DHCS PPSDS. End User Guide. Applies to: California DHCS. WITS Version 18.0+

Transcription

1 DHCS PPSDS End User Guide Applies to: WITS Version California DHCS Last Updated September 22, 2017

2 Preface California DHCS DHCS PPSDS Prevention WITS is a web-based application specifically designed for organizations to manage their Prevention programs effectively. Capable of creating and managing contracts, Prevention Plans, and funding sources, Prevention WITS also includes core clinical features essential to managing substance use recovery services and treatment case management. The Primary Prevention SUD Data Service (PPSDS) system is used by California Counties to collect and report their primary prevention substance use disorder program and activity data. This system allows Counties (or any provider DHCS designates) to enter their Strategic Prevention Plan including problem statements, goals and objectives. This information can then be rolled up to the State level for reporting according to the SPF model. Intended Audience This user guide has been prepared for WITS end users (California Counties and Direct Service Providers). Topics covered include creating and submitting Prevention Plans, and Implementing Prevention Plan Strategies. System Requirements WITS is a web-based application accessed through an Internet (web) browser using Internet connection. Internet Browsers WITS is compatible with up-to-date versions of most modern Internet browsers such as: Mozilla Firefox Google Chrome Internet Explorer version 10+ Apple Safari Pop-up Blocker Certain features in WITS, such as Snapshot and Scheduler, will open in a separate browser window when selected. Make sure your browser allows pop-ups from WITS. Customer URL Links Training Site: The training site allows staff members to practice using the system before entering actual data in the production site. Please do not enter real client information into the training site. Production Site: i Preface DHCS PPSDS FEi Systems

3 Contents Preface... i Intended Audience... i System Requirements... i Internet Browsers... i Pop-up Blocker... i Customer URL Links... i Part 1: Customer Specific Information... 1 California Prevention WITS Workflow... 2 Prevention WITS Terminology... 3 Part 2: Prevention Plans... 4 Prevention Plan List Overview... 5 Create a New Prevention Plan Profile... 7 Outcome Indicators... 9 Prevention Plan Outline Planned Strategies Measures and Sources Objectives Planned Expenditure Options on the Planned Strategies List Screen Submit Prevention Plan to State Plan Placed on Hold Plan Approved Part 3: Regional Team Setup Part 4: Implemented Strategies Community Based Create New Community Based Implemented Strategies One-Time Frequency Session Based Frequency Recurring Frequency Actual Expenditures Part 5: One Time Intervention Enter a One Time Intervention Part 6: Client Setup Search for a Client Client Search Tips Create Client Profile Additional Information Contact Info Activity List DHCS PPSDS FEi Systems Contents ii

4 Start New Episode Part 7: Implemented Strategies Individual Based Group Profile Setup Add Clients to Group Roster Create Group Sessions Record Client Attendance Close a Group Part 8: Frequently Asked Questions DHCS PPSDS FEi Systems Customer URL Links iii

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6 Part 1: Customer Specific Information CA Specific Information: Users will be warned when prevention dates are entered 45 days prior to today s date. Figure 1-1: Users will be warned when prevention dates are entered 45 days prior to today s date. 1 Customer Specific Information DHCS PPSDS FEi Systems

7 California Prevention WITS Workflow DHCS PPSDS FEi Systems California Prevention WITS Workflow 2

8 Prevention WITS Terminology Item WITS Activities WITS Agency Evidence Based Type WITS Facility Goals Objectives Outcome Indicators Socioecological Domain Strategy Definition / Guideline Steps taken to implement a strategy with a WITS recurring frequency type. The legal entity that a provider operates within; Some people refer to this as Provider. Documentation of Evidence-Based Programs, Strategies and Interventions has to meet one or more of the following criteria: Evidence based: Inclusion in a Federal List or Registry of evidence-based interventions Evidence based: Being reported (with positive effects) in a peer-reviewed journal The location (building) that an Agency/Provider uses to provide services or track Prevention Plans. A provider can have more than one facility. Goal statements typically articulate the long-term impact that a community wants to see, such as a reduction in the percentage of young adults who abuse prescription drugs to get high. Objective statements address the risk, protective and causal factors related to the goal and how a community might reach that goal, such as increasing the awareness of young adults regarding the danger and harm related to prescription drug abuse. Measures that indicate progress towards reaching goals and objectives. One or more of five (5) global prevention domains: Community, School, Family, Peer, and Individual. Interventions, programs and approaches that address goals and objectives. WITS Types of Community Based Strategies: One-Time Strategy o Example: a media campaign. Even though campaign runs numerous times, it has one primary message (e.g., parents do not allow your kids or their friends to drink at home). Recurring Strategy o Example: building community readiness to address nonmedical use of prescription drug use. Session Based Strategy o Example: curriculum based prevention programs. 3 Customer Specific Information DHCS PPSDS FEi Systems

9 Prevention Plans Prevention Plan Profile Outcome Indicator 1 Outcome Indicator 2 Goal 1 Goal 2 Goal 1 Baseline Measure 1 Objective 1.1 Objective 1.2 Objective 2.1 Baseline Measure 1 Objective 1.1 Contributing Factor Contributing Factor Contributing Factor Contributing Factor Contributing Factor Contributing Factor Figure 2-1: Example hierarchy of a Prevention Plan s components DHCS PPSDS FEi Systems Prevention WITS Terminology 4

10 Prevention Plan List Overview Where: Agency > Prevention > Plan This section provides an overview of features within the Prevention Plan List. For information on adding a brand new prevention plan, please see section Create a New Prevention Plan Profile on page 7. In WITS, the Prevention Plan List contains a record of historical plans created within the agency. By default, the list will display the latest version of each plan, which is controlled through the search field, Show Latest Version Only. Figure 2-2 below shows both the latest version and previous versions of each prevention plan. Figure 2-2: Prevention Plan List, displaying all versions of each prevention plan Any plan with a status of Active, Inactive, On Hold, or Submitted will be read-only. To review any plan, locate the desired Prevention Plan, hover over the Actions column, and then click Review, as shown in Figure 2-3 below. Figure 2-3: Prevention Plan List, Review a Plan 5 Prevention Plans DHCS PPSDS FEi Systems

11 To make a new version of a current plan, locate the desired Prevention Plan, hover over the Actions column, and then click Review. On the Prevention Plan Profile, in the Administrative Actions box, click Update Current Version. This will copy the current plan and planned strategies and allow changes to be made. Figure 2-4: Active Prevention Plan, Update Current Version link DHCS PPSDS FEi Systems Prevention Plan List Overview 6

12 Create a New Prevention Plan Profile Where: Agency > Prevention > Plan 1. On the left menu, click Agency, click Prevention, and then click Plan. 2. On the Prevention Plan List, click Add New Prevention Plan. Figure 2-5: Prevention Plan List, Add New Prevention Plan 3. Complete the Prevention Plan Profile fields as shown in the table below. Table 2-1: Prevention Plan Profile Fields Field Facility Plan Name Contract Plan Type Plan Status Plan Start Date Plan End Date Description Select a facility from the drop-down list. If there is only one facility within your agency, this field will default to that facility s name. Type the plan s name. Read-only field displaying this agency s contract name. Note: If there is no contract displayed in this field, please contact your system administrator for assistance. Read-only field. Read-only field. Defaults to the Effective Date entered on this agency s Contract, but this field can be updated. Enter the plan s end date. 7 Prevention Plans DHCS PPSDS FEi Systems

13 Figure 2-6: Prevention Plan Profile filled out 4. Click Save. Notice the read-only fields on the Prevention Plan Profile are now filled in, as shown in Figure 2-7 below. Continue to the next section. Figure 2-7: Saved Prevention Plan Profile, Draft Status DHCS PPSDS FEi Systems Create a New Prevention Plan Profile 8

14 Outcome Indicators A prevention plan may have multiple Outcome Indicators with associated Goals and Objectives. The steps below show how to add items to your prevention plan by clicking the links found within the Plan Profile section, however, an alternative option is to use the Plan Outline screen to add and review items for your Prevention Plan. Please see section Prevention Plan Outline on page 16 for more information. 5. On the Outcome Indicators List, click Add Outcome Indicator. 6. Select the appropriate Outcome Indicators. Figure 2-8: Prevention Plan: Outcome Indicators screen 7. Click Save. Continue to the next section. NOTE Mover box fields in WITS allow you to select multiple values at once. They typically consist of two boxes with move right and move left buttons in between them. The left box consists of the available values to select from, and the right box represents the selected values. To select values, simply click on the values you want selected, in the left box, then click the move right button. The values should then move to the right box indicating that they are now selected. To remove selected values, simply click the values you want to remove in the right box, and then click the move left button. The values should then move to the left box indicating that they are now no longer selected. 9 Prevention Plans DHCS PPSDS FEi Systems

15 Goals** 8. On the Outcome Indicators screen, click Add Goal. 9. On the Goals screen, complete the required fields as shown in the table below. Table 2-2: Prevention Plan: Goals fields Field Name Target Year Selected Substances Selected Target Population Comments Description Type the goal s name. Type the target year. Select one or more associated substance(s). Select one or more associated target population(s). Type any applicable comments for this goal. Figure 2-9: Prevention Plan: Goals screen 10. Click Save. DHCS PPSDS FEi Systems Create a New Prevention Plan Profile 10

16 Baseline Measures 11. On the Goals screen, click Add New Baseline Measure, if applicable. 12. Complete the required fields. Table 2-3: Baseline Measure Profile fields Name Description Number Type Direction of Change Data Source Field Description Type the baseline measure name. (Optional) Type a description of the baseline measure. Type a number. Select the type of number from the drop-down field. (Optional) Select from the drop-down field. Select from the drop-down field. Figure 2-10: Prevention Plan: Baseline Measure Profile 13. Click Save then click Finish. 11 Prevention Plans DHCS PPSDS FEi Systems

17 Objectives List Each Goal can have multiple Objectives. Note: the gray context field at the top of the screen shows information from the Goal associated with the Objective. 14. On the Goals screen, click Add Objective. Figure 2-11: Prevention Plan, Goals screen, Add Objective link 15. On the Objectives screen, complete the required fields as shown in the table below. Table 2-4: Objective Fields Field Name Name Objective Type Selected Factors Comments Information Type the name of the objective. Select one type from the drop-down field; options include: Risk Factor Protective Factor Select the appropriate factor(s). Type any applicable comments. DHCS PPSDS FEi Systems Create a New Prevention Plan Profile 12

18 Figure 2-12: Prevention Plan: Objectives screen, Objective Type - Risk Factor 13 Prevention Plans DHCS PPSDS FEi Systems

19 Figure 2-13: Prevention Plan: Objectives screen, Objective Type - Protective Factor 16. Click Save. Contributing Factors 17. On the Objectives screen, click Add Contributing Factor, if applicable. 18. Select the appropriate Contributing Factors and type any comments as needed. DHCS PPSDS FEi Systems Create a New Prevention Plan Profile 14

20 Figure 2-14: Prevention Plan: Contributing Factors screen 19. Click Finish. 20. On the Objectives screen, add additional Contributing Factors if needed, otherwise click Finish. 21. On the Goals screen, add additional Baseline Measures or Objectives, otherwise click Finish. 22. On the Outcome Indicators screen, add additional Goals, otherwise click Finish. 15 Prevention Plans DHCS PPSDS FEi Systems

21 Prevention Plan Outline Where: Agency > Prevention > Plan > Plan Outline The Prevention Plan Outline provides a framework of the information entered on your Prevention Plan. In addition, your Prevention Plan can also be edited from the Prevention Plan Outline screen. Table 2-5 provides a description of the links found within the Prevention Plan Outline screen. Clicking on these links will open the associated Prevention screen so that adjustments can be made as needed. To view the Prevention Plan Outline screen, a Prevention Plan must be selected first. 1. On the left menu, click Plan Outline. Table 2-5: Prevention Plan Outline Links Field Review Delete Add Outcome Indicator Add Goal Add Objective Description Used to review existing information. Clicking this link will open the associated screen. Used to delete information that is no longer relevant. Used to add a new outcome indicator to the plan. Used to add a new goal to the associated Outcome Indicator. Used to add a new objective to the associated goal. Figure 2-15: Prevention Plan Outline DHCS PPSDS FEi Systems Create a New Prevention Plan Profile 16

22 Figure 2-16: Prevention Plan, Plan Outline screen, Add Outcome Indicator link Message displayed when deleting an item from the Prevention Plan, Are you sure you want to delete this Objective and any Contributing Factors related to it? These cannot be recovered once deleted. Figure 2-17: Deleting an item from the Prevention Plan 17 Prevention Plans DHCS PPSDS FEi Systems

23 Planned Strategies Where: Agency > Prevention > Plan > Planned Strategies If returning to WITS to enter Planned Strategies, navigate to the Prevention Plan screen by clicking Agency, then Prevention, and then clicking Plan. Select a Prevention Plan by hovering over the Actions column, and then clicking Review. If no Prevention Plan is selected, an informational message will appear stating, No current prevention plan is set as shown in Figure 2-18 below. Figure 2-18: Prevention Plan list, Informational Message 1. On the left menu, click Planned Strategies. 2. Click Add Strategy. 3. Complete the required fields on the Planned Strategy screen. Additional fields may appear depending on which options are selected in the drop-down fields. Table 2-6: Planned Strategy Fields Program Strategy Program Description Field Names Description Select a strategy from the drop-down list. Note: These values are controlled through the Prevention Strategy Type List code table. Type the strategy s description. DHCS PPSDS FEi Systems Planned Strategies 18

24 Field Names Socio-ecological Domain Service Population IOM Category Data Collection Method Geo Type Description Select an option from the drop-down list. Options include: Individual Peer Family School Community Select an option from the drop-down list. Note: These values are controlled through the Prevention Service Population code table. Select an option from the drop-down list. Select an option from the drop-down list. Options include: Community Individual Note: Selecting Individual will display additional fields on screen. Select from the drop-down list. Options include: County Wide City/Town Zip Code School Note: Additional fields will be displayed on screen depending on which option is selected. Program Provider Projected # of Participants Projected Start Date Projected End Date Session Frequency and Per Duration and drop-down list Selected CSAP Categories Selected Risk Categories Select from the drop-down list. This field can also include Direct Service Providers associated with the agency. Type the number of projected participants. Enter the start date. Enter the end date. Enter the frequency number and select from the drop-down list: Day, Month, Week, or Year. Note: These two fields will be displayed when Individual is selected in the Data collection Method field. Type the duration and select from the drop-down list: Day, Month, Week, or Year. Note: How long will this strategy go on? Example: this strategy will meet once a week for one month. One Month is the Duration. Note: These two fields will be displayed when Individual is selected in the Data collection Method field. Select the appropriate CSAP categories. Select the appropriate Risk categories. 19 Prevention Plans DHCS PPSDS FEi Systems

25 Figure 2-19: Planned Strategy screen 4. Click Save. After clicking Save, a warning message will appear at the top of the screen stating, There is no expenditure or amount associated with this Planned Strategy. Please enter at least one Expenditure. Steps for entering an Expenditure are covered below on page 23. Figure 2-20: Planned Strategy Warning Message DHCS PPSDS FEi Systems Planned Strategies 20

26 Measures and Sources 5. On the Planned Strategies screen, click Add New Measures and Sources, if applicable. 6. Complete the required fields on the Measures and Sources Profile screen. Table 2-7: Measures and Sources Fields Name Description Number Type Direction of Change Data Source Field Names Description Name of the measures and sources; this name should match the value listed in the Selected Factors field form the Objectives screen Type the description Type the number Select the type of number (percent, etc.) Select from the drop-down field Select from the drop-down field Figure 2-21: Measures and Sources Profile 7. Click Save, and then click Finish. 21 Prevention Plans DHCS PPSDS FEi Systems

27 Objectives 1. On the Planned Strategy screen, click Add Objectives. 2. Select one or more Objectives that apply to this Planned Strategy by clicking the check box. Figure 2-22: Select Objectives screen 3. Click Finish. This will return to Planned Strategy screen where the selected objectives will be displayed in the Associated Objectives section. DHCS PPSDS FEi Systems Planned Strategies 22

28 Planned Expenditure Use this section to list the expenditures planned for this strategy. The Planned Expenditures will drive the Actual Expenditures on the Implemented Strategies. This information is used for Block Grant reporting. 1. On the Planned Strategies screen, in the Administrative Actions box, click Planned Expenditure. 2. On the Planned Expenditure List screen, click Add Planned Expenditure. Figure 2-23: Planned Expenditure List 3. Complete the required fields on the Planned Expenditure Profile. Table 2-8: Planned Expenditure Fields Field Name Funding Source Type Amount In Kind Approx. Value Description Select from the drop-down list. Type the dollar amount. Type the approximant dollar amount of donated money or services, if applicable. 4. Click Save, and then click Finish. 5. Enter additional Planned Expenditures if needed, otherwise click Finish. 6. On the Planned Strategy screen, click Save and then click Finish. 23 Prevention Plans DHCS PPSDS FEi Systems

29 Options on the Planned Strategies List Screen Add new strategies as needed Review a previously created Planned Strategy Clone a previously created Planned Strategy Delete a previously created Planned Strategy Indicate that a Planned Strategy has been Mark Completed Figure 2-24: Planned Strategies List, Action items for previously created Strategy Clone a Planned Strategy As a timesaving feature, Planned Strategies can be cloned. On the Planned Strategies List screen, locate a previously created strategy, hover over the Actions column, and then click Clone. When cloning a previously created Planned Strategy complete the required profile fields and then click Save. After clicking Save, the Measures and Sources List and the Associated Objectives will appear. These items can be added, removed or edited as needed. The cloned Planned Strategy will also need an expenditure entered. See the Planned Expenditure section on page 23 for steps. Mark a Planned Strategy as Completed Another action item on the Planned Strategies List screen includes the ability to mark a planned strategy as completed.. On the Planned Strategies List screen, locate a previously created strategy, hover over the Actions column, and then click Mark Completed. The Planned Strategy status will change from Active to Complete and the Actions column will display the ReActivate action. Once it s been reactivated, unless projected end date is changed, it will be marked complete again the following day. If the projected end date is greater than 14 days, it will also be marked complete. DHCS PPSDS FEi Systems Planned Strategies 24

30 Submit Prevention Plan to State Where: Agency > Prevention > Plan Once the Prevention Plan and Planned Strategies are complete, this information can be submitted to the State for review. 1. On the left menu, click Agency, then click Prevention, and then click Plan. 2. Locate a plan that is ready to be submitted, hover over the Actions column, and then click Review. Figure 2-25: Prevention Plan List 3. On the Prevention Plan Profile, in the Administrative Actions box, click Submit. Once a plan has been submitted, it cannot be revised until it has been approved or placed on hold by the contractor agency. Figure 2-26: Prevention Plan Profile, click Submit 25 Prevention Plans DHCS PPSDS FEi Systems

31 4. When you submit the plan, upload an electronic copy of your Strategic Prevention Plan by clicking the Documents link located at the top right of the screen. Figure 2-27: Prevention Plan Profile screen, Documents link 5. On the Documents window, drop files in the designated section, or click to select files for upload. Figure 2-28: Documents Upload Window 6. Search for the file to upload. Figure 2-29: Search for File to Upload DHCS PPSDS FEi Systems Submit Prevention Plan to State 26

32 7. On the Documents window, type a description of the document and add any tags if desired. Click Upload and then click the I am done link. 8. The number of files uploaded will be reflected by the number shown in parentheses beside the Documents link. Figure 2-30: Submitted Prevention Plan Profile screen read-only with uploaded Document Plan Placed on Hold If your plan has been placed on hold, its status will be updated from Submitted to On Hold as shown in Figure An notification may also be sent to your provider agency contact (if this feature is turned on for your contract) which includes notes from the contractor on the changes needed to your prevention plan, as shown in Figure These notes are also displayed on the Prevention Plan Profile. Figure 2-31: Plan Status "On Hold" 27 Prevention Plans DHCS PPSDS FEi Systems

33 Figure 2-32: Notification for Prevention Plan placed On Hold Update a Plan Placed On Hold 1. On the left menu, click Agency, click Prevention, and then click Plan. 2. Locate the Prevention Plan with a status of On Hold, hover over the Actions column and then click Review. Figure 2-33: Prevention Plan List, Plan Placed On Hold 3. On the Prevention Plan Profile screen, notice the On Hold Reason field. This field includes information on the update(s) needed to your Prevention Plan. Review this information, and then in the Administrative Actions box, click Update Current Version. DHCS PPSDS FEi Systems Submit Prevention Plan to State 28

34 4. A message will appear stating, You are about to create a new version of your plan. Are you sure you want to continue? Click Yes. 5. The Prevention Plan will now become editable so that the appropriate updates can be made. After making updates to the plan, it will need to be submitted again. 6. On the Prevention Plan Profile, in the Summary of Plan Changes field, type the changes made. 7. Click Add Note, and then click Save. 29 Prevention Plans DHCS PPSDS FEi Systems

35 Figure 2-34: Summary of Plan Changes 8. In the Administrative Actions box, click Submit. 9. Click Finish. DHCS PPSDS FEi Systems Submit Prevention Plan to State 30

36 Plan Approved If your plan has been approved, its status will be updated from Submitted to Active as shown in Figure An notification may also be sent to your provider agency contact (if this feature is turned on for your contract) which states that the plan has been approved, as shown in Figure Figure 2-35: Prevention Plan List, Plan Status "Active" Figure 2-36: Notification, Plan Approved Update Current Prevention Plan Version An active prevention plan can also be updated throughout the plan year as needed by clicking the Update Current Version link in the Administrative Actions box on the Prevention Plan Profile. 31 Prevention Plans DHCS PPSDS FEi Systems

37 Regional Team Setup Where: Agency > Facility List > Regional Team Regional Teams are used with Recurring Strategies when entering a coalition activity. The Regional Team defines the members that make up that coalition. These members need to be added prior to creating a coalition activity. 1. On the left menu, click Agency, then click Facility List, and then click Regional Team. 2. On the Regional Team Members List, click Add Regional Team Member. Figure 3-1: Regional Team Members List 3. Complete the required fields on the Regional Team Member profile. Table 3-1: Regional Team Member Profile fields First Name Last Name Gender Title Role Primary Sectors Start Date End Date Selected Workgroups Field Description Type the team member s first name. Type the team member s last name. (Optional) (Optional) Select an option from the drop-down list. Select an option from the drop-down list. Enter the team member s address. Enter the date when the team member joined. (Optional) Select one or more associated workgroups. DHCS PPSDS FEi Systems Submit Prevention Plan to State 32

38 Figure 3-2: Regional Team Member Profile 4. Click Save and then click Finish. 33 Regional Team Setup DHCS PPSDS FEi Systems

39 Implemented Strategies Community Based Once a Prevention Plan has been approved and is in an Active status, the associated Community Based Implemented Strategies can be created. Prerequisite: The Prevention Plan must be approved. Create New Community Based Implemented Strategies Where: Agency > Prevention > Strategy Implementation 5. On the left menu, click Agency, then click Prevention, and then click Strategy Implementation. 6. On the Strategy Implementation List screen, click Add. Figure 4-1: Strategy Implementation List screen One-Time Frequency A One-Time frequency is used to capture strategy implementations that occur only one time. Examples of these strategies include health fairs and speaking engagements. 7. Complete the Implementation Strategy Profile as shown in the table below. Table 4-1: Implementation Strategy Profile fields for One-Time Frequency Field Prevention Plan Planned Strategy Strategy Frequency Date Description Description Select from the drop-down list; this selection will filter the Planned Strategy drop-down list. Note: Prevention plans with a status of Active will be displayed in this field. Select from the drop-down list. Select One-Time from the drop-down list This date must be within the start and end dates of the selected Prevention Plan. Type the description of this one-time strategy. DHCS PPSDS FEi Systems Create New Community Based Implemented Strategies 34

40 Field Duration Units Duration Indirect Units (Indirect) Duration Indirect Duration Description Venue Selected Risk Categories Comments Description Select from the drop-down list. Note: These values are compared to entries made in the Selected CSAP Activities field they need to match or you cannot save the record. Type the duration number. Note: These values are compared to the entries made in the Selected CSAP Activities field they need to match or you cannot save the record. Select from the drop-down field. Type the indirect duration number. Type a description. (Optional) Select the appropriate Risk Categories. Type any applicable comments. 8. Complete the Activity and Duration fields as shown in the table below. Table 4-2: Activity and Duration fields Field Duration Duration Type Selected CSAP Activities Description Enter the duration number. Select the duration type (either Hours or Minutes) from the drop-down list. Select one or more activities. 35 Implemented Strategies Community Based DHCS PPSDS FEi Systems

41 Figure 4-2: Implemented Strategy Profile, One-Time Frequency 9. Complete the Approximate Cost fields. The total Approximate Cost of all the Implemented Strategies should not exceed the total of the Planned Expenditures done on the associated Planned Strategy. 10. Click Save. DHCS PPSDS FEi Systems Create New Community Based Implemented Strategies 36

42 Figure 4-3: Saved Implementation Strategy Profile, One-Time strategy 37 Implemented Strategies Community Based DHCS PPSDS FEi Systems

43 Session Based Frequency Session-based strategies are much like one-time strategies, except certain fields will be captured on the profile screen, and other fields will be captured during each session. 1. On the left menu, click Agency, then click Prevention, and then click Strategy Implementation. 2. On the Strategy Implementation List screen, click Add. 3. Complete the Implementation Strategy Profile as shown in the table below. Table 4-3: Implementation Strategy Profile fields for Session-Based Frequency Field Prevention Plan Planned Strategy Strategy Frequency Date Range Description Venue Selected Risk Categories Comments Description Select from the drop-down list; this selection will filter the Planned Strategy drop-down list. Select from the drop-down list Select Session-Based from the drop-down list. This date range must be within the start and end dates of the selected Prevention Plan. Type the description of this Session-Based strategy. (Optional) Select the appropriate Risk Categories. Type any applicable comments. 4. Enter the Approximate Cost fields. 5. Complete the Impacted Target Population fields if desired. DHCS PPSDS FEi Systems Create New Community Based Implemented Strategies 38

44 Figure 4-4: Implementation Strategy Profile, Session Based strategy 6. Click Save. 7. In the Administrative Actions box, click Sessions. 39 Implemented Strategies Community Based DHCS PPSDS FEi Systems

45 8. On the Session List, click Add New Session. 9. Complete the Session Profile fields. 10. Complete the Activity and Duration fields. 11. Complete the Impacted Target Population fields. Figure 4-5: Session Profile 12. Click Save then click Finish. DHCS PPSDS FEi Systems Create New Community Based Implemented Strategies 40

46 Recurring Frequency Recurring strategies are much like one-time strategies, except that they will have certain fields captured on the profile screen, and other fields captured as each varied activity is implemented. It is good to use this frequency type to capture a series of recurring meetings that typically have the same participants (e.g. Coordination meetings, policy meetings, etc.). 1. On the left menu, click Agency, then click Prevention, and then click Strategy Implementation. 2. On the Strategy Implementation List screen, click Add. 3. Complete the Implementation Strategy Profile fields as shown in the table below. Table 4-4: Implementation Strategy Profile fields for Recurring Frequency Field Prevention Plan Planned Strategy Strategy Frequency Description Selected Risk Categories Comments Description Select from the drop-down list; this selection will filter the Planned Strategy drop-down list. Select from the drop-down list. Select Recurring from the drop-down list. Type a description for this strategy. Select one or more categories as applicable. Type comments for this strategy. 41 Implemented Strategies Community Based DHCS PPSDS FEi Systems

47 Figure 4-6: Implementation Strategy Profile screen, Recurring Frequency 4. Enter the Approximate Cost fields. 5. Complete the Impacted Target Population fields. 6. Click Save. 7. In the Administrative Actions box, click Activities. DHCS PPSDS FEi Systems Create New Community Based Implemented Strategies 42

48 8. On the Activities List screen, click Add New Activity. 9. Complete the Recurring Strategy Activity Profile fields. Table 4-5: Caption for Sample Table Field Coalition Meeting Activity Name Date Duration Units Duration Indirect Units (Indirect) Duration Indirect Duration Description Venue Comments Description Select Yes or No. Type a name for this activity. Enter the date this activity occurred. Select the unit of time spent for this activity, minutes or hours. Enter the amount of time spent for this activity. Select the unit of time spent for this activity, minutes or hours, as applicable. Enter the amount of indirect time spent for this activity. Type a description, if applicable. (Optional) Type applicable comments for this activity. 43 Implemented Strategies Community Based DHCS PPSDS FEi Systems

49 Figure 4-7: Recurring Strategy, Activity Profile 10. Complete the Activity and Duration fields as shown in the table below. Table 4-6: Activity and Duration fields Field Duration Duration Type Selected CSAP Activities Description Enter the duration number. Select the duration type (either Hours or Minutes) from the drop-down list. Select one or more activities. 11. Click Save, and then click Finish. DHCS PPSDS FEi Systems Create New Community Based Implemented Strategies 44

50 Recurring Strategy Activity Profile for Friday Night Live Roadmap When adding an Activity Profile for the Planned Strategy, Friday Night Live Roadmap, an additional field is required to select the Strategic Prevention Framework step. Table 4-7: Caption for Sample Table Field Coalition Meeting Activity Name Date Duration Units Duration Indirect Units (Indirect) Duration Indirect Duration Description Venue Strategic Prevention Framework Comments Description Select Yes or No. Type a name for this activity. Enter the date this activity occurred. Select the unit of time spent for this activity, minutes or hours. Enter the amount of time spent for this activity. Select the unit of time spent for this activity, minutes or hours, as applicable. Enter the amount of indirect time spent for this activity. Type a description, if applicable. (Optional) Select an option from the drop-down list. Type comments for this activity. 45 Implemented Strategies Community Based DHCS PPSDS FEi Systems

51 Figure 4-8: Recurring Strategy Activity Profile for Friday Night Live - Roadmap 12. Complete the Activity and Duration fields as shown in the table below. Table 4-8: Activity and Duration fields Field Duration Duration Type Selected CSAP Activities Description Enter the duration number. Select the duration type (either Hours or Minutes) from the drop-down list. Select one or more activities. DHCS PPSDS FEi Systems Create New Community Based Implemented Strategies 46

52 Coalition Meeting Prerequisite: the Regional Team Members must be set up for a coalition before they can be selected on the Recurring Implemented Strategy profile. See Part 3: Regional Team Setup on page 32 for steps. Figure 4-9: Coalition Meeting Activity 47 Implemented Strategies Community Based DHCS PPSDS FEi Systems

53 Actual Expenditures Actual expenditures need to be created for all implemented strategy frequency types. 1. In the Administrative Actions box, click Actual Expenditures. 2. In the Cost Allocation section, locate the funding source to update. 3. In the Actions column, hover over the pencil icon and click Edit. Figure 4-10: Actual Expenditure Allocation screen 4. The dollar amount field will become editable. Type the actual amount spent for the funding source, then click Update. 5. Click Save and then click Finish. DHCS PPSDS FEi Systems Create New Community Based Implemented Strategies 48

54 One Time Intervention Enter a One Time Intervention Where: Agency > Prevention > One Time Intervention Use this screen to enter unplanned activities. 1. On the left menu, click Agency, then click Prevention, and then click Strategy Implementation. 2. On the One Time Intervention List, click Add New Intervention. Figure 5-1: One Time Intervention List screen 3. Complete the required fields on the One Time Intervention Profile screen. 49 One Time Intervention DHCS PPSDS FEi Systems

55 Figure 5-2: One Time Intervention Profile screen 4. Click Save, then click the right arrow button to enter Participant Demographics, if applicable. Figure 5-3: One Time Intervention Profile, Demographics screen DHCS PPSDS FEi Systems Enter a One Time Intervention 50

56 Client Setup Search for a Client Where: Client List > Client Search Before creating a new client record, search for your client to make sure the client is not already in WITS. 1. To view clients within your agency, click on the Client List menu item. A blank Client List screen will appear. 2. Use fields in the Client Search section to narrow your results. NOTE You can enter a partial name (or other field) followed by an asterisk (*). This is called a wild card search. For example, if you search for a last name of Smit*, the search results will display people with the last name of Smith, "Smitty, Smithson, etc. 3. After selecting from the search fields, click Go to view the results. Figure 6-1: Client List screen, Action links 4. Look for your client in the Client List section. If you find the right person, hover over the Actions column and click the Profile link. If your client is not displayed in the Client List, you can create a new client record. 51 Client Setup DHCS PPSDS FEi Systems

57 Client Search Tips Client Name or Number Use a client s nickname or alternate names in the First Name or Last Name fields. Use an asterisk (*) to perform a wildcard search. Examples: Find clients whose last name starts with Jon : Jon* Search by the last 4 digits of a client s SSN: *1123 Client Birthday or Age Search within a timeframe by separating the two dates with a colon (:). Search for clients born after a certain date with a greater than sign (>). Search for clients born before a certain date with a less than sign (<). Examples: Find clients born in the year 1990: 1/1/1990:12/31/1990 Find clients born after a certain date: >12/30/1959 DHCS PPSDS FEi Systems Search for a Client 52

58 Create Client Profile Where: Client List > Client Profile Note: Please search for each client before creating a new record. See Search for a Client on page 51 for more information. To add a new client to the system, follow the steps below. 1. On the left menu, click Client List. 2. On the Client List screen, click Add Client. Figure 6-2: Client List, Add Client link 3. On the Client Profile screen, complete the fields as shown in the table below. Table 6-1: Client Profile fields First Name Middle Name Last Name Suffix Gender DOB Last 4 Digits Field Description Type the client s first name. (Optional) Type the client s last name. (Optional) Select the client s gender from the drop-down field. Enter the client s date of birth. Type the last four (4) digits of the client s Social Security Number. NOTE The Unique Client Number (UCN) is created based on information entered on the client s profile. It is important that the client information is entered properly the first time, as this will help to avoid duplicate entry of clients in the future. 53 Client Setup DHCS PPSDS FEi Systems

59 Figure 6-3: New Client Profile screen 4. Click Save. Notice the read-only fields have been filled in and the client s name and UCN are displayed in the top right corner of the screen. On the left menu, click Additional Information. DHCS PPSDS FEi Systems Create Client Profile 54

60 Figure 6-4: Saved Client Profile Additional Information 5. On the Additional Information screen, complete at least the light yellow fields. Table 6-2: Additional Information fields Ethnicity Selected Races Field Description Select an option from the drop-down field. Select one or more races. 55 Client Setup DHCS PPSDS FEi Systems

61 Figure 6-5: Additional Information screen 6. Click Save, then either click the right arrow button, or on the left menu, click Contact Info. DHCS PPSDS FEi Systems Create Client Profile 56

62 Contact Info 7. On the Contact Info screen, enter a phone number for the client, if available, and then click the Add Address link to open the Address Information screen. Figure 6-6: Contact Info screen 8. Enter the client s address information as shown in the table below. Table 6-3: Contact Info fields Address Type Address Line 1 Address Line 2 City State Zip Field Description Select an option from the drop-down field. Enter the street number, street name and suite number (if applicable). (Optional) Type the city name. Select the state from the drop-down field. Enter the zip code. Figure 6-7: Address Information screen 57 Client Setup DHCS PPSDS FEi Systems

63 9. When complete, click Finish, and the client s address information will show up on the Contact Info screen. You may enter several addresses for a client. If a client has a new address, update the Address Type of the current address record to Previous, then create a new address. If there is a problem with the address entered for the client, the Address Validation screen may appear with a suggestion from the United States Postal Service, as shown in Figure 6-8. Figure 6-8: Address Validation screen 10. From the Contact Info screen, click Save. Continue to the next section, DHCS PPSDS FEi Systems Create Client Profile 58

64 Activity List Note: To access items within the Activity List, a client must be selected first. Client-level data collection is recorded on screens located within a client s Activity List. The Episode or Case is the container that holds all of a client s activities. The beginning and end of a Case or Episode in WITS are notes on the Intake transaction. Intake Date is the start of the case and the Intake Date Close marks the end of the Case. The Client Activity List screen can serve as a dashboard view for the information that has been collected for a given client within a Case or Episode. Each Activity on the Activity List has a status to help the end user determine if that activity is Complete or In Progress. When an activity is In Progress, a Details link is available for the user to click, and a pop-up window will open which displays the information needed to complete the activity. Figure 6-9: Client Activity List Figure 6-10: Details link, list of missing information Note: Some Client Activities do not have a concept of being complete, for those activates, the Status will be listed as Non Applicable. 59 Client Setup DHCS PPSDS FEi Systems

65 Start New Episode Where: Client List > Client Profile > Episode List In WITS, all items located in a client s Activity List are based upon an active Episode of Care, which is started by creating an Intake. Creating the Intake is the first step in getting the client involved with Prevention programs. 1. On the left menu, click Activity List. (Note: this will open the Episode List screen) 2. On the Episode List screen, click Start New Episode. Figure 6-11: Episode List screen, Start New Episode link 3. On the Intake Case Information screen, complete the fields as shown in the table below. Table 6-4: Intake Case Information fields Field Intake Facility Intake Staff Case Status Initial Contact Date Intake Date Initial Contact Residence Source of Referral Referral Contact Problem Area Comments (No PHI) Selected Risk Categories Selected Domains Description Defaults to the current facility location. Defaults to the current staff member logged in. Defaults to Open Active. (Optional) Defaults to the current date. Select an option from the drop-down field. Select an option from the drop-down field. Select an option from the drop-down field. (Optional) (Optional) Type any applicable comments. Do not include any Protected Health Information (PHI) into this field. Select one or more Risk Categories. Read-only field with Prevention selected. DHCS PPSDS FEi Systems Activity List 60

66 Figure 6-12: Intake Case Information screen 4. Click Save and then click Finish. The Client Activity List will then be displayed. Figure 6-13: Client Activity List 61 Client Setup DHCS PPSDS FEi Systems

67 5. On the Client Activity List screen, locate the Activity named Client Program Enrollment (Prevention). Hover over the Actions column, and then click Review. This will open the Program Enrollment Profile. Figure 6-14: Client Activity List, Client Program Enrollment (Prevention) activity 6. Creating an Intake Transaction with the Prevention domain automatically enrolls the client in the Prevention program and this information can be viewed on the client s Program Enrollment Profile screen. Click Finish. Figure 6-15: Prevention Program Enrollment Profile screen DHCS PPSDS FEi Systems Activity List 62

68 Implemented Strategies Individual Based With Individual Based implemented strategies, the focus is going to be on work occurring with individuals (clients) within a Group construct that is associated with an approved Prevention Plan and Planned Strategies that have been identified with a Data Collection Method of Individual. Prerequisites for Group Setup: An approved Prevention Plan with Planned Strategies using Individual as the data collection method. Staff member profile(s) created within the agency. Client profile records with a prevention Intake, and prevention Program Enrollment. Group Profile Setup Where: Group List > Group Profile List 1. On the left menu, click Group List. 2. On the Group Profile List section, click Add. Figure 7-1: Group List, Add link 3. In the Group Type drop-down field, select Prevention. This selection will update the Group Profile screen to display additional prevention-related fields. Figure 7-2: Group Profile screen 63 Implemented Strategies Individual Based DHCS PPSDS FEi Systems

69 4. On the Group Profile screen, complete the fields as shown in the table below. Table 7-1: Group Profile Fields Field Group Name Group Type Lead Staff Facility Plan Planned Strategy Geo Type City/Town Start Date End Date Day of Week Time of Day Room Location Approximate Cost Selected Co-Lead Staff Description Description Type the name for this group. Select Prevention Select from the drop-down list. Note: Staff members must be set up within the agency, otherwise this field will be empty. This read-only field displays the current facility location. Select from the drop-down list. Select from the drop-down list. Note: The values listed in this field will change based on the Plan selected in the above field. This field only displays strategies using Individual as the data collection method. Read-only field. Select an option from the drop-down list. Enter the group s start date. (Optional) (Optional) Select from the drop-down list. Enter the time of day when this group will meet. (Optional) (Optional) Type the approximate dollar amounts in the fields: Travel, Material, Space, and Labor. (Optional) Type a description for this group. DHCS PPSDS FEi Systems Group Profile Setup 64

70 Figure 7-3: Prevention Group Type Profile 5. Click Save. 65 Implemented Strategies Individual Based DHCS PPSDS FEi Systems

71 Add Clients to Group Roster 1. On the Group Profile screen, in the Roster section, click Edit Roster. 2. On the Roster screen, click Add Member. Figure 7-4: Group Profile, Roster screen 3. Complete the fields as shown in the table below. Table 7-2: Group Roster, Add Member fields Field Client Name Program Status Status Effective Date Reason Pre-Test Score and Date Post-Test Score and Date Description Select from the drop-down list. Select the client s program from the drop-down list. Note: this field also displays the client s program enrollment start date. Select from the drop-down list. Enter the date. Note: This date must be on or after the client s program enrollment date. Enter the reason for the client s status, if applicable. (Optional) (Optional) DHCS PPSDS FEi Systems Group Profile Setup 66

72 Figure 7-5: Group Roster, Add Member 4. Click Save. Continue adding clients to the roster as needed. Note: The client must have an active program enrollment with a start date on or after the roster s Status Effective Date, otherwise the following error message will appear. Figure 7-6: Error message indicating the status effective date cannot be before the client's program enrollment date 5. On the Roster screen, click Finish. 6. On the Group Profile screen, click Save. 67 Implemented Strategies Individual Based DHCS PPSDS FEi Systems

73 Create Group Sessions Where: Group List > Group Profile > Session List 1. On the left menu, click Group List. 2. In the Group Profile List section, locate the desired group. Hover over the Actions column, and then click Session List. Figure 7-7: Group Profile List screen, Session List link 3. On the Group Session List screen, click Add. 4. Complete the fields on the Group Session Notes screen as shown in the table below. Table 7-3: Group Session Notes fields Field Group Name Group Type Session Type Location Lead Staff Date End Date Start Time End Time Duration Duration Type Indirect Duration Description Read-only field. Defaults to Prevention. Defaults to Group. (Optional) Select a staff member from the drop-down field. Enter the session date. (Optional) Defaults to the Start Time entered on the Group Profile screen. Enter the session s end time. Enter the duration number. Select from the drop-down field. (Optional) DHCS PPSDS FEi Systems Create Group Sessions 68

74 Field Description Indirect Duration Type This field will be required if a number is entered in the Indirect Duration field. Indirect Duration Description This field will be required if a number is entered in the Indirect Duration field. # of Service Units/Sessions Enter the number of service units for this group session. Service Select the appropriate service from the drop-down field. Selected Co-Lead Staff (Optional) 5. Complete the Activity and Duration section as shown in the table below. The Duration and Duration Type fields are required for the CSAP Activity. 69 Implemented Strategies Individual Based DHCS PPSDS FEi Systems

75 Table 7-4: Activity and Duration fields Field Duration Duration Type Selected Activity Description Enter the duration number. Select the duration type (either Hours or Minutes) from the drop-down list. Select one or more activities. Figure 7-8: Group Session Notes 6. Click Save. Notice the Attendees list now displays additional pencil icons in the Miscellaneous Notes and Encounter columns. DHCS PPSDS FEi Systems Create Group Sessions 70

76 Record Client Attendance Use the Checkbox column to mark clients attendance status. Attendance options include: Mark as Present Mark as No Show Mark as Excused Figure 7-9: Attendees List, Checkbox column and attendance options Figure 7-10: Attendees list, Checkbox column To check all clients at once, click the checkbox within the table header. To update the client status individually, locate the client s name, click the checkbox, and then select an attendance option. 71 Implemented Strategies Individual Based DHCS PPSDS FEi Systems

77 Close a Group Where: Group List > Group Profile When all sessions have been completed, add the actual expenditures and close the group. 1. On the left menu, click Group List. 2. On the Group Profile List section, hover over the Actions column, and then click Review. 3. On the Group Profile screen, in the Administrative Actions box, click Actual Expenditure. Figure 7-11: Group Profile screen, Administrative Actions box, Actual Expenditure link 4. On the Actual Expenditure Allocation screen, in the Cost Allocation section, hover over the Actions column and click Edit. DHCS PPSDS FEi Systems Close a Group 72

78 Figure 7-12: Actual Expenditure Allocation screen 5. Enter the dollar number in the field shown below, and then click Update. Figure 7-13: Actual Expenditure Allocation screen, updating dollar amount 6. Click Finish. 7. On the Group Profile screen, in the Administrative Actions box, click Close. 73 Implemented Strategies Individual Based DHCS PPSDS FEi Systems