 07 91 12 07 92 10 06 92 7 02 92 11 01 92 10 01 90 1 03 91 9 05 90 8 11 92 3 06 90 3 18 92 2 04 92 12 06 90 12 06 90 1 28 91 8 31 90 11 02 90 6 05 90 9 08 92 6 29 92 3 01 89 6 21 91 10 13 92 53 25 47 45 25 23 32 30 25 42
3. Figure 4 5 Episode Maintenance Selection Screen 3 Enter search criteria in the fields at the top of the screen e Client Number You must enter a Client Number e Reporting Unit Optionally you can enter a Reporting Unit number to display only the client s episodes in that program e Opening Date Optionally you can enter a date to display only episodes that were open at that time Enter just a month and year to get a list of episodes with opening dates in that month 4 Press Return and the screen lists all Episodes that match the search criteria with the most recent Episodes first 5 To select episodes on the list for maintenance move the cursor through the list as described in the section on Moving Through Lists in Chapter 1 Next to the records you want to maintain enter L lookup D delete or U update as shown in Figure 4 6 Episode Maintenance Selection Client Number 153281 PAUL PASTEL Reporting Unit Optional Opening Date PER Optional Opening Reporting Unit Date ate Clinician Physician UW HCPC 21861 28 Apr 93 L OCI HCPI 22651 28 Apr 93 24 Apr 93 SMITH MOBILE CRISIS 22531 19 Apr 93 CUNINGS D HCPC 21861 16 Mar 93 22 Mar 93 STAFF PSP OPT 27271 18 Mar 93 85 May 93 LAMBERSON OCI HCPI 22651 16 Mar 93 18 Mar 93 UILLERE Confidential Information USER SHITH D Figure 4 6 Episode Maintenance Selection Screen with Episodes Listed 39 InSyst 6 0 User Manual by T
4. N After you have entered the last procedure code enter Y at the Form OK prompt to save your entries Dai ly Service Entry FSF DAY Service Date B3 18787 HU 999987 Client Number Client Mame Opening Date Procedure Duration OK SHABAAABSS CAUFIELD HOLDEN 88 Mar 87 SHBAABASY FREUD ANNA A8 Mar 27 BAAABBBYIE GLASS BOO BOO PENDING gt 18 Mar 87 SBAAAAAAJA GLASS BUDDY A1 Mar 27 SHB RBBB S GLASS FRANCES PENDING 682 Mar 87 564466431 GLASS WAKER Bz Har 87 Topp GLASS WALT A5 Mar 27 SB RBB ST GORDON FLASH 61 Mar 87 56446644 GRUMPY WILLIAM 62 Mar 87 506606816 HENDERSON EUGENE A1 Mar 27 E y E M M Form Ok 7H Confidential Information User SMITH Please enter services for first 25 clients More clients may exist Figure 5 4 Daily Service Entry Screen with Time 49 InSyst 6 0 User Manual Multiple Service Entry The Multiple Service Entry Screen makes it easy to enter repetitive data for example to enter a number of services for one client or one staff person or to enter all of one type of service for a day It lets you create user defined defaults that enter the repetitive data automatically To do multiple service entry 1 Choose SERVICES from the Main Menu 2 Choose MULTIPLE from the Service Maintenance Menu to display the Multiple Service Entry screen Figure 5 10 This screen resembles the Single Service Entry screen Multiple Serui ce Entry Ti
5. HEBA Employment Status Entru 1 Legal Consent Legal Exit HbmBBHB Employment Status Exit Reason For Discharge Source of Income 1 Referrals Fi Research Item Type of Emploument B Patient Location Effective F Continue Confidential Information USER SMITH AI i YM Figure 4 11 Function Key Map of Episode Maintenance Functions This map corresponds to function keys F6 F14 on a Digital Equipment Corporation terminal It means that you can press F6 to print a Client Face If you are not using a DEC terminal you may have to use different keys instead of these Function keys Ask your System Manager or Operations Staff how your keyboard is mapped to the DEC keyboard 43 InSyst 6 0 User Manual Chapter 4 Direct Services This chapter covers the different ways to record services provided by programs directly to clients It ends with a section on substance abuse services which use some additional data entry screens All of these screens are on the Service Maintenance Menu Before services can be recorded the client must be registered and there must be an Episode open for the client in the program providing the service on the date being recorded See Chapter 2 for information on registering clients and see Chapter 4 for information on opening episodes Entering New Direct Services InSyst gives you based on your User Authorization and Program Site several ways of entering services e Single Service Entry for all programs
6. SERVICES Service Maintenance Menu INDIR SERV Indirect Service Maintenance Menu Figure 1 6 Selecting CLIENTS from the Main Menu 30 InSyst 6 0 User Manual 2 Choose CSI_PERIODIC and press enter You will need to TAB down to find this screen on the Menu InSuyst 27 Jul 99 03 58 PM INSYST Merged Product VObG O Client Maintenance Menu Selection Selection Description SIG OTHER Significant Other Maintenance ECI Electronic Client Information ADDRESS Address Maintenance LOCATOR Retrieval of Client Information IicSI_PERIOD CSI Periodic Maintenance SUPPLEMENT Supplemental Client Data Menu Figure 1 7 Selecting CSI Periodic screens 3 InSyst displays the CSI Periodic Maintenance screen Figure 1 8 CSI Periodic Data Maintenance Client Number BM Periodic Date Legal Last CSI Completed Axis 5 Consent Reporting Date Confidential Information USER MCBRIDE_M Figure 1 8 CSI Periodic Data Maintenance Screen 31 InSyst 6 0 User Manual Entering New CSI Periodic Data 1 Press the NumLock I sequence at the CSI Periodic Maintenance Screen to access the data entry screen Figure 1 9 CSI Periodic Data Entry Client Number 112211221 DEE DWIDDLE Periodic date completed V F Employment status 12 Education 4 Axis 5 55 Other Factors 2 Legal Consent 9 Living Situation 6 Form Ok Y N Confidential Information USER MCBRIDE_M Figure 1 9 CSI Periodic Data Entry Sc
7. TI 35 30 51 Primary Diagnosis 308 30 295 62 295 62 295 62 295 92 296 60 296 60 296 60 296 45 296 45 295 32 295 32 300 40 295 32 295 30 296 44 295 90 295 70 295 70 295 32 290 20 290 20 290 20 295 92 296 46 296 40 296 70 296 70 Last Service Date 9 29 92 2 04 93 11 03 92 1 28 93 9 18 92 1 22 93 2 04 93 1 20 93 2 24 93 11 02 92 7 09 92 1 04 93 12 15 92 1 13 93 9 11 92 1 18 93 2 09 93 1 25 93 11 17 92 1 13 93 2 18 93 2 11 93 1 12 93 7 13 92 1 12 93 kkkkkkkkkkkkkkkkkkkkkkkkk Confidential Information kkkkkkkkkkkkkkkkkkkkkkkkk Physician BRYSON DAVIS BRYSON BRYSON BRYSON WILLIAMS BRYSON BRYSON DAVIS BRYSON DAVIS 20 May 1993 Other Staff AGUILAR AGUILAR NOLAN AGUILAR Page 1 71 InSyst 6 0 User Manual Report PSP 101 Service Detail Report Report Description This report shows the services that each clinician provided during the specified time period It lists clinician clients served client s address Axis I II and III diagnoses procedures service date service date service cost and treatment location It is formatted differently for outpatient programs and inpatient programs Running the Report Operations Staff runs this report regularly usually monthly and enters the starting and ending dates that
8. and is the NumLock key on PCs Other keys may be used on other terminals To use Num Lock Gold Key sequences press the Num Lock Gold Key release it then press the next key For example if the instructions say you should press Num Lock Gold E it means you should press the Num Lock Gold key release it and then press E and release it Num Lock Gold Key sequences used in InSyst are e Num Lock Gold A All Authorize gives you additional functions in entry and maintenance screens such as All Clients Services Supervisor Mode and Late Entry Mode e Num Lock Gold B Backup makes the screen page back one page to display records in a list that cannot fit on a single screen e Num Lock Gold C Client moves the cursor to the Client Number field on some screens e Num Lock Gold D Down Two makes the screen page forward two pages to display records in a list that cannot fit on a single screen e Num Lock Gold E Exit exits from the current screen and returns to the menu without saving data entered in the screen or returns to the previous menu e Num Lock Gold F Face Sheet request the menu to select Face Sheets then press F6 to complete the request e Num Lock Gold H Home moves the cursor to its home position on the current screen the field on the screen where data entry began e Num Lock Gold I Insert inserts a new record when you are using the Maintenance Selection screens
9. e Daily Service Entry for day programs and 24 hour programs e Weekly Service Entry for day programs and 24 hour programs e Multiple Service Entry to enter the same information for a number of services Single Service entry is most common and the other methods can sometimes save you time in data entry Single Service Entry Most programs enter services daily using single service entry To do single service entry 1 Choose SERVICES from the Main Menu 2 Choose SINGLE from the Service Maintenance Menu to display the Single Service Entry Screen Figure 5 1 InSyst 6 0 User Manual Single Service Entry PSP Clinic Client Number x Service Date RU 999969 Procedure Staff Staff Duration 3 Humber in Group 61 Co Staff Co Staff Duration Location 1 Form Ok VFN Confidential Information USER SMITH Enter service data Figure 5 1 Single Service Entry Screen 3 Enter data in the following fields e RU Enter the reporting unit number for your program and press Return The system validates the number and displays the program s name e Client Number Enter the Client Number When all the data has been entered the system will display the name of the client At that time review the client name to be sure you are entering services for the correct client e Date Enter a date in the format MM DD YY You cannot enter a future date You must enter a date when the client s episode is open and the program o
10. 41 May 93 Opening 1420 93 Closing Date FG Axis 1 298 90 P Axis 2 UTL 69 5 Axis 3 Axis Axis 5 48 Past 46 Axis 1 Axis 2 Axis 3 Clinician ID 18668 Living Situation Entry 99 Referral Source Hl Physician ID Living Situation Exit Admit He 99 Disch Hr Legal Entry 1 Employment Status Entry 16 Legal Consent 9 Legal Exit 1 Employment Status Exit Reason For Discharge Source of Income B Referrals Fi F Research Item Type of Employment Patient Location Effective E Form OK J Confidential Information USER SHITH D Figure 4 9 Episode Update Screen Press Tab to move through the fields and edit the data Press Return at any time to move to the Form OK prompt and enter Y to save the changes The system validates the data if there are errors it displays a message and returns the cursor to the field that needs to be corrected After you have updated the record press Return to display the next Episode selected for maintenance or if none are left to return to the Client Episode Maintenance Selection screen 41 InSyst 6 0 User Manual Episode Update Supervisor Authorization Authorized users can display the screen in Supervisor mode Figure 4 10 Episode Update Guperw doma Entered By MILLER PAUL PASTEL HCPC Last Changed 83 May 93 Client Number 155281 RU 21861 Last Service Hi Haug 33 Closing Date 65 20 93 Re open Episode Axis 1 298 98 P Axis 2 V71 69 S Axis 3 Axis 4
11. 64 Past 5 44 Axis 1 Axis 2 Axis 3 Clinician ID 99999 Living Situation Bi Admission Hour Physician ID 999968 Employment Status 1 Legal Consent Source of Income Type of Employment Research tem Patient Location Effective F Form Ob NN Confidential Information USER SMITH Validation of opening data in progress Figure 4 2 Episode Opening Screen with Data 36 InSyst 6 0 User Manual Closing Episodes Mental Health Programs To close an episode for a client in a reporting unit 1 Choose EPISODES from the Main Menu 2 Choose CLOSE from the Episode Maintenance Menu to display the Episode Closing screen Figure 4 3 This screen is similar to the Client Episode Opening Screen with a few exceptions In addition to Opening Date it has Closing Date Instead of Referral From you can enter Referral To codes A number of fields are not included since that data is collected at Episode Opening only Episode Closing Client Humber Street Ho Direction Hame Type Apt City State Zip Code BBBBB B666 Ph 4 03 x Opened Closing Date Discharge Hour Legal H666B6 Last Service Final DSH 3 Diagnostic Axis 4 Axis 3 Past Clinician ID Living Situation Referrals F Physician 10 Employment Status Reason For Discharge Research tem Form Ok VFN Confidential Information User SMITH Enter a client and reporting unit Figure 4 3 Episode Closing Screen note Some 24 Hour programs cannot c
12. 96 00 1 Sub Total For RUTH TESTA 1 96 00 Client Name RYDER TESIB Birth Date 15 Aug 1948 Sex M Ethnicity Other Spanish Case 1000018 SSN 118901234 Account Number 0 Medicaid Address 1700 BROADWAY 800 OAKLAND CA 94612 2116 Disgnosis codes for the following services Dx I 307 60 functional enuresis Dx II 315 90 SPECIFIC DEV TAL DISCRDER NOS Dx IIT Unknown label Primary Co Service Proc Service Staff Staff Cost of Tmt Date code Procedure Primary Staff Time Co Staff Time Service Loc 10 19 93 351 M Monitoring w Coll TH 55555 03 00 0 00 00 96 00 i Sub Total For RYDER TESIB 1 96 00 Client Name BLABBER TESTC Birth Date 16 Aug 1942 Sex M Ethnicity White Case 1000020 SSN 111569841 Account Nurber 0 Medicaid Address 1700 BROADWAY 800 QAKLAND CA 94612 2116 Disgnosis codes for the following services Dx I 307 23 movement disorder Tourette s Dx II 315 90 SPECIFIC DEV TAL DISCRDER NOS Dx III Unknown label Primary Co Service Proc Service Staff Staff Cost of Tmt Date code Procedure Primary Staff Time Co Staff Time Service Loc 10 19 93 351 M Monitoring w Coll TH 55555 03 00 0 00 00 96 00 1 Sub Total For BLABBER TESIC 1 96 00 kkkkkkkkkkkkkkkkkkkkkkkk Confidential Infomation kkkkkkkkkkkkkkkkkkkkkkkk 73 InSyst 6 0 User Manual Service Detail Report For Mode 10 and Mode 5 Programs Report PSP101B Mythic County Harbor View Day Care Center 99996 Fran 1 Jan 1993 To 31 Dec 1993
13. If you entered D the Text Editing Screen is displayed as described above with the prompt Are you sure you want to delete this message Enter Y to delete the message note You may only delete your own messages Remember to type Control Z and press Return to save the changes Client Message Update If you entered U the title screen is displayed and you may change the Message Header Message Type Effective or Expiration Date Press Return to display the message in the text editing screen and make changes Figure 7 5 Type Control Z and press Return to save the changes note You may only update your own messages HHS Client hessoges JAHES TESTCASE 1866483 Medication Harning his client has severe reactions to haloperidol in dosages over Smg Please contact Or Williams at Hest County Outpatient Last Line UPDATE ME j Insert Forward Confidential Information lipdate Inzert message Figure 7 5 Client Message Update Supervisor Authorization Supervisor Mode lets you update or delete any message regardless of its author and it lets you see expired messages If you are authorized to use Supervisor Mode press Num Lock Gold A twice when the Client Message Selection Screen first appears Supervisory Staff and Operations Staff have a responsibility to monitor and service the 28 InSyst 6 0 User Manual Client Messages system If you have Supervisor authorization you should use Superviso
14. Reporting Unit Service Summary by Provider Report Description This report shows the total services by type for the specified reporting unit during the specified time period This is a single reporting unit version of Report PSP 130 It generates a comma delimited file as well as a printed report Running the Report Use the Report menu to run this report as needed You are prompted to enter the reporting unit time period and printer Enter Reporting Unit number or for all Reporting Units Using the Report Use this report as a planning tool to audit service entry and program productivity If your county uses Management by Objectives it can use this as a monthly report of how the program is meeting its objectives You can download the comma delimited file to a PC for further analysis Technical Notes This report does count services with a 00 Service Function Code representing No Shows and other non standard services Therefore the total of services in this report will not match totals in Reports 126 142 or 206 which do not count services with a 00 Service Function Code This report will not match totals with Report PSP 117 Report PSP 117 counts the services and or groups provided by each staff person This report counts total client services for the reporting unit This report does not count 900 series adjustment procedures Output File MHS_OUTPUT_REPORT RU_SERVICE_SUMMARY_PSP131 _LIS REPORT_PSP131
15. U Last Changed 3 NOV 2005 Last ARNON First ETTIE Middle Generation Birthdate 1 1 2000 Sex F SSN 099 99 9999 CIN 19904467 Education Other Factors Other ID Disability Service Group Local Code Language Primary RU Program Code Ethnicity Chart Location Research Item Hispanic Origin Ref Staff ID Marital Status Family Size Annual Income Client UR Needed Aliases Middle Form Ok Y N Confidential Information USER COHEN_ET Update client information or add delete aliases Figure 2 10 Client Update Screen The Registration Approved field only applies to systems using centralized registration and it can only be changed by the Central Registrar The Client UR Needed field can only be changed by authorized staff Aliases cannot be changed but any user can add new aliases or can delete an alias by entering D on its line Client Last Name First Name Middle Initial Social Security Number Birthdate Sex can only be changed by a Supervisor If you are authorized as a supervisor you can press Num Lock Gold A to display the Client Update Screen in Supervisor mode Figure 2 11 InSyst 6 0 User Manual Client Update New Client Number 113403 Reporting Unit Client Birth Name Last ARNON First ETTIE Middle Generation Birth place 38 CA US Mother first name MAM Form Ok Y N Confidential Information USER COHEN_ET Input required Figure 2 11 Client Update Screen Su
16. e Num Lock Gold M More makes the screen page forward one page to display records in a list that cannot fit on a single screen e Num Lock Gold R Refresh restarts the screen with no values entered This is useful if you made mistakes in data entry e Num Lock Gold S Save and Exit leaves the current data entry or maintenance screen and saves the data entered This sequence retains the current Client and Reporting Unit so it automatically displays it in the next screen you use e Num Lock Gold U Up Two makes the screen page back two pages to display records in a list that cannot fit on a single screen 86 InSyst 6 0 User Manual Control Key Combinations To use Control Key combinations continue holding down the Ctrl Key while you press the next key in the sequence For example if the instructions say to press Control W you should press the Ctrl Key keep holding it down while you press W and then release both Control Key combinations used in InSyst are e Control H Hop Back moves the cursor back one field e Control J Junk clears a field e Control W repaints or refreshes the screen Use it if the screen display has been disturbed e Control Z ends an editing session in the Mail Files and Client Message utilities 87 InSyst 6 0 User Manual County Codes Alameda Alpine Amador Butte Calaveras Colusa Contra Costa Del Norte El Dorado Fresno Glenn Humboldt I
17. of the range Enter an ending date for the report For service and productivity reports you enter a date range At this prompt enter the last day of the range Enter a client number For client oriented reports enter the client number 69 InSyst 6 0 User Manual Report PSP 100 Primary Staff Caseload Report Report Description This report shows all clients currently assigned to each clinician in a reporting unit It lists client name and number episode opening date age primary diagnosis last service date and primary physician if one has been assigned It also lists other reporting unit and staff who have open episodes for each client It provides a total count for each staff member Running the Report Operations Staff should use the Report menu to run this report regularly monthly or more frequently as needed and to send the output to each Reporting Unit s printer If you do not receive this report regularly contact your local Operations Staff Using the Report This report gives clinicians a list of all clients for whom they are primary therapist with basic information on each client Review it for accuracy It is very important to keep the clients Primary Therapist up to date so reports go to the correct staff person Output File MHS_OUTPUT_REPORT STAFF_CASELOAD_PSP100 _LIS 70 InSyst 6 0 User Manual Report PSP 100 Vineland County Mental Health VID OUIPAT
18. selected you can go directly to the Client Message Selection screen by entering M at the Selection prompt Then it automatically displays messages for that client The Client Message screens let staff write messages about the particular needs of clients Messages are noted on the Locator and Client Message screens and active Client Messages can be displayed on some reports such as the Morning Report Report MHS 120 To work with client messages 1 Choose CLINICAL from the Main Menu 2 Choose CLIENT MSG from the Clinical Menu to display the Client Message Selection Screen Figure 7 1 You can view messages for a particular client or messages entered by a particular user at this point or enter new client messages Entering New Client Messages To enter new client messages 1 Choose CLIENT MSG from the Clinical Menu to display the Client Message Selection Screen as mentioned above 2 Press Num Lock Gold I to insert new messages for a client The system displays the Client Message Insert Screen shown in Figure 7 2 Client Message Selection Client Number Username Effective Date Entered By Confidential Information USER SHITH Figure 7 1 Client Message Selection Screen 24 InSyst 6 0 User Manual Client Message Insert client MEN Header Effective Date 11 06 97 Ruthor Expiration Date fof Case Management Clinical Fiscal Incident Other Correspondence Form Ok Y N Con
19. the report covers The output for each Reporting Unit is sent to that Unit s printer Using the Report Review the report for accuracy and make needed corrections For example update or enter new services if necessary This report can also be used by contract programs as a basis for tracking services and submitting monthly claims Output File MHS_OUTPUT_REPORT SERVICE DETAIL PSPI101A LIS for Outpatient and Case Management programs SERVICE DETAIL PSPIOI1B LIS for Day Treatment Residential and Inpatient programs 72 InSyst 6 0 User Manual Service Detail Report For Mode 15 50 and 60 Programs 21 Mar 1994 Page 1 Report PSP101A PSP Outpatient 99991 Fran 11 Jan 1993 To 31 Dec 1993 Primary Therapist ARNOLD TH Client Name RUIH TESTA Birth Date 12 Dec 1935 Sex F Ethnicity White Case 1000013 SSN 113456789 Account Number 0 Medicaid Address 1700 BROADWAY 800 QAKLAND CA 94612 2116 Diagnosis codes for the following services Dx I 296 44 Bipolar Disorder Manic w Psych Dx II V 1 09 No current diagnosis Dx III A Unknown label Primary Co Service Proc Service Staff Staff Cost of Tmt Date code Procedure Primary Staff Time Co Staff Time Service Loc 10 19 53 351 M Monitoring w Coll TH 55555 03 00 0 00 00
20. 152 3333 Ext 8 Apartment Census Tract B Bad Address County of Responsibility 6 Delete OF Confidential Information USER SMITH Okay to delete this record 74 I Figure 2 19 Client Address Delete Screen You can change most of its data However you cannot change the Client Number the 22 InSyst 6 0 User Manual Reporting Unit the Effective Date or the Address Stamp which shows when the Address was entered Because you cannot change the Reporting Unit if the wrong program has been entered for an address you must delete the record and enter a new one Client Address Update Client 500606666 HOLDEN CRUF IELO RU 999985 43 NE TAYLOR FO Apt 1 SAN FRANCISCO CH 94124 Effective Date 65 21 8687 Address Stamp 21 May 67 Street Humber 245 City SAN FRANCISCO Direction ME State CA Zip Code 94124 6666 Hame TAYLOR Type Ro Phone Humber 415 752 3333 Ext B Apartment 1 Census Tract BB Bad Address County of Responsibility 49 Continue Confidential Information USER SMITH Successful update Update total 1 Figure 2 20 Client Address Update Screen When you have made all changes press Return The next record you selected to maintain is displayed If there are no more selected records you return to the Address Maintenance Selection Screen 23 InSyst 6 0 User Manual Client Messages NE Tip If you are you are using the Client Locator Screen and have a client
21. 4 Axis 5 46 Past 46 Axis 1 Axis 2 Axis 3 Clinician ID 18868 Living Situation Entry 99 Referral Source l Physician ID Living Situation Exit Admit He 99 Disch Hr Legal Entry 1 Employment Status Entry 16 Legal Consent 8 Legal Exit 1 Employment Status Exit Reason For Discharge Source of Income Referrals i F Research Item Type of Employment Patient Location Effective EI Form OK Confidential Information USER SHITH D Supervisor authorization in effect Figure 4 10 Episode Update Screen Supervisor Mode To display the screen in Supervisor mode 1 Display the Episode Update screen as described above 2 Press Num Lock Gold A to display the screen in Supervisor mode With this screen you can change the opening and the closing date of the episode If the episode is closed you can enter Y in the Re open Episode field to open it Do this if you have closed an episode for a client and then find that the client receives more services after the closing date 42 InSyst 6 0 User Manual Ep i sode Look up Entered By SMITH LONNIE BANHON OTs Last Changed M7 Jul 93 Client Number 10004 AU 999907 Last Service Opening B7 67 93 Closing Date ES Axis 1 295 16 P Axis 2 71 09 5 Axis 3 Axis 4 4 Axis 5 50 Post 5 Axis 1 Axis 2 Axis 3 Clinician ID 99999 Living Situation Entry 1 Referral Source Hl Physician ID Living Situation Exit Admit He 99 Disch Hr Legal Entry
22. A lists all Num Lock Gold Key sequences and Control Key combinations Using Menus An InSyst menu is a list of items that you may select Figure 1 1 is shows a sample Main Menu The Main Menu is different based on data input requirements Below is an example of a Opening Main Menu for user who is entering data for both Mental Health Services and Alcohol and Other Drugs Services Most users don t have this menu option InSust 15 Sep 85 16 18 AM FIRTEN MHENU Selection MS Description MHS Menus DAS Menus UTILITIES General Utilities Menu Figure 1 1 Main Menu The menu structure is virtually the same for the MHS and the DAS systems Some screens are different for the two systems and this manual will explain both The MHS Main Menu is shown in Figure 1 2 After you make a selection from the Main Menu the system displays a submenu For example if you choose UTILITIES in the Main Menu you will move to the Utilities Menu with options that you select to use InSyst utilities InSyst 6 0 User Manual note Based on your User Authorization all menu options may not be activated InSust 15 Sep 95 89 57 RH nam MENU Mental Health Serv i ces Selection MO Description CLIENTS Client Maintenance Menu DOP DOP Maintenance Menu APPTS Appointment Maintenance Menu EPISODES Episode Maintenance Menu SERVICES Service Maintenance Menu IMDIR SERU Indirect Service Maintenance Menu Figure 1 2 MHS Main Menu Al
23. BANK WESTERN SAHARA VC SU NS SV WZ SW VE VM VQ WQ WF WE WI UNITED KINGDOM UNITED STATES URUGUAY UZBEKISTAN VANUATU VATICAN CITY WESTERN SAMOA YEMEN ZAIRE ZAMBIA ZIMBABWE Unknown Country UK US UY UZ NH VT WS YM CG ZA Z 99 94 InSyst 6 0 User Manual Client Registration amp Episode Data Entry Codes Refer to INSYST FORMS page on the BHCS Provider Website www acbhcs org providers 95 InSyst 6 0 User Manual INSYST MENU SHORTCUT amp COMMANDS CLIENT SCREENS Screen Alpha Menu Commands Numeric Menu Commands Client Locator CLIE LO 17 Client Registration CLIE RE 11 Client Management Maintenance Update CLIE MA 12 Client Address CLIE AD 16 Client Periodic Data MHS ONLY CLIE CSI 18 EPISODE SCREENS Sereen Alpha Menu Commands Numeric Menu Commands Episode Open EP OP 41 Episode Close EP CL 42 Episode Management Maintenance Update EP MA 44 SERVICE ENTRY SCREENS Screen Alpha Menu Commands Numeric Menu Commands Service Single Entry SER SI 51 Service Multiple Entry SER MU 54 Service Management Maintenance Update SER MA 59 MOST USED COMMANDS Clear Field Ctrl J All Clients Continuous Paging Authorization Supervisor amp Late Entry Num Lock Gold A Insert new data Address CSI amp Utilization Control data entry screen
24. Client Mame Opening Date Procedure SABBBBGAES FLASH JACK 82 Mar 87 SHBBBBBES FRUENING SIDNEY 61 Mar 87 suaaaaa 17 GLASS BESSIE B 3 Mar 87 sanata GLASS LES 82 Mar 87 SABBBBGAGSZ GLASS ZO00E 85 Mar 87 saaaaag 78 JACKSON CARL 8 1 Mar 87 S BBBGASS KENT CLARE B3 Har 87 SEERA EIRE JAMES 85 Mar 87 S BBBBSS SI MARCH RUGIE B4 Har 87 Ssagaaaag 1 ROURKE HOWARD PENDING 63 Mar 87 166 De Form Ok VIN Confidential Information User SMITH Please enter services for first 25 clients More clients may exist Figure 5 3 Daily Service Entry Screen without Time To do daily service entry without time 1 The Client Number Name and Opening Date is listed for each client For each client you must enter e Procedure Code Enter one of the twenty four hour type procedures codes authorized by your local agency A default procedure code is displayed if specified by local policy The user can accept or change this default or can enter 000 to skip this client later you can use the Single Service Entry Screen to record services for clients you skipped by entering 000 48 InSyst 6 0 User Manual 2 After you have entered the last procedure code enter Y at the Form OK prompt to save your entries If there are clients who have a Pending registration they are noted but you cannot enter services until the registration has been updated For more information on Pending Registration see the section on Client Regi
25. Client Name G Case 1000036 Medicaid BREE Birth Date SSN 210987654 TESID Disgnosis codes for the following services Dx II V 1 09 No current diagnosis Date Service Procedure Hours 10 14 93 291 DAY DAY 04 00 10 18 93 291 DAY DAY 06 00 10 19 93 291 DAY 1 ENT DAY 08 00 10 20 93 291 DAY 1 ENT DAY 08 00 10 21 93 291 DAY 1 ENT DAY 04 00 10 25 93 291 DAY 1 ENT DAY 08 00 10 26 93 291 DAY 1 ENT DAY 00 08 Sub Total For GIBREEL TESID 7 TOct 1948 Address 1700 BROADWAY 21 Mar 1994 Page 2 Sex M Account Number 1055 OAKLAND CA 94612 2116 Ethnicity Other Asian 800 Dx I 295 10 Dx III Schizophrenia Disorganized Unknown label Cost of Tt Service Loc 75 0 75 0 75 0 75 0 75 0 75 0 75 0 C29 OQ O0 0 0 CO 525 0 kkkkkkkkkkkkkkkkkkkkkkkk Confidential Information kkkkkkkkkkkkkkkkkkkkkkkk 74 InSyst 6 0 User Manual Report PSP 121 Program Caseload Report Report Description This report lists all the clients with open cases for each reporting unit It includes client number name opening date age primary diagnosis and primary staff Running the Report Operations Staff runs this report monthly or more frequently if needed It is routed to each Reporting Unit s printer If you do not receive this report contact local Operations Staff Users can also
26. Confidential Information USER SMITH Figure 2 4 Selecting a Menu Item The menu gives you the following options e EPISODE Mini Open Episode Status Gives you a short listing of all programs or reporting units at where the client is currently admitted e FINANCIAL Mini Financial Status Displays current account information and charges for the client e STATUS Client Status Summary Report Takes you to the Client Status Summary Report Screen which displays the client s current open episodes closed crisis episodes and current account information e NEXT Display Next Client If you selected multiple clients in the Client Selection Area this option will display data on the next one in the Client Information Area e PREVIOUS Display Previous Client If you selected multiple clients in the Client Selection Area this option will display data on the previous one in the Client Information Area Some of these options display data in the same area that you used for client selection as you can see in Figure 2 4 where message status is displayed there 12 InSyst 6 0 User Manual Registering a New Client If you cannot find new clients using the Client Locator Screen you must register them to give them client numbers before you can open episodes and enter services for them To register a client 1 Choose CLIENTS from the Main Menu 2 Choose REGISTER from the Client Maintenance Menu to display the Client Registration
27. HERN MARIANA ISLANDS NORWAY OMAN PAKISTAN PALAU PALMYRA ATOLL PANAMA NIGERIA PAPUA NEW GUINEA PARACEL ISLANDS PARAGUAY PERU PHILIPPINES LA LG LE LT LI LY LS LH LU MC MK MA MI MY MV ML MT NE NF CQ NO MU PK PS LQ PM NI PP PF PA PE RP 92 InSyst 6 0 User Manual NAMIBIA WA PITCAIRN ISLANDS NAURU NR POLAND NAVASSA BQ PORTUGAL ISLAND NEPAL NP PUERTO RICO NETHERLANDS NT QATAR NETHERLANDS NL REUNION NEW NC ROMANIA CALEDONIA NEW ZEALAND NZ RUSSIA NICARAGUA NU RWANDA NIGER NG SAN MARINO SAO TOME AND TP SWITZERLAND PRINCIPE SAUDI ARABIA SA SYRIA SENEGAL SG TAIWAN SERBIA SR TAJIKISTAN SEYCHELLES SE TANZANIA SIERRA LEONE SL THAILAND SINGAPORE SN TOGO SLOVAKIASI SL LO TOKELAU OVENIA SOLOMAN BP TONGA ISLANDS SOMALIA SO TRINIDAD AND TOBAGO SOUTH AFRICA SF TROMELIN ISLAND SOUTH SX TUNISIA GEORGIA SAND WICH ISLANDS SPAIN SP TURKEY SPRATLY PG TURKMENISTAN ISLANDS SRI LANKA CE TURKS AND CAICOS ISLANDS ST HELENA SH TUVALU ST KITTS AND SC UGANDA NEVIS ST LUCIA ST UKRAINE ST PIERRE SB UNITED ARAB AND MIQUELON EMIRATES PC PL PO RQ QA RE RO RS RW SM SZ SY TW TI TZ TH TO TL TN TD TE TS TU TX TK TV UG UP TC 93 InSyst 6 0 User Manual ST VINCENT THE GRENADINES SUDAN SURINAME SVALBARD SWAZILAND SWEDEN VENEZUELA VIETNAM VIRGIN ISLANDS WAKE ISLAND WALLIS AND FUTUNA WEST
28. IVIDUAL 396 EOS INSEY 36 66 22 Mar 87 PSP Crisis 999964 CRISIS 376 SMITH 75 88 19 Mar 87 FSF Clinic 999969 INDIVIDUAL 346 G OR DEZEN 38 amp 8 Confidential Information USER SMITH 6 services displayed Figure 5 16 Service Maintenance Selection Screen with Services Listed 5 You may select up to 24 services When you are done press Return to display them for maintenance Fery Ce Maintenance Selection Client Humber 58866BB8B5d5 JERSEY Reporting Unit Service Date feof Time Reporting dure Therapist HH HH U 31 Mar 87 PSP Crisis 999964 CRISIS 378 GORODEZEY L 27 Mar 87 PSP Clinic 999969 INDIVIDUAL 346 EOSINSEY 38 88 D 26 Mar 87 PSP Clinic 999969 INDIVIDUAL 396 EDS INSEY 56 66 25 Mar 87 FSF Clinic 999969 INDIVIDUAL 346 EOS INSEY 56 66 22 Mar 87 PSP Crisis 999964 CRISIS 376 SMITH 75 88 19 Mar 87 FSF Clinic 999969 INDIVIDUAL 346 G OR DEZEN 38 amp 8 Confidential Information USER SMITH 6 services displayed Figure 5 17 Service Maintenance Selection Screen Selecting Services for Maintenance 54 InSyst 6 0 User Manual Direct Service Lookup If you entered L next to a service it is displayed in the Service Look up screen Figure 5 18 The data cannot be changed Sere oe Lookup JERSEY GLASS Client 500606645 RU 999909 Last Changed B3 Apr 87 Cost 56 DB Service Stamp 26 MA R 87 Service Date HiJ2Z6IB7 Procedure 346 INDIVIDUAL Staff 99999 Staff Duration 1 amp Humber in Gro
29. InSyst 6 0 User Manual Alameda County Behavioral Health Care Services Insyst MHS Mini Manual BHCS Information System Support Services Phone 510 567 8181 M F 7 30am top 4 30pm FAX 510 567 8161 E Mail ISHelpDesk acbhcs org BHCS Web Site WWW ACBHCS ORG PROVIDERS Provider Relations 800 878 1313 1 InSyst 6 0 User Manual Contents Chapter 1 Getting Started esoo ardor neon anne arica rones sanan 3 Chapter 2 Basic Client Information oooomoooossss 9 Chapter 3 AAA m 30 Chapter 4 Client Episodes ssssesssvesessveressvesssevesssevesseneessensesnsnsesssnnesssnsesnsseee 33 Chapter 5 Direct Services ooomsssssssss 44 Chapter 6 Utilities Printing and Mail eee ee ee ee eee eere eee 59 Chapter 7 The Report Menu amp Reports eese eere ee eere eee e eee 67 Chapter 8 Utilization Review ooooocmoo 81 Appendix A Special Key Sequences eee ceres e eee eee eerte eee ea ee en no 86 Appendix B County State Country gt gt gt gt gt gt gt gt gt cceccsccesccsccsecees 88 Appendix C Client Episode Service Data Codes 95 INSYST MENU SHORTCUTS AND COMMANDS Manual Back 3 30 09 InSyst 6 0 User Manual Chapter 1 Getting Started This chapter includes basic instructions for logging on and using InSyst s menus and screens Lo
30. Main Menu 2 Choose MAIL from the Utilities Menu to display the prompt MAIL gt 3 At this prompt enter the commands described below Reading Mail To read mail 1 Choose MAIL from the Utilities Menu 2 Enter Read at the MAIL gt prompt If you have new messages they are displayed in the order they were received If you have no new messages old messages are displayed in the order they were stored If a message is too long to display on one screen press Return to display the next screen of text To read only one message 1 Enter Directory or Dir at the MAIL gt prompt The system displays a list of messages each has a number and the author date and subject of the message 2 Enter the Read command with the number of the message you want to read For example enter Read 2 to read message number 2 59 InSyst 6 0 User Manual Sending Mail To send mail 1 Enter Send at the MAIL prompt The system prompts you for the recipient and the subject and then lets you type the text as follows 2 Atthe TO prompt type the Username of the person the message is going to To send a message to more than one user list multiple Usernames separated by commas If you give a name that is not a Username which might mean that you have misspelled the Username the system displays an error message At the SUBJ prompt type a title for the message which will be listed in the recipient s direc
31. NEA BISSAU GUYANA HAITI HEARD ISLAND MCDON ALD ISLANDS HONDURAS HONG KONG HOWLAND CN CF CW CR CS 00 HR CU CY EZ DA DJ DO DR EC EG ES EK ER EN ET GV PU GY HA HM HO HK HQ FEDERATED STATES OF MICRONESIA FIJI FINLAND FRANCE FRENCH GUIANA FRENCH POLYNESIA FRENCH SOUTHERN ANTA RCTIC GABON GAMBIA GAZA STRIP GEORGIA GERMANY GHANA GIBRALTAR GLORIOSO ISLANDS GREECE GREENLAND GRENADA GUADELOUPE GUAM GUATEMALA GUERNSEY KAZAKHSTAN KENYA KINGMAN REEF KIRIBATI KOREA DEMOCRATIC REPUBLIC KOREA REPUBLIC OF KUWAIT KYRGYZSTAN FM FJ FI FR FG FP FS GB GA GZ GG GM GH GI GO GR GL GJ GP GQ GT GK KZ KE KQ KR KN KS KU KG 91 InSyst 6 0 User Manual ISLAND HUNGARY ICELAND INDIA INDONESIA IRAN IRAQ IRELAND ISRAEL ITALY JAMAICA JAN MAYEN JAPAN JARVIS ISLAND JERSEY JOHNSTON ATOLL JORDAN JUAN DE NOVA ISLAND MARSHALL ISLANDS MARTINIQUE MAURITANIA MAURITIUS MAYOTTE MEXICO MIDWAY ISLANDS MOLDOVA MONACO MAN ISLE OF MONGOLIA MONTENEGRO MONTSERRAT MOROCCO MOZAMBIQUE JO JU RM MB MR MP MF MX MQ MD MN MG MW MH MO MZ LAOS LATVIA LEBANON LESOTHO LIBERIA LIBYA LIECHTENSTEIN LITHUANIA LUXEMBOURG MACAU MACEDONIA MADAGASCAR MALAWI MALAYSIA MALDIVES MALI MALTA NIVE NORFOLK ISLAND NORT
32. ON 272225 THOMAS CLIENT 00290184 10 29 92 35 V71 09 ANDERSON STAFF 275543 PHILLIP CLIE 07990051 10 20 92 25 V71 09 ANDERSON ERTSON 1026089 DANIEL CLIENT 90200012 9 01 92 30 295 70 ANDERSON STAFF 1026950 DORIS CLIENT 90000014 8 28 85 51 295 92 ARGOUNT LER 434453 ISMAEL CLIENT 90100188 10 23 85 35 295 32 ARGOUNT IER 419336 LAWRENCE CLIE 92300056 3 02 92 3l 295 92 ARGOUNT ERTSON 726227 RICK CLIENT 90000047 8 05 92 31 295 90 ANDE LER 1021222 GARY CLIENT 96000080 8 06 92 20 309 00 ANDE ERTSON 0 JEFFREY CLIE 90200094 9 11 92 27 V71 09 ANDERSON IER 728083 ARTURO CLIENT 93400082 10 23 92 24 V71 09 ANDERSON LER 733184 JOANNE CLIENT 90200199 7 01 86 44 295 70 ARGOUNT ERTSON 647054 SIEFANIE CI 90900015 4 01 92 21 799 90 ARGOUNT IER 1000268 ROSEMARY CL 90200060 7 15 86 45 295 62 ARGOUNT ERTSON 459088 LINDA CLIENI 97400024 3 01 92 38 295 95 ARGOUNT STAFF 0 ROGER CLIENI 90200070 6 01 92 22 296 60 ARGOUNT STAFF 455572 PAULINE CLIE 90000073 12 10 92 51 V71 09 ANDERSON ERTSON 1012258 DONNA CLIENT 95700065 9 11 92 30 295 70 ANDERSON ERTSON 1026356 HORTENSIA CLIENT 90100185 4 30 92 57 295 32 ARGOUNT STAFF 604091 SAMUEL CLIENT 90300033 5 22 86 32 295 32 ARGOUNT ER 1016237 MANUEL CLIENT 90000032 7 29 92 21 295 40 ANDERSON IER 463778 DENNIS CLIENT 00100691 8 07 92 36 295 30 ANDE ERTSON 1007220 TOTAL OPEN CASES FOR Day Treatment 39 kkkkkkkkkkkkkkkkkkkkkkkk Confidential Infomation kkkkkkkkkkkkkkkkkkkkkkkk 76 InSyst 6 0 User Manual Report PSP 131
33. RI SC SD TN TX UT VT VA WA WV WI WY UN 00 InSyst 6 0 User Manual Country Codes AFGHANISTAN ALBANIA ALGERIA AMERICAN SAMOA ANDORRA ANGOLA ANGUILLA ANTARCTICA ANTIGUA AND BARBUDA ARGENTINA ARMENIA ARUBA ISLANDS ASHMORE CAR TIER ISLANDS AUSTRALIA AUSTRIA AZERBAIJAN BAHAMAS BAHRAIN BAKER ISLAND BANGLADESH BARBADOS BASSAS DA INDIA BELARUS BELGIUM BELIZE CLIPPERTON COCOS KEELING ISLANDS COLOMBIA AF AL AG AQ AN AO AV AY AG AR AM AA AT AS AU AJ BF BA FQ BG BB BS BO BE BH CK CO BENIN BERMUDA BHUTAN BOLIVIA BOSNIA HERZEG OVINA BOTSWANA BOUVET ISLAND BRAZIL BRITISH INDIAN OGEAN TERRITORY BRITISH VIRGIN ISLANDS BRUNEI BULGARIA BURKINA BURMA BURUNDI CAMBODIA CAMEROON CANADA CAPE VERDE CAYMAN ISLANDS CENTRAL AFRICAN REPUBLIG CHAD CHILE CHINA CHRISTMAS ISLAND EUROPA ISLAND FALKLAND ISLANDS MALVIN AS FAROE ISLANDS BN BD BT BL BK BC BV BR VI BX BU UV BM BY CB CM CA CV CJ CT CD CH KT EU FK FO 90 InSyst 6 0 User Manual COMOROS CONGO COOK ISLANDS CORAL SEA ISLANDS COSTA RICA COTE D IVOIRE COUNTRY NOT LISTED CROATIA CUBA CYPRUS CZECH REPUBLIC DENMARK DJIBOUTI DOMINICA DOMINICAN REPUBLIC ECUADOR EGYPT EL SALVADOR EQUATORIAL GUINEA ERITREA ESTONIA ETHIOPIA GUINEA GUI
34. Screen the Supervisor Authorization lets you delete a service that has been posted by the billing system In this case the Delete Screen deletes the service and also writes an adjustment to the client s account Supervisor Authorization alone does not allow you to delete a service that has been claimed to a payor source you must also have additional authorization To use late entry and Supervisor authorization 1 Display the Service Lookup Delete or Update screen 2 Press Num Lock Gold A to display the screen in Late Entry mode to enter data for a time period whose deadline has passed 3 Press Num Lock Gold A a second time to display the screen in Supervisor mode 4 Press Num Lock Gold A a third time to display the screen in both Supervisor and Late Entry mode 58 InSyst 6 0 User Manual Chapter 5 Utilities E Mail NE Tip To learn more about Mail at the MAIL gt prompt enter Help or press the Help key The system displays a list of topics At the Topic Prompt enter the subject you want information on Use the Utilities Menu to send and receive e mail manipulate files manage the printer queue and maintain your logon password When you log on or when you are working on the computer system your terminal may display a message such as You have 3 new Mail messages This section covers the basics of sending reading and deleting Mail To use e mail 1 Choose UTILITIES from the
35. U 80 26 JUN 00 30 NOU 00 OPT Reg Ext 48 O 1221 01 JUN 80 30 NOU 00 Confidential Information USER SMITH_P 2 records displayed Last page displayed F10 VT420 7 13 2 Hol OnLine 83 InSyst 6 0 User Manual 6 Month Review Cycles continued For 6 Month Cycle Reviews done by 1 day of new cycle At Outpatient UC Entry Screen enter Enter Reporting Unit Enter Client Enter Effective Date A TELNET UN 66 107 6 a Fi ewerT erm InterConnect 32 2 Ale sje Asa sjel 2 F pe tye eee GE vaa 154 Cay Hodne A Start 23Inbox Miciphott Outigok ESTE UC MH A TELNET 166 10 4 FullShot 97 d 312PM ALWAYS enter 0 g Clinician ALWAYS mark OPT Treatment Review with an X nter approvi 84 InSyst 6 0 User Manual 6 Month Review Cycles continued For Late 6 Month Cycle Reviews For Cycle Reviews not completed by the 1 day of new cycle period use the date approved by he committee A TELNET 166 107 6 3 PowerTerm InterConnect 32 5f x File Edit Terminal Communication Options Script Help 2 al ele ale lea vo sali vj 85 InSyst 6 0 User Manual Appendix A Special Key Sequences The Num Lock Gold key sequences Control key combinations and Special Function keys used in InSyst are listed below Num Lock Gold Key Sequences The Num Lock Gold Key is the PF1 Key on Digital Equipment Corporation terminals
36. _FILE LIS TT InSyst 6 0 User Manual Report PSP131 Reporting Period Fram 01 Nov 1992 to 30 Nov 1992 Service Site WESTS JE CUIPA 832021 310 330 340 350 360 Col Assessment lateral Group Medication Total for Direct Services Community Client Contact ota for Indirect Services cta Services for 832021 Service Summary Direct and Indirect Services Service Total 10 84 318 176 218 806 809 16 Dec 1992 Page 1 Total Hours 13 80 123 40 330 50 581 50 102 80 1152 10 3 33 3 33 1155 43 78 InSyst 6 0 User Manual Report MHS 442 Service Audit Report Report Description This shows all services based on services stamp entered into the computer for each clincian for the day of the report run Information includes service date clinican client served procedure number in group service duration service location and co staff in Group and Co staff contain an asterisk for non group procedures How to Get the Report The report generated and queued to your printer automatically the day after services are input How to Use the Report Review for accuracy The report is intended as a data entry management tool to assist a manager in making sure all the services performed in a clinic are being entered on a timely basis If service entry is abnormally low an audit of the data collection and s
37. ailbox from getting crowded you should delete mail messages as soon as you know you will not need them again To delete a message while you are reading it 1 Enter Delete at the MAIL gt prompt To delete a message you are not reading 1 Enter Directory or Dir at the MAIL prompt The system displays a list of messages each has a number and the author date and subject of the message 2 Enter the Delete command with the number of the message you want to delete For example enter Delete 2 to delete message number 2 To delete a group of messages 1 Use the Select command with the BEFORE or SINCE qualifier to define a group of messages to delete as follows e MAIL gt SELECT BEFORE date Selects those messages received before the date specified Dates are specified like this 2 FEB 85 10 APR 85 e MAIL gt SELECT SINCE date Selects those messages received since the specified date 2 After selecting a group of messages enter the command DELETE ALL qualifier to delete them For example the two commands MAIL gt SELECT BEFORE 2 APR 97 MAIL gt DELETE ALL delete all messages in the Mail file which were received before April 2 1997 Customizing Your Mailbox You may find these commands helpful e MAIL gt SET PERSONAL NAME My Name Includes your personal name in all mail messages e MAIL gt SET COPY SELF SEND REPLY FORWARD Sends yourself a copy of the e mail you se
38. atient Location Effective Continue Confidential Information USER SEIGEL C Press Return to continue Figure 4 7 Episode Look up Screen Episode Deletion Entered By MILLER PAUL PASTEL HCPC Last Changed 23 Mar 93 Client Humber 153261 RU 21861 Last Service 21 Mar 93 Opening 03 18 93 Closing Date 03 22 93 Axis 1 295 90 P Axis 2 UT1 H3 S Axis 3 Axis 4 Axis 5 48 Past 48 Axis 1 Axis 2 Axis 3 Clinician ID 18868 Living Situation Entry 99 Referral Source l Physician ID B Living Situation Exit 99 Admit Hr 12 Disch Hr Legal Entry 1 Employment Status Entry 16 Legal Consent 9 Legal Exit 1 Employment Status Exit 16 Reason For Discharge Source of Income Referrals Ml p p Research Item Type of Employment 6 Patient Location Effective F Delete OK fj Confidential Information USER SMITHO Figure 4 8 Episode Deletion Screen If services have been recorded for a client the Episode may not be deleted The screen displays the message Services found for this Episode No deletion possible 40 InSyst 6 0 User Manual Episode Update If you entered U the system displays the Episode Update Screen Figure 4 9 Only Supervisors can change the episode boundaries e g Opening Date Any authorized user can change the data below these fields Ep i sode Update Entered By MILLER PAUL PASTEL HCPC Last Changed 83 May 93 Client Number 153281 RU 21861 Last Service
39. ch so registration can occur You cannot override a Social Security Number match 15 InSyst 6 0 User Manual Maintaining Client Records To maintain client records 1 Choose CLIENTS from the Main menu 2 Choose MANAGEMENT from the Client Maintenance Menu to display the Client Maintenance Screen Figure 2 7 3 Use the fields at the top of the screen to identify the client and maintenance type e Client Number Enter the number of the client whose record you want e Maintenance Type If the client number is valid you can enter the Maintenance Type L for Lookup or U for Update Client Maintenance Client Number MN Maintenance Type Last First Middle Generation Birthdate Sex SSN 000 00 0000 CIN Education Other Factors Other ID Disability Service Group Local Code Language Primary RU Program Code Ethnicity Chart Location Research Item Hispanic Origin Ref Staff ID Marital Status Family Size Annual Income Client UR Needed Aliases Middle Form Ok Y N Confidential Information USER COHEN_ET Figure 2 7 Client Maintenance Screen InSyst 6 0 User Manual Client Lookup If you enter L InSyst displays the Client Lookup Screen Figure 2 8 This screen only lets you view information and so it can be used by people who are not authorized to change client information Client Look up Client Number 100000055 Maintenance Type L Last Chang
40. d using the Single Service Entry Screen Using the Single Service Entry Screen for Inpatient and other 24 Hour Programs Inpatient services are normally entered using the Daily Entry Screen but sometimes you should use the Single Service Entry screen In InSyst inpatient days or services are not associated with a particular staff member and are assumed to be twenty four hours in length In most cases your system will not let you enter a staff person but will let you enter 0 for Staff Number For duration the system may make you enter 24 hours You can enter staff numbers and other durations using the Single Service Entry Screen Daily Service Entry You can enter services for all the clients in Inpatient and Residential programs using a single screen To do daily service entry 1 Choose SERVICES from the Main Menu 2 Choose DAILY from the Service Maintenance Menu to display the Daily Service Entry screen 3 Fill in the fields at the top of the screen e Service Date The default is the current date but you can also use a past date if there are services still to be entered for that day Note It is best to use this screen is to enter services every day but there may be times when you put off data entry and then enter several days at a time When you do this you must enter services chronologically For example if you need to enter data for Tuesday March 1 Wednesday March 2 and Thursday March 3 then you must ente
41. dix D e Research Item This field can be defined by your local agency If necessary ask your supervisor for more information e Scheduled Enter Y or N depending on whether this opening was scheduled e Patient Location This field used primarily by inpatient hospital or other 24 hour facilities to indicate the room and or bed the client occupies Its use depends on local policy e Effective Enter date the client began occupying bed or room shown in Patient Location field If the client moves use Update to enter new bed room number and effective date of new bed room number 35 InSyst 6 0 User Manual e Address For a new client enter the client s address in the Address fields If the client has an address on file it will be displayed in these fields Correct it if necessary Most address fields are self explanatory The direction field holds N NW or some other compass direction that is part of the address The Street Type field holds an abbreviation such as St BI Rd 2 At the Form OK prompt enter Y to save the record Figure 4 2 Episode Opening BUDDY L GLASS Test OF Client Humber 5BBBBBBEd RU 999961 Street Ho 123 Direction NE Name Wilson Type ST Apt City San Jose State CA Zip Code 12345 9999 Ph 9159 123 9999 Opening Date 12 65 66 Referral From 64 Legal W6 amp BBB Initial DSM 3 Diagnostic Impression Axis 1 296 494 P Axis 2 471 695 Axis 3 Axis 4 4 Axis 5
42. dress Insert Client Humber Reporting Unit Effective Date B5I2Z6787 Street Humber City Direction State Zip Code BB BBB BBBB Name Type Phone Number 4 Apartment Census Tract Bad Address County of Responsibility Form Ok VIN Confidential Information USER SMITH Figure 2 15 Client Address Insert Screen Street Name Enter a street name with up to twenty characters Do not enter Street Road or other street type here Street Type Enter an abbreviation for the street type such as St BI Rd Av Apartment Enter up to four characters Do not enter the symbol and do not enter a period at the end City Enter a city name with up to twenty characters State Enter the two letter abbreviation for the state name Zip Code Enter the first five numbers of the Zip Code and the cursor moves to the plus four digits which you can enter if available Phone Number Enter the telephone number if available If you do not want to enter the Area Code you must type three blank spaces in its place Extension Enter an extension for the telephone number if there is one County of Responsibility If you do not make an entry here InSyst will use your county s code when it reports to state client data systems To report to the state that another county is responsible enter the two digit county code in this field This section is generally used by California Mental Health Program
43. e Maintenance Menu to display the Service Maintenance Selection Screen Figure 5 15 3 To display a list of services enter e Client Number You must enter the number of the client who received the services e Reporting Unit To narrow the search you may also enter a Reporting Unit number e Service Date To narrow the search you may also enter a complete date or a partial date that is just a month or year If you leave out the year the system uses the current year Service Maintenance elect on Client Humber M Reporting Unit Service Date i i Reporting Unit Procedure Therapist HH MM Confidential Information USER SMITH Figure 5 15 Service Maintenance Selection Screen 4 The Screen displays the Client Name and all the services for the client that match the criteria entered listed with the most recent services first Figure 5 16 Move through the list using the methods described in the section on Moving Through Lists in Chapter 1 Enter L lookup D delete or U update next to the services you want to maintain Figure 5 17 53 InSyst 6 0 User Manual Fery Ce Maintenance Selection Client Humber 5886B8Bd5 JERSEY Reporting Unit Service Date feof Time Reporting dure Therapist HH HH lB 21 Mar 87 PSF Crisis 999964 CRISIS 378 GORODEZEY 27 Mar 87 PSP Clinic 999969 INDIVIDUAL 346 EOSINSEY 38 88 26 Mar 87 FSF Clinic 999969 INDIVIDUAL 396 KOSINSEY 56 66 25 Mar 87 FSF Clinic 999969 IND
44. e Staff Enter a staff identification number It will be validated for authorization to perform the services you enter e Duration Enter the number of hours up to 23 and minutes up to 59 the staff person spent in this service Counties set fixed time ranges for some services e Co Staff Enter the Co staff identification number if there is one It will also be validated for authorization to perform the services you enter Your screen may not include this column e Number in Group Enter a number from to 99 indicating how many clients were involved in the service The default is 01 for an individual session e Location Enter the location code from the following options 1 Office 2 Field 3 Phone 4 Home 5 Satellite School 6 Satellite Clinic 9 Inpatient Use the location where the most basic component of the service occurred The default is 1 for office You MUST use location 9 entering Inpatient Services on the Multiple or Single Entry screens 5 After you have entered defaults enter Y at the Form OK prompt Figure 5 12 The system validates data and prompts you to correct any errors 51 User Manual InSyst 6 0 Multiple Service Entry RU 99991 PoP OPT Client at Proc Staff Dur Staff Group Loc Defaults 111111141 11 38 95 331 99608 81 68 1 1 e ILLA pe AE y Form Ok YZH i Confidential Information Figure 5 12 Multiple Service Entry Screen Defaults En
45. e Utility Menu 3 Choose START from the Printer and Queue Management Menu to display the Start Printer Queue screen Figure 15 10 It has the following fields Queues Utility Start Printer Ooene Queue name Printer Type Form Mounted Characteristics USER SMITH Figure 15 10 Start Printer Queue Screen e Queue Name To start your printer enter its name here or just press Return to accept the default printer 4 After you have indicated which printer you are using the system displays the message shown in Figure 15 11 Make sure the paper is properly aligned Then type C to Continue S to Stop printing or R to retry the page 64 InSyst 6 0 User Manual Queues Utility Start Printer Osu Queue name PO_SUNSET Printer Type DEC Form Mounted DEFAULT Characteristics Stop Retry Continue 7 USER SMITH Check that the first print line is correct Figure 15 11 Start Printer Queue Screen Asks for Confirmation The system continues printing all jobs on the queue To stop the printer 1 Press the Spacebar key Do not press Spacebar more than once Do not turn off your printer If several people are using the computer system it can take a couple of minutes to stop printing 2 After you have stopped the printer the system displays a message asking what it should do with the current print job You must choose one of the options within 30 seconds or the system will conti
46. e it to work with the client If you do not find the target client you must register the client into the system e Num Lock Gold F Face Sheet request the menu to select Face Sheets then press F6 to complete the request The Face Sheet is placed in your printer queue ready to print note Before registering a new client be sure you have tried all possible spellings of the client s name and aliases Press Num Lock Gold R to restart the screen and search with other spellings of the client s name If necessary press Num Lock Gold A before doing the new search so the list is not limited to 8 names 11 InSyst 6 0 User Manual Menu Selection Area The lowest portion of the Locator screen is the Menu Selection Area where you can enter commands to find more information on the client who is displayed in the Client Information Area As with any InSyst menu you may select a menu item by entering the first letters of your menu choice For Example Figure 2 4 illustrates the choice of E for Episodes or by using Tab key to move to the item you want and typing an X next to it Client Locator Screen GLASS SEYMOUR M Last Mame First Mame Soundex S3B8BBBBES 123 45 3211 B Client Number Social Security No Account No Other ID Number STATUS L I HES Client messages 2 active messages Opened at Test OF 999997 368 Dec 86 Selection 1 EBEN EF ISOLDE Mini Open Episode Status FINANCIAL Mini Financial Status y
47. e with the times you can run the report Automatically distribute reports to program printers Some reports are automatically sent to the correct printer for each reporting unit Instead of the printer section of the dialogue show above the dialog might say Automatically distribute reports to program printers YES NO distribute reports do not distribute reports lt RETURN gt distribute reports If you select this option the system will send the needed version of the report to the printer for each reporting unit Specify print destination Enter a printer name If the report is set up to print at the printer assigned to the person requesting it this printer s name will be displayed as the default If the report is set up to print at a specific printer this question is not asked Specify number of copies Enter a number to print more than one copy of the report Send mail notification when report has completed Enter Yes to have the system send you e mail message when the report is completed and ready for printing Because you generally are only notified of mail messages when you log on this option may not be effective for most users Enter the Reporting Unit Number for your program Enter the six digit reporting unit number for your program or enter for all reporting units Enter a starting date for the report For service and productivity reports you enter a date range At this prompt enter the first day
48. ed 8 JUL 2005 Last ARNON Generation CIN 19904467 First ETTIE Birthdate 1 1 2000 Middle Sex F SSN 099 99 9999 Education Disability Language Ethnicity Hispanic Origin Other Factors Service Group Primary RU Chart Location Ref Staff ID Other ID Local Code Program Code Research Item Marital Status Family Size Annual Income Client UR Needed Aliases Middle Continue Confidential Information USER COHEN_ET Page aliases or continue Figure 2 8 Client Look up Screen If the client has aliases listed you may use Num Lock Gold key sequences to page through them as described in the section on Moving Through Lists in Chapter 1 When you are done enter Y to continue looking up more clients or press Num Lock Gold S to leave the Maintenance Screen and save the client number so it is entered automatically in the next screen you use Client Update If you enter U InSyst displays the Client Update Screen Figure 2 10 To modify client data 1 Press Tab to move through the fields and edit them as necessary 2 Tab to the Form OK prompt and enter Y to save the changes or N to discard them The data in all these fields was described in the section on the Client Registration Screen earlier in this chapter The Client Number cannot be changed 17 InSyst 6 0 User Manual Client Update Client Number 100000055 Maintenance Type
49. ed field or to the prompt used to leave the screen Moving Through Lists Many screens have lists like the list of insurance companies shown in Figure 1 4 above To move down one item in the list press the Tab or Down Arrow key To move up one item in the list press the Up Arrow key If a list has more items than fit in one screen you can page through it to see more items by pressing e Num Lock Gold M More View the next page of information e Num Lock Gold D Down Two Go forward two pages e Num Lock Gold B Backup View the previous page of information e Num Lock Gold U Up Two Go back two pages of information To speed up performance lists usually include only two pages of information by default If you have to see more items than this you should request unlimited paging by pressing Num Lock Gold A before you display the list InSyst 6 0 User Manual Leaving a Screen To leave a screen press e Return In most cases pressing Return moves the cursor to the prompt used to leave the screen In some cases Return skips over optional fields to the next required field e Num Lock Gold E Exits from the current screen and returns to the menu without saving data entered in the screen e Num Lock Gold S Exits from the current screen and saves the data entered This sequence retains the current Client and Reporting Unit so it automatically displays it in the next screen you use Client Confide
50. ervice entry process may be needed If there is incorrect information episode and service updating may be required File Directory MHS_OUTPUT_REPORT File Name SERVICE AUDIT MHS442 LIS 79 InSyst 6 0 User Manual Service Audit Report Page 1 REPORT MHS442 Provider OAKLAND MHS 89681 Input Date 10 Mar 2000 Service Audit Date 8 Mar 2000 Primary Therapist ALICE HAROLD Staff 1028 Case Client Name Procedure Group HH MM Location Co staff 0747292001 HEWLETT JOHN 130 XM 24 00 9 EUR Service Audit Date 9 Mar 2000 Primary Therapist MARY SMITHSON Staff 1238 Case Client Name Procedure Group HH MM Location Co staff 005359901 HALSON SANDRA 131 de 24 00 9 RERE 003725401 SMITH JEFF 131 idu 24 00 9 ER 80 InSyst 6 0 User Manual Chapter 7 Utilization Control Utilization Control Procedures for All Mental Health Providers Enter Plan Approval TPR Utilization Control regulations require a treatment plan completed within thirty days from the episode opening date When the treatment plan is completed go to the Approval Screen and enter that the treatment plan has been done From Main Menu type AU AP press return A TELNET 166 107 6 3 PowerT erm InterConnect 32 PE ge Se M P 81 InSyst 6 0 User Manual Enter Plan Approval TPR continued At UC Approval Screen A TELNET 166 107 6 3 PowerT erm InterConnect 32 Fie Edi Terminal Communicatio
51. f the report such as client number reporting unit number or date range that it will report on The following example Figure 17 2 shows the dialogue similar to what you may see on the screen when you produce a report The symbol RETURN means that pressing Return will accept the default answer to the question REPORT PSP118 This report may only be run in BATCH mode Specify when the report generation should start up time hold until specified date time DD MMM YYYY HH MM lt RETURN gt start up immediately e Specify print destination NOPRINT do not print report save as disk file queue name name of printer queue e g COMMON lt RETURN gt print on the default printer pq_myprinter Specify number of copies number number of times to print this report lt RETURN gt 1 copy Specify print setup form examples CONDENSE print 132 columns on 80 column paper DRAFT print in normal FAST mode LETTER print in slower LETTER QUALITY mode lt RETURN gt print using the default ie Send mail notification when report has completed YES NO send mail do not send mail lt RETURN gt do not send mail Ee Parameters selected Send to batch release terminal start report generation immediately use printer CHANATE print 1 copy of report default printer form setup no mail notification OK to continue Y N Y Enter Case Number for Episode History Report 10000015 Submitting report REPORT PSP118 to r
52. fidential Information USER SEIGEL_C Figure 7 2 Client Message Insert Screen 3 Enter data in the following fields e Client Enter the Client Number of the client the message describes e Message Header Enter a title for the message up to 40 characters long e Author Enter the name of the person who is the author of the message This may be different from the username of the person entering the message The author might be a clinician who asked a data entry person to enter the message e Effective Date Enter the date the message will begin to appear on the system The default entry is the current date You cannot enter a date before the current date e Expiration Date Enter the date that the message will no longer appear as an active message in the Client Locator Screen Only staff with Supervisor Authorization will be able to see the message For most message types the default is 45 days from the current date You can blank the field so there is no expiration date e Message Type Type X next to your choice Local Operations Staff sets up Message Types Some common Message Types are CLINICAL used by clinical staff to coordinate treatment for the client CASE MANAGEMENT used to support the client in the community FISCAL used to describe the client s account INCIDENT used to report incidents OTHER General Messages used by the entire staff 4 Enter Y at the Form OK prompt to record this information about
53. gging Onto the Computer You must log onto the VAX computer system before beginning work To log onto the computer 1 If you are using a terminal press Return If you are using a personal computer start the terminal emulation program by selecting the INSYST1 or INSYST2 Icon on your Windows Desktop 2 Your screen displays the prompt USERNAME Type your Username and press Return 3 Then the computer prompts you for your password Type your password and press Return To protect its secrecy your password is not displayed on your screen 4 InSyst displays its Logo and any notices or messages Press Return to display your Main Menu Using Num Lock Gold and Control Keys When you work with InSyst you often have to use Num Lock Gold Num Lock Key sequences and Control Key combinations Laptop Users Note Use the F9 Key as the Num Lock key To use a Num Lock Gold Key sequence 1 Press and release the Num Lock Gold Key 2 Press and release the other key in the sequence For example if the instructions say Press Num Lock Gold E you should press and release the Num Lock Gold key and then and release press E InSyst 6 0 User Manual To use a Control Key combination 1 Press the Ctrl key and hold it down 2 Press and release the other key For example if the instructions say Press Control H you should press the Ctrl key and hold it down while you press and release H Appendix
54. he Principle Secondary field next to the Axis and Axis 2 fields By default Axis 1 is the primary and Axis 2 is the secondary diagnosis but you can change this by pressing the Space Bar to clear these fields and then typing P next to the Primary diagnosis and S next to the Secondary Diagnosis Every episode must have one Primary and one Secondary Diagnosis The Axis fields hold the following data e Axis I and Axis 2 Enter five digit diagnostic codes with a decimal point period between the third and fourth digits for example 296 44 Some codes have a V as the initial digit for example V71 09 Ask your system manager for the codes You must enter data in these fields These two fields have P and S to their right to indicate which is the primary and which is the secondary diagnosis e Axis 3 Enter an Axis 3 ICD 9 diagnosis code optional e Axis 4 Enter a code determined by the local agency Ask your system manager for the codes You must enter data in this field e Axis 5 and Past 5 Enter assessments of the client s current and past functioning using the Spitzer GAF Scale Numbers from 00 to 90 are valid You must enter data in these fields if unknown enter UK 34 InSyst 6 0 User Manual To enter alternative diagnoses line 2 1 Press the Tab key to move through the fields in line two of the Diagnostic Area 2 Fill out these fields like the fields in line one of the Diagnostic A
55. ip For a detailed history of a client it is usually best to use Report MHS 118 the Client Episode History report which is described in the Reports Manual 6 Select up to sixteen records Then press Return to display these records for maintenance Episode Lookup If you entered L the system displays the Episode Lookup Screen Figure 4 7 You can view the data for the Episode but cannot change it Press Return to display the next record selected for maintenance Type N and press Return to go back to the Client Episode Maintenance Selection Screen Episode Delete If you entered D the system displays the Episode Deletion Screen Figure 4 8 If you are authorized you can enter Y at the Delete OK prompt and again at the confirm prompt to delete all information about this episode Episode Look up Entered By HAMLIN HOLLY HAMHERSTE IN PSP OPT Last Changed 04 Mar 93 Client Number 1000140 RU 99991 Last Service 20 Jul 94 Opening 02 24 93 Closing Date od Axis 1 300 00 P Axis 2 V71 09 S Axis 3 Axis 4 4 Axis 5 55 Past Axis 1 Axis 2 Axis 3 Clinician ID 10000 Living Situation Entry 1 Referral Source 1 Physician ID 10000 Living Situation Exit Admit Hr 99 Disch Hr Legal Entry H60000 Employment Status Entry 2 Legal Consent Legal Exit H60000 Employment Status Exit Reason For Discharge Source of Income 0 Referrals Research Item Type of Employ 0 Scheduled P
56. istration has been evaluated by a central registration auditor After you have entered the Reporting Unit the screen title changes to Client Registration Centralized or Client Registration Decentralized 13 InSyst 6 0 User Manual Last Name Enter a last name with up to 16 letters Leave out apostrophes dashes and blank spaces For example O Connor should be typed OCONNOR First Name Enter a first name with up to 12 letters Middle Initial Enter one letter as a middle initial or press the Tab key or space bar to skip this field if there is no middle initial Client Generation Enter a generation title that is part of the client s name such as Jr Sr or the Roman Numerals II III etc Birthdate Enter the birth date in MM DD YYYY format Sex Enter F for female M for male or U for unknown Social Security Number Enter a nine digit Social Security Number It is best to copy this key information directly from the client s Social Security Card if possible If the client does not have one enter all 9 s in this field Client Index Number Enter a nine digit Client Index Number Education Enter the number of the highest grade completed For example if the client has completed high school enter 12 If the highest grade is greater than 20 enter 20 Enter 99 for unknown Disability Add the number codes for all of the client s physical disabilities and enter the
57. l InSyst menus let you make selections in three ways by using the list of options in the menu selection area or by typing an alpha or numeric option directly in the command line To select a command in the Menu Selection Area 1 Press the Tab key and the blinking cursor will move from the Command Line into the list of items in the Menu Selection Area of the screen Then move the cursor up and down through the menu using the Up and Down Arrow keys 2 When you have moved the cursor to the item you want type X and press Return At the bottom corners of the Menu Selection Area there is often a flashing V This indicates that there are more items on your menu than you can see at one time Press the Down Arrow key and the menu will scroll to display more items If you want to return to the Command Line press Enter To select an item from the Command Line 1 Type the name or number of the item on the Command Line The command line is the solid bar next to the word Selection where the cursor is when you first display the menu You may type the entire name of the item or just enough make it distinct from the others For example if you want to choose SERVICES from the Main Menu you may type either SERVICES or SER You may also type the number of the selection For example if Client Records Maintenance is the first item on the menu you can just type 1 to select it 2 Press Return to display the screen or sub
58. lds Update these fields if necessary or press the Tab key to move through them Enter Y at the Form OK prompt to save the data After validating the data the system closes the episode Figure 4 4 Episode Clos img SEYMOUR GLASS Test OF Client Number S BBBBEIG Ru 999981 Street No 461 Direction NE Name Wilson Type T Apt City Riverside State CA Zip Code B BBB BEB BB Ph 41552 1221 2999 Opened 38 Dec 86 Closing Date 12 31 86 Discharge Hour 99 Legal WEBB Last Service Final OSM 3 Diagnestic Impress Axis 1 296 44 P Axis 2 071 69 Axis 3 Axis 4 5 Axis 5 56 Axis 1 Axis 2 Axis 3 Clinician ID 99999 Living Situation 1 Referrals 61 J i Physician ID 99998 Employment Status 1 Reason For Discharge 1 Research tem Form Ok WINDY Confidential Information User MITH Closing episode Figure 4 4 Episode Closing Screen with Data Maintaining Episodes Mental Health Programs To maintain Episode records 1 2 Choose EPISODES from the Main Menu Choose MANAGEMENT from the Episode Maintenance Menu to display the Episode Maintenance Selection screen Figure 4 5 38 InSyst 6 0 User Manual Epitaode Maintenance elect bom Client Humber Reporting Unit COptional 3 Opening Date fof Optional gt Opening Closing Reporting Unit Date Date Clinician Physician Confidential Information USER SMITH Flease enter a client number provider number may also be entered
59. lled fields For example a screen may have a field for a client s last name and another field for address Most screens have special fields called key fields that identify each record such as the client number field that identifies each client Each screen has a different function e g to register a client review a client s account or update episode information Screens are assigned to you based on your responsibilities InSyst 6 0 User Manual Ingurance Company Mat once Company Mame Company ID Maintenance Type Company ID Insurance Company Nome Billing Address 1175 xh AA P O BOA 579578 MODESTO CA 95357 1483 H H H T PLAN ADMINISTRATOR P O BOS 2718 RANCHA CORDOWA CA 99747 L 1175 ARA P O Elx 579578 MODESTO CA 95357 1251 AARP 3288 E CARSON ST LAKEWOOD CA 96712 1481 KAARE CLAIMS UNIT P O BOA 13999 PHILADELPHIA PR 19187 1187 ADMAR CORP P BOs 478 SANTA ANA CH 92782 USER SMITH 6 records disp Figure 1 4 An InSyst Screen with a List Here we will look at the basic keys you must use with screens For more information on special key sequences see Appendix A Moving through Fields Use these keys to move through a screen s fields e Tab Move the cursor to the next field to enter data If you fill a field entirely the cursor will move to the next field automatically e Control H F12 Move the cursor back one field e Return Skip over optional fields and move to the next requir
60. lose an episode unless there is a recorded service for every day of the episode Ask your Operations Staff for more information about this 3 Use the fields at the top of the panel to identify the record Client Number Enter the Client Number e RU Enter the Reporting Unit Number for the program 4 The system displays an error message if it cannot find an open episode for this client in this reporting unit or if you are not authorized to close episodes in this reporting unit If it finds the open episode for the client it displays the current data as defaults for closing You use the following fields e Closing Date You must enter a closing date and you cannot enter a future date or a date before the last service The current date as the default e Last Service Date This field is displayed but you cannot edit it Usually will want make the Closing Date the same as the Last Service Date e Diagnostic Clinician Physician Living Situation and Employment Update these fields if necessary or just press the Tab key to move through them e Referrals Enter codes for up to three referral destinations Use one or two digit generic codes or the codes for programs or agencies 37 InSyst 6 0 User Manual 4 Reason For Discharge Enter a Reason for Discharge code Appendix D lists these codes Research Item Make an entry here only if you are authorized Ask your supervisor for information on this field Address Fie
61. m DE Confidential Information USER SMITH Supervisor authorization in effect Figure 5 21 Service Update Screen Supervisor Mode e UR Posted The date when Utilization Review action authorized the service You can use this date to find the correct UR Action using the UR Status Inquiry Screen e Component UID The identification number for this service if it is a contact based service entered on the Component Service Entry Screen e Original FRC All payor sources Medicaid Medicare County Insurance Patient that can be billed for this type of service in your system e Potential FRC All payor sources Medicaid Medicare County Insurance Patient that can be billed for this particular service e Tried FRC Payor sources Medicaid Medicare County Insurance Patient that you have tried to bill for the service e Actual FRC Payor sources Medicaid Medicare Short Doyle Insurance Patient that have actually been billed for the service 57 InSyst 6 0 User Manual e Episode Stamp The Episode to which the Service is attached Episodes can be positively identified by their Key Entry Date which is referred to here as Episode Stamp e Clearances The Clearances Flagword in the database This code will identify which systems have processed this service POSTING BILLING CDS UR POE e Screen Source The screen used to enter the service e CDS Date The date the service was reported to the state In the Delete
62. menu you selected Leaving a Menu Press Num Lock Gold E or enter a hyphen in the Command line to move back one menu to the previous menu For example if you are on the Files Menu will take you back to the Utilities Menu and a second will take you back to the Main Menu InSyst 6 0 User Manual Menu Shortcuts You can go directly from one menu to a screen that is under another menu rather than moving through the menu system one menu at a time In the command line of the current menu enter the Menu names that you would normally enter in the command lines of one menu after another For example to go from the Main Menu to the Episode Opening screen you normally enter EP in the Main Menu to display the Episode Records Menu and then enter OP to display the screen As a shortcut you can enter the command EP OP in the Main Menu command line Figure 1 3 InSyst 15 Sep 95 89 57 RH naim MENU Mental Health Services Selection EP or M M REN Description CLIENTS Client Maintenance Menu DOP DDP Maintenance Menu APPTS Appointment Maintenance Menu EPISODES Episode Maintenance Menu SERUICES Service Maintenance Menu IHDIR SERU Indirect Service Maintenance Menu Figure 1 3 Using Menu Shortcuts Using Screens InSyst s menu system displays the data screens Figure 1 4 that let you enter look up change and delete information In Screens data is entered or displayed in areas ca
63. mperial Inyo Kern Kings Lake Lassen Los Angeles Madera Marin Mariposa Mendocino Merced Modoc Mono Monterey Napa Nevada Orange 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Placer Plumas Riverside Sacramento San Benito San Bernardino San Diego San Francisco San Joaquin San Luis Obispo San Mateo Santa Barbara Santa Clara Santa Cruz Shasta Sierra Siskiyou Solano Sonoma Stanislaus Sutter Tehama Trinity Tulare Tuolumne Ventura Yolo Yuba Unknown California County Not California County 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 99 00 InSyst 6 0 User Manual State Codes Alabama Alaska Arizona Arkansas California Colorado Connecticut Delaware District of Columbia Florida Georgia Hawaii Idaho Illinois Indiana lowa Kansas Kentucky Louisiana Maine Maryland Massachusetts Michigan Minnesota Mississippi Missouri Montana AL AK AZ AR CA CO CT DE DC Nebraska Nevada New Hampshire New Jersey New Mexico New York North Carolina North Dakota Ohio Oklahoma Oregon Pennsylvania Rhode Island South Carolina South Dakota Tennessee Texas Utah Vermont Virginia Washington West Virginia Wisconsin Wyoming Unknown State Not US State 89 NE NV NH NJ NM NY NC ND OH OK OR PA
64. n Options Script Help Enter Staff Enter A to approve and S to skip O E si nel sje ela eo alse 7 nter Y and press Return 82 InSyst 6 0 User Manual 6 Month Review Cycles TPR Chart Reviews are required every six months based on the month of episode opening Upon completion of the TPR Chart Review an action is entered in INSYST Note the action can be input up to two weeks prior to the end of the cycle From Main Menu type AU MA press return Enter AU MA and press Return Terminal Communication Options Script Help akd mel sa sax Sjel 7 I nSuyst 26 Jun 00 02 52 PM MATN MENU Alameda MHS Selection n ae Selection Description CLIENTS Client Maintenance Menu DDP DDP Maintenance Menu APPTS Appointment Maintenance Menu EPISODES Episode Maintenance Menu SERUICES Service Maintenance Menu INDIR_SERU Indirect Service Maintenance Menu Fl F2 F3 F4 F5 FB F7 F8 F3 F10 F11 F12 VT420 7 10 23 On Line From Utilization Control Maintenance Screen type NUM LOCK GOLD I for insert E A TELNET 166 107 6 3 PowerT erm InterConnect 32 File Edit Terminal Communication Options Script Help 3 af ole sje je 2 2 8 2 UC Maintenance Selection Client Number 75053807 CINDY U TESTCASE Reporting Unit 99991 WEST MHS Since FE i Action UC Period Start End Action Appr Used Staff Start End 26 JUN 00 25 JUN 80 OPT Init 24 O 1221 01 JUN 00 30 NO
65. nd e MAIL gt SET CC PROMPT Displays a prompt that lets you send a CC to someone else e MAIL SET QUEUE Printer Queue Name Lets you print your mail Messages can be printed at your local clinic printer 61 User Manual InSyst 6 0 Passwords When you log on to the computer system you must enter your Username and your Password Passwords are vital to system security Passwords expire every sixty days Two Warning If you log on to the system after your Password has expired you will be prompted for a new Password If you bypass these prompts you will not be able to log on again and will need call the Support Services at 510 567 8181 or three days earlier you will receiving warnings that your Password is about to expire To change your Password 1 Choose UTILITIES from the Main Menu 2 Choose PASSWORD from the Utilities Menu to display the Password Menu This has only two options Primary Password and Secondary Password You may have only one password the Primary Password Only change your Primary Password To change your Primary Password 1 Choose PASSWORD from the Utilities Menu 2 Choose Primary Password from the Password Menu 3 The system displays the prompt CHANGE PRIMARY LOGON PASSWORD Allow system to generate a password yes If you enter Yes or press Return the system will asks you for your old password and then displays a list of nonsense words You can use one of the
66. nformation about clients To use the Client Locator Screen 1 Choose CLIENTS from the Main Menu 2 Choose LOCATOR from the Client Maintenance menu to display the Client Locator screen Figure 2 1 Client Locator Sacreen ASS N Last Mame First Name Soundex Client Number Social Security No AA ID Humber Selection EF ISODE Mini Open Episode Status F INANC IAL Mini Financial Status y Confidential Information USER SMITH Enter information for client location Figure 2 1 Client Locator Screen InSyst 6 0 User Manual Client Information Area The top section of the screen is the Client Information Area where you enter criteria to search for a client and where information is displayed when the client is found To search for a client 1 Make an entry in one or more fields of the Client Information Area 2 Press Return at any time to search for a client matching the information you have entered The Client Information Area has the following fields e Client Name Enter the client s full name or only the first few letters of the client s name For example if you enter And as the last name you will find clients with the names Anders Anderson Andrews etc e Client Number If you know the Client Number the fastest way to look up the client is to press Num Lock Gold C to move to the Client Number field and enter the client s number e Social Security Number If you do not have a Client N
67. nt to enter services for another reporting unit press Num Lock Gold P to move to the RU field Special Authorizations for the Single Service Entry Screens Authorized personnel can use these special features of the Single Service Entry Screen e Late Entry Press Num Lock Gold A once to invoke Late Entry authorization For example if data entry for April is closed on May 10 Late Entry authorization lets you enter services after that time e Supervisor Press Num Lock Gold A twice to invoke Supervisor authorization which lets you override system validations in the Staff Co Staff Group Count Staff 46 InSyst 6 0 User Manual Duration Co Staff Duration and Location fields but not episode boundaries This is useful for recording unusual services e Supervisor and Late Entry Press Num Lock Gold A three times to invoke both Supervisor and Late Entry authorization Using the Single Service Entry Screen for Day Treatment Day Treatment services are normally entered using the Weekly or Daily Entry Screen but sometimes you should use the Single Service Entry screen In InSyst Day Treatment days or services are not associated with a particular staff member and your system will not let you enter a staff person but will let you enter a O for Staff Number Some Day Treatment programs can bill Medicare for incident to services and sometimes they are required to enter some outpatient type services These can be entere
68. ntiality InSyst helps your staff in maintain confidentiality as required by federal state and local regulations Do not let anyone else use your account You username is stamped on some records in the database Each registered user has a password Do not give out your password for use by other staff or post it near your terminal Do not browse through records looking for friends acquaintances or known persons This is illegal You must have a legitimate purpose for looking up a person Do not release data without authorization For more information consult your Medical Records Department Logging Off the Computer To log out of InSyst enter the word Exit on the command line of any menu Never turn off your terminal until you have seen a message confirming that you are logged off The message includes your name the date and time that you log off the computer InSyst 6 0 User Manual Chapter 2 Basic Client Information The Client Number Before you can work with any client information the client must have a client number If a client is new to your program you must determine whether the client has a number by using the Client Locator screen described below If you cannot find the client number assign a new client number using the Client Registration Screen described later in this chapter Locating Clients The Client Locator Screen lets you find out if someone has ever been a client and lets you display i
69. nue printing the current job You have the following options e Delay Moves the current job to the end of the queue The next job begins printing When the delayed job starts printing again it begins on the page it was printing when the Delay command was given e Delete Deletes the current job without it being completed The job is removed from the printer queue The next job begins printing e Restart Restarts the current job at the beginning e Stop Stops the printer When you start the printer again the job continues printing e Wait Stops the printer temporarily e Continue Continues printing the current job to continue printing where it left off Restarting Stopped Print Jobs If you use the Stop Command while printing a file the printer is stopped and you are returned to the menu To continue printing that job 1 Choose START from the Printer and Queue Management Menu 2 Use the Start Printer Queue screen to start the printer as described above 65 User Manual InSyst 6 0 3 The system displays the prompt Stop before next entry Press Return to accept the default N to print all jobs on the queue or enter Y to print only this job and stop again The system displays the prompt Continue printing this entry Press Return to continue the job 66 InSyst 6 0 User Manual Chapter 6 The Report Menu Reports available are based on your User Authorizations and Program Site The main two
70. orm OK prompt to validate and save the data 32 InSyst 6 0 User Manual Chapter 3 Client Episodes An Episode is a period of treatment for a client at a program Before you can enter services for a client there must be an open Episode for the client in the program providing the service Episode Screens are different in InSyst s Mental Health and Drug and Alcohol systems The first half of this chapter covers the screens for Mental Health programs The second half of the chapter covers the screens for Drug and Alcohol programs Episodes in Mental Health Programs First we look at Episodes in Mental Health programs Opening New Episodes Mental Health Programs To open an Episode for a client 1 2 Choose EPISODES from the Main Menu Choose OPEN from the Episode Maintenance Menu to display the Episode Opening screen Figure 4 1 To identify the record fill in the fields at the top of the screen Client Number Enter a Client Number RU Enter a Reporting Unit number representing a Mental Health program The system validates the data It will not let you open an episode unless the Client and RU numbers exist and it will not let you open two episodes for the same client in the same reporting unit If these identifying fields are valid you can enter data in the following fields Opening Date Enter today s date or an earlier date The system will not accept a future date Remember that you cannot en
71. p There is also a Multiple Service Entry screen without a column for Co Staff which is used like the screen described Local Operations Staff decides which screen is displayed Client at Proc Staff Our Staff Group Loc Form Ok Y H Confidential Information Enter a reporting unit Figure 5 10 Multiple Service Entry Screen 3 To identify the program you are doing data entry for enter e Reporting Unit Enter the Reporting Unit Number for the program and the screen displays its name To enter services for a different program during the same session press Num Lock Gold P to move the cursor back the RU field or press Num Lock Gold R to restart the screen 4 The cursor moves to the Defaults box Figure 5 11 Data you enter here will be repeated for every service you enter in the list below until you enter new defaults You can enter default data for one or more of the following fields e Client Number Enter a client number 50 InSyst 6 0 User Manual Multiple Service Entry HU 99991 PSP OPT Service Co Client Date Proc Staff Dur Staff Group Loc Defaults mn 12 22 93 11 Form Ok H Confidential Information Enter a reporting unit Figure 5 11 Multiple Service Entry Screen Entering Defaults e Service Date Enter a date in the format MM DD YY e Procedure Enter a three digit procedure code The field accepts only direct service procedure codes that are valid for your program
72. perates e Procedure Enter a three digit procedure code It must be a valid procedure for the program e Staff Enter a staff identification number The staff number will be validated for authorization to perform the services you are entering e Co Staff If there was co staff enter the staff identification number You may only enter one co staff in this system e Staff Duration Enter the number of hours and minutes this staff person spent in this service Enter up to twenty three hours and up to fifty nine minutes in the two portions of this field There is a fixed minimum and maximum time for some services e Co Staff Duration If there was co staff enter the time they spent on the service in the same way as Staff Duration e Number in Group Enter a number from to 99 indicating how many clients were involved in the service The default is 01 for an individual service If you are recording group services enter the number of clients in the group For example if Staff Person A and B have a group with 10 members that met today for 1 hour with all members present enter 10 here InSyst will record a service for each client number with the staff numbers of A and B the procedure code for a group a group count of 10 and the time each staff person spent in the service Each client will be billed correctly for the group service and each staff person will be credited correctly for the time spent in the service 45 InSyst 6 0 U
73. pervisor Mode Registration Approved If the Client was registered using centralized Client Registration and the registration has not yet been approved this screen will include a Registration Approved field If you are sure the client registration information is correct enter Y in this field Entering a New Client Address Any authorized user can enter a new address for a client with an open episode To enter a new address 1 Choose ADDRESS from the Client Maintenance Menu to display the Address Maintenance Selection Screen as described above 2 Press Num Lock Gold I I stands for Insert to display the Client Address Insert Screen 3 Enter data in the following fields e Client Number Enter the number for the client whose address you want to enter If you are already viewing a list of the client s addresses when you press Num Lock Gold I the Client Number is entered automatically e Reporting Unit Enter the Reporting Unit Number for the program that has an open episode for the client The Effective Date of the address you are entering must fall within this episode e Effective Date By default the Effective Date is today s date Only Supervisors can 19 InSyst 6 0 User Manual alter it Street Number Enter a street number with up to five 5 digits Street Direction If the address has one enter a street direction such as N NE SES SE EN A SW Ww NW Client Ad
74. r Mode Entering New Messages during Maintenance If you press Num Lock Gold I while you are using the Editing screen to update look up or delete a message the screen will split to let you enter a new message for the client whose message you were maintaining Figure 7 6 After entering the new message press Control Z You will be able to enter the Message Header Type and Dates as described above 29 InSyst 6 0 User Manual Chapter 3 CSI Periodic Screens The CSI Periodic Screens streamline the entering periodic updates of client information that change over time such as education care giver status living situation employment status and legal consent California State Department of Mental Health requires these data elements be reported at time of opening closing and on the date of the annual review for anyone receiving mental health services In addition to entering new CSI Periodic data you will be able to update delete and look up client information using the CSI Periodic Screens Accessing the Screens Access the CSI Periodic Screens in order to update the required CSI information To work with CSI Periodic Records 1 Choose CLIENTS from the Main Menu InSyst 07 Mar 00 01 20 PH MAIN MENU INSYST Merged Product UO7 001 Selection Description Nd Selection Description MC LIENTS Client Maintenance Menu DOP DOP Maintenance Menu APPTS Appointment Maintenance Menu EPISODES Episode Maintenance Menu
75. r services for Tuesday first then for Wednesday then for Thursday If you accidentally enter services for March 3 you cannot use this screen for March 1 and 2 you must use the Single Service Entry Screen 47 InSyst 6 0 User Manual e RU Enter a Reporting Unit Number If it can enter services using this Screen the name of the program is displayed above the number When you press Return the system lists all clients open on this date in this program twenty five clients at a time in alphabetical order If there are more than twenty five clients it displays the message Enter services for 25 clients More clients may exist After you enter the first twenty five services the cursor returns to the date field press Return to accept the date and reporting unit for a second time or more and display the next 25 clients Depending on local policy the program may display the screen without a column to enter time as shown in Figure 5 3 below or the screen with a column to enter time as shown in Figure 5 4 below Many residential programs use the screen without a column to enter time note Some Programs use the Weekly Service Entry Screen covered below instead of the Daily Service Entry Screen Daily Service Entry without Time If local policy for this Reporting Unit is not to enter time the screen is displayed as shown in Figure 5 3 Daily Service Entry PSP ACUTE Service Date 63 65 6067 RU 999985 Client Humber
76. rea These fields can hold the same codes as the Axis 1 Axis 2 and Axis 3 fields of line one and you indicate the primary and secondary diagnosis in the same way However you must enter different values in these fields than you entered in line 1 since these are alternative diagnoses All the fields on line two are optional To enter data in the remaining fields 1 After you Tab through the diagnostic fields you enter data in the following fields e Clinician ID Enter the primary clinician s identification number This number must be in the STAFF_MASTER table e Physician ID Enter the physician s identification number This number must be in the STAFF_MASTER table e Source of Income Enter a one digit code for the client s largest single source of family income These codes are listed in Appendix D e Living Situation Enter the code for the client s living situation These codes are listed in Appendix D e Employment Status Enter the code for the client s Employment Status These codes are listed in Appendix D e Type of Employment Enter the one digit code for the occupation of the family s primary wage earner These codes are listed in Appendix D e Admission Hour Enter hour of admission using a number from 0 23 If you skip this field the default 99 Unknown is used e Legal Consent Indicate what authority you have to treat minors This field is also used for some adults These codes are listed in Appen
77. reen 2 Client Enter the Client Number of the client for whom you are entering data If the client is in the system and there are previous Periodic Data InSyst will populate the entry screen with the most recent periodic data for this client If there is no periodic data InSyst populates the fields with entries from the Client s Registration InSyst will alert you if the Client Number is not in the system 3 Enter or edit data in the following fields the State has made it mandatory that the following fields are updated annually e Periodic Date Completed Enter the date when the information you are entering was obtained from the client date of episode opening closing annual review e Education Enter the current education level in years This is a number the maximum value is 20 e Care Give Status Enter the number of persons the client cares for or is responsible for at least 50 of the time under the age of 18 and over the age of 18 e Employment Status Enter the code for the client s Employment status See the sample values for this field in the CSI Appendix at the end of this document e Legal Consent Enter the code for the client s legal consent See the sample values for this field in the CSI Appendix at the end of this document e Living Situation Enter the code for the client s Living Situation See the sample values for this field in the CSI Appendix at the end of this document 4 Enter Y at the F
78. run this report using the Report menu It prompts you to enter a Reporting Unit or enter for all units and to enter a target date The report finds all clients open on the target date Using the Report The report is used as a management tool by program managers to balance the work among staff or to quickly review the types of client being served It is also used to direct the distribution of other reports such as the Utilization Review reports The report might also show that it is necessary to improve the data entry process Any duplicate clients should be reported to Operations Staff Output File MHS OUTPUT REPORT PROGRAM CASELOAD PSP12 S 75 InSyst 6 0 User Manual
79. s 4 Enter Y at the Form OK prompt to validate and save the data 20 InSyst 6 0 User Manual Maintaining Addresses The Address Maintenance Selection screen is used to maintain either Client addresses or Account Addresses the addresses that bills are sent to To maintain Addresses 1 Choose ADDRESS from the Client Maintenance Menu to display the Address Maintenance Selection Screen as described above 2 Use the fields at the top of the screen to display a list of addresses e Client Number Enter a Client Number to display that client s addresses The screen lists all addresses for the client or account Figure 2 17 with the most recent listed first Address Maintenance elect aun Client Number talalat lalalala HOLDEN CAUF IELO Account Number Effective 21 May 87 3339 5 45 NE TAYLOR RD Apt 1 SAN FRANCISCO CA 94124 Bi Hay 87 9999 9 133 E DUCE AV Apt 262 SAN FRANCISCO CA 94118 Confidential Information USER SMITH 2 records displayed Last page displayed Figure 2 17 Address Maintenance Selection Screen 3 Move through the list using the methods described in the section on Moving Through Lists in Chapter 1 Select address records to maintain by typing L lookup U update or D delete next to them When you have finished selecting records press Return Client Address Lookup If you entered a Client Number and entered L next to the address it is displayed in
80. s Num Lock Gold I Move Cursor forward one Field TAB Key Move Cursor backward one Field F12 Key Move Down to next Page i e list of clients Num Lock Gold M Move Back to last Page i e list of clients or services Exit Screen go back to last screen menu Num Lock Gold B Num Lock Gold E Refresh Screen Clear a screen without leaving the screen Num Lock Gold R Save the client information and go back one screen Num Lock Gold S PRINTER COMMANDS Show Printer Queue UT PR SH Start Printer Queue UT PR ST 96
81. screen Figure 2 5 Client Registration Decentralized Reporting Unit 99991 PSP OPT Last JOHNSON First JOHN Middle M Generation Birthdate 02 10 2000 Sex M SSN 999 99 9999 CIN 34667A Education Other Factors Other ID Disability Service Group Local Code Language Primary RU Program Code Ethnicity Chart Location Research Item Hispanic Origin Ref Staff ID Marital Status Family Size Enter Address N Annual Income Significant Others N Aliases Last First Middle WN Form Ok Y N Confidential Information USER COHEN_ET Input required Figure 2 5 Client Registration Screen note Because the information entered in the Client Registration screen establishes the client s identity it is best to ask the client for a Driver s License Social Security Card or other document and copy the information from it Three critical pieces of information must be entered correctly client name birth date and Social Security Number 3 Enter data in the following fields e RU Enter the Reporting Unit Number for the program where you are registering the client This field establishes whether you are using decentralized or centralized registration With decentralized registration the system automatically assigns a client number and you can enter episodes and services for the client With centralized registration you can register a client and enter episodes but you cannot to enter services until the reg
82. se options as your password or ask the system to generate another list of words If you enter No the system lets you enter your own new password later 4 The system displays the prompt o1d Password Enter your current Password 5 The system displays the prompt New Password Enter your new password 6 The system displays the prompt Verification Re type your new password If this is not the same as the new password you entered originally the system displays the message password verification error and returns you to the previous menu To change your password you must start again Passwords that you type are not displayed on the screen After you change your password successfully you are returned to the previous menu with no message To exit type Control Z at any time 62 InSyst 6 0 User Manual Printer and Queue Management The Department assigns a name to the printer attached to your terminal such as PQ_CHILDRENS or SONOMA The queue refers to the waiting line for the printer If there are no items to be printed the queue is empty When you print an item it is sent to your printer queue The Printer and Queue Management menu lets you manage print jobs Show Queue To view the printer queue 1 Choose UTILITIES from the Main Menu 2 Choose PRINTER from the Utility Menu 3 Choose SHOW from the Printer and Queue Management Menu to display the Show Queue Screen 4 Use the field at the top to identif
83. ser Manual e Location Enter a location code from 1 to 6 1 Office 2 Field 3 Phone 4 Home 5 Satellite School 6 Satellite Clinic 9 Inpatient The default is 1 for Office You MUST use location 9 entering Inpatient Services on the Multiple or Single Entry screens 4 When you are done enter Y at the Form OK prompt The system validates the data and displays the client s name If there are incorrect values in any field it will display an error message and return the cursor to that field 5 Once the data is correct the system will ask for confirmation before saving it Figure 5 2 Enter Y at the Confirm prompt to save the entry Single Service Entry BUDDY GLASS PSF Clinic Client Humber 5BBBBBBdE Service Date BF 1B SB HU 999969 Procedure 341 Staff 99999 Staff Duration 1 Humber in Group 61 Co Staff Co Staff Duration El Location 1 Confirm Confidential Information USER SMITH Okay to write service for FEM episode for BUDDY GLASS Figure 5 2 Single Service Entry Screen with Data If you are using the Utilization Control system the system will display messages for clients who are Medicaid eligible which say whether the client has a current Utilization Control authorization and whether the service is authorized After service entry has ended the cursor returns to the Client Number field You may enter a new Client Number and Date to continue entering services If you wa
84. stration in Chapter 2 If there are clients whose services have already been entered for the Service Date for example through the Single Entry Screen they are not listed on the screen This screen does not allow duplicate services If you have skipped over clients during your data entry you can redisplay them by pressing Num Lock Gold E key to leave the screen Then use the menu to display the screen re enter the date and reporting unit number and the skipped clients are included in the list Daily Service Entry with Time If local policy for this Reporting Unit is to enter time the screen is displayed as shown in Figure 5 4 To do daily service entry with time 1 The Client Number Name and Opening Date is listed for each client and you must enter e Procedure Code The screen displays the default procedure code for your program no other entry is valid in this field If your program can give clients two different kinds of service in one day for example a program that has an rehabilitative day care service and a vocational rehabilitative service you can enter only one service for each client You must use the Single Service Entry Screen to enter the second service e Duration Enter the number of hours and number of minutes the client attended the program e OK If the client was present type W in this field to write the service If the client was not present or you wish to skip over the patient for now type S
85. t be deleted unless you have the correct authorization If this occurs tell your supervisor 56 InSyst 6 0 User Manual Late Entry and Supervisor Authorization Late Entry and Supervisor Authorization are available in all three of the Maintenance Screens In the Update screen Figure 5 21 Supervisor Authorization lets you change Service Date and Procedure In the Lookup and Update Screens Supervisor Authorization lets you view these additional fields e Service Client Acct The Service and or Client Account to which this service has been billed Because of Client Merge Adjustments and other Client Account Adjustments the service could be posted to an Account different from the Client s current Account e Posting Status The service status within the billing system e UR Status Whether or not this service has been authorized by a Utilization Review Action Unauthorized services are 99 Service Update Super fo JERSEY GLASS Client 506606645 RU 999969 Last Changed 61 Apr 87 Cost 56 66 Service Stamp 1 Apr 87 19 59 59 77 Service Date BARRE Procedure 358 GROUP Staff 99994 Staff Duration 3 6 Humber in Group E Co Staff 99996 Co Staff Duration 376 Location 1 ServicesClient Acct 1010011535887 Original FRC 31 Clearances B Posting Status 5 Potent FRC 31 Screen Source 1 UR Status B Tried FAC B COS Date 17 HO0U 58 UR Posted Actual FRC B Contact UID Episode Stamp G 31 87 69 13 59 345 For
86. ter services that occurred before the episode s opening date 33 InSyst 6 0 User Manual Episode Opening Client Number MEN Street No Direction Name Type City State Zip Code 0000040000 Ph ft Opening Date Ir I Referral From Legal Initial Diagnostic Impression Axis 1 Axis 2 Axis 3 Axis 4 Axis 5 Past Axis 1 Axis 2 Axis 3 Clinician ID Living Situation Admission Hour 99 Scheduled N Physician ID Employment Status Legal Consent Source of Income Type of Employment Research Item Patient Location Effective i I Form Ok Y H Confidential Information USER SEIGEL C Enter a client and reporting unit Figure 4 1 Episode Opening Screen e Referral From If you have the code for the reporting unit or agency that referred the patient enter it here Otherwise you can enter a one or two digit generic code numbers Standard codes are listed in Appendix D but you should check with your Operations Staff to find which codes are used locally e Legal Enter a Legal Status code These codes are listed in Appendix D Next the cursor moves to the fields in the Diagnostic area This area has two lines the first for the main diagnoses and the second for alternative diagnoses To enter the main Diagnoses line 1 1 Press the Tab key to move through the Axis fields in line one of the Diagnostic area and enter diagnosis numbers in them 2 The Tab key will also move the cursor to t
87. tered 6 Now you can use the defaults to enter up to 20 services using the default information The information you entered in the default box is displayed automatically as you enter data in the screen s service entry lines Figure 5 13 You can modify the default data if necessary or just press Tab to accept the default value and move to the next field At the end of each line you want to save you must enter W to write the service Multiple Service Entra RU 99991 PSP OPT Proc Staff Dur Staff Group Loc 1 111111141 111111141 111111141 111111141 111111141 111111141 Form Ok YH Confidential Information Figure 5 13 Multiple Service Entry Screen Data Entry Using Defaults 7 When you are done entering service data press Return to move to the Form OK prompt and enter Y to accept the data After the system validates the data enter Y at the Confirm prompt to save the data The screen is cleared and the cursor moves back to the defaults line so you can enter additional services or change the defaults You can imagine how useful this screen would be for example if you had to enter the same service for a client for a large number of service dates You could just change the date and accept the defaults for all the other fields 52 InSyst 6 0 User Manual Maintaining Direct Services To maintain direct services 1 Choose SERVICES from the Main Menu 2 Choose MANAGEMENT from the Servic
88. than one possible match records beginning with the first possible match are listed alphabetically here Figure 2 3 To use the Client Selection Area 1 Move through the list using the methods described in the section on Moving Through Lists in Chapter 1 Client Locator Screen GL N Last Mame First Hama Soundex Client Humber Social Security Na peas ID Humber Humber Birth Date x Eth 55 Humber BUDDY L GLASS 2umaaaag48 88 Jul 1943 2333 44 5555 SEYMOUR GLASS aalala lain 53 Mar 1933 1253 45 32 11 WILLIAM GRUMPY SABBBGAH 1 29 02 t 19568 222 335 6666 EMILY MOTHERSON SHBBAGEZS A1 Dec 1942 Unknown Selection EF ISODE Mini Open Episode Status FINANCIAL Mini Financial Status y Confidential Information USER SMITH 4 clients displayed Figure 2 3 Possible Matches in the Client Selection Area 2 Type X next to the client you want and press Return Data on that client is displayed in the Client Information Area You can select multiple clients on a page by putting X next to each and then pressing Return Then you display data on them by using the Previous and Next options in the Menu Selection Area described below Aliases are displayed in the Client Selection Box with an asterisk next to the name They are selected like other names in the list but the computer displays the client s real name in the Client Information Area If you find the target client in this list note the client number so you can us
89. the Client Address Lookup screen Figure 2 18 You cannot change the data Press Return to display the next address or press N and Return to exit 21 InSyst 6 0 User Manual Client Address Delete If you entered a Client Number and entered D next to the address it is displayed in the Client Address Delete screen Figure 2 19 Enter Y at the Delete OK prompt and Y again at the confirm prompt to delete the address Client Address Update If you entered a Client Number and entered U next to the address it is displayed in the Client Address Update screen Figure 2 20 Client Address Lookup Client SBBBBBBE HOLDEN CRUF IELD Ru 999985 45 NE TAYLOR FD Apt 1 SAN FRANCISCO CA 94124 Effective Date 65 21 1687 Address Stamp z1 hHay 87 Street Number 245 City SAN FRANCISCO Direction ME State CA Zip Code 94124 6666 Hame TAYLOR Type RED Phone Humber 915 752 3333 Ext B Apartment 1 Census Tract 66 Bad Address County of Responsibility 6 Continue H Confidential Information USER SNITH Fress fFeturn gt to continue or N gt lt Peturn gt to exit Figure 2 18 Client Address Lookup Screen Client Address Delete Client S86688666 HOLDEN CRUF IELD RU 799905 135 E DUCK AV Apt 262 SAN FRANCISCO CA 94118 Effective Date 65761787 Address Stamp Z2 May E7 Street Humber City SAN FRANCISCO Direction State CA Zip Code 94118 6606 Mame Type Phone Humber 415
90. tory of Mail messages and will help him her to know what a message contains without reading the whole message Q 4 The system displays the End Of File mark when you are using the editor Type the message and this line moves down to make room for what you type The editor s advanced features are discussed at the end of this chapter but you can just type an e mail message without using these features 5 When you finish your message type Control Z Then enter the word Exit to send the message or the word Quit to discard the message In either case you are returned to the MAIL gt prompt Replying to a Message To reply to a message 1 Enter Reply at the MAIL gt prompt 2 The system displays the editor to let you send the message Use this the same way you do to send a message as described above The only difference is that you do not need to enter a recipient or subject Forwarding a Message To forward the message you are reading to someone else 1 Enter Forward at the MAIL gt prompt 2 The system displays the TO and SUBJ prompts Use them to enter the recipient and subject in the same way you do to send a message as described above The whole message is sent including the Header information FROM TO and SUBJ on the message you received and the new Header information that you entered at the TO and SUBJ prompts 60 InSyst 6 0 User Manual Deleting a Message To prevent your m
91. total in this field InSyst s standard disability codes are listed in Appendix C of this manual but your local agency may use different codes Language Has two entries The first entry is to report the client s primary language as reported by the client The second entry is to report the language the client prefers to speak as reported by the client Language codes are on the back of the Client Registration form Ethnicity There are five ethnicity fields Enter up to five Ethnicity codes as reported by the client Ethnicity codes are on the back of the Client Registration form Marital Status Enter the Marital Status code InSyst s standard codes are listed in Appendix C but your agency may use different codes Note that Code 1 Never Married is used for a single person who does not live with girlfriend boyfriend and has never been married Enter Address This is not a data field it is a question The system is defaulted with Y the system will jump to the Address Screen described later in this chapter Once you are done with that screen the system will return you to the Registration Screen Enter Significant Other This is not a data field it is a question The system is defaulted with N the system will jump to the Significant Other Screen when set to Y described later in this chapter Once you are done with that screen the system will return you to the Registration Screen Aliases If the client has e
92. types of Reports available are Caseload and Service To run a report 1 Choose REPORTS from the Main Menu 2 Choose one of the submenu options of the Report Menu Figure 17 1 As you can see this menu lets you choose submenus with reports that are used for different purposes Report Menu Selection ee Selection Description ACCOUNT Account Reports CASELOAD Caseload Reports CL IN ICAL Clinical Reports INSURANCE Insurance Reports OPERATIONS Special Reports For Operations REVENUE Revenue Reports SERVICE Service Reports Figure 17 1 A Typical Report Menu 3 Choose the report from the submenu Your local Operations Staff controls how these submenus are organized and you should ask them which menus you should have and where specific reports are The standard InSyst package includes these submenus for reports e Caseload Reports contains reports on the management of the workload at the clinic level staff caseload reports clinic caseload reports productivity reports etc e Service Reports contains staff productivity service audit and program productivity reports 67 InSyst 6 0 User Manual Running Reports Once you select a report from one of the Reports Menu you may be prompted for information needed to produce the report First the system will ask you questions about when the report will be created or where the report will be printed After that it will ask you questions that control the content o
93. umber the Social Security Number is the fastest way to find the client If you have the client s Social Security Number press the Tab key to skip the other fields and enter the SSN here You do not need to enter between the numbers Anote If you enter the Social Security Number and Client Name the computer searches on the Social Security Number and returns the client information if it finds a match This may not be the client name you have entered if another client has used that Social Security Number If there is no match on Social Security Number the search is based on name If there is an exact match all fields on the top half of the screen are filled with information about the client Figure 2 2 If there is no match the system displays the message Client Clients not found If there is several possible matches they are listed in the Client Selection Area of the screen described below Client Locator Screen GLASS BUDDY H Last Name First Hame Soundex 586656646 333 44 5555 B Client Humber Social Security Ha Account No ther ID Number STATUS E Client messages 3 active messages selection BEEN EF ISODE Mini Open Episode Status F INANC TAL Mind Financial Status y Confidential Information USER SMITH Figure 2 2 An Exact Match in the Client Information Area 10 InSyst 6 0 User Manual Client Selection Area The second section of the screen is the Client Selection Area If there is more
94. un in batch mode on REPORT MHSS BATCH Job REPORT PSP118 SMITH queue REPORT MHSSBATCH entry 1 started on REPORT MHSSBATCH Jobname Username Entry Blocks Status REPORT_PSP118 SMITH SP_SNMHS_RPT 1 Executing On batch queue REPORT_MHSSBATCH FIR III I RI RII RII al done X X X XXookokckokok k k k k k k k k k k k k k dk ok press lt RETURN gt to return to Menu Figure 17 2 Sample Report Dialogue Anote You can terminate your report request at any time by typing Control Z The report dialogue will terminate itself if you do not respond after a short time After you finished the dialog the system displays all the options you have chosen and displays the prompt OK to continue Enter Y to produce the report or if an option is incorrect enter N to use the dialog again 68 InSyst 6 0 User Manual Report Dialog Questions This section explains some questions the system may ask you Which questions are displayed depends on the report and your level of authorization Here is an explanation of some questions commonly used in dialogs Specify when the report generation should start up Enter a date and time such as 19 SEP 1997 18 September 19th at 6 00 PM or just a time such as 19 today at 7 00 PM Some reports can be run at any time during the day Some reports that use system resources heavily can only be run in the evening or weekends If you try to run a report immediately the system may display a messag
95. up 1 Co Staff B Co Staff Duration Location 1 Continue Confidential Information USER SMITH Press Return to continue or fN gt lt feturn gt to proccess a new records Figure 5 18 Service Look up Screen In addition to the data in the Service Maintenance selection screen this screen displays e Last Changed The date that the displayed record was last modified by a user or system program e Cost The amount charged for the displayed service e Service Stamp The date that the service was originally entered into the system Press Return to display the next record selected in the Service Maintenance Selection Screen Type N and press Return to go back to the Service Maintenance Selection Screen 55 InSyst 6 0 User Manual Direct Service Delete If you entered D next to a service it is displayed in the Service Delete Screen Figure 5 19 If you are authorized you can enter Y at the Delete OK prompt and Y again at the confirm prompt to delete the service Service Delete JEFSEY GLASS Client 500606645 RU 999969 Last Changed B3 Apr 87 Cost 56 DB Service Stamp 26 MA R 87 Service Date HiJ2Z6IB7 Procedure 346 INDIVIDUAL Staff 99999 Staff Duration 1 amp Humber in Group 1 Co Staff B Co Staff Duration Location 1 Confirm B Confidential Information USER SMITH Figure 5 19 Service Delete Screen If a service has been posted in the billing system the service may no
96. urn The Client Message text editor is the same editor used for MAIL and FILES It is covered in detail in Chapter 15 which also discusses these utilities but the features described there are not usually needed for client short messages Anote When you are using the Client Message Insert screens you can return to the Client Message Selection Screen by pressing Num Lock Gold R Maintaining Client Messages To maintain client messages 1 Choose CLINICAL from the Main Menu 2 Choose CLIENT_MSG from the Clinical Menu to display the Client Message Selection Screen 3 Enter search criteria in the fields at the top of the screen Client Number Enter a Client Number to search for messages about that client Username Enter a Username to search for messages written by that user 26 InSyst 6 0 User Manual 4 5 You can enter search criteria in either or both of these fields then press Return to list messages that match Move the cursor through the list of messages See the section on Moving Through Lists in Chapter 1 Select the ones you want to maintain by entering L lookup U update or D delete next to them Press Return when you have finished selecting messages Client Message Selection Client Number 16668453 JAHES TESTCASE Username Message Effective Type Date Entered By Medication Warning Clinical 17 Now 89 SHITH Confidential Information USER SHITH 1 record displa
97. ver used aliases enter them here As you add information this section of the screen scrolls upward to allow more information to be entered You may enter up to six aliases via the Client Registration Screen and enter more through the Client Maintenance screen if necessary 14 InSyst 6 0 User Manual 4 The system validates the data Then it prompts you to verify the name by re keying the last and first names You need to retype an exact match of the last name first name and middle initial If you make a mistake you must enter the correct spelling twice to verify the name 5 If the registration is successful the system assigns the client a client number which it displays in the Client Number field at the top of the screen Figure 2 6 To continue registering clients enter Y To leave this screen and return to the menu enter N Error Messages If there is a Social Security Number in the system that is the same as the one you just entered it displays an error message and it does not let you continue If you re sure that the number you have entered is correct refer the case to your supervisor If there is a client in the system with the same name and birth date you have just entered it displays an error message and does not let you continue Refer the case to your supervisor If two different clients do have the exact same name and birth date a supervisor may use the Num Lock Gold A sequence to override the mat
98. y the queue e Queue Name Enter the name of a print queue or press Return to select your print queue The screen lists all the jobs waiting in your queue to be printed in the order that they will be printed Figure 15 9 5 After viewing the Queue press Return to go back to the Printer and Queue Management Menu The statuses of jobs in the queue are e Pending a job waiting to be printed e Holding a job put on hold or delayed In some cases a time can be associated with this status e g holding until 15 Jun 1987 02 00 e Printing a job now printing e Paused a job delayed in the midst of printing e Aborted a job deleted in the midst of printing Queues Utility Shown Dae p Queue Name FO SUNSET Terminal queue PRIMTZTXAB stopped om TXH8 mounted form DEFAULT BASE FR IORITY 4 DEFAULT lt FEED FORM DEFAULT 3 L BRARY SYS0EUCTL_LA 88 Lowercase RETA H ERROR SCHEDULE lt HOS ZE gt SEPARATE RESET RESET_CONDENSE gt Jobname Username Entry Status ACCOUNT DOCUMENT Pending ACMS Pending DATABASE_OSCAR Pending OX_REPORT Pending USER SMITH InSyst 6 0 User Manual Figure 15 9 Show Queue Screen Start Printer Queue Use Start Printer Queue to print everything that waiting to be printed is printed in the order that it is listed If there is nothing to be printed the printer readies itself To start the printer queue 1 Choose UTILITIES from the Main Menu 2 Choose PRINTER from th
99. yed Last poge displayed Figure 7 4 Client Message Selection Screen After Searching by Client If you searched by client as in Figure 7 4 the list includes Message Header A Message Title of up to 40 characters Message Type The type of message e g Clinical Fiscal Incident etc Effective Date The date the message first began appearing Entered By The person who created the message If you searched by Username only list includes Message Header A Message Title of up to 40 characters Message Type The type of message e g Clinical Fiscal Incident etc Client Number The Client Number for each Message Client Last Name The Client Name for each Message The Message Display area shows up to six messages You can press Num Lock Gold M to view one additional page of messages note To list more than 12 messages you must type Num Lock Gold A before entering a Client Number to request unlimited paging 27 InSyst 6 0 User Manual Client Message Lookup If you entered L the message is displayed on the same screens used to enter messages First the screen lists Client Header Author Effective and Expiration Dates and Message Type Press Return to display the text editing screen with the message You can not edit either the title screen or the message After reading the message type Control Z to move to the next message or return to the Client Message Selection Screen Client Message Delete
100. your message and to move to the Client Message text editor Figure 7 3 25 InSyst 6 0 User Manual HHS Client Messages JUANES TESTCASE 1888483 Crisis Alert Recent decompensation started about the same time as brother died James has been withdrawn at the day treatment center and has not participated in any groups t appears as though he discontinued his medications If he appears at Crisis Center please contact Or Williams regarding medication plan changes INSERT HEH MESSAGE Insert Forward Command exit Confidential Information Figure 7 3 Client Message Text Editor 5 At first the text editor screen has the Client Number and Message Header you specified at the top of the screen and Last Line in the text editing section Type the message and these words scroll downward make room for it 6 As you enter your message do not press Return at the end of a line the text wraps to the next line automatically The highlighted bar at the bottom of the screen will say INSERT NEW MESSAGE to show that the screen is in Insert Mode It may also say Char Character Insert or Forward to show the text editing mode you are using 7 When you have completed your message press the Control Z to stop editing The word EXIT will be displayed at the prompt and you can press Return to save your message If you do not want to save the Client Message erase the word EXIT replace it with QUIT and press Ret

Insyst MHS Mini Manual - Alameda County Behavioral Health

Contents

Download Pdf Manuals

Related Search

Related Contents