User Guide ITOTS Infant and Toddler Online Tracking System Administration Module/Client Data Updates

Transcription

1 User Guide ITOTS Infant and Toddler Online Tracking System Virginia Department of Mental Health, Mental Retardation and Substance Abuse Services October 2005

2 Overview...1 Transfer a Child to Another Council...4 Correct a Date of Birth...5 Correct a Referral Date...6 Correct an Eligibility Status...7 Correct a Discharge Date...8 Correct a Transition Destination...9 Delete a Referral for a Child...10 Delete a Discharge Date (Re-open a Case)...11 Delete a Child s Record...12 For assistance with the Client Data Updates in ITOTS, please contact: Kathi Honeycutt kathi.honeycutt@co.dmhmrsas.virginia.gov

3 Purpose of the Administration Module The ITOTS Administration Module has been designed to provide Child Data Administrators with the capability to correct data that has been entered into ITOTS in error. Access to the Administration Module To access the ITOTS, a user must be designated as a Child Data Administrator (CDA) within the ITOTS system. Functions of the Administration Module Using the Client Data Updates screens, a user designated as a CDA can: Transfer a child to another council Correct a date of birth Correct a referral date Correct an eligibility status Correct a discharge date Correct a transition destination Delete a referral for a child Delete (remove) a discharge date to re-open a case record Delete a child s record if it has been entered incorrectly or is a duplicate 9/28/2005 Page 1 of 14

4 To access the Client Data Updates, Click the Administration Tab at the top of the screen. (If the Administration Tab is not visible, your ITOTS user logon id has not been given CDA permissions.) Click Client Data Updates, on the left-hand administration menu. Enter the ITOTS ID for the child. Once the child s records information displays, Click the ITOTS ID link to display Client Update Menu. 9/28/2005 Page 2 of 14

5 Using the Client Update screen, Click the action necessary to correct the child s record. Click the Submit Action button Submit Action will display a screen with the child s current data and provide an option to be used to correct the data. A screen shot and instructions for using each option are included on the following pages. To exit the Client Update screen without updating the child s data, click the Close button. 9/28/2005 Page 3 of 14

6 Transfer a Child to Another Council Before a child can be transferred to another council, the child must meet one of the criteria below: Not have been evaluated by your council Have been evaluated and determined to be ineligible for Part C services by the multidisciplinary team Have been discharged from your council If the child meets one of the criteria and is moving to another council, Click Transfer Client Click Submit Action on the Client Update screen. The Transfer Client screen will display. The child s ITOTS ID and current council designation will display. Select the new council from the New CSB dropdown list. A message will display indicating that the child has been transferred. To exit this screen without transferring the child, click the Close button. 9/28/2005 Page 4 of 14

7 Correct a Date of Birth To correct a child s birth date, Click Modify Client DOB Click Submit Action on the Client Update screen. The Modify DOB screen will display. The child s ITOTS ID and Current DOB will display. Click the DOB field. Select the correct DOB for the child. A message will display indicating that the birth date has been modified. To exit this screen without modifying the birth date, click the Close button. 9/28/2005 Page 5 of 14

8 Correct a Referral Date One child can have multiple referral records in ITOTS. Be sure when correcting a referral date that the appropriate referral record is being updated. To correct a child s referral date, Click Modify Referral Date Click Submit Action on the Client Update screen. The Modify Referral Date screen will display. The child s ITOTS ID and referral(s) will display. Click the Referral Date field that needs to be corrected. Select the correct referral date. Click the Modify button for the referral to be updated. A message will display indicating that the referral date has been modified. To exit this screen without modifying the referral date, click the Close button. 9/28/2005 Page 6 of 14

9 Correct an Eligibility Status One child can have multiple referral records in ITOTS. Be sure when correcting an eligibility status that the appropriate referral record is being updated. To change a child s eligibility status, Click Modify Eligibility Status Click Submit Action on the client Update screen. The Modify Eligibility Status screen will display. The child s ITOTS ID and referral(s) will display. Click the Eligibility Status field that needs to be corrected. Choose the correct eligibility status from the dropdown list. Click the Modify button for the referral to be updated. A message will display indicating that the eligibility status has been modified. To exit this screen without modifying the eligibility status, click the Close button. 9/28/2005 Page 7 of 14

10 Correct a Discharge Date One child can have multiple referral records in ITOTS. Be sure when correcting a discharge date that the appropriate referral record is being updated. To correct a child s discharge date, Click Modify Discharge Date Click Submit Action on the Client Update screen. The Modify Discharge Date screen will display. The child s ITOTS ID and referral(s) will display. Click the Discharge Date field that needs to be corrected. Select the correct discharge date for the referral. Click the Modify button for the referral to be updated. A message will display indicating that the discharge date has been modified. To exit this screen without modifying the discharge, click the Close button. 9/28/2005 Page 8 of 14

11 Correct a Transition Destination One child can have multiple referral records in ITOTS. Be sure when correcting a transition destination that the appropriate referral record is being updated. To correct a child s transition destination, Click Modify Transition Destination Click Submit Action on the Client Update Screen. The Modify Transition Destination Screen will display. The child s ITOTS ID and referral(s) will display. Click the Transition Destination field that needs to be corrected. Choose the correct transition destination from the dropdown list. Click the Modify button for the referral to be updated. A message will display indicating that the transition destination has been modified. To exit this screen without modifying the transition destination, click the Close button. 9/28/2005 Page 9 of 14

12 Delete a Referral for a Child One child can have multiple referral records in ITOTS. Be sure when deleting a referral for a child that the appropriate referral record is selected for delete. Deleting a referral is a permanent action. Once deleted the referral information cannot be retrieved. To delete a referral for a child, Click Delete Referral Click Submit Action on the Client Update Screen. The Delete Referral Screen will display. The child s ITOTS ID and referral(s) will display. Click the Delete button for the referral to be deleted A message will display indicating that the referral has been deleted. To exit this screen without deleting a referral, click the Close button. 9/28/2005 Page 10 of 14

13 Delete a Discharge Date to re-open a Case One child can have multiple referral records in ITOTS. Be sure when deleting/removing a discharge date for a child that the appropriate referral record is selected for update. To delete a discharge date for a child and re-activate the child, Click Delete Discharge Date Click Submit Action on the Client Update Screen. The Delete Discharge Date Screen will display. The child s ITOTS ID and referral(s) will display. Click the Delete button for the discharge date to be deleted A message will display indicating that the discharge date has been deleted. To exit this screen without deleting a discharge date, click the Close button. 9/28/2005 Page 11 of 14

14 Delete a Child s Record An ITOTS record should only be deleted if it has been entered in error or is a duplicate entry. Deleting a child s record is a permanent action. Once deleted the child s ITOTS information cannot be retrieved. To delete a child s record, Click Delete Client Click Submit Action on the Client Update Screen. The Delete Client Case Record screen will display. The child s ITOTS ID will display along with a caution message indicating that pressing the submit button will permanently remove the client case record and all of its information from the database. Verify that the displayed client ITOTS ID matches the ID for the child s record to be deleted. Click Submit Action to delete the entire client record. A message will display indicating the client record has been deleted. To exit this screen without deleting the client record, click the Close button. 9/28/2005 Page 12 of 14