CYBER Overview Updated 10/3/17 #00895
What does CYBER stand for? Children and Youth Behavioral Health Electronic Record 2
What is CYBER? A fully functional Electronic Medical Records system, that is a tool for providers and service level staff to make the maintenance of their medical records more practical. A platform for increased service profiling and outcomes measurement and effectiveness.
CYBER Access Requirements The minimum requirements needed to run CYBER are: Operating system: Microsoft Windows (Windows 7, Windows 8.1, or Windows 10). Related software: Microsoft Silverlight. Browsers: Internet Explorer version 11 (preferred). Mozilla Firefox Extended Support Release (ESR). CYBER is not compatible with Linux systems, Google Chrome, Microsoft Edge, the standard release of Firefox (Non-Extended Support Release) or Netscape. Please note that the Google Chrome and the standard Mozilla Firefox browsers are no longer compatible with the Silverlight plug-in. Memory: 2GB RAM minimum; 4GB RAM highly recommended. Monitor: Screen resolution of at least 1024 x 768. 4
Accessing CYBER: http://www.performcarenj.org/ Left-mouse click the LAUNCH CYBER button to begin. CYBER is available anywhere there is an Internet connection. 5
How do I log into CYBER? Before you log in, keep in mind. No back button use in CYBER! Most areas/buttons are single-click do not double-click on a button! Inactivity = time-out Every time you launch CYBER, you will be required to enter your Login name and Password to continue. 6
HIPPA Statement Below the log in area is a statement that, as a CYBER user, you acknowledge your responsibility to protect the privacy of, and to guard against, the inappropriate use of the PHI contained within the system. This statement will appear each time you log in. 7
Where do I get a login name and password? Your agency's CYBER Security Administrator can set up a login for you. Each provider organization has at least one CYBER Security Administrator. Your access will be based on your login type and security levels. 8
CYBER Welcome Screen 9
CYBER Welcome Screen This is the CYBER Welcome screen that will open after you log into the system. The Welcome Screen is the main access point for many of the different functions that are contained within CYBER. Your level of security will determine what you have access to. To get from one place to another in CYBER, it just requires the user to point and left-click with their mouse on the appropriate menu item or button. 10
How do I search for a youth/child? Agency Cases will list the youth that are assigned to your agency. You must go to the Youth/Child Search first to get to your Agency Cases.* *Located at the top of the screen. 11
Agency Cases *Double-clicking on any record in the list will bring the user to that youth s CYBER record. 12
Your Caseload If you are looking for the youth that are assigned specifically to you and not your agency in general, you can access the list by using the Your Caseload button on the left side of the Welcome Screen. You must be listed in the provider tab in order for a youth to show up in the list. Left-clicking on this button will show you a list of the youth assigned to you. 13
Your Caseload You may also print this list by clicking on the button towards the top of the window. Double clicking on any record will bring you to the demographics tab of the face sheet in the youth s Electronic Medical Record. 14
Youth/Child Search There are two search functions within CYBER where you can input information to find a specific youth. 1. Quick Search on the Welcome Page 2. Youth/Child Search on the Face Sheet 15
Quick Search If you are searching for a youth and want to go directly to their record without accessing Your Caseload or the Agency Caseload that belongs to your agency, you can perform a Quick Search on your Welcome Screen. By entering information in any combination of fields and pressing Enter on your keyboard, the user can perform a Quick Search and find a youth in CYBER. *To perform a Quick Search from within a record, the user must return to the Welcome Screen first. It can be accessed by left-clicking on the Return to Main button on the left side of the screen. 16
Youth/Child search on the Face Sheet To get to the search area on the Face Sheet, left-click the Youth/Child Search button from the CYBER Welcome Screen. This will bring you to the Face Sheet. 17
What is the Face Sheet? The Face Sheet holds all of the youth s essential information. 18
Face Sheet At the top of the Face Sheet, there are fields in which the user can search for a child/youth. In both types of searches, the user can search using any of the following fields: First Name Last Name CYBER ID Number Date of Birth Social Security Number Partial searches can be performed. Search Results will appear and the user double-clicks on the individual record in the grid to access the youth s Face Sheet. If the search returns only one match, then the youth s Face Sheet will populate with the child s information. 19
Timeline/Chicklets The Timeline lays out events that happen in Claims, Authorizations, Treatment Plans, Assessments, and Progress Notes. The boxes line up by date, and the Timeline is scrollable. The Timeline shows the user, at a glance, events (or submissions) that happened during a given period of time. 20
Timeline Legend The Timeline Legend is located at the bottom of the Timeline, accessible by clicking on the? button. The Legend will show the user what the colors in the chicklets represent. 21
Timeline/Chicklets Hovering over any of the events with your mouse shows a short, but precise, description of the data behind that event. Double left-clicking a chicklet (box) with your mouse will bring you to the related data in the record.
Other Face Sheet Items Located below the Timeline are the tabs. These are the tabs of the Face Sheet that contain data on the youth.
Demographics The Demographics tab contains the core information about the youth, such as their address, their current location and phone number(s). This information is added to CYBER upon initial contact with PerformCare and through information gathering throughout the youth s time with the Children s System of Care.
Demographics Tab The following information is stored within Demographics: Additional Address Information Living Situations Aliases Languages Additional Contact Information School Information Additional information on each category can be accessed by clicking on the arrow next to the title. 25
Additional Address Information This area lists all other addresses that are associated with the youth s record. To the right are types of addresses that can be recorded for a youth. 26
Living Situations and Aliases The Living Situation section lists all living arrangements that a child has had. Without expanding the list, the current living situation appears next to Living Situations. Names which the youth is also known by are displayed in the Alias grid. Additional aliases can be added at any time by left-clicking the plus sign.
Languages and Additional Contact Numbers The Languages grid contains all of those known by the child, also indicating what they speak as their primary language. Additional Contact Numbers contains other contact phone numbers that are needed in the child s record, such as a parent s cell phone number or a neighbor s number.
School Information The School Information grid shows the start and end dates of the child s attendance at the school listed, as well as their counselor s information.
Admissions Tab Contains the history of the child in the Out of Home Treatment Setting. Information is stored in a grid, which contains the following fields: Admit Date and Type Referral Date Discharge Date Program in which the child is participating
Providers Tab The Providers tab is a list of all treatment providers who are, or have been authorized to provide service to the child. Providers may add providers through the Add Provider button. The Providers tab is also utilized to assign a youth in your agency to a particular worker. If the Staff members name is added here the youth will appear on their corresponding Caseload accessed through the Your Case Load Button on the Welcome Screen.
Providers Tab To add a user, select the Add Provider button and the Add Provider Screen will appear. Select the user you want to assign to the youth and enter a start date only and click Accept. If the end date is entered and has passed, providers will have historical access to the record. This means that they will have read-only access to the information in the record that was there during the time they were providing services. They will not see information added after they were closed in the provider tab. 32
Tracking Elements Tab Tracking Elements are an electronic means by which a provider gains access to the youth s record in CYBER. The Tracking Elements tab includes the history of programs or services in which the child is currently (or was in the past) a participant. Some Tracking Elements are utilized to inform of specific statuses within a youth s record, such as DD Eligibility.
Formal/Informal Supports The Formal/Informal Supports grid is a list containing individuals holding an interest in or supporting the child. These are individuals that may attend child family team meetings or may assist in the care of the child. A user may add another Support by left clicking the Add Family/Support Member button. After filling in the information, left-click the Accept button to add the record to the grid. 34
Eligibility Tab The Eligibility tab will show the child s Medicaid eligibility.
Insurance Tab The Insurance tab displays Third Party carriers, under which the child is covered. Third party carriers, under which the child is covered, will be logged as long as they have been reported to the CSA.
Legal The Legal tab is currently under construction.
Document Upload Tab The Document Upload Tab contains documents that have been uploaded into a child s record. Certain users will automatically be given the ability to view and add new documents via the Doc tab within a youth s record. Other users will need to have the security group added to their user IDs by their agency s Security Administrator. System Functions Screen for Security Administrators 38
Other Areas of CYBER accessed from the Face Sheet Plan Approval - Used to review and approve Treatment Plans and Assessments submitted through Hierarchy to a Supervisor. Progress Notes - Used to record information regarding the services provided to the child and family. Treatment Plans and Assessments - Lists all the completed Treatment Plans and Assessments Authorizations - Lists all the youth s authorizations Claims - Lists information on claims submitted to PerformCare and Medicaid for payment. Medications - lists any medications entered into CYBER for the child. Diagnosis Lists the diagnosis entered into CYBER for the child. You can access these areas by selecting the push buttons.
Progress Notes Your Provider Type determines which Progress Notes you may view and create. For example: Family Support Organizations (FSO) can only create Continued Access Progress Note Types and can view Progress Notes entered by other Providers. Left-click on the New Progress Note button to add a New Note. Notes can be printed, using the Print Selected or Print All buttons. Using Print All will print all notes in the record; this may be a lengthy process. Notes print one per page. 40
Entering a Progress Note The Date is entered by the user and should reflect the date referenced in the progress note. If no date is entered it will default to the current date. The Time is entered by the user, if none entered it will default to the current time. The Dur or Duration is entered by the user, if none entered it will default to 0 hours and 0 minutes. Type the note in the blank space (spell check is available). To Save and edit later, choose Save Draft. To Save the progress note to the record, choose Commit (you will no longer be able to edit the note). 41
Progress Notes The Progress Notes screen shows: Note Date: The date entered on the Enter Progress Note screen (user defined). Note Type: The Progress Note type selected by the user. Created By: The User s Login ID that committed the note. Hours and Minutes: The number of hours and minutes the user entered in the Duration fields on the progress note. Created Date: This is the date the user committed the progress note. 42
Treatment Plans and Assessments The push button for Treatment Plans and Assessments is located on the left side of the Face Sheet. Selecting this push button will bring you to the Treatment Plans and Assessments Grid. 43
Treatment Plans and Assessments Grid Your user type will determine which Treatment Plans or Assessment(s) you can complete. All submitted Assessments will be available for review. They will be seen by any user who has access to the child s record (user must be open in the Provider tab of the Face Sheet). The grid can be sorted by clicking on any column header. Double Clicking on the Treatment Plan or Assessment will open the document for viewing.
Creating Treatment Plans and Assessments Select the type of Treatment Plan or Assessment you want to create and select the Add New push button.
Submitting Treatment Plans and Assessments At the bottom of each Treatment Plan and Assessment are Action buttons that allow the user to Save, Save and Close, Submit, Cancel, Delete and Print. In addition, users may Return or Transfer the Treatment Plan to another user in their Agency and see the review history of the Treatment Plan.
Authorizations The Authorizations push button is also on the left side of the screen from within the youth s record. When the button has been left-clicked, the Authorization on file grid will populate showing all Authorizations for the child. 47
Printing Authorizations There are two report options for printing; Provider Letter Parent/Guardian Letter Left-clicking on either option will produce a letter from PerformCare containing information necessary for billing, such as the authorization number, service dates, procedure code, units, and frequency.
Claims The push button for Claims is located on the left side of the Face Sheet. Selecting this push button will bring you to the Claims Screen. The Claims screen lists information on claims submitted to PerformCare and Medicaid for payment. The users Provider Type determines access to the Screen and the type of claims available for viewing including Behavioral Health, Pharmacy, Substance Use, Inpatient and Outpatient. 49
Medications The push button for Medications is located on the left side of the Face Sheet. Selecting this push button will bring you to the Medications Screen. The Medications grid lists all the Medications for the youth that have been entered on approved Treatment Plans. 50
Diagnosis The push button for Diagnosis is located on the left side of the Face Sheet. Selecting this push button will bring you to the Diagnosis Screen. The Diagnosis grid lists all the diagnosis for the youth that have been entered on approved Treatment Plans. 51
Other Areas on the Welcome Page Screen Out of Home - for the OOH specific Functions of CYBER Provider Details- for listings of Providers and access to specify details of a providers services. Message Functions - for OOH specific messages. Outcomes Management under construction. System Functions - for Security Administration functions. Reporting - for Reporting Functions. Historical Access - for access to a youth s historical information that a provider no longer has access to. Anomaly Management - for Anomaly Management functions Access to these areas are dependent on the user s Provider Type and Security Levels. 52
Reporting The push button for Reporting is located on the left side of the Welcome Screen. Selecting this push button will bring you to the Reporting Functions Screen. The user s provider type and security level determines the access to the Reporting Functions Screen and the available reports for viewing. The Level 3 Security Group is required to access this function.
Historical Access Historical Access gives providers read-only access to a youth s record after they ve been closed in the Provider tab. Providers will have access to the information that was put into the system during the time they had access to the record; information outside of that time-frame will not be available.
Anomaly Management The push button for Anomaly Management is located on the left side of the Welcome Screen. Selecting this push button will bring you to the Anomaly Management Functions Screen. Level 2 or 3 Security Group is required to access this function. This screen allows the user to see and resolve anomalies in relation to Tracking Elements, Assessment Ratings, Progress Notes and Demographic Data for the youth assigned to their agency.
CYBER Service Desk If you are a provider and have questions about CYBER, please call the PerformCare Service Desk at 1-877-736-9176. 56
CYBER Training To access additional CYBER Training and Presentations: http://www.performcarenj.org/provider/performcarepresentations.aspx 57