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. April 2013

2 Table of Contents INSPIRE Screen Guide: To skip to a specific section, hover your mouse over the title of that section and click. GENERAL Login Screen... 3 INSPIRE Accounts... 4 Account Basics... 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 Web Site-INSPIRE Data Integration... 7 MST Enhanced Web Site Variables... 8 FAQ & Trouble Shooting... 9 Frequently Asked Questions... 9 Trouble Shooting For Help or To Report a Problem with INSPIRE Other Resources DATA ENTRY & RUNNING REPORTS Home Page Collaborative Board Reports INSPIRE Reports Important Information Submitting Quarterly Reports to the EPISCenter Data Highlights Report Running a Report Page 2

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

4 INSPIRE Accounts INSPIRE Screen Guide: 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. 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 4

5 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 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 MST 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 about which youths data is included. The INSPIRE Report Check & Trouble-Shooting Guide, available on the EPISCenter web-site, explains how to do this: 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 7

8 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 8

9 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. (Note: You will need a clinical log-in to do this.) 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 9

10 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 10

11 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 11

12 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 12

13 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 13

14 INSPIRE Reports INSPIRE Screen Guide: Important Information INSPIRE users will receive a monthly notification stating that up-to-date data from the MST Enhanced Web Site (EWS) has been integrated into INSPIRE. When running reports, it is important to remember that any data entered in the EWS after the most recent data integration will not yet be reflected 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. Thus, when making corrections to INSPIRE data, please wait a half-hour or so before running your INSPIRE report. Submitting Quarterly Reports to the EPISCenter MST programs receiving funding from the state (e.g., Medical Assistance payment, county funds through Special Grants or the Needs Based Budget) are expected to submit quarterly data via the EPISCenter. Reports are due 6 weeks after the end of each quarter of the fiscal year. The protocol for report submission is available on-line at: Each quarter, reminders will be sent to the report liaison from your program, walking him/her through the 3 steps for quarterly reporting. If the person receiving these reminders needs to be changed, please contact Liz Campbell at (717) or ecampbell@episcenter.org Page 14

15 Data Highlights Report The report currently available in INSPIRE is the Data Highlights Report. This report presents Performance Measures identified by Pennsylvania s Resource Center for Evidence-based Prevention and Intervention Programs and Practices. Data presented includes population served, discharge and outcome data, 6-month follow-up outcomes, and quality assurance data. Examples of the Data Highlights Report can be found at In addition, resources to assist with understanding your report can be found at SAMPLE page 1 of 6 Page 15

16 Running a Report 1) Login to your administrative INSPIRE account. 2) Click on MST Menu in the top left corner and select Data Highlights Report from the dropdown menu. 3) Select your provider name from the drop-down box. You may then select a specific MST team, or scroll to the bottom of the drop-down menu and choose All Teams. 4) If All Teams is selected, you will be prompted to choose the population included in the report: MST, standard population Includes all youth served except MST-PSB youth (i.e., all youth except those with Research Code P in the MST Enhanced Web Site) MST-PSB youth Includes only MST-PSB youth (i.e. those with Research Code P in the MST Enhanced Web Site) MST, all youth served Includes all youth served by the program, regardless of whether the youth received the PSB adaptation. When running a quarterly report to submit to the EPISCenter, please select All Teams. Traditional MST teams should select MST, standard population. Blended teams should run two reports, one for MST standard population and one for MST-PSB youth. MST-PSB youth will run a single report selecting MST-PSB youth as the population. 5) Select either Single Quarter or Multiple Quarters to determine if the report will display data for one quarter or multiple quarters. Then select the fiscal year and quarter(s) that you would like included in the report. 6) Click Generate Report. Page 16

17 7) You can navigate the pages of the report using the arrow buttons at the top of the screen. 8) By clicking the save icon, the report can be saved in a number of different formats. Be sure to note where you are saving the report, so that you can find the file afterward. The print icon can be used to print a copy of the report directly from INSPIRE. Page 17