INSPIRE. User Screen Guide: MST, Clinical

Transcription

1 INSPIRE User Screen Guide: MST, Clinical The EPISCenter is a project of the Prevention Research Center, College of Health and Human Development, Penn State University, and is funded by the Pennsylvania Commission on Crime and Delinquency and the Pennsylvania Department of Public Welfare as a component of the Resource Center for Evidence-Based Prevention and Intervention Programs and Practices. April 2013

2 Table of Contents To skip to a specific section, hover your mouse over the title of that section and click. GENERAL Login Screen... 4 INSPIRE Accounts... 5 Account Basics... 5 To Create or Delete an INSPIRE User Account... 5 Changing Your Username or Password... 6 INSPIRE Basics... 7 Navigating INSPIRE... 7 Checking Whether Data Has Been Submitted... 8 MSTI Enhanced Web Site-INSPIRE Data Integration... 9 MST Enhanced Web Site Variables FAQ & Trouble Shooting Frequently Asked Questions Trouble Shooting For Help or To Report a Problem with INSPIRE Other Resources CLIENT DATA ENTRY Change or Delete Case ID/Name Enrollment Finding or Adding a New Client Enrollment Questions Discharge Discharge Follow-Up Starting a New Interview Accessing Existing Interviews New Offenses Page 2

3 Placements Behavior & Substance Use Education & Employment Page 3

4 Login Screen To access the site, please go to Page 4

5 INSPIRE Accounts Account Basics Each individual who will be entering data into INSPIRE will need their own INSPIRE account (username and password). There are two types of accounts: Clinical and Administrative. If an individual needs both types, he/she will have two INSPIRE accounts; one will be a Clinical log-in and the other will be an Administrative log-in. INSPIRE creates generic usernames and random passwords, which can be changed by the user once logged into INPSIRE. o Clinical accounts provide access to screens where client data is entered, including enrollment, treatment, discharge, and follow-up data. o Administrative accounts provide access to screens where program-level data, such as collaborative board reports, are entered. Individuals with administrative accounts can run INSPIRE reports. Who should have access to INSPIRE? There must be at least one person at the agency with each type of account (clinical and administrative). Many programs will choose for the program supervisor and/or director to have an administrative account and for therapists to have clinical accounts. On the other hand, some programs may choose to give an administrative assistant or data entry person a clinical account so that he/she can enter client data, and not have accounts for therapists at all. Programs should be discrete in choosing who has INSPIRE accounts, particularly since sites must keep the list of people with accounts up-to-date and ensure accounts are deleted if a staff leaves the program. To Create or Delete an INSPIRE User Account To request a new user account be created or that an existing account be deleted, a program supervisor or administrator will need to log into INSPIRE using his/her administrative account. Create/Delete User Account can then be selected from the dropdown menu. From the User Account screen, click on the link provided to open the User Account Form. Please be prepared with the following information: o o o The individual s name and address, phone number, and role in the program (e.g., therapist, clinical supervisor, administrative assistant) Type of account(s) that are needed(clinical and/or administrative) Specify if the individual needs a new account or should have their account deleted When a new account is created, the individual will receive an with their INSPIRE username and password. It may take up to 72 hours for this to occur. If the does not appear in the user s inbox, it may be in his/her spam folder. Page 5

6 Changing Your Username or Password To change your Username or Password, first log into INSPIRE. Click on MST Menu in the top left corner of the home page. Under Account Management in the dropdown menu, select Username/Password. Follow the directions on the screen. Page 6

7 INSPIRE Basics Navigating INSPIRE When applicable, use the Next button to move to the next screen. NEVER use the Back or Reload button on your internet browser these buttons will return you to the login screen and any data you entered will be lost. The Submit button is located at the bottom of each screen. Be sure to use this button each time you finish entering data for a youth, to ensure that the data is included in data reports. If you later change or add to a youth s data, using the Submit button will ensure data used to generate reports is updated. After hitting Submit you will see a screen confirming that your data has been saved. Date Boxes: There are two options for completing date boxes typing the date directly into the box or using the pop-up calendar. To change the month and/or year in a pop-up calendar, the arrow buttons on the calendar can be used. Another option is to left-click the month/year at the top of the calendar, which will result in all of the months appearing in the calendar box. By left clicking again on year, a selection of years will appear in the calendar box. In boxes with a drop-down menu of choices, you may also type in text. The box will auto-fill with the choice that matches the text being typed in. When Other is selected, the accompanying text box must be completed before INSPIRE will allow data to be submitted. Page 7

8 Checking Whether Data Has Been Submitted On each data entry screen (Enrollment, Discharge, or Discharge Follow-Up), once an existing youth s name is selected in the dropdown menu, text will appear to the right indicating 1) whether the youth s data has been submitted in INSPIRE and 2) whether the youth s data from the MST Enhanced Web-site has been integrated. Keep in mind that these indicators tell you only that data has been submitted or integrated not how complete that data is. For example, if MSTI data is integrated with INSPIRE on Oct. 7 and the therapist then makes changes to the youth s data in the MST Enhanced Web-site, those changes would not be integrated with INSPIRE until integration occurs again in November. Page 8

9 MSTI Enhanced Web Site-INSPIRE Data Integration Each month, data from the MST Institute s Enhanced Web Site (EWS) will be integrated into INSPIRE. While users will not see EWS data when they log into INSPIRE, the monthly data integration affects users in two ways: 1. Users will be able to find clients that have been entered into the EWS listed under Existing clients in INSPIRE. 2. Reports run in INSPIRE will include data from the EWS. This enables INSPIRE to report on a number of important outcomes without providers needing to enter the same data in both systems. Around the 10 th of each month, data from the EWS is integrated into INSPIRE. INSPIRE users receive an notification when integration occurs. Any data entered into or corrected in the EWS after this point will not be reflected in INSPIRE until the next round of data integration. In order for data integration to work effectively, the Case ID entered into INSPIRE must match exactly the Case ID generated by the EWS. This enables INSPIRE to match a youth s data in INSPIRE with the data entered into the EWS. Page 9

10 INSPIRE Screen Guide: MST Enhanced Web Site Variables There are certain variables from the MST Enhanced Web-site (EWS) that directly impact data integration and the Performance Measures calculated by INSPIRE. Using the guidelines below when answering these questions in the EWS will result in more accurate and reliable reporting by INSPIRE: Case ID: When entering client data into INSPIRE, the youth s unique Case ID from the EWS must be used and must be entered correctly. If a youth is enrolled in MST for a second time, a new Case ID will be generated, so please be sure to use the Case ID for the correct episode of treatment. If an error is made, the Case ID can be corrected as described on page 12. Research Group: MST-PSB teams should enter P for youth receiving the MST-PSB model. Blended teams should only enter P for youth receiving the PSB adaptation, but not for youth receiving the traditional MST model. Pure MST-PSB teams would enter P for all youth. If your team does not provide MST-PSB, please do not use P as the research code for any youth. Referral Date & First Visit Date: Data for youth with a referral date prior to 7/1/2009 and youth without a first visit date will not be integrated into INSPIRE. Therefore, it is important to make sure each youth s referral date is entered correctly in the EWS and that a first date has been entered in the EWS. It is essential that dates are entered correctly, because if a date is incorrect the youth s data will not be counted in the correct quarter. Ultimate Outcome: The youth has not been arrested since the beginning of treatment, for an offense committed during MST treatment. o Please answer No if the youth has been charged with a misdemeanor or felony, or has been adjudicated delinquent or criminally convicted, for a new offense (other than noncriminal violations of the terms of probation) that occurred while in treatment. Do not count charges, adjudications, or convictions for incidents that occurred prior to the start of treatment. Do not count non-criminal violations of the terms of probation. Page 10

11 FAQ & Trouble Shooting Frequently Asked Questions 1. Does everyone from my MST program see the same information in INSPIRE? Yes, all users from the same site will see the same data in INSPIRE. However, only users with a clinical log-in will see client data, while only users with an administrative log-in will see programlevel data and be able to run reports. 2. How can I check whether data has been entered into INSPIRE? At this time there are two ways to check whether data has been entered: If your site maintains a list of all new clients for a quarter, you can go to the INSPIRE Enrollment screen and select Existing Client. Choose each client from the dropdown menu. When a client has been selected, text will appear next to his/her name indicating if INSPIRE enrollment data has been submitted and the data entered into INSPIRE will display on the screen. The same can be done for Discharges and Follow-Ups. Run an INSPIRE Data Highlights Report for the quarter. Use the MST INSPIRE Report- Check & Trouble-Shooting Guide, available at to assess whether clinical data is being entered into INSPIRE. 3. Do we need to collect follow-up data for youth who do not complete treatment? Yes, please include all clinically discharged youth in your efforts to collect follow-up data, including those who didn't complete treatment. Follow-up data for administrative discharges does not need to be entered in INSPIRE. If your program currently only collects follow-up on youth who complete treatment and you anticipate that follow-up with youth who don't complete MST would be difficult, EPISCenter staff would be happy to set up a time to talk more about the anticipated challenges and brainstorm with you how those challenges can be addressed. Page 11

12 Trouble Shooting Issue User is unable to log into INSPIRE. An existing client is not listed in the dropdown menu for Enrollment. A youth is listed in INSPIRE twice. Common Explanations & Solutions User is using the wrong username and/or password. From the log-in page, click on the link to report a problem, and we will have INSPIRE send you a log-in reminder with your username and password. There are three reasons this may occur: 1. The client was enrolled in the MST EWS after the most recent round of data integration. Wait until the next data integration. At that point, the client should be visible in the dropdown menu. 2. The Referral Date in the MST EWS is prior to July 1, Check that the youth s referral date is entered correctly in the EWS. 3. The youth does not have a First Visit Date in the MST EWS. Youth without a first visit date are not included in the data INSPIRE receives from MST. Go back to the EWS and enter a first visit date. In each of these cases, if the correct data is entered in the EWS, the youth should be visible in INSPIRE after the next data integration. Integration typically occurs between the 7 th and 10 th of the month and an is sent to INPSIRE users when it occurs. Users may also select New Client from the INSPIRE Enrollment screen and enter the client s name and ID manually. There are two main reasons this may occur: 1. The youth has been admitted to MST more than once. In this case, the MST EWS assigns the youth a unique Case ID for each episode of treatment. When entering the youth s data in INSPIRE, be sure to select the Case ID for the desired episode of treatment. 2. A user entered the youth in INPSIRE manually and used the wrong Case ID. INSPIRE uses the Case ID to match data entered into INSPIRE to the appropriate case from the MST EWS. If the wrong ID is entered, INSPIRE treats it as a separate case. To resolve this problem, you will need to delete the case with the wrong ID from INSPIRE, then go back and select the correct case from the dropdown menu and reenter the data in INSPIRE. Page 12

13 For Help or To Report a Problem with INSPIRE If have difficulty logging into the INSPIRE site or if you lose your INSPIRE log-in or password, select Click here on the log-in page. You ll be taken to the INSPIRE Issue Form where you can describe the problem and someone from the INSPIRE team will get back to you promptly. If you are experiencing a technical issue or problem with INSPIRE, please report the problem by completing the INSPIRE Issue Form. The link to the form can be found at the top of each screen throughout INSPIRE. When reporting a case-specific problem, please provide the youth s Case ID. Never include identifying information such as the youth s name. If you have a question about how to respond to a question, what data must be entered, or a conceptual question, please contact Liz Campbell at (717) or ecampbell@episcenter.org Other Resources Copies of this Screen Guide, as well as data collection worksheets and other resources related to INSPIRE, can be found on the EPISCenter web-site at: Page 13

14 Home Page After logging into INSPIRE with your clinical user account, you will be taken to the home page of INSPIRE. The dropdown menu, used to navigate the screens of INSPIRE, can be found in the top left corner. The links on the top right side can be found on every INSPIRE screen and are used to report a problem, return to the Home page, or logout of INSPIRE. Page 14

15 Change or Delete Case ID/Name To change a client s Case ID/Name or delete an entire record for a specific client, first log into INSPIRE. Click on MST Menu in the top left corner and select Change or Delete Case ID/Name from the dropdown menu. Select the Case ID/Name you want to modify, select the action you want to perform (e.g., delete case, modify case ID, or modify case name), and click Submit when you are done. INSPIRE will not allow two youth to be assigned the same Case ID. Therefore, if you enter the wrong Case ID for a youth, you cannot use the Change or Delete Case screen to modify the Case ID after the youth s data from the MST Enhanced Web Site has been integrated. In that situation, you must either: Delete the case that has the incorrect Case ID and reenter the youth s data by selecting the youth (with the correct Case ID) from the dropdown menu of existing clients. Contact the EPISCenter to request that the youth s Case ID be changed. Page 15

16 Enrollment Screen 1 of 1 Page 16

17 Finding or Adding a New Client Enrollment data for new clients can be entered into INSPIRE at any time. If the monthly integration of MST Enhanced Web Site data into INSPIRE has occurred since the youth was entered into the EWS (see page 8 for more details), the youth can be found under existing clients in the dropdown menu. Select Existing and then use the dropdown menu to find the youth. Use the radio buttons to the right of the dropdown menu to sort by name or by Case ID. Trouble shooting: If a youth has already been entered into the MST EWS but is not showing up in the INSPIRE dropdown menu, here are 3 possible reasons: 1. Data from the EWS has not been integrated with INSPIRE since the youth was entered into the EWS. 2. The youth s referral date in the EWS is incorrect. Youth with a referral date prior to 7/1/2009 are not included in data integration. 3. The youth does not have a first visit date in the EWS. If no first visit date is provided, the youth s EWS data will not be integrated into INSPIRE. If a youth is enrolled in your MST program for a second time, be aware that he/she will appear in the dropdown menu more than once. Each episode of treatment will have a unique Case ID; be sure to select the appropriate case for the current episode of treatment. If the youth is not yet listed among existing clients in the drop-down menu, he/she can be added by selecting New under Enrollment Type and then entering the client s name and Case ID in the appropriate text boxes. The Case ID entered into INSPIRE must be the unique Case ID generated by the EWS. Do not use an ID assigned to the youth by your agency. Please take care when entering Case ID and double-check the numbers before submitting. This number is essential for matching data from INSPIRE to data from the EWS. If you make an error, see page 12 for how to change a youth s name or Case ID. Enrollment Questions Risk of out-of-home placement - Please respond based on information available at the time of referral/intake. The preferred data source for this item is the referral source and/or agency with the authority to make this type of placement decision. However, the MST program supervisor or intake staff should make the final determination regarding whether the youth is at imminent risk of placement. Out-of-home placement refers to placement in a dependency system, foster care system, juvenile justice system, drug and alcohol system, or mental health system. o Youth is not at immediate risk of placement Select this option if neither of the other choices is appropriate. There is no clear or immediate known placement risk. o MST is being used as a diversion / Youth is at immediate risk of placement Select this option if the youth is being enrolled in the MST program in lieu of out-of-home Page 17

18 INSPIRE Screen Guide: placement, as a last chance at avoiding placement, or is expected to be placed if he/she does not make progress in MST. o Youth is stepping down from out-of-home placement If you do not know the answer, please leave blank. Presenting problems Please respond based on information available to you when treatment begins (i.e., do not base your responses on information obtained later in treatment). The preferred sources of information are the referral source and members of the ISPT, including the youth or caregiver. Select all that apply. If a presenting problem is not listed, select Other and type the problem in the text box. Parents/Caregivers Who Will Be Involved In Treatment Answer this question based on information available at the start of treatment. Who do you expect will be involved in the youth s treatment? o Include only those adults who are serving in a caregiver role. Do not include other adults who may be living in the home but do not function in a caregiver role. o If preferred, you may enter initials under First and Last Name. o Be sure to select a Relationship to Youth for each caregiver, otherwise the caregiver will not be counted in INSPIRE reports. Be sure to hit Submit when you are done! Page 18

19 Discharge Screen 1 of 1 Youth & Caregiver Satisfaction Data source for these two items can be surveys, exit interviews, or another approved tool completed at the time of discharge from the MST program. If a survey is used, your site should establish a consistent threshold/score for determining whether the respondent is satisfied. Do not answer based on therapist impression, but rather on specific information about satisfaction with services. If you do not know this information, please leave blank. Achievement of Treatment Goals Select Yes if the youth and family met most or all of the goals on the treatment plan. If your program has worked with stakeholders to establish a specific criteria for considering goals met for a case (e.g., 80% of goals met), use that target when completing this item. Page 19

20 INSPIRE Screen Guide: School Attendance & Academic Performance Please respond to these items based on the therapist and supervisor s judgment regarding whether the youth demonstrated improvement in these areas. Answer these questions regardless of whether attendance and academics were presenting problems for the youth. If you do not know the answer, please leave blank. Status of Substance Use This item should be completed using the range of information available to FFT program about a youth s substance use during the final 2 months of treatment. Tobacco use should not be counted. Sources of information may include: o Therapist s clinical judgment o Reports from youth, family, and key participants in treatment o Behavioral and/or emotional signs of use o Results of drug screens Drug Screens o If you indicate that Yes, the youth has had drug screens for which you know the results, you will be asked to enter more information. Click Add Screening to add a drug screen. o Only enter drug screens for which you know the results. o In the field Administered By please enter the numeric code that corresponds to the role of the person who administered the drug screen. Roles and their codes are listed on the screen. If Other is selected, please type in the role, not the name of the individual who administered the screen. o To delete a drug screen, right-click on the row of the screen you wish to delete. The selected screen will be highlighted in orange. Click Delete Screening. Be sure to hit Submit when you are done! Page 20

21 Discharge Follow-Up Efforts should be made to collect discharge follow-up data for all youth, with the exception of administrative discharges, 6 months after discharge. Follow-up data will be reflected in the INSPIRE report if the date of the follow-up is days from the youth s discharge date. Other follow-ups (i.e., those at times other than 6-months post-discharge) may be entered into INSPIRE, but will not be reflected in the INPSIRE report. Follow-up data entered into INPSIRE can come from any number of sources, including: Telephone interviews or paper surveys completed by the youth or family members Information from collateral sources such as probation, child welfare, mental health, or school Reports from county databases (e.g., a listing of new offenses from the JCMS). Screen 1 of 3 Page 21

22 Starting a New Interview To begin entering discharge follow-up data, select the discharged youth from the drop-down menu, choose New Date, and enter the interview date. Interview Date The date on which the follow-up data is collected. o The same date cannot be entered twice. If necessary, use adjacent dates. For example, if the family was interviewed by phone on the same date that the report of recent offenses was run by the JPO, enter adjacent dates, such as April 15 and 16. o If you are entering data provided in the form of a report from a third party such as a county office, enter the effective-date of the data. For example, if the county JPO ran a report of youth offenses on April 1 and gave it to you on April 15, the Interview Date would be April 1. Multiple sources of follow-up information can be entered in a single follow-up record, or each follow-up can be entered into INSPIRE separately. Accessing Existing Interviews To access a follow-up interview for which you ve already started entering data, select the appropriate Case ID/Name, choose Existing Dates, and then choose the appropriate interview from the dropdown menu of previously entered interview dates. Once you enter the existing interview, INSPIRE will indicate whether the data shown on the screen has been submitted. To access a follow-up interview for which you ve already started entering data, select the appropriate Case ID/Name, choose Existing Dates, and then choose the appropriate interview from the dropdown menu of previously entered interview dates. Page 22

23 Screen 2 of 3 For a new interview, you will next be asked to indicate how the interview was conducted. This question will also appear at the top of the screen for existing interviews, alongside the data previously entered. Interview Conducted By o Select Phone or In Person if the source of the data is a conversation or interview with the respondent. o Select Mail/Report if the source of the data is a written survey, a report run by the county (e.g., data that comes from a county database), or some other form of written correspondence. o If Unable to Contact or Refused to Interview are selected, hit the Submit button to submit this information. If Phone, In Person, or Mail/Report is selected, specific interview questions will appear (see next page). Page 23

24 Screen 3 of 3 Once it is indicated that an interview was in fact completed (in person, by phone, or by mail), specific follow-up questions will appear. Page 24

25 Please only answer items for which follow-up information is available. Otherwise, leave the item blank. New Offenses Has the youth been charged or adjudicated/convicted for a new offense? Answer Yes if all of the following conditions are met: 1. The youth has been charged with a misdemeanor or felony or has been adjudicated delinquent or criminally convicted for a new offense. 2. The charge is for a criminal behavior, not a non-criminal violation of probation or status offense. 3. The offense(s) occurred after the youth s discharge from MST. Placements Has the youth had any out-of-home placements since discharge from MST? Answer Yes if the youth has been placed out-of-home at any point since discharge. Placement type If known, indicate the type of placement based on which system was responsible for the placement. For instance, if the youth was placed in detention due to a criminal offense, select Juvenile Justice. If the youth had an inpatient hospitalization for psychiatric reasons, select Mental Health/MA-funded. More than one placement type may be selected. For example, if a youth was court-ordered to residential treatment due to delinquent behaviors and the placement is being funded by MA, both Juvenile Justice and Mental Health/MA-funded could be appropriate. Behavior & Substance Use Compared to how the youth was behaving when he/she was discharged from MST, how is he/she currently behaving? Select the response that best applies. Substance use since discharge The respondent should answer based on the best of his/her knowledge. Tobacco use should not be counted. Frequency of substance use For youth who have used drugs or alcohol since discharge, frequency of use during the past month should be selected from the dropdown menu. If the youth has used substances since discharge but not within the past month, No Use in Past Month would be selected. Education & Employment Current educational status If follow-up is completed during the summer, answer based on the end of the previous school year. Employment status o Part-time Paid employment averaging less than 30 hours/week o Full-time Paid employment averaging 30 or more hours/week Be sure to hit Submit when you are done! Page 25