INSPIRE. User Screen Guide: MST, Administrative

Transcription

1 INSPIRE User Screen Guide: MST, Administrative 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. March 2012

2 Table of Contents INSPIRE Screen Guide: To skip to a specific section, hover your mouse over the title of that section and click. Login Screen... 3 INSPIRE Accounts... 4 Create or Delete an INSPIRE User Account... 4 Changing Your Username or Password... 5 INSPIRE Basics... 6 Navigating INSPIRE... 6 Checking Whether Data Has Been Submitted... 7 MSTI Enhanced Website-INSPIRE Data Integration... 7 MSTI Enhanced Website Variables... 8 For Help or To Report a Problem with INSPIRE... 9 Questions & Answers Other Resources Home Page Collaborative Board Reports Program Review Forms Screen 1 of 2: Adding Teams Screen 2 of 2: Adding Program Review Forms INSPIRE Reports Important Information Running a Report Submitting a Quarterly Report to the EPISCenter Timeline for Providers Data Highlights Report Example Page 2

3 Login Screen INSPIRE Screen Guide: To access the site, please visit Page 3

4 INSPIRE Accounts INSPIRE Screen Guide: 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. o Clinical accounts provide access to screens where client data is entered, including enrollment, treatment, discharge, and follow-up data. Clinical usernames usually have a 1 at the end. o Administrative accounts provide access to screens where program-level data, such as collaborative board reports and the results of program reviews, are entered. Individuals with administrative accounts can run INSPIRE reports. Administrative usernames usually have a 2 at the end. Who should have access? There must be at least one person at each 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. Create or Delete an INSPIRE User Account The program supervisor or responsible administrator should complete the INSPIRE User Account Form available at: Please be prepared with the following information: o o o o Service provider name The individual s name, address, phone number, and role in the program (e.g., therapist, program supervisor, administrative assistant) Type of account(s) (clinical and/or administrative) Specify if the individual needs a new account or should have their account deleted Once the account has been created, the individual will receive an with their INSPIRE username and password. Users should save this for their records. Page 4

5 INSPIRE Screen Guide: 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 5

6 INSPIRE Basics INSPIRE Screen Guide: 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, to ensure that the data is included in data reports. If you later go back to edit 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 6

7 INSPIRE Screen Guide: Checking Whether Data Has Been Submitted The Screen Guide for Clinical Users describes how to check whether data for a specific youth has been submitted in INSPIRE, as well as whether a youth s data in the MSTI Enhanced Website has been integrated with INSPIRE. Administrators may also want a way to quickly assess whether staff are entering data into INSPIRE. The Data Highlights Report can be used as a general indicator of whether data has been submitted in INSPIRE, although it does not provide detailed information. The INSPIRE Report Check, available on the EPISCenter web-site, explains how to do this: MSTI Enhanced Website-INSPIRE Data Integration Each month, data from the MST Institute Enhanced Website will be integrated into INSPIRE. While users will not see the MSTI 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 MSTI website listed under Existing clients in INSPIRE. 2. Reports run in INSPIRE will include data from the MSTI website. This enables INSPIRE to report on a number of important outcomes without providers needing to enter the same data in both systems. INSPIRE users will receive a monthly notification stating that up-to-date data from MSTI has been integrated into INSPIRE. These monthly integrations will include information entered into the MSTI website during the previous month. For example, when users receive an in July stating that integration has occurred, it will mean that data entered into the MSTI website up through the end of June has been integrated with INSPIRE. Data entered into the MSTI website in July will not appear in INSPIRE until the August integration. In order for data integration to work effectively, the Case ID entered into INSPIRE must match exactly the Case ID generated by the MSTI website. This enables INSPIRE to match a youth s data in INSPIRE with the data entered into the MSTI website. Page 7

8 INSPIRE Screen Guide: MSTI Enhanced Website Variables There are certain MSTI variables that directly impact data integration and the Performance Measures calculated by INSPIRE. Using the guidelines below when answering these questions in MSTI Enhanced Website will result in more accurate and reliable reporting by INSPIRE: Case ID: When entering client data into INSPIRE, the youth s Case ID from the MSTI website must be used and must be entered correctly. If an error is made, the Case ID can be corrected as described in the Screen Guide for Clinical Users. 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 MSTI website and a first date has been entered into the MSTI website. 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 8

9 INSPIRE Screen Guide: For Help or To Report a Problem with INSPIRE If you need assistance logging into the INSPIRE site, or if you lose your INSPIRE log-in or password please contact the EPISCenter at (814) or EPISCenter@psu.edu If you are experiencing a technical issue with INSPIRE, please report the problem by completing the INSPIRE Issue Form available at: This link can also be found at the top of each screen throughout INSPIRE. 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 emc20@psu.edu Page 9

10 INSPIRE Screen Guide: Questions & Answers Questions submitted by other users and responses from the EPISCenter can be found in a Questions & Answers table on the EPISCenter web-site at: Other Resources Copies of this Screen Guide, as well as other resources related to INSPIRE, can be found on the EPISCenter web-site at: Page 10

11 Home Page INSPIRE Screen Guide: After logging into INSPIRE with your administrative 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 11

12 INSPIRE Screen Guide: Collaborative Board Reports Screen 1 of 1 Only enter reports made to a collaborative board, defined as a diverse group of key stakeholders from the community or county who are meeting and working together. Do not enter presentations or outreach to individual stakeholders or referral sources. If you indicate that you presented a written report, you will be prompted to upload the report to INSPIRE. Page 12

13 INSPIRE Screen Guide: Program Review Forms Screen 1 of 2: Adding Teams This screen is used to enter the results of the Program Review Form completed as part of each team s semi-annual Program Implementation Review. The first step to entering Program Reviews is to enter each of your teams by selecting Add New Team and following the directions (enter the New Team Name and hit Submit ). Once a team has been added it will appear in your program s list of teams and this step will not need to be repeated again for that team. To add a Program Review Form, select the Program Review Form button for the team of interest. This will take you to a new screen (see next page) where the results of Program Reviews can be entered. Page 13

14 INSPIRE Screen Guide: Screen 2 of 2: Adding Program Review Forms Requirements Met On the PRF completed as part of the team s Program Implementation Review, did the team meet all 18 required program practices and characteristics? Be sure to hit Submit after entering the date and indicating whether the requirements were met. To delete a PRF, right-click on the row of the PRF you wish to delete. The selected row will be highlighted in orange. Click delete. Page 14

15 INSPIRE Reports INSPIRE Screen Guide: Important Information INSPIRE users will receive a monthly notification stating that up-to-date data from the MSTI Enhanced Website has been integrated into INSPIRE. These monthly data integrations will include information entered into the MSTI website as of the 7 th of the month. When running quarterly reports, it is important to wait you receive an notification following the end of the quarter indicating that the data integration has occurred, otherwise your report will not include all data. (For example, after the quarter Jan-March ends, wait until data integration occurs in April before running a quarterly report to ensure data entered into the MSTI website in March is included in the report.) In addition, it generally takes approximately 30 minutes from the time staff finish entering data on the clinical or administrative screens of INSPIRE before that data will register in reports run. Page 15

16 INSPIRE Screen Guide: Running a Report 1) Login to INSPIRE using your administrative account. 2) Click on MST Menu. 3) Choose the report type* you wish to run (e.g., Data Highlights Report). 4) Select your provider name from the drop-down box. 5) Select either Single Quarter or Multiple Quarters to determine if the report will display data for one quarter or multiple quarters. 6) Select the fiscal year and quarter(s) that you would like included in the report (see next page). 7) Click Generate Report 8) You can navigate the pages of the report using the arrow buttons at the top of the screen. 9) By clicking the save icon, the report can be saved in a number of different formats. Saving the report as an Excel file will allow you to easily edit the report if necessary (for example, if you wish to present additional outcomes to your stakeholders or delete a section of the report that may not be of interest). *Currently, INSPIRE only includes one report type, the Data Highlights Report. This report shows highlights of certain Performance Measure data and includes pie charts displaying referral sources and types of discharge, as well as bar graphs depicting behavioral outcomes (see sample on pages below). The Data Highlights Report is the report that providers review and submit to the EPISCenter each quarter. Page 16

17 Selecting a Single Quarter Report INSPIRE Screen Guide: Selecting a Multiple Quarter Report Page 17

18 INSPIRE Screen Guide: Submitting a Quarterly Report to the EPISCenter The following is the process that sites must follow each quarter to submit reports to the EPISCenter: 1) Approximately 3 weeks after the end of each quarter, the EPISCenter s a reminder to all MST providers. The will be sent to the individual identified as the report contact for the program. 2) Providers run an INSPIRE Data Highlights Report 30 days after the end of each quarter and conduct an initial review of the report. If discrepancies are identified or data appears to be missing, the provider takes steps over the next two weeks to resolve any issues. (Follow steps above to run a report. Select Single Quarter and choose the appropriate fiscal year and quarter.) 3) Monthly data integration occurs on or near the 10 th of the month. This results in the inclusion of any additional client data that was not yet in the MSTI Enhanced Website when integration occurred the previous month. Reports will not be accepted before data integration occurs. 4) Providers run and submit their final INSPIRE Reports for the quarter to the EPISCenter on the 14 th of the month. Save the report as a PDF file with the following naming convention: Agency/Program/Quarter/Today s Date. For example, an Adelphoi Village report could be saved as Adelphoi MST 3rd Quarter April X, This file should be attached in an sent to EPISCenter@psu.edu on the due date in the table below. The subject line of this should follow the same naming convention as the report file: Agency/Program/Quarter/Date. For example, the subject line for an Adelphoi MST data report could be Adelphoi MST 3rd Quarter April X, ) The EPISCenter runs the statewide INSPIRE report for MST on the day after reports are due from providers. Through the steps above, data included in this report will have been reviewed and approved by the providers and therefore will be accurate as of that date. This report will be submitted to the state for review. Timeline for Providers Highlighted cells indicate steps for which providers are responsible and dates providers should note. If the date falls on a weekend or holiday, the due date is the next business day. Quarter Monthly data integration occurs* EPISCenter s a reminder Providers run & review report Providers resolve any issues with report Monthly data integration occurs* Providers run, review, and submit final report EPISCenter runs statewide report Q1: Oct. 10 Oct. 21 Oct. 31 Oct. 31-Nov. 13 Nov. 10 Nov. 14 Nov. 15 July-Sept Q2: Jan. 10 Jan. 21 Jan. 31 Jan. 31 Feb. 13 Feb. 10 Feb. 14 Feb. 15 Oct-Dec Q3: April 10 April 21 April 31 April 31-May 13 May 10 May 14 May 15 Jan-Mar Q4: Apr-June July 10 July 21 July 31 July 31 Aug. 13 Aug. 10 Aug. 14 Aug. 15 *Dates for data integration are approximate. Page 18

19 Data Highlights Report Example Page 1 of 3 INSPIRE Screen Guide: Page 19

20 Data Highlights Report Example Page 2 of 3 INSPIRE Screen Guide: Page 20

21 Data Highlights Report Example Page 3 of 3 INSPIRE Screen Guide: Page 21