p. 1 CANS Treatment Plan in Avatar, Take III: Objective-Based Planning

Transcription

1 p. 1 CANS Treatment Plan in Avatar, Take III: Objective-Based Planning

2 p. 2 Table of Contents Page Purpose 3 1. Opening the Treatment Planning Summary 5 2. Opening the Treatment Plan 8 3. Completing the Face Page 9 4. Entering and Filing Objectives Entering and Filing Interventions for an Objective Entering the Next Objective(s) Notification Previewing the Treatment Plan 27

3 p. 3 Table of Contents (cont). 9. Editing the Plan Submitting your Treatment Plan Printing your Treatment Plan Additional Help 35

4 p. 4 Purpose The purpose of this manual is to walk you step-by-step through each of the screens and mouse-clicks necessary to record a CANS-based Treatment Plan in the Avatar Electronic Health Record system. It is meant as a beginning tool; over time you may learn features and tips that allow you to enter this information even more quickly. That s fantastic. Please share those with all of us ( me at my address below and I ll be happy to send out your tip and those of others). In the meantime, here s a manual to get you on your way. Best, Nathaniel Israel Nathaniel.israel@sfdph.org

5 Step 1: Opening the Treatment Planning Summary p When you ve completed your assessment (or re-assessment), go to Avatar CWS and select CANS Treatment Planning Summary from the drop-down menu. TIP: If you can t find the option in the drop-down menus, just click on Help in the top right corner of your screen and then type in treatment planning summary in the option search bar. When it pops up, select it and click the Open button.

6 Step 1: Opening the Treatment Planning Summary p You must select the client for whom you want this report. 2. Select the episode for which the Assessment was completed. 3. Click on the Report icon.

7 Step 1: Opening the Treatment Planning Summary p The report will pop up in the screen. If it does not, go to the bottom of your screen and click on this tab. Then the report will be visible.

8 Step 2: Opening the Treatment Plan p Follow this menu path to the Treatment Plan. 2. Because this is a new Treatment Plan, simply click Add. If this were an Edit of an existing Treatment Plan, we would select it and then click Edit. TIME-SAVER TIP: If your client is already open in My Session you can access Forms and Reports by right-clicking on the client s name.

9 Step 3: Completing the Face Page p Here s the first screen on the Treatment Plan. There are six required fields (in red).

10 Step 3: Completing the Face Page p Enter the date the Plan was initiated. 2. Enter the Plan name. Use a convention which will allow you to instantly identify which Assessment (Initial, first Reassessment, second Reassessment, etc) the Plan refers to. 3. Choose the Plan type, based on which Assessment it refers to. 4. Indicate the next review date; this will send you an alert seven days before the date you indicate. 5. Since we re just starting the Plan, click on Draft. For this and every other tab on the Treatment Plan, click File when you are done. Then click OK.

11 Step 3: Completing the Face Page p If another Treatment Plan is on file, it will ask you if you want to default that plan forward. For Treatment Plans based on the Reassessment, you can default the previous plan forward and then change the Problems, Goals, Objectives and Interventions which need to be changed. 2. This alert lets us know that the Treatment Plan face page has been filed. Now we ll move to the task of filling in the Treatment Plan.

12 Step 4: Entering and Filing Objectives p You can either write in the Objective from scratch, or use the Library to help you write the Objective. In this example, we ll use the Library to help us. 2. Start by clicking on the Library drop-down menu. Select CYF TPOC Objectives.

13 Step 4: Entering and Filing Objectives p The Objectives are listed Alphabetically by CANS Item. Click on the Library Objective which most closely fits the need of your child / youth. Then click OK. 2. Click on the Library Objective which now appears in the blue Objective menu. When you click on it, it will appear in the text box below. Edit the Objective to fit your client s individual behavioral / emotional needs.

14 Step 4: Entering and Filing Objectives p When you are finished editing the Objective, click on the Forward arrow at the top of the screen. 2. You will see this screen listing the CANS Domains.

15 Step 4: Entering and Filing Objectives p Click on the Treatment Planning Summary Tab. Here you have a listing of all actionable items rated as 2s and 3s, by domain. 2. Next, identify which items rated as a 2 or 3 on the Treatment Planning Summary are addressed by this Objective. Then select each of their Domains.

16 Step 4: Entering and Filing Objectives p In this example, the Objective Reduce frequency and intensity of triggered anxiety from every day to 1x per week per client report addresses items in the following domains on the Treatment Planning Summary: Presentation (Anxiety and Adjustment to Trauma), Impact on Functioning (School Achievement), and Strengths (Family Functioning, Educational). 2. So we select each of those domains. You will notice that as you select those domains the items for the selected domains can now be checked.

17 Step 4: Entering and Filing Objectives p Now we select each of the items addressed by this Objective: in Presentation (Anxiety and Adjustment to Trauma), in Impact on Functioning (School Achievement), and in Strengths (Family Communication and Participation, Educational). 2. We have to go to the next page to find the Strengths domain. We select the item Family Communication and Participation and the item Educational Supports.

18 Step 5: Entering and Filing Interventions for an Objective p After selecting the Items addressed by this Objective, go to the Interventions page, page Type in the Intervention(s) which will achieve this objective. This may include several interventions. 3. File the Objective and Intervention(s).

19 Step 5: Entering and Filing Interventions for an Objective p Once you click on File, this Objective and its Intervention have been filed. 2. To enter the next Objective, simply click on the button above the Interventions text box.

20 Step 6: Entering the Next Objective(s) p You ll return to the original Objectives screen. 2. Select the empty space beneath the first Objective. Click on that space, and the text in the Objective box will clear out. You can now enter your next Objective!

21 Step 6: Entering the Next Objective(s) p If you need help with the Objective, you can always click on Select from Library. In this example, we re simply going to write out our own Objective. 2. Here is our second Objective. We ll walk through the same process with this Objective that we did with the last Objective.

22 Step 6: Entering the Next Objective(s) p This Objective, Reduce conflict with authority figures from 3x per week to 1x per week per parent and teacher report, addresses needs in several Domains. Specifically, it addresses four items in the Presentation domain (Symptoms of Anxiety, Oppositional Behavior, Anger Control Problems, Problems Adjusting to Trauma); four items in the Functioning domain (Problems with Family Functioning, Difficulty functioning in current Living Situation, Problems with School Behavior, Problems with School Achievement); one item in the Risk Behaviors domain (Behaviors that are a Danger to Others); two items in the Child Strengths domain (Difficulty participating in Family activities, Difficulty accessing effective School Supports) and one item in the Caregiver Strengths and Needs domain (Caregiver problems in Supervision of child). To connect this cross cutting objective with each of these items, we first need to select each of these items domains.

23 Step 6: Entering the Next Objective(s) p This first page just has the items for the first two domains. So we ve selected the items addressed by this Objective in the first two domains. To select the items addressed in the other domains, we ll need to select the Forward arrow at the top of the screen And now we ve also selected the items addressed by this Objective in the Risk Behaviors and Child Strengths sections. The only domain we have left to select items from is the Caregiver Strengths and Needs domain. So we ll click on the Forward arrow again...

24 Step 6: Entering the Next Objective(s) p Now we ve selected the final item addressed by this Objective. The next step in this process is to move on to the Interventions page and list the interventions necessary to address this cross-cutting Objective. 2. Here we type in the Interventions needed to address this Objective and the items associated with it.

25 Step 6: Entering the Next Objective(s) p Now we click File. 2. Once we ve filed this Objective and Interventions, it gives us a dialog box to know that this data has been filed. Click OK.

26 Step 7: Notification p Once all of your Objectives have been filed, you ll need to go to the Notification tab. Unlike other forms in Avatar, unless you designate yourself for notification when a Treatment Plan comes up for renewal, you will not get a notification on your to-do list. 2. Click on Staff. 3. Enter your name in the Select Staff Member box. Then click on Process Search 4. Choose the appropriate recipient from the list which appears in the Name / ID Number menu. 5. Under Plan Author click Yes. It will then automatically fill in that Notification is required. Add other staff names as desired. Then click File.

27 Step 8: Previewing the Treatment Plan p Once you re done filling in the Notification tab, you may want to preview your Treatment Plan before you file it. There are two ways to preview your Treatment Plan. One way is to click on the Display Objectives button on the first page of the Objectives and Interventions tab. This does just what it says: it displays all the Objectives you ve written for the plan. For this client I ended up entering 4 Objectives. 2. And here they are the Objectives. There are the two which we walked through writing, and two more which I entered which addressed additional items on the client s plan. 3. But this display doesn t show us the full Treatment Plan not the Domains and Items to which the Objectives are linked, nor the Interventions needed to address the Objectives. Let s find a way to see the whole thing. Start by clicking Return.

28 Step 8: Previewing the Treatment Plan p Now click on the CYF Treatment Plan of Care tab. The second way to preview the Treatment Plan is to click on Print the Client Plan. This generates a printable report of the plan. We don t want to print it yet, we just want to see it to make sure we have everything we need on our Treatment Plan. 2. Here s the whole Plan! It says Draft on the front because we have yet to finalize it. The Plan begins with the narrative on Parent and Youth Input. Then it lists each Objective, the Domains and Items addressed by the Objective, and the Interventions to be used to address the Objective.

29 Step 9: Editing the Plan p Say we preview the Treatment Plan and we find a mistake say we need to delete an Objective. How do we do that? We start by clicking on the Objectives and Interventions tab. 2. Begin by selecting the Objective to delete. Then click Delete Objective. 3. If you are sure that you want to delete this Objective, click Yes.

30 Step 9: Editing the Plan p Now click OK. Your Objective and the Domains, Items, and Interventions associated with it have now been deleted. 2. If you have minor changes to make such as deleting an Item associated with an Objective, or editing its Intervention(s), the change process is very straightforward. Begin by selecting the Objective to edit. 3. If there is a Domain or Item to add or delete, simply go in and click on the appropriate box.

31 Step 9: Editing the Plan p If you need to edit the Intervention(s), go to the Intervention page. Make the necessary edits in the text box. Then, to save any edits, click on the File button. 2. This lets you know that your edits have been saved. They will now be reflected in the Treatment Plan.

32 Step 10: Submitting your Treatment Plan p When you have filed all of your Objectives and Interventions, and addressed all of the items rated as a 2 or 3 on the CANS, you can send it to your supervisor (if unlicensed or nonwaivered) or submit it directly (if you are licensed / waivered). To submit, you need to select a choice other than Draft (either Final or Pending Approval). If you are unlicensed / non-waivered, you need to also select the Team Member to Notify. 2. Then click on File.

33 Step 11: Printing your Treatment Plan p You can print the Client Treatment Plan at any point by going to the Client Treatment Plan tab and clicking on Print the Client Plan.

34 Step 11: Printing your Treatment Plan p When you click on it, a report (the Treatment Plan!) will pull up, which you can then print 2. If you don t see the report come up, look at the bar at the bottom of your screen. It should have a box like this. Click on this box, and the report will show up for printing.

35 Step 12: Additional Help p. 35 Congratulations! You ve completed the Treatment Plan Manual! If you need additional Avatar or CANS help, here are some additional resources: Help Type: Avatar Help Desk CANS Questions Contact Person Rotating Staff Nate Israel Tel. Number address: Help Type: Avatar Account Build Avatar Training Contact: See next page for detailed info See next page for detailed info Help Type: Avatar Billing Inquiry Line Tel. Number Instructions: Leave a Voic message with your Name, Clinic or Program info, Telephone Number and billing question. Calls are returned within 24 hours. Help Type: Instructions: Avatar Documentation You can access Avatar documentation through the SFDPH website at:

36 Step 12: Additional Help p. 36 CBHS Avatar Account Request Instructions and Training Scheduling (per Nan Dame 10/14/2010) Clinicians and administrative staff at both San Francisco Civil Service and Contract programs use this process to request a new CBHS IS account and to select first and second choices for Avatar training dates. Please go to the DPH public web site to obtain the CBHS Account Form and training schedule at this link: Complete page one of the CBHS Account form with training date choices and Supervisor signature. Please try to allow at least two weeks for training date confirmation. Fax page 1 to the BHIS Account Coordinator at Avatar fax line: or pdf to bhisaccounts@sfdph.org. Bring page 2 with your original wet signature to the training. For NEW clinical staff only - complete and sign Staff ID Credentialing and Verification form. FAX staff form and supporting documentation along with page 1 of the account request form. For clinical staff who already have a staff id number Fax updated information, license renewals, requests for changes in practitioner category directly to the compliance Office at Confirmation of training dates will be returned via or phone call. Training seats are not reserved until phone or confirmation is received. Staff will receive logon and password at the training. For groups such as incoming interns who may need special combined training and alternate dates, please contact the BHIS Training Coordinator at For users trained at programs, fax all pages and proof of training to BHIS Account Coordinator at For all other account or training related questions, please call: Avatar Help at