TRAINING WORKBOOK Pilot Session 2

Transcription

1 Rhode Island Behavioral Health On-Line Data (BHOLD) Service TRAINING WORKBOOK Pilot Session 2 Version 1.0 September ribholdsupport@kitsolutions.net KIT Solutions, LLC 5700 Corporate Drive, Suite 530 Pittsburgh, PA 15237

2 TABLE OF CONTENTS Introduction... 3 Tips for Using the Service Effectively... 4 Recommended Computer Settings... 4 Application Navigating... 5 Menu Information... 5 Landing Page... 7 Listing Page... 8 Edit Forms Data Fields and Buttons Edit Form Buttons Additional Buttons Clients Client Information Filter Clients Program Episode Admissions Client Discharge Rhode Island BHOLD Workbook KIT Solutions

3 INTRODUCTION The Rhode Island Behavioral Health On-Line Database (BHOLD) is a service used to collect, analyze and report behavioral healthcare data for both Mental Health and Substance Abuse Treatment. The results of data collected are used for state and federal reporting purposes, and to assist policy decisions for improved client care. The Rhode Island BHOLD Pilot Training is provided to introduce the Rhode Island BHOLD service to a select group of providers with the intent to gain valuable feedback for the development process of Rhode Island BHOLD. The Training Workbook holds sample scenarios to be used during the Pilot Training to give the trainees an idea of the type of information that is entered into the service. The Training is done using a demonstration site called a Demo. The Demo site is intended to be identical to the Live site; however the Demo is not a secured site as the Live site will be, meaning the data base does not encrypt the data entered. *DO NOT enter any real client information into the Demo site. Rhode Island BHOLD Workbook KIT Solutions

4 TIPS FOR USING THE SERVICE EFFECTIVELY Recommended Computer Settings Screen Resolutions You will get the best screen layout if you set your PC monitor settings to 1024 X 768 or larger. If your screen resolution is smaller (e.g., 800 x 600 pixels), everything on the screen will appear larger. But, if you use 800 x 600 pixels you will have to scroll more both up and down and left and right to access all the data fields. To change your PC monitor settings, right click on the Desktop background and select Properties. Next, click on the Settings tab and move the Screen Resolution scroll bar to the right (towards more ) to select 1024 X 768 resolution. Click the OK button at the bottom of the window to make the change effective. Web Browser The web browser supported by Rhode Island BHOLD (Behavioral Health On-Line Data service) is Microsoft Internet Explorer (IE). Mozilla Firefox, Safari. Other browsers may not be fully supported by Rhode Island BHOLD. They may function but not to design specifications. We recommend that users have the latest version of IE installed on their computer along with the updates provided by Microsoft (which are released periodically). Pop-Up Blockers Modern computer security technology and usability features development have led to pop-up blocking. Although this new feature of Internet browsers, toolbars and other 3 rd party managing software blocks hazardous and annoying pop-ups, sites like the Rhode Island BHOLD require pop-ups to be able to function. If your pop-up blocker is enabled, then there is a possibility that Rhode Island BHOLD may not function or appear properly. You should either disable the pop-up blocker while using the RI BHOLD (while remembering to enable it, if desired, when not using the Rhode Island BHOLD) or create exceptions for the pop-up blocker. Although enabling and disabling the popup blocker may be cumbersome, it may be easier than making exceptions to the pop-up blocker. To create exceptions for the pop-up blocker, open your internet browser window. If using Internet Explorer, click the top toolbar option Tools and then go to Internet Options. After the Internet Options window is available, you will want to click on the Privacy tab at the top of the window. You will notice while on the Privacy tab at the bottom will be a section on Pop-Up Blockers. If your Block pop-ups checkbox is checked, click on the Settings button to allow for exceptions. You can now add the Rhode Island BHOLD links to the Allowed Sites list which the pop-up blocker will ignore when trying to block pop-ups from the Rhode Island BHOLD. You will want to add for the Pilot Training system. Once these sites are added to your Allowed Sites list, the pop-up blocker should no longer prevent pages from loading and appearing while you are using the Rhode Island BHOLD. *te: These are instructions for Internet Explorer 6.0 and may be different for other Internet Explorer version. Rhode Island BHOLD Workbook KIT Solutions

5 Application Navigating Navigating through Rhode Island BHOLD is set up in such a fashion that you use a Menu to access the various forms. Selecting a Menu item provides a Submenu and a Landing Page displaying the various forms for data entry. Some of these forms must be filled in before other forms. It is recommended that you work from top to bottom on the Submenu list, filling out all the information for that area before moving on to the next section. Continuing in this manner will ensure that all of the sections of the application have enough information to function correctly. If all of the different portions are not completed, some modules will not work correctly. Menu Information The Menu for Rhode Island BHOLD is located across the top of the screen. Some Main Menu categories may be broken down into submenu categories to choose from. The Main Menu categories list the main modules that are within the application. When a Main Menu category is selected, a list of submenu categories will be displayed on the Landing Page as links to access the modules. (For more information on Landing Pages, see the Landing Page section.) 1. Main Menu Constant (unchanging). Available at all times. 2. Landing Page Varies depending on which Main Menu category is selected. Displays the Submenu Categories. 3. Submenu Category Varies depending on which Main Menu category is selected. 4. Listing Page Varies depending on which Submenu Category is selected. 1. Main Menu 4. Listing Page 2. Landing Page 3. Submenu Category Screenshot displaying the Main Menu (1), a Landing Page (2) and a Submenu Category list (3) Sample screenshot displaying a Listing Page (4) Rhode Island BHOLD Workbook KIT Solutions

6 The top of the menu provides links to (Home page) and to (Log Off) of the Service. It also has (Change Font Size). Bread Crumb Trail A Bread Crumb Trail is provided to indicate where you currently are in the system. The links provided in the Bread Crumb Trail also allows you to move backwards in the system Bread Crumb Trail Change Font Size Link to Home page Link to Log Off Rhode Island BHOLD Workbook KIT Solutions

7 Landing Page When first entering a module, you may see a list of the entire categories associated with that module. This is called a Landing Page. The Landing Page of a module provides a description of what can be done in that module as well as listing each category as a link to the Listing Page and entry forms. (For more information on the Listing Pages, see the Listing Page section.) data is entered on the Landing Page. Submenu Category link To open a submenu category: Click on the Landing Page Submenu Category link. Screenshot displaying a Landing Page Tips A description of the module may be listed on each Landing or Listing Page at the top of the page. A link is displayed in the lower right-hand corner of the gray box where the description is housed. Clicking this link will toggle the display of the description. Allows the module description to be hidden from view Places the module description back in view Rhode Island BHOLD Workbook KIT Solutions

8 Listing Page After selecting a submenu category from a Landing Page, you will see the Listing Page. When going into an area where a Listing Page is available, the service allows you to select previously entered data to edit or view its content. data is entered on the Listing Page. There are three types of Listing Pages: 1. Grid View 2. Hierarchy View 3. Single Form View Grid View The Grid View displays the data in tables. Specific pieces of data will be displayed within the Grid based on the fields within the Edit form (for additional details on the Edit Form, see the Edit Forms section). When first viewing a Listing Page, all of the data is available for Searching (for additional details, see the Advanced Search section). If no data has been entered yet, the Listing Page will be blank. Click the (Add) button to add new data. Click the (Select) button to the left of the data you would like to edit/view. Select button Sample screenshot displaying a Grid View Listing Page Tips Clicking on the column name (e.g., ) will allow you to sort your records in that column in ascending or descending order. The Page numbers (e.g. ) beneath the grids allows to you move from page to page within the specific listing page. There is a maximum of 8 items in a grid, so once you exceed 8, the application automatically updates the grid to page 2. To get to a desired page click on the number and you will go to that specified page. Rhode Island BHOLD Workbook KIT Solutions

9 Advanced Search Most Grid View Listing Pages include a search feature which allows you to find a particular saved record by clicking the (Advanced Search) tab and selecting several variables. Advanced Search tab To begin using the Advanced Search feature: Click the (Advanced Search) tab located at the top of the grid. Sample screenshot of a Data Grid displaying the Advanced Search tab. Once you have selected the (Advanced Search) tab, you will need to select a Category from the dropdown list. Then select an option from the three search filter fields. Once the three search filter fields have been selected, click the (Go) button to see the search results. The three search filter fields are used in the following methods: 1. The first search filter will display the search categories to choose from. The options in the dropdown list are some of the required fields from the Edit form. 2. The second search filter allows you to specify how you wish to search. 3. The third search filter is the search criteria. This field will change based on the second search filter selected. Filters Go button Sample screenshot of the Advanced Search displaying the filter fields Rhode Island BHOLD Workbook KIT Solutions

10 Hierarchy View A Hierarchical View is used when there is a relationship between the data. For example, a client receives services. All service records that are entered are related to the client that the service is associated with. The need to link the relationship adds complexity to the process of adding and searching. The hierarchical view was designed to simplify these tasks. When first viewing the Listing Page, you will need to click the (plus sign) to activate the hierarchy view. The (plus sign) will become a (minus sign) and all the data will display below the link. The data located to the right of the (plus sign) is a link to view or edit the record. Click on the desired link. minus sign Screenshot displaying a Hierarchy View Listing Page Rhode Island BHOLD Workbook KIT Solutions

11 Single Form View The Single Form View is used when the data entered is updated periodically. Only one form is available and edited. The Single Form View displays the fields on the Edit Form (for additional details on the Edit Form, see the Edit Forms section). The form can be edited at any time, but you must click the (Save) button to update the data. Sample screenshot displaying a Single Form View Listing Page Rhode Island BHOLD Workbook KIT Solutions

12 Edit Forms The Entry/Edit Form contains the fields for entering and editing data. The buttons for saving, cancelling, deleting, printing, and in some cases, adding and editing, are available. (See the Data Fields and Button section for additional details on the function of these buttons.) If you clicked the (Add) button to enter new information into a form, the Edit Form data fields will be blank. When selecting the (Select) button to view existing data, the Edit form data fields will display the data entered/selected previously. These fields may be modified, if needed. Partial screenshot displaying a blank Edit Form If a required field does not have data entered into it and you try to save the form, you will receive a message that informs you of the field vacant of data and you will not be able to save that form until that field has data. Some or all of the fields may be required in order to save the form. Those fields that are required are bold and with an asterisk next to the field name. Required field Rhode Island BHOLD Workbook KIT Solutions

13 Computer Keys While entering information into an Edit form, several keys are helpful for moving the cursor from one information box (called a data field) to another. The table below summarizes those keys: Key Description Function The Cursor The TAB key Hold down the SHIFT key and then press the TAB key The Control (Ctrl) key Use the MOUSE by pointing and clicking to move the cursor Points to desired location Moves the cursor to the next data field Moves the cursor to the previous data field Enables blocked material to open (due to pop-up blocker) Moves the cursor by pointing and clicking Rhode Island BHOLD Workbook KIT Solutions

14 Data Fields and Buttons In Rhode Island BHOLD there are several fields, boxes, and buttons that are used to collect and store data. Type Preview/Description Text Field (aka Text Box) (fill in the blank) Dropdown List (aka Pull Down Menu) (select one) Radio Buttons Selected t Selected Check Boxes Selected t Selected A yellow box around a field denotes a required field Allows you to enter a date or select other data to fill in a field It does not matter the order in which the above fields are filled in, but if a required field is not filled in and you try to save the form, you will receive a message informing you what field is missing data and you will not be able to save the form until that field has data. Tips All the fields within a yellow box are required fields. These must have a value entered before the record can be saved. You can type an identifying letter of an item in a dropdown list and the first selected item beginning with that letter will appear in the box. Rhode Island BHOLD Workbook KIT Solutions

15 Calendar Dates can be entered in two different ways: 1) typing the date directly into the field or 2) using the (Calendar) icon. The icon can be used as an alternative option to entering a date directly into a date field. 1. Click the (Calendar) icon. A calendar displaying the current month and year will display below the date field. 2. The calendar will change depending on the selections chosen from the two dropdown lists. 3. Select the appropriate month from the first dropdown. 4. Select the appropriate year from the second dropdown 5. Select the date by clicking on a number within the calendar. 6. The calendar will close and the date will appear within the date field. Screenshot displaying the calendar feature Rhode Island BHOLD Workbook KIT Solutions

16 Edit Form Buttons Information is entered and edited on the computer screen through data entry/edit forms. The table below summarizes the buttons used to enter/edit information located to the left of each form. This is referred to as the left toolbar. Must be pressed first to add new information to a form Allows the Edit Form fields to be open for modifications Adds the information on a form to the RI BHOLD database Returns you to previous screen Removes the information currently on a form from the database Cancels the Add or Edit without saving any information entered Additional Buttons Here is a list of additional buttons you may come across while entering data into Rhode Island BHOLD. Denotes a te with more information regarding a field Allows the permissions of a staff account to be selected or modified Resets Changes the size of the text that appears on the screen (for additional details, see the Using the Text Resizer section) Expands and collapses records of saved data Opens a record of saved data for viewing or modifying Adds a modification to the RI BHOLD database Applies a search filter Removes the currently selected filters Removes the information on a form Rhode Island BHOLD Workbook KIT Solutions

17 Using the Text Resizer You can alter the size of the text on a form by using the Text Resizer. Clicking on one of the s changes the text size from smallest to largest. Place the mouse pointer over one of the s and left click to change the size. Provides the smallest text size Provides the default text size Provides a medium text size Provides the largest text size 1. Click the (Text Resizer) icon. 2. Select the Text Size by selecting the symbol that is the desired size. Rhode Island BHOLD Workbook KIT Solutions

18 CLIENTS The Clients module is used to add or edit Client Demographics, Admission Information, and Discharge Information. Client Information Scenario 1: Enter the following Client Information. Click the (Add Client) button from the Clients Listing page. Client 1: SSN: Client Rec. # 100 Birth Date: 10/15/1981 Gender: Female Race: Asian Caucasian Marital Status: DIVORCED Divorced Veteran Status: NOTVET Service Highest Level of Education: COMPLHS Completed High School Click the (Save) button from the left toolbar. *Please te: During the Pilot, the SSN and Client Rec # will be used by multiple providers/users. To avoid receiving a message that the client already exists, change the SSN and Client Rec # to one of your choosing. Please DO NOT enter real client Social Security Numbers (SSN) into the Training demo site. Sample screenshot displaying Client 1 on the Client Information Edit Form Tips The Social Security Number (SSN), Client Rec #, and Birth Date must be unique for each client entered within a Provider organization. Rhode Island BHOLD Workbook KIT Solutions

19 Scenario 2: Enter the following Client Information. Click the (Add Client) button from the Clients Listing page. Client 2: SSN: (select the checkbox indicating the SSN is unknown) Client Rec. # 200 Birth Date: 06/16/1975 Gender: Male Race: Black/African American Marital Status: NOWMARR w Married Veteran Status: NOTVET Service Highest Level of Education: COLLEGE College Degree Click the (Save) button from the left toolbar. *Please te: During the Pilot, the SSN and Client Rec # will be used by multiple providers/users. To avoid receiving a message that the client already exists, change the SSN and Client Rec # to one of your choosing. Please DO NOT enter real client Social Security Numbers (SSN) into the Training demo site. Sample screenshot displaying Client 2 on the Client Information Edit Form Rhode Island BHOLD Workbook KIT Solutions

20 Filter Clients Scenario: In the next scenario you will be adding the Episode Admissions information for each client. Practice using the Filter Clients feature to locate the Clients that were just entered. There are four (4) ways to use the Filter Clients feature: Search by Client Rec # Search by SSN Search by Birth Date Search by Gender You may search using any of the 4 filters or you may enter in all 4 of the filters if the information is known. Click the (Apply) button once you have filled in one (1) or all of the four (4) filters. Sample screenshot demonstrating using the Search by Gender Filter option Rhode Island BHOLD Workbook KIT Solutions

21 Program Episode Admissions Scenario 1: Enter the following Episode Information for Client Rec # 100. Select the appropriate client from the Clients Listing page. Click the (Add Episode) button located beneath the Episodes grid. Admission Information Location: Pilot Training KIT Program Type: DETOXSM - SA First Treatment Date: 05/30/2009 Admission Date: 05/30/2009 Admission Referral Src. COURTSYS Court system Count Referral: COURT - Court # of Arrests: 1 Social Connectedness: 1-2Week 1=2 times in past week Current Client Demographics City of Residence: Middletown Zip Code: Residential Agreement: PRIVATE Private Residence/household Family Size: 3 Monthly Household Income: (select the checkbox indicating the Household Income is unknown) Employment Status: FULL TIME Employed: Full Time (35+ hours/week) Employment Type: OTHER - Other Payment Src (Primary): DBH DBH Funded Payment Src (Secondary): PERSONAL Personal, Self Pay Payment Src (Tertiary): NA NA (none, free care) Grant #/Contract ID#: (optional field) Sample screenshot displaying Scenario 2 on the Program Episode Admissions Edit Form. This is a partial screenshot. Current Diagnoses & Co-Occurring Primary Secondary Tertiary Axis I Diagnoses: Axis II Diagnoses: GAF Score 67 Rhode Island BHOLD Workbook KIT Solutions

22 Axis IV Problems with primary support group: Problems related to social environment: Education problems: Occupational problems: Housing problems: Economic problems: Problems with access to health care services: Problems related to interaction with legal system/crime: Other prosocial and environmental problems: Co-Occurring Condition Co-occurring Mental Health & Substance Abuse issues: Developmental Disability: Pregnant: Smoking: Hypertension: Hepatitis: Life Threatening Viral Illness: Hypercholosterolemia: Obesity: Diabetes: Asthma: Chronic Obstructive Pulmonary Disease: Unknown Unknown Unknown Unknown Unknown Current Substance Abuse Substance Route of Frequency of Age at First Admin Use Use Primary: COCAINE Smoking DAILY 23 Secondary: ALCOHOL Oral 3-6WEEK 17 Tertiary: NA NA NA NA Click the (Save) button from the left toolbar. Sample screenshot displaying Scenario 2 on the Program Episode Admissions Edit Form. This is a partial screenshot. Rhode Island BHOLD Workbook KIT Solutions

23 Scenario 2: Enter the following Episode Information for Client Rec # 100. Client Rec # 100 is admitted to two (2) programs. Select the appropriate client from the Clients Listing page. Click the (Add Episode) button located to beneath the Episodes grid. Admission Information Location: Pilot Training KIT Program Type: PSYCHOSP - MH First Treatment Date: 05/30/2009 Admission Date: 06/03/2009 Admission Referral Src. COURTSYS Court system Count Referral: COURT - Court # of Arrests: 1 Social Connectedness: 1-2Week 1=2 times in past week Current Client Demographics City of Residence: Middletown Zip Code: Residential Agreement: PRIVATE Private Residence/household Family Size: 3 Monthly Household Income: (select the checkbox indicating the Household Income is unknown) Employment Status: FULL TIME Employed: Full Time (35+ hours/week) Employment Type: OTHER - Other Payment Src (Primary): DBH DBH Funded Payment Src (Secondary): PERSONAL Personal, Self Pay Payment Src (Tertiary): NA NA (none, free care) Grant #/Contract ID#: (optional field) Current Diagnoses & Co-Occurring Primary Secondary Tertiary Axis I Diagnoses: Axis II Diagnoses: GAF Score 67 Sample screenshot displaying Scenario 1 on the Program Episode Admissions Edit Form. This is a partial screenshot. Rhode Island BHOLD Workbook KIT Solutions

24 Axis IV Problems with primary support group: Problems related to social environment: Education problems: Occupational problems: Housing problems: Economic problems: Problems with access to health care services: Problems related to interaction with legal system/crime: Other prosocial and environmental problems: Co-Occurring Condition Co-occurring Mental Health & Substance Abuse issues: Developmental Disability: Pregnant: Smoking: Hypertension: Hepatitis: Life Threatening Viral Illness: Hypercholosterolemia: Obesity: Diabetes: Asthma: Chronic Obstructive Pulmonary Disease: Unknown Unknown Unknown Unknown Unknown Current Substance Abuse Substance Route of Frequency of Age at First Admin Use Use Primary: COCAINE Smoking DAILY 23 Secondary: ALCOHOL Oral 3-6WEEK 17 Tertiary: NA NA NA NA Click the (Save) button from the left toolbar. Sample screenshot displaying Scenario 1 on the Program Episode Admissions Edit Form. This is a partial screenshot. Rhode Island BHOLD Workbook KIT Solutions

25 Scenario 3: Enter the following Episode Information for Client Rec # 200. Select the appropriate client from the Clients Listing page. Click the (Add Episode) button located beneath the Episodes grid. Admission Information Location: Pilot Training KIT Program Type: CONTACT - MH First Treatment Date: 06/01/2009 Admission Date: 06/08/2009 Admission Referral Src. MHPROVIDER Mental Health Care Provider Count Referral: NA - NA # of Arrests: 0 Social Connectedness: NA NA (client is a MH client only) Current Client Demographics City of Residence: Middletown Zip Code: Residential Agreement: RESIDENT Residential facility Family Size: 1 Monthly Household Income: Employment Status: PARTTIME Employed: Part Time (<20 hours/week) Employment Type: SUPPORTED Supported Payment Src (Primary): MEDICARE - Medicare Payment Src (Secondary): NA NA (none, free care) Payment Src (Tertiary): NA NA (none, free care) Grant #/Contract ID#: (optional field) Current Diagnoses & Co-Occurring Primary Secondary Tertiary Axis I Diagnoses: Axis II Diagnoses: GAF Score 45 Sample screenshot displaying Scenario 3 on the Program Episode Admissions Edit Form. This is a partial screenshot. Rhode Island BHOLD Workbook KIT Solutions

26 Axis IV Problems with primary support group: Problems related to social environment: Education problems: Occupational problems: Housing problems: Economic problems: Problems with access to health care services: Problems related to interaction with legal system/crime: Other prosocial and environmental problems: Co-Occurring Condition Co-occurring Mental Health & Substance Abuse issues: Developmental Disability: Pregnant: Smoking: Hypertension: Hepatitis: Life Threatening Viral Illness: Hypercholosterolemia: Obesity: Diabetes: Asthma: Chronic Obstructive Pulmonary Disease: Unknown Current Substance Abuse Substance Route of Frequency of Age at First Admin Use Use Primary: NA NA NA NA Secondary: NA NA NA NA Tertiary: NA NA NA NA Click the (Save) button from the left toolbar. Sample screenshot displaying Scenario 3 on the Program Episode Admissions Edit Form. This is a partial screenshot. Rhode Island BHOLD Workbook KIT Solutions

27 Client Discharge Scenario 1: Enter the following Discharge Information for Client Rec # 100. Select the appropriate client from the Clients Listing page. Click the (Select) button next to the appropriate Episode. Click the (Add Discharge) button located beneath the Episodes grid. Discharge Information Discharge Date: 09/11/2009 Last Contact Date 09/08/2009 Social Conn. 1-2Week 1-2 times in past week Discharge Reason: TXCOMPLETE Completed Treatment no referral Referral: NA NA / ne # of Arrests: 0 Client Information at Discharge Resid. Arrangement: PRIVATE Private Residence/household Employment Status: FULL TIME Employed: Full Time (35+ hours/week) Employment Type: OTHER - Other GAF Score: 67 Substance Abuse at Discharge Substance Frequency of Use Primary: COCAINE NONE no past month use Secondary: PASTMON 1-3 times in past ALCOHOL month Tertiary: N/A N/A Click the (Save) button from the left toolbar. Sample screenshot displaying Scenario 1 on the Client Discharge Edit Form. Tips You may also select the Episode from the Clients Listing Page to go directly to the Client Discharge Edit Form. Rhode Island BHOLD Workbook KIT Solutions