SUD Residential Reporting Web Sites Provider User Instructions

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1 SUD Residential Reporting Web Sites Provider User Instructions For some features, including auto logout message and picking a date from a calendar, you need to have JavaScript enabled in your browser on SUD Residential Reporting Web Site. The start page of the website is a user login page: Enter your NPI, User Name, and Password. Your NPI is the National Provider Identifier, which is usually a 10-digit number. If it is the first time for the user to login, the user will be asked secure question and answer, and will have to change the temporary password. If they are valid, the user will be redirected to the different pages depending on user s account types: provider admin account and provider general user account. 1. Provider Admin User Page A user with the provider admin account can only manage users in his/her own organization. This includes adding new users, editing existing users, viewing user report, and managing organization mailing address and physical address. However a user with the provider admin account cannot accesss the client information. In this page, there are two links: User Management and Organization Management. Click the link will direct to the corresponding page.

1.1. Current User Page In this page, you can manage all user s account in your organization, including resetting user s password if the

2 1.1. User Management Page In this page, there are three categories/links: Current Users, Add New Users, and Reports. Click Learn more link in each category will direct to the corresponding page Current User Page In this page, you can manage all user s account in your organization, including resetting user s password if the user forgot his/her password, unlocking a user if the the user was locked out, and changing user s approval status. There are three links in the page: Reset Users Password, Unlock a User, and Change User s Approval Status.

3 Reset User Password In case that a user forgets his/her password and security question and answer, the user needs to reset his/her password. In this page, an admin account user can reset user s password for all the users within his/her organization. The only input information is the user name. The user will receive an after his/her passwordhas been successfylly reset.

Fllow the instruction in the email and login using the temporary password.

4 Fllow the instruction in the and login using the temporary password. The user must first choose the security question question and answer before going to next page to change the temporary password. For the old password, enter the temporary password from the . Enter your new password to new password and confirm new password fields. Click change password button to make change.

5 You will see the following message after successfully changing your password. You will also receive an to confirm that you changed your password.

6 Unlock a User A user s account will be locked after repeating failing to login for five times. In this page, you can unlock a user s account for all users in your organization. The only input information is the user name. You will see the following message after the user s account was successfully unlocked. The user will be informed by that his/her account has been unlocked.

1.1.1.3. Change User Approval Status A user with the approval status Disapproval cannot login to this website. In this page, you can toggle user s approval status for all users in your organization.

7 Change User Approval Status A user with the approval status Disapproval cannot login to this website. In this page, you can toggle user s approval status for all users in your organization. The only input information is the login user name. If the user s approve status is Approval, it will be changed to Disapproval. You will see the following message after the user s account status was successfully changed.

8 The user will be informed by that his/her account status has been changed Add New Users In this page, you can create new accounts for both admin users and general users in your organization. The required input information is first name, last name, user account type (Admin or General User), username, password and address. Follow the instruction in the page to finish registering a user. A user with Admin account can only manage user s account information, but cannot get access to the client information. A user with User account can manage the client information, but cannot access the user s account information. The password must have the minimum length of 8. This password will be overwritten by an automatically generated temporary password, which will be sent to the user by . The user name should be unique, but address can be duplicated.

9 Enter all the required information and then click Create User. If all information is valid, a user s account will be created. You will see the following message: A message containing NPI, username, and temporary password will be sent to the user by .

10 User Information and Report In this page, you can view user s information and monitor user s activities. There are two links in the page: User Information and User Usage Report User Information You can view user s information for all the users within your organization. An example of the user information is given below:

11 User Activity Report You can select a user from the list within your organization to view the user s activity. The following is an example of the user activity.

1.1.4. Organization Management In this page, you can manage mailing address and physical address for your organization.

1.4.1. Mailing Address If there is no existing mailing address for the organization, it shows Add a Mailing Address button in the expanded panel.

12 Organization Management In this page, you can manage mailing address and physical address for your organization. There are two Buttons: Mailing Address and Physical Address. Click the button will show the details for each address in the expanded panel Mailing Address If there is no existing mailing address for the organization, it shows Add a Mailing Address button in the expanded panel. Click Add a Mailing Address button to expand the panel again to show the adding address form. Use this form to add a new mailing address for the organization.

13 Enter the required information for the address and click Continue button, you will see a popup window. Clicking Back button will bring you to the previous input form.

14 After clicking Submit button, you will see a temporary message. If successful, the new address will be listed under Add a Mailing Address button. If there is already a mailing address, the expanded panel will show the existing mailing address as seen below.

15 You can edit the address by clicking Edit button. In the popup window, you can update your organization mailing address Physical Address

Use this form to add a new physical address for the organization.

16 If there is no existing physical address for the organization, it will show Add a Physical Address Button. Click Add a Physical Address button to expand the panel again to show the adding address form. Use this form to add a new physical address for the organization. Enter the required information for the physical address and click Continue button, you will see a popup window. Clicking Back button will bring you to the previous input form.

17 After clicking Submit button, a temporary message will show if the adding address procedure is successful or not. If successful, the new address will be listed under Add a Physical Address button.

18 If there is already a physical address, the expanded panel will show the existing address as seen below. You can edit the address by clicking Edit button. In the popup window, you can update your organization physical address.

19 2. General User Page After a general user logs in to the protal, the user will be automatically redirected to the Client Lookup page. In this page, a user can look up a client by the Provider One Client ID or by the first name, last name, and date of birth of the client. Initailly there is no client records from your organization in the system. After users enter the client information to the system, they can retrieve and update client information. After clicking Submit Query button, it will be redirected to Client Lookup Result page. If you need to add a new patient record, click Enter a new client record button to go to the page of Add Client Demographic Information 2.1. Client Lookup Result Page No Record Found

20 If no record is found in the database, the page will show add a new client record link, as seen below: Click the link and go to the following page:

PN stands for patient number. For PN number, the maximum number of characters (alphabet letters and numbers) is 11. It can be any combination of letters and numbers (i.e. abc12345678).

21 PN stands for patient number. For PN number, the maximum number of characters (alphabet letters and numbers) is 11. It can be any combination of letters and numbers (i.e. abc ). You may enter a number which is meaningful to your organization or you may use provider one ID as a PN number. The PN number should be unique for the client (The program will check the duplicate PN number for you). Enter all required information in the form and click Continue button. You will see a popup window to confirm your inputs.

22 Clicking Back button will close the popup window and return to the previous page. Clicking Submit button will save your inputs in the database if there is no error. After clicking Submit button, you will see a temporary message page below and then be redirected to the client lookup result page.

23 Record Found by P1ID Search results by Provider One ID

2.1.3. Record Found Names and DOB Search results by first name, last name, and DOB 2.1.4.

2.2. Client Summary Page If the demographic information is avaliable to the client, the page will show six types of information

24 Record Found Names and DOB Search results by first name, last name, and DOB PN Links Click the link under PN number for each record will go to Client Summary page for the client with the specified PN number Client Summary Page If the demographic information is avaliable to the client, the page will show six types of information for the client: Demographic Details, Address, Episode, Encounter, ASAM Level, and Substance Use, as seen below. Click a button will toggle the content in the expanded panel.

25 Demographic Details Click Demographic Details to see detailed information in the expanded panel.

26 Click Edit Button will open a popup page, where user can update the client demographic information.

27 Address Click Address button to expand the panel for client address. If there is no address record for the client, you will see a user input form for the client address. Use this form to add a new address for the client.

28 Enter required information and click Continue button, you will see a popup window to confirm your inputs. In the popup window, clicking Back button will close popup window and return to the user input form page.

29 Clicking Submit button will save your inputs in the database. A temporary message will be displayed, as well as the new address information.

30 If there is an existing address for the client, the current address will be displayed in the expanded panel.

31 Click Edit button will open a popup page, where user can update the current address for the client.

2.2.3. Episode Click Episode to expaned the panel for client episode information.

32 Episode Click Episode to expaned the panel for client episode information. In this panel, there is a link to the adding episode record page. You can also view all the episode reocrds for the client.

2.2.3.1. Episode Detail To see the detailed episode information for each record, just click any column records in the corresponding row.

33 Episode Detail To see the detailed episode information for each record, just click any column records in the corresponding row. An expanded panel will be displayed for the record. Clicking another row will hide the current panel and expand the detailed episode information for the most recent clicked row. Click the row again will close the expanded panel.

2.2.3.2. Add a New Episode Record Click Add an Episode Record button to go to Add a New Episode Record page.

35 Add a New Episode Record Click Add an Episode Record button to go to Add a New Episode Record page. Enter all required information for the episode record and click Continue button. A popup window will be displayed to confirm your inputs.

36 Clicking Back button will close the popup window. Clicking Submit will save the episode information in the database. A message will show up momently in the Add a New Episode Record page.

37 Edit an Episode Record To edit an existing episode record, click Edit button for the record to open a popup window. Click Back to close popup window. Click Submit button to commit any changes.

38 Encounter Click Encounters to expaned the panel for client encounter information. In this panel, there is a link to the adding encounter record page. You can also view all the encounter reocrds for the client.

2.2.4.1. Encounter Detail To see the detailed encounter information for each record, just click any column records in the corresponding row.

39 Encounter Detail To see the detailed encounter information for each record, just click any column records in the corresponding row. An expanded panel will be displayed for the record. Clicking another row will hide the current panel and expand the detailed encounter information for the most recent clicked row.

2.2.4.2. Add a New Encounter Record Click Add an

40 Add a New Encounter Record Click Add an Encounter Record button to go to Add a New Encounter Record page.

41 Enter all required information for the encounter record and click Continue button. A popup window will be displayed to confirm your inputs.

42 Clicking Back button will close the popup window. Clicking Submit will save the encounter information in the database. A message will show up momently in the Add an Encounter Record page.

43 Edit an Existing Encounter Record To edit an existing encounter record, click Edit button for the record to open a popup window. Click Back to close popup window. Click Submit button to commit any changes to the encounter record.

44 ASAM Level Click ASAM Level to expaned the panel for client ASAM Level information. In this panel, there is a link to the adding ASAM Level record page. You can also view all the ASAM Level reocrds for the client.

2.2.5.1. ASAM Level Detail To see the detailed ASAM Level information for each record, just click any column records in the corresponding row.

45 ASAM Level Detail To see the detailed ASAM Level information for each record, just click any column records in the corresponding row. An expanded panel will be displayed for the record. Clicking another row will hide the current panel and expand the detailed ASAM Level information for the most recent clicked row.

2.2.5.2. Add a New ASAM Level Record Click Add an ASAM

46 Add a New ASAM Level Record Click Add an ASAM Level Record button to go to Add a New ASAM Level Record page.

47 Enter all required information for the episode record and click Continue button. A popup window will be displayed to confirm your inputs.

48 Clicking Back button will close the popup window. Clicking Submit will save the episode information in the database. A message will show up momently in the Add an ASAM Level Record page.

49 Edit an Existing ASAM Level Record To edit an existing ASAM Level record, click Edit button for the record to open a popup window. Click Back to close popup window. Click Submit button to commit any changes to the ASAM Level record.

50 Substance Use Click Substance Use to expaned the panel for client substance use information. In this panel, there is a link to the adding substance use record page. You can also view all the substance use reocrds for the client.

2.2.6.1. Substance Use Detail To see the detailed substance use information for each record, just click any column name in the corresponding row.

51 Substance Use Detail To see the detailed substance use information for each record, just click any column name in the corresponding row. An expanded panel will be displayed for the record. Clicking another row will hide the current panel and expand the detailed substance use information for the most recent clicked row.

2.2.6.2. Add a New Substance Use Record Click Add a Substance

52 Add a New Substance Use Record Click Add a Substance Use Record button to go to Add a New Substance Use Record page.

53 Enter all required information for the substance use record and click Continue button. A popup window will be displayed to confirm your inputs.

54 Clicking Back button will close the popup window. Clicking Submit will save the substance use information in the database. A message will show up momently in the Add a New Substance Use Record page.

55 Edit an Exiting Substance Record To edit an existing Substance Use record, click Edit button for the record to open a popup window. Click Back to close popup window. Click Submit button to commit any changes to the Substance Use record.

56 3. All Users When an account was created for a user in the North Sound BHO - Residential Reporting System, an containing user s organization NPI, user name, and temporary password will be sent to the user. The following is an example of a user . Click the link (Click here to change your temporary password) in the to go to the login page.

57 3.1. First Time Login If it is the first time for a user to login to the system, the user is required to complete the user registration, including selecting a security question and entering an answer, and changing temporary password. The security question and answer will be used later to reset user s password if the user forgets his/her password.

58 Select one of the three questions from the list and enter your password answer. Click Next button to go to the changing password section: The old password is the temporary password sent to you by . The new password must have a minimum of 8 characters, and have at least 3 of the following 4 choices: uppercase letter, lowercase letter, symbol, and number. Click Change Password button to make the change to your temporary password. You will see a link in the next page. For a general user, it is Client Lookup link. For an admin user, it is a User Management link. You will also receive an regarding your password change.

59 3.2. Subsequent Login For an admin user, the user will be redirected to the Management Tool page after the successful login. For a general user, the next page will be Client Lookup page after being logged in to the system Password Reset After you fail to login to the website, a link Forget your password will be displayed under Password. Click the link to go to the password reset page.

60 Enter your user name and click Submit button. You will see the following security question and answer page: Enter your answer and click Submit button to reset your password. You may get the following page: You will also get an regarding your password reset.

61 Clicking the link in the will bring to the following page: Enter your new password and click Submit button to set your new password. You will also receive an to confirm your password change.

62 3.4. Password Change After login to the website, your name will be displayed at the upper right corner of the page. Click on the down arrow to show a menu including Log Out and Change Password, as shown below: Select Change Password from the menu to go to change password page. You will be asked to enter old password and new password in the next page.

63 3.5. Log Out After finishing your work, you need logout the website by selecting Log Out from the menu Auto Log Out The website will automatically log you out in 10 minutes when you are idle. A popup message window will be displayed before it logs you out, as seen below. Click Yes to stop the logout process.

64 3.7. Log in simultaneously from different browsers/devices A user can log in to the website simultaneously with more than one tabs (pointed by arrows), but cannot log in to the website simultaneously with more than one browsers or devices. If a user already logged in and tries to log in again using another browser and device, he/she will be automatically log out from the first login, and then can login using another browser or device.

65 3.8. User not approved If a user s approval status changes to false, the user tries to log in to the website, the following message will show up Account Lockout The user will be locked out after five failed password attempts.

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