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Client Messages - Alameda County Behavioral Health

1. M Last Number Birth Date 55 Number BUDDY L GLASS 500000040 BE Jul 1943 333 44 5555 SEVHOUR GLASS 500000039 S5 Mar 1935 123 45 32 11 WILLIAM GRUMPY 50000004 1 29 Oct 1958 222 33 6666 EMILY MOTHERSON 500000028 81 Dec 1942 Unknown Selection EPISODE Mini Open Episode Status FINANCIAL Mini Financial Status Confidential Information USER SMITH 4 clients displayed Figure 2 3 Possible Matches in the Client Selection Area 2 Type X next to the client you want and press Return Data on that client is displayed in the Client Information Area 14 INSYST 9 1 User Manual You can select multiple clients on a page by putting X next to each and then pressing Return Then you display data on them by using the Previous and Next options in the Menu Selection Area described below Aliases are displayed in the Client Selection Box with an asterisk next to the name They are selected like other names in the list but the computer displays the client s real name in the Client Information Area If you find the target client in this list note the client number so you can use it to work with the client If you do not find the target client you must register the client into the system e Num Lock Gold F Face Sheet request the menu to select Face Sheets and then press F6 to complete the request The Face Sheet is placed in your printer queue ready to print 15 INSYST 9 1 User Manual Men
2. Last Line in the text editing section Type the message and these words scroll downward make room for it As you enter your message do not press Return at the end of a line the text wraps to the next line automatically The highlighted bar at the bottom of the screen will say INSERT NEW MESSAGE to show that the screen is in Insert Mode It may also say Char Character Insert or Forward to show the text editing mode you are using When you have completed your message press the Control Z to stop editing The word EXIT will be displayed at the prompt and you can press Return to save your message If you do not want to save the Client Message erase the word EXIT replace it with QUIT and press Return The Client Message text editor is the same editor used for MAIL and FILES It is covered in detail in Chapter 15 which also discusses these utilities but the features described there are not usually needed for client short messages pote When you are using the Client Message Insert screens you can return to the Client Message Selection Screen by pressing Num Lock Gold R Maintaining Client Messages To maintain client messages 1 2 Choose CLINICAL from the Main Menu Choose CLIENT_MSG from the Clinical Menu to display the Client Message Selection Screen Enter search criteria in the fields at the top of the screen e Client Number Enter a Client Number to search for messages about th
3. ST VINCENT THE GRENADINES NR BQ NP NT NL NC NZ NU NG TP SA SG SR SE SL SN LO BP SO SF SX SP PG CE SH SC ST SB POLAND PORTUGAL PUERTO RICO QATAR REUNION ROMANIA RUSSIA RWANDA SAN MARINO SWITZERLAND SYRIA TAIWAN TAJIKISTAN TANZANIA THAILAND TOGO TOKELAU TONGA TRINIDAD AND TOBAGO TROMELIN ISLAND TUNISIA TURKEY TURKMENISTAN TURKS AND CAICOS ISLANDS TUVALU UGANDA UKRAINE UNITED ARAB EMIRATES UNITED KINGDOM User Manual PL PO RQ QA RE RO RS RW SM SZ SY TW TI TZ TH TO TL TN TD TE TS TU TX TK TV UG UP TC UK 75 INSYST 9 1 SUDAN SURINAME SVALBARD SWAZILAND SWEDEN VENEZUELA VIETNAM VIRGIN ISLANDS WAKE ISLAND WALLIS AND FUTUNA WEST BANK WESTERN SAHARA SU NS SV WZ SW VE VM VQ WQ WF WE WI UNITED STATES URUGUAY UZBEKISTAN VANUATU VATICAN CITY WESTERN SAMOA YEMEN ZAIRE ZAMBIA ZIMBABWE Unknown Country User Manual US UY UZ NH VT WS YM CG ZA Zl 99 76 INSYST 9 1 User Manual Appendix B Client Registration amp Episode Data Entry Codes Refer to INSYST FORMS page On the BHCS Provider Website Q www acbhcs org providers TT INSYST 9 1 User Manual Appendix C Special Key Sequences The Num Lock Gold key sequences Control key combinations and Special Function keys use
4. CA 94124 Effective Date 65 21 87 Address Stamp 21 May 87 Street Number Citu SRN FRRNCISCO Direction State CA Zip Code 94124 0000 Name Type Phone Number 415 752 3333 Ext 6 Apartment Census Tract 66 Bad Address County of Responsibility 49 Continue Y Confidential Information USER SMITH Successful update Update total 1 Figure 2 15 Client Address Update Screen When you have made all changes press Return The next record you selected to maintain is displayed If there are no more selected records you return to the Address Maintenance Selection Screen 28 INSYST 9 1 User Manual Client Messages FP The Client Message screens let staff write messages about the particular needs of clients Messages are noted on the Locator and Client Message screens and active Client Messages can be displayed on some reports such as the Morning Report Report MHS 120 To work with client messages 1 Choose CLINICAL from the Main Menu 2 Choose CLIENT MSG from the Clinical Menu to display the Client Message Selection Screen Figure 2 16 You can view messages for a particular client or messages entered by a particular user at this point or enter new client messages 9 Y you are you are using the Client Locator Screen and have a client selected you can go directly to the Client Message Selection screen by entering M at the Selection prompt Then it automatically displays messages
5. INSYST 9 1 User Manual Address is displayed with Zip Code 4 on the second screen UNITED STATES POSTAL SERVICE Find a ZIP 49 Code By Address Results You Gave Us ITERNATIOS KLAND CA ull Address m Standard Format El 1234 INTERNATIONAL BL VC OAKLAND CA 94606 4133 Maling Industry Information e Phone Number Enter the telephone number if available If you do not want to enter the Area Code you must type three blank spaces in its place e Extension Enter an extension for the telephone number if there is one e County of Responsibility If you do not make an entry here INSYST will use your county s code when it reports to state client data systems To report to the state that another county is responsible enter the two digit county code in this field This section is generally used by California Mental Health Programs 4 Enter Y at the Form OK prompt to validate and save the data Maintaining Addresses The Address Maintenance Selection screen is used to maintain either Client addresses or Account Addresses the addresses that bills are sent to To maintain addresses 1 Choose ADDRESS from the Client Maintenance Menu to display the Address Maintenance Selection Screen as described above 2 Use the fields at the top of the screen to display a list of addresses e Client Number Enter a Client Number to display that client s addresses The screen lists all addresses for the client or account Figure 2 12
6. lt return gt 2 Enter registration data 3 When registration is completed the system will issue a Client Number At Client Locator Screen 1 Select Client by putting X in front of selected client s name return 2 Type Gold F then F6 Note if chert has active messages noted on Locator screem the messages will print with the Face Sheet Step 3 Open Episode 26 Main Menu t P gt OP Step 3 Open Episode Gnr MYRDE SENE 1 enter Episode Data From Main Menu type EP space OP enter CSI Periodic Data return enter Episode Data enter CSI Periodic Data Step 4 Request Face Sheet amp Client Mess ages After opening the Episode Step 4 Enter Services while still in the opening screen 1 Type Gold F then F6 Note if client has active messages tire messages will print 1 Go to one of the appropriate service entry O Ps w e e et screen from Main Menu a Single SE space SI b Multiple SE lt space gt MU 2 Enter service data Step 5 Enter Services 1 Go to one of the appropriate service entry 5 Close Episode screen from Main Menu when client is terminated from treatment a Single SE space SI b Multiple SE lt space gt MU 1 2 Enter service data From Main Menu type EP space CI return Enter closing date and closing data enter CSI Periodic Data 6 Close Episode when client istemninated from treatment 1 From Main Menu type
7. EP space Cl return 2 Enter closing date and closing data 3 enter CSI Periodic Data 11 INSYST 9 1 User Manual Chapter 2 Basic Client Information The Client Number Before you can work with any client information the client must have a client number If a client is new to your program you must determine whether the client has a number by using the Client Locator screen described below If you cannot find the client number assign a new client number using the Client Registration Screen described later in this chapter Locating Clients The Client Locator Screen lets you find out if someone has ever been a client and lets you display information about clients To use the Client Locator Screen 1 Choose CLIENTS from the Main Menu 2 Choose LOCATOR from the Client Maintenance menu to display the Client Locator screen Figure 2 1 9 TP From the Main Menu 1 7 is a great Menu Short Cut to the Client Locator Screen Client Locator Screen N Last Name First Name Soundex Client Number Social Security No pe ID Number s Selection EPISODE Mini Open Episode Status F INRNC IRL Mini Financial Status u Confidential Information USER SMITH Enter inforwation for client location Figure 2 1 Client Locator Screen 12 INSYST 9 1 User Manual Client Information Area The top section of the screen is the Client Information Area where you enter criteria to search for a client and whe
8. Episode Records Menu and then enter OP to display the screen As a shortcut you can enter the command EP OP in the Main Menu command line Figure 1 3 InSust 15 Sep 95 69 57 AM MAIN MENU Mental Health Services Selection tr gt ma Description CLIENTS Client Maintenance Menu DDP DOP Maintenance Menu RPPTS Rppointment Maintenance Menu EPISODES Episode Maintenance Menu SERVICES Service Maintenance Menu INDIR_SERU Indirect Service Maintenance Menu Figure 1 3 Using Menu Shortcuts Using Screens INSYST s menu system displays the data screens Figure 1 4 that let you enter look up change and delete information In Screens data is entered or displayed in areas called fields For example a screen may have a field for a client s last name and another field for address Most screens have special fields called key fields that identify each record such as the client number field that identifies each client Each screen has a different function e g to register a client review a client s account or update episode information Screens are assigned to you based on your responsibilities Figure 1 4 An INSYST Screen with a List 8 pot INSYST 9 1 User Manual Moving through Fields Use these keys to move through a screen s fields e Tab Move the cursor to the next field to enter data If you fill a field entirely the cursor will move to the next field automatically e Control H F12 Mov
9. RU 999965 45 NE TAYLOR RD Apt 1 SAN FRANCISCO CA 94124 Effective Date 65 21 87 Address Stamp 21 May 87 Street Number City SAN FRANCISCO Direction State CA Zip Code 9412416666 Name Type Phone Number 415 752 3333 Ext 6 Apar tment Census Tract Bad Address County of Responsibility amp Continue W Confidential Information USER SNITH Press Return to continue or lt N gt lt Return gt to exit Figure 2 13 Client Address Lookup Screen Client Address Delete Client 566666666 HOLDEN CRUF IELD RU 999965 135 E DUCK AV Apt 262 SAN FRANCISCO CA 94118 Effective Date 65 61 87 Address Stamp 22 May 87 Street Number Citu SRN FRRNCISCO Direction State CA Zip Code 9411816666 Name Type Phone Number 415 752 3333 Ext 6 Apartment Census Tract 66 Bad Address County of Responsibility amp Delete OK Confidential Information USER SMITH Okay to delete this record VIN Figure 2 14 Client Address Delete Screen 27 INSYST 9 1 User Manual You can change most of its data However you cannot change the Client Number the Reporting Unit the Effective Date or the Address Stamp which shows when the Address was entered Because you cannot change the Reporting Unit if the wrong program has been entered for an address you must delete the record and enter a new one Client Address Update Client 566666666 HOLDEN CRUF IELD RU 999965 45 NE TAYLOR FD Apt 1 SAN FRANCISCO
10. Y or N depending on whether this opening was scheduled e Patient Location This field used primarily by inpatient hospital or other 24 hour facilities to indicate the room and or bed the client occupies Its use depends on local policy Effective Enter date the client began occupying bed or room shown in Patient Location field If the client moves use Update to enter new bed room number and effective date of new bed room number e Address Fora new client enter the client s address in the Address fields If the client has an address on file it will be displayed in these fields Correct it if necessary Most address fields are self explanatory The direction field holds N NW or some other compass direction that is part of the address The Street Type field holds an abbreviation such as St BI and Rd 40 INSYST 9 1 User Manual 2 At the Form OK prompt enter Y to save the record Figure 4 2 Episode Opening BUDDY L GLASS Test OP Client Number 566666664 RU 999981 Street No 123 Direction NE Name Wilson Tupe ST Rpt Citu San Jose State CA Zip Code 1234519999 Ph 415 123 9999 Opening Date 12465486 Referral From 61 Legal W66666 3 Diagnostic Axis 1 296 44 P Axis 2 V71 69 S Axis 3 Axis 1 Rxis 2 Rxis 3 Clinician ID 99999 Living Situation 61 Rdmission Hour Physician ID 99996 Emploument Status 1 Legal Consent Source of Income Tupe of Emploument Research te
11. and does not let you continue Refer the case to your supervisor If two different clients do have the exact same name and birth date a supervisor may use the Num Lock Gold A sequence to override the match so registration can occur You cannot override a Social Security Number match 19 INSYST 9 1 Maintaining Client Records To maintain client records 1 Choose CLIENTS from the Main menu User Manual 2 Choose MANAGEMENT from the Client Maintenance Menu to display the Client Maintenance Screen Figure 2 7 3 Use the fields at the top of the screen to identify the client and maintenance type e Client Number Enter the number of the client whose record you want e Maintenance Type If the client number is valid you can enter the Maintenance Type L for Lookup or U for Update Client Number Last Generation CIN Education Disability Language Ethnicity Hispanic Origin Marital Status Family Size final Income Form Ok Y H Birthdate Other Factors Service Group Primary RU Chart Location Ref Staff ID Confidential Information Maintenance Type Client Maintenance Middle SSH 988 680 8008 Other ID Local Code Program Code Research Item Client UR Needed USER COHEN_ET zr Se f Figure 2 7 Client Maintenance Screen 20 INSYST 9 1 User Manual Client Lookup If you enter L INSYST displays the Client Lookup Screen Figu
12. display only the client s episodes in that program e Opening Date Optionally you can enter a date to display only episodes that were open at that time Enter just a month and year to get a list of episodes with opening dates in that month 4 Press Return and the screen lists all Episodes that match the search criteria with the most recent Episodes first 5 To select episodes on the list for maintenance move the cursor through the list as described in the section on Moving Through Lists in Chapter 1 Next to the records you want to maintain enter L lookup D delete or U update as shown in Figure 4 6 Episode Maintenance Selection Client Number 153261 PAUL PASTEL Reporting Unit Optional Opening Date 2x Optional pening Reporting Unit Date at Clinician Physician U HCPC 21861 20 Apr 93 Staff L DCI HCPI 22651 20 Apr 93 20 Apr 93 SMITH Staff MOBILE CRISIS 22531 19 Apr 93 CUMINGS Staff D HCPC 21861 18 Mar 93 22 Mar 93 STAFF Staff PSP OPT 22211 18 Mar 93 05 May 93 LAMBERSON Staff DCI HCPI 22551 18 Mar 93 18 Mar 93 UILLERE Staff Confidential Information USER SMITH D Figure 4 6 Episode Maintenance Selection Screen with Episodes Listed 43 INSYST 9 1 User Manual 5 Select up to sixteen records Then press Return to display these records for maintenance te Num Lock Gold A Unlimited or Continuous Paging Allows the user to speed up No performance as maintenance screens usual
13. enter Y at the Form OK prompt to save your entries If there are clients who have a Pending registration they are noted but you cannot enter services until the registration has been updated For more information on Pending Registration see the section on Client Registration in Chapter 2 If there are clients whose services have already been entered for the Service Date for example through the Single Entry Screen they are not listed on the screen This screen does not allow duplicate services 51 INSYST 9 1 User Manual If you have skipped over clients during your data entry you can redisplay them by pressing Num Lock Gold E key to leave the screen Then use the menu to display the screen re enter the date and reporting unit number and the skipped clients are included in the list 52 INSYST 9 1 User Manual Multiple Service Entry The Multiple Service Entry Screen makes it easy to enter repetitive data for example to enter a number of services for one client or one staff person or to enter all of one type of service for a day It lets you create user defined defaults that enter the repetitive data automatically Single Service entry screen is the only Direct Service screen which allows entry of ER pote emergency or Pregnant services To do multiple service entry 1 Choose SERVICES from the Main Menu 2 Choose MULTIPLE from the Service Maintenance Menu to display the Multiple Service Entry
14. printing a file the printer is stopped and you are returned to the menu To continue printing that job 1 Choose START from the Printer and Queue Management Menu 2 Use the Start Printer Queue screen to start the printer as described above 3 The system displays the prompt Stop before next entry Press Return to accept the default N to print all jobs on the queue or enter Y to print only this job and stop again The system displays the prompt Continue printing this entry Press Return to continue the job 69 INSYST 9 1 County Codes Alameda Alpine Amador Butte Calaveras Colusa Contra Costa Del Norte EI Dorado Fresno Glenn Humboldt Imperial Inyo Kern Kings Lake Lassen Los Angeles Madera Marin Mariposa Mendocino Merced Modoc Mono Monterey Napa Nevada Orange 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Appendix A Placer Plumas Riverside Sacramento San Benito San Bernardino San Diego San Francisco San Joaquin San Luis Obispo San Mateo Santa Barbara Santa Clara Santa Cruz Shasta Sierra Siskiyou Solano Sonoma Stanislaus Sutter Tehama Trinity Tulare Tuolumne Ventura Yolo Yuba Unknown California County Not California County 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 00 User Manual 70 INSYST 9 1 Stat
15. s standard codes are listed in Appendix B but your agency may use different codes Note that Code 1 Never Married is used for a single person who does not live with girlfriend boyfriend and has never been married Enter Address This is not a data field it is a question The system is defaulted with Y the system will jump to the Address Screen described later in this chapter Once you are done with that screen the system will return you to the Registration Screen Enter Significant Other This is not a data field it is a question The system is defaulted with N the system will jump to the Significant Other Screen when set to Y described later in this chapter Once you are done with that screen the system will return you to the Registration Screen Aliases If the client has ever used aliases enter them here As you add information this section of the screen scrolls upward to allow more information to be entered You may enter up to six aliases via the Client Registration Screen and enter more through the Client Maintenance screen if necessary 18 INSYST 9 1 User Manual Birth Name Enter the participant s birth first and last names using alphabetic characters in the birth first name field Birth Place There are three fields designated for reported place of birth county state and country Refer to Appendix A for a list of codes Mother First Name This field is intended to contain the name of the
16. the defaults You can imagine how useful this screen would be for example if you had to enter the same service for a client for a large number of service dates You could just change the date and accept the defaults for all the other fields f pote Duplicate override code information is located on page 46 of this manual Maintaining Direct Services To maintain direct services 1 Choose SERVICES from the Main Menu 2 Choose MANAGEMENT from the Service Maintenance Menu to display the Service Maintenance Selection Screen Figure 5 15 3 To display a list of services enter e Client Number You must enter the number of the client who received the services e Reporting Unit To narrow the search you may also enter a Reporting Unit number e Service Date To narrow the search you may also enter a complete date or a partial date that is just a month or year If you leave out the year the system uses the current year Service Maintenance Select on Client Number Reporting Unit Service Date I l Reporting Unit Procedure Confidential Information USER SMITH Figure 5 15 Service Maintenance Selection Screen 55 INSYST 9 1 User Manual 4 The Screen displays the Client Name and all the services for the client that match the criteria entered listed with the most recent services first Figure 5 16 Move through the list using the methods described in the section on Moving Through Lists in Chapter 1
17. this manual and in Appendix C on page 74 of this manual INSYST 9 1 User Manual Client Confidentiality INSYST helps your staff in maintain confidentiality as required by HIPAA federal state and local regulations Do not let anyone else use your account You username is recorded on some records in the database Each registered user has a password Do not give out your password for use by other staff or post it near your terminal Do not browse through records looking for friends acquaintances or known persons This is illegal You must have a legitimate purpose for looking up a person Do not release data without authorization For more information consult your Medical Records Department Logging Off the Computer To log out of INSYST enter the word Exit on the command line of any menu Never exit the Internet Explorer Window until you have seen a message confirming that you are logged off INSYST The message includes your name the date and time that you log off the computer f Not Make sure you LOGOFF the Web Portal BEFORE closing the Internet Explorer Window 10 INSYST 9 1 User Manual INSYST Flow Chart for Mental Health Outpatient Providers Look up clients to see if known to the PSP System Step 1 From Main Menu type Clie space Lo return If YES do the following Step 2 Request Face Sheet Client Messages Step 2 Register Client 1 From Main Menu type CLIE space RE
18. this option will display data on the next one in the Client Information Area PREVIOUS Display Previous Client If you selected multiple clients in the Client Selection Area this option will display data on the previous one in the Client Information Area Some of these options display data in the same area that you used for client selection as you can see in Figure 2 4 where message status is displayed there 16 INSYST 9 1 User Manual Registering a New Client If you cannot find new clients using the Client Locator Screen you must register them to give them client numbers before you can open episodes and enter services for them To register a client 1 Choose CLIENTS from the Main Menu 2 Choose REGISTER from the Client Maintenance Menu to display the Client Registration screen Figure 2 5 Client Registration Decentralized Reporting Unit 99991 PSP OPT Last JOHNSON First JOHN Middle M Generation Birthdate 82 18 2600 Sex M SSH 999 99 9999 CIN 34567A Education 12 Other Factors Other ID Disability 1 Service Group Local Code Language n Primary RU 99995 Program Code Ethnicity AB Chart Location Research Item Hispanic Origin 1 Rof Staff ID 55555 Marital Status 1 Family Size 3 Enter Address M final Income 306009 Significant Others M Form Ok v u B Confidential Information USER COMEM_ET Input required Figure 2 5 Client Registration Screen ple N Because the inf
19. Alameda County Behavioral Health Care Services INSYST MHS Mini Manual 9 5 BHCS Information System Support Services Phone 510 567 8181 M F 7 30am to 4 30pm FAX 510 567 8161 E Mail HIS acbhcs org BHCS Web Site WWW ACBHCS ORG PROVIDERS Provider Relations 800 878 1313 INSYST 9 1 User Manual INSYST 9 1 User Manual Contents Chapter 1 Accessing Logging On Menus and Navigating 4 MA So 4 Logging Op Em 5 Menus and he e enne 6 Chapter 2 Basic Client Information 12 Faceoheelts xx saam edes rare TEGNE 15 Address Information 0 ceccecee cee ence EE E E p asua NA 24 Client Messages cipes etes page ee etsi tus esie ve stan ieu te mete 29 Chapter I CSI Periodic 35 Chapter 4 Client Episodes 38 Chapter 5 Direct Services 47 Chapter 6 CORT assessment s Corrs 60 Chapter 7 Utilities Password and Printing 65 Appendix A County State Country Codes 69 Appendix B Client Episode Service Data Codes 76 Appendix C S
20. Enter L lookup or D delete next to the services you want to maintain Figure 5 17 Service Maintenance Select on Client Number 566666645 JEFSEY Reporting Unit Service Date I i ryice Date Reporting Unit Procedure Therapist 31 Mar 87 PSP Crisis 999964 CRISIS 376 GORODEZEY 63 06 27 Mar 87 PSP Clinic 999969 INDIVIDUAL 346 KOSINSKY 61 66 26 Mar 87 PSP Clinic 999969 INDIVIDUAL 346 KOSINSKY 61 66 25 Mar 87 PSP Clinic 999969 INDIVIDUAL 346 KOSINSKY 61 66 22 Mar 87 PSP Crisis 999964 CRISIS 376 SMITH 63 06 19 Mar 87 PSP Clinic 999969 INDIVIDUAL 346 GORODEZEY 62 66 Confidential Information USER SMITH 6 services displayed Figure 5 16 Service Maintenance Selection Screen with Services Listed 5 You may select up to 24 services When you are done press Return to display them for maintenance Serwice Maintenance Select on Client Number 566666645 JERSEY Reporting Unit Service Date Po 5 lice Time Date Reporting Unit Procedure Therapist HH MM U 31 Mar 87 PSP Crisis 999964 CRISIS 376 GORODEZEY 63 06 L 27 Mar 87 PSP Clinic 999969 INDIVIDUAL 346 KOSINSKY 61 66 D 26 Mar 87 PSP Clinic 999969 INDIVIDUAL 346 KOSINSKY 61 66 25 Mar 87 PSP Clinic 999969 INDIVIDUAL 346 KOSINSKY 61 66 22 Mar 87 PSP Crisis 999964 CRISIS 376 SMITH 63 06 19 Mar 87 PSP Clinic 999969 INDIVIDUAL 346 GORODEZKY 62 66 Confidential Information USER SMITH 6 services displayed Figure 5 17 Service Maintenance Selection Screen Selecting S
21. H Hop Back moves the cursor back one field e Control J Junk clears a field Control W repaints or refreshes the screen Use it if the screen display has been disturbed e Control Z ends an editing session in the Mail Files and Client Message utilities 79 INSYST 9 1 User Manual INSYST MENU SHORTCUT amp COMMANDS CLIENT SCREENS Screen Alpha Menu Commands Numeric Menu Commands Client Locator CLIE LO 17 Client Registration CLIE RE 11 Client Management Maintenance Update CLIE MA 12 Client Address CLIE AD 16 Client Periodic Data MHS ONLY CLIE CSI 18 EPISODE SCREENS Screen Alpha Menu Commands Numeric Menu Commands Episode Open EP OP 41 Episode Close EP CL 42 Episode Management Maintenance Update EP MA 44 SERVICE ENTRY SCREENS Screen Alpha Menu Commands Numeric Menu Commands Service Single Entry SER SI 51 Service Multiple Entry SER MU 54 Service Management Maintenance Update SER MA 59 MOST USED COMMANDS Clear Field Ctrl J All Clients Continuous Paging Authorization Supervisor amp Late Entry Num Lock Gold A Insert new data Address CSI amp Utilization Control data entry screens Num Lock Gold I Move Cursor forward one Field TAB Key Move Cursor backward one Field F12 Key Move Down to next Page i e list of clients Num Lock Gold M Move Back to last Page i e list of clients or
22. KS KU KG 73 INSYST 9 1 HUNGARY ICELAND INDIA INDONESIA IRAN IRAQ IRELAND ISRAEL ITALY JAMAICA JAN MAYEN JAPAN JARVIS ISLAND JERSEY JOHNSTON ATOLL JORDAN JUAN DE NOVA ISLAND MARSHALL ISLANDS MARTINIQUE MAURITANIA MAURITIUS MAYOTTE MEXICO MIDWAY ISLANDS MOLDOVA MONACO MAN ISLE OF MONGOLIA MONTENEGRO MONTSERRAT MOROCCO MOZAMBIQUE NAMIBIA JO JU RM MB MR MP MF MX MQ MD MN MG MW MH MO MZ WA LAOS LATVIA LEBANON LESOTHO LIBERIA LIBYA LIECHTENSTEIN LITHUANIA LUXEMBOURG MACAU MACEDONIA MADAGASCAR MALAWI MALAYSIA MALDIVES MALI MALTA NIUE NORFOLK ISLAND NORTHERN MARIANA ISLANDS NORWAY OMAN PAKISTAN PALAU PALMYRA ATOLL PANAMA NIGERIA PAPUA NEW GUINEA PARACEL ISLANDS PARAGUAY PERU PHILIPPINES PITCAIRN ISLANDS User Manual LA LG LE LT LI LY LS LH LU MC MK MA MI MY MV ML MT NE NF CQ NO MU PK PS LQ PM NI PP PF PA PE RP PC 74 INSYST 9 1 NAURU NAVASSA ISLAND NEPAL NETHERLANDS NETHERLANDS NEW CALEDONIA NEW ZEALAND NICARAGUA NIGER SAO TOME AND PRINCIPE SAUDI ARABIA SENEGAL SERBIA SEYCHELLES SIERRA LEONE SINGAPORE SLOVAKIASI SL OVENIA SOLOMAN ISLANDS SOMALIA SOUTH AFRICA SOUTH GEORGIA SAND WICH ISLANDS SPAIN SPRATLY ISLANDS SRI LANKA ST HELENA ST KITTS AND NEVIS ST LUCIA ST PIERRE AND MIQUELON
23. PowesT om I7 Tomat Conwewscdion Dots Goms Help aja Se r miss mg 7 nS is i MALIN MENU ral cn eja MHS CLIENTS liant Mointenence Menu nor DOP Marntor gt Munu APPTS Appuinteent Heintenence Hom EPISODES Episode Maint nce Menu SERUICES rvice Maint nce Menu INOIR SERU indirect Service Maintenance Menu From Utilization Control Maintenance Screen type NUM LOCK GOLD I for insert E Al TELNET 166 107 6 3 PowerT com tnterConnect 32 De Edt emma Communication plans Sort Heb 9 E af Se colis eo Bi esas UC Maintenance Selection Client Number 75053887 CINDY U TESTCASE Reporting Unit 99991 WEST MHS TET Kid Action UL Period Start End Action fippr Used Staff Start End 26 JUN 00 25 JUN 80 OPT Init 2t 1221 Bt JUN O0 36 HOU 00 26 MIN DH 30 A0U 90 OPT Heg Ext 1221 01 JUM 09 36 NOU GR Lonfrdential Information USER SMITH P 2 records displayed Last page displayed 63 INSYST 9 1 User Manual 6 Month Review Cycles continued For 6 Month Cycle Reviews done by 1 day of new cycle At Outpatient UC Entry Screen enter Enter Reporting Unit ft Enter Client nter Effective Date Al TELNET 1166 107 6 3 PowerT eem mier onnec T VG ON RNC URS pere TW ITUTESUE DOLI eum ALWAYS enter 0 Enter approving Clinician ALWAYS mark OPT Treatment Review with an X f pote Day Treatment Intensive Programs have a 3 month cycle P
24. RIA BURKINA BURMA BURUNDI CAMBODIA CAMEROON CANADA CAPE VERDE CAYMAN ISLANDS CENTRAL AFRICAN REPUBLIC CHAD CHILE CHINA CHRISTMAS ISLAND EUROPA ISLAND FALKLAND ISLANDS MALVIN AS FAROE ISLANDS User Manual BN BD BT BL BK BC BV BR VI BX BU UV BM BY CB CM CA CV CJ CT CD CI CH KT EU FK FO 72 INSYST 9 1 COMOROS CONGO COOK ISLANDS CORAL SEA ISLANDS COSTA RICA COTE D IVOIRE COUNTRY NOT LISTED CROATIA CUBA CYPRUS CZECH REPUBLIC DENMARK DJIBOUTI DOMINICA DOMINICAN REPUBLIC ECUADOR EGYPT EL SALVADOR EQUATORIAL GUINEA ERITREA ESTONIA ETHIOPIA GUINEA GUINEA BISSAU GUYANA HAITI HEARD ISLAND MCDON ALD ISLANDS HONDURAS HONG KONG HOWLAND ISLAND CN CF CW CR CS 00 HR CU CY EZ DA DJ DO DR EC EG ES EK ER EN ET GV PU GY HA HM HO HK HQ FEDERATED STATES OF MICRONESIA FIJI FINLAND FRANCE FRENCH GUIANA FRENCH POLYNESIA FRENCH SOUTHERN ANTA RCTIC GABON GAMBIA GAZA STRIP GEORGIA GERMANY GHANA GIBRALTAR GLORIOSO ISLANDS GREECE GREENLAND GRENADA GUADELOUPE GUAM GUATEMALA GUERNSEY KAZAKHSTAN KENYA KINGMAN REEF KIRIBATI KOREA DEMOCRATIC REPUBLIC KOREA REPUBLIC OF KUWAIT KYRGYZSTAN User Manual FM FJ FI FR FG FP FS GB GA GZ GG GM GH GI GO GR GL GJ GP GQ GT GK KZ KE KQ KR KN
25. T PETIT Pomar r tS TERRE s 22 7 r nu z 1 A E M AG 3 ds pote Make sure you LOGOFF the INSYST BEFORE closing the Internet Explorer Window INSYST 9 1 User Manual Using Menus An INSYST menu is a list of items that you may select Figure 1 1 is shows a sample Main Menu The Main Menu is different based on data input requirements Below is an example of an Opening Main Menu for user who is entering data for both Mental Health Services and Alcohol and Other Drugs Services Most users don t have this menu option l 9 t 15 Sep 95 18 18 AM MAIN MENU selection Wa aww an NHS NHS Menus DAS DAS Menus UTILITIES General Utilities Menu Figure 1 1 Main Menu The menu structure is virtually the same for the MHS and the DAS systems Some screens are different for the two systems this manual only provides details MHS screens The MHS Main Menu is shown in Figure 1 2 After you make a selection from the Main Menu the system displays a submenu For example if you choose UTILITIES in the Main Menu you will move to the Utilities Menu with options that you select to use INSYST utilities j ps No Based on your User Authorization all menu options may not be activated InSyst 15 Sep 95 09 57 AM MAIN MENU Mental Health Services Selection Wa dd i ia Description CLIENTS Client Maintenance Menu DOP DOP Maintenance Menu APPTS Appointment Maintenance Menu EPISODES Episode Maintena
26. USER SEIGEL_C Press Return to continue Figure 4 7 Episode Look up Screen Episode Deletion Entered By MILLER_J PAUL PASTEL HCPC Last Changed 23 Mar 93 Client Number 153281 RU 21861 Last Service 21 Mar 93 Opening 83 18 93 Closing Date 83 22 93 298 98 P Axis 2 UT1 89 S Axis 3 Axis 4 4 Axis 5 48 Past 4 Rxis 2 Rxis 3 Clinician ID 18000 Living Situation Entry 99 Referral Source 81 Physician ID Living Situation Exit 99 Rdmit Hr 12 Disch Hr Legal Entry 1 Employment Status Entry 16 Legal Consent 9 Legal Exit 1 Employment Status Exit 16 Reason For Discharge Source of Income Referrals 01 Research Item Type of Employment Patient Location Effective Delete OK I Confidential Information USER SHITH D Figure 4 8 Episode Deletion Screen If services have been recorded for a client the Episode may not be deleted The screen displays the message Services found for this Episode No deletion possible 44 INSYST 9 1 User Manual Episode Update If you entered U the system displays the Episode Update Screen Figure 4 9 Only Supervisors can change the episode boundaries e g Opening Date Any authorized user can change the data below these fields Episode Update Entered By MILLER_J PAUL PASTEL HCPC Last Changed 3 May 93 Client Number 153281 RU 21861 Last Service M1 May 93 pening 84 28 93 Closing Date 298 98 P Axis 2 UT1 89 S A
27. a is correct the system will ask for confirmation before saving it Figure 5 2 Enter Y at the Confirm prompt to save the entry After service entry has ended the cursor returns to the Client Number field You may enter a new Client Number and Date to continue entering services If you want to enter services for another reporting unit press Num Lock Gold P to move to the RU field Special Authorizations for the Single Service Entry Screens Authorized personnel can use these special features of the Single Service Entry Screen 49 INSYST 9 1 User Manual pott e Late Entry Press Num Lock Gold A once to invoke Late Entry authorization For example if data entry for April is closed on May 10 Late Entry authorization lets you enter services after that time LATE ENTRY Num Lock A CANNOT BE USED WITH DAILY SCREENS late services must be entered using the Single or Multiple Entry Screens ONLY e Supervisor Press Num Lock Gold A twice to invoke Supervisor authorization which lets you override system validations in the Staff Co Staff Group Count Staff Duration Co Staff Duration and Location fields but not episode boundaries This is useful for recording unusual services e Supervisor and Late Entry Press Num Lock Gold A three times to invoke both Supervisor and Late Entry authorization Using the Single Service Entry Screen for Day Treatment Day Treatment services are normally entered using the Weekly or Dail
28. an be found on the INSYST Forms page at www acbhcs org providers EBP SS Field is not used at this time Client Pregnant Enter Y when the client meets the Client Pregnant definition on page 42 Client Pregnant The pregnancy indicator is required when the client is known to the provider to be either pregnant or postpartum The indicator will be used for adjudicating claims and for statistical purposes for which the client s perinatal eligibility is relevant The Y code indicates that the patient is pregnant postpartum If the field is not used it means the client is not pregnant postpartum Emergency Enter Y when the client meets the Emergency definition on page 42 Emergency This indicator is now required by the State when the service is known to be an emergency by the provider DMH defines emergency as The patient requires immediate medical mental health intervention as a result of severe life threatening or potentially disabling conditions Note There is no requirement that a service must be provided in a hospital setting to meet the definition of an emergency of You MUST use location 9 when entering Inpatient Services on the Multiple or Single Entry screens 4 When you are done enter Y at the Form OK prompt The system validates the data and displays the client s name If there are incorrect values in any field it will display an error message and return the cursor to that field 5 Once the dat
29. at client e Username Enter a Username to search for messages written by that user You can enter search criteria in either or both of these fields then press Return to list messages that match 31 INSYST 9 1 User Manual 5 Move the cursor through the list of messages See the section on Moving Through Lists in Chapter 1 Select the ones you want to maintain by entering L lookup U update or D delete next to them Press Return when you have finished selecting messages Client Message Selection Client Number 1800483 JAMES Username Message Header ype ate Entered Bu Medication Warning Clinical 17 Nov 89 SMITH Confidential Information 1 record displayed Last page displayed Figure 2 19 Client Message Selection Screen After Searching by Client If you searched by client as in Figure 2 19 the list includes e Message Header A Message Title of up to 40 characters e Message Type The type of message e g Clinical Fiscal Incident etc Effective Date The date the message first began appearing e Entered By The person who created the message If you searched by Username only list includes e Message Header A Message Title of up to 40 characters e Message Type The type of message e g Clinical Fiscal Incident etc e Client Number The Client Number for each Message e Client Last Name The Client Name for each Message The Message Display area shows up to six messa
30. creen Supervisor Authorization lets you change Service Date and Procedure In the Lookup and Update Screens Supervisor Authorization lets you view these additional fields Service Client Acct The Service and or Client Account to which this service has been billed Because of Client Merge Adjustments and other Client Account Adjustments the service could be posted to an Account different from the Client s current Account Posting Status The service status within the billing system UR Status Whether or not this service has been authorized by a Utilization Review Action Unauthorized services are 99 UR Posted The date when Utilization Review action authorized the service You can use this date to find the correct UR Action using the UR Status Inquiry Screen Component UID The identification number for this service if it is a contact based service entered on the Component Service Entry Screen Original FRC All payor sources Medicaid Medicare County Insurance Patient that can be billed for this type of service in your system Potential FRC All payor sources Medicaid Medicare County Insurance Patient that can be billed for this particular service Tried FRC Payor sources Medicaid Medicare County Insurance and Patient that you have tried to bill for the service Actual FRC Payor sources Medicaid Medicare Short Doyle Insurance Patient that have actually been billed for the service Episode Stamp T
31. d in INSYST are listed below Num Lock Gold Key Sequences The Num Lock Gold Key is the PF1 Key on Digital Equipment Corporation terminals and is the Num Lock key on PCs Other keys may be used on other terminals To use Num Lock Gold Key sequences press the Num Lock Gold Key release it and then press the next key For example if the instructions say you should press Num Lock Gold E it means you should press the Num Lock Gold key release it and then press E and release it Num Lock Gold Key sequences used in INSYST are Num Lock Gold A All Authorize gives you additional functions in entry and maintenance screens such as All Clients Services Supervisor Mode and Late Entry Mode Num Lock Gold A Unlimited or Continuous Paging Allows the user to speed up performance as maintenance screens usually include only two pages of information by default If you have to see more items than this you should request unlimited paging by pressing Num Lock Gold A before you display the list Num Lock Gold B Backup makes the screen page back one page to display records in a list that cannot fit on a single screen Num Lock Gold C Client moves the cursor to the Client Number field on some screens Num Lock Gold D Down Two makes the screen page forward two pages to display records in a list that cannot fit on a single screen Num Lock Gold E Exit exits from the current screen and returns to
32. e Codes Alabama Alaska Arizona Arkansas California Colorado Connecticut Delaware District of Columbia Florida Georgia Hawaii Idaho Illinois Indiana lowa Kansas Kentucky Louisiana Maine Maryland Massachusetts Michigan Minnesota Mississippi Missouri Montana AL AK AZ AR CA CO CT DE DC Nebraska Nevada New Hampshire New Jersey New Mexico New York North Carolina North Dakota Ohio Oklahoma Oregon Pennsylvania Rhode Island South Carolina South Dakota Tennessee Texas Utah Vermont Virginia Washington West Virginia Wisconsin Wyoming Unknown State Not US State User Manual 71 NE NV NH NJ NM NY NC ND OH OK OR PA RI SC SD TN TX UT VT VA WA WV WI WY UN 00 INSYST 9 1 Country Codes AFGHANISTAN ALBANIA ALGERIA AMERICAN SAMOA ANDORRA ANGOLA ANGUILLA ANTARCTICA ANTIGUA AND BARBUDA ARGENTINA ARMENIA ARUBA ISLANDS ASHMORE CAR TIER ISLANDS AUSTRALIA AUSTRIA AZERBAIJAN BAHAMAS BAHRAIN BAKER ISLAND BANGLADESH BARBADOS BASSAS DA INDIA BELARUS BELGIUM BELIZE CLIPPERTON COCOS KEELING ISLANDS COLOMBIA AF AL AG AQ AN AO AV AY AG AR AM AA AT AS AU AJ BF BA FQ BG BB BS BO BE BH CK CO BENIN BERMUDA BHUTAN BOLIVIA BOSNIA HERZEG OVINA BOTSWANA BOUVET ISLAND BRAZIL BRITISH INDIAN OCEAN TERRITORY BRITISH VIRGIN ISLANDS BRUNEI BULGA
33. e code for the reporting unit or agency that referred the patient enter it here Otherwise you can enter a one or two digit generic code numbers Standard codes are listed in Appendix B but you should check with your Operations Staff to find which codes are used locally Legal Enter a Legal Status code These codes are listed in Appendix B Next the cursor moves to the fields in the Diagnostic area This area has two lines the first for the main diagnoses and the second for alternative diagnoses To enter the main Diagnoses line 1 1 Press the Tab key to move through the Axis fields in line one of the Diagnostic area and enter diagnosis numbers in them 2 The Tab key will also move the cursor to the Principle Secondary field next to the Axis I and Axis 2 fields By default Axis 1 is the primary and Axis 2 is the secondary diagnosis but you can change this by pressing the Space Bar to clear these fields and then typing P next to the Primary diagnosis and S next to the Secondary Diagnosis Every episode must have one Primary and one Secondary Diagnosis The Axis fields hold the following data Axis 1 and Axis 2 Enter five digit diagnostic codes with a decimal point period between the third and fourth digits for example 296 44 Some codes have a V as the initial digit for example V71 09 Ask your system manager for the codes You must enter data in these fields These two fields have P and S to their
34. e the cursor back one field e Return Skip over optional fields and move to the next required field or to the prompt used to leave the screen Moving Through Lists Many screens have lists like the list of insurance companies shown in Figure 1 4 above To move down one item in the list press the Tab or Down Arrow key To move up one item in the list press the Up Arrow key If a list has more items than fit in one screen you can page through it to see more items by pressing e Num Lock Gold M More View the next page of information e Num Lock Gold B Backup View the previous page of information To speed up performance lists usually include only two pages of information by default If you have to see more items than this you should request unlimited paging by pressing Num Lock Gold A before you display the list Leaving a Screen To leave a screen press e Return In most cases pressing Return moves the cursor to the prompt used to leave the screen In some cases Return skips over optional fields to the next required field e Num Lock Gold E Exits from the current screen and returns to the menu without saving data entered in the screen e Num Lock Gold S Exits from the current screen and saves the data entered This sequence retains the current Client and Reporting Unit so it automatically displays it in the next screen you use Menu and Control Key Commands are located on the last page and the back of
35. een in Supervisor mode Figure 2 10 Client Update Meu Client Number 113403 Reporting Unit Client Birth Mame Last ARKON First ETTIE Hiddle Generation Birth place 38 CA US Mother first name MAN I Form Ok Y M Confidential Information USER COHEN_ET Input required EE EEE ERE M Figure 2 10 Client Update Screen Supervisor Mode If the Client was registered using centralized Client Registration and the registration has not yet been approved this screen will include a Registration Approved field If you are sure the client registration information is correct enter Y in this field 23 INSYST 9 1 User Manual Entering a New Client Address Any authorized user can enter a new address for a client with an open episode te INSYST goes directly to this screen when registering a new client N To enter a new address 1 Choose ADDRESS from the Client Maintenance Menu to display the Address Maintenance Selection Screen as described above 2 Press Num Lock Gold I I stands for Insert to display the Client Address Insert Screen 3 Enter data in the following fields Client Number Enter the number for the client whose address you want to enter If you are already viewing a list of the client s addresses when you press Num Lock Gold L the Client Number is entered automatically Reporting Unit Enter the Reporting Unit Number for the program that has an open episode f
36. ervice Maintenance Selection Screen Type N and press Return to go back to the Service Maintenance Selection Screen 57 INSYST 9 1 User Manual Direct Service Delete If you entered D next to a service it is displayed in the Service Delete Screen Figure 5 19 If you are authorized you can enter Y at the Delete OK prompt and Y again at the CONFIRM prompt to delete the service Service Delete JERSEY GLASS Client 566666645 RU 999969 Last Changed 63 Apr 87 Cost 50 60 Service Stamp 26 MAR 87 Service Date 03 26 87 Procedure 346 INDIVIDUAL Staff 99999 Staff Duration 1 6 Number in Group 1 Co Staff amp Co Staff Duration Location 1 Confirm Confidential Information USER SMITH fre you sure you want to delete this service Y N Figure 5 19 Service Delete Screen If a service has been posted in the billing system the service may not be deleted unless you have the correct authorization If this occurs tell your supervisor pote Services deleted after five 5 days will still appear on the Service Maintenance Screen until over night processing has occurred Services deleted with in five days of entry will disappear of the Service Maintenance screen without going through overnight processing 58 INSYST 9 1 User Manual Late Entry and Supervisor Authorization Late Entry and Supervisor Authorization are available in all three of the Maintenance Screens In the Update s
37. ervices for Maintenance pote Num Lock Gold A Unlimited or Continuous Paging Allows the user to speed up performance as maintenance screens usually include only two pages of information by default If you have to see more items than this you should request unlimited paging by pressing Num Lock Gold A before you display the list 56 INSYST 9 1 User Manual Direct Service Lookup If you entered L next to a service it is displayed in the Service Look up screen Figure 5 18 The data cannot be changed Service Maintenance Selection Client Number 566666645 JERSEY Reporting Unit Service Date T f Time ieporting Unit Procedure Therapist HH MM E 21 Mar 87 Crisis 999964 CRISIS 376 GORODEZKY 27 Mar 87 Clinic 999969 INDIVIDUAL 346 KOSINSKY 26 Mar 87 Clinic 999969 INDIVIDUAL 346 KOSINSKY 25 Mar 87 Clinic 999969 INDIVIDUAL 346 KOSINSKY 22 Mar 87 Crisis 999964 CRISIS 376 SMITH 19 Mar 87 Clinic 999969 INDIVIDUAL 346 GORODEZKY 62 Confidential Information USER SMITH 6 services displayed Figure 5 18 Service Look up Screen In addition to the data in the Service Maintenance selection screen this screen displays e Last Changed The date that the displayed record was last modified by a user or system program e Cost The amount charged for the displayed service e Service Stamp The date that the service was originally entered into the system Press Return to display the next record selected in the S
38. example if Client Records Maintenance is the first item on the menu you can just type 1 to select it 2 Press Return to display the screen or sub menu you selected Leaving a Menu Press Num Lock Gold E or enter a hyphen in the Command line to move back one menu to the previous menu For example if you are on the Files Menu will take you back to the Utilities Menu and a second will take you back to the Main Menu Using Num Lock Gold and Control Keys To use a Num Lock Gold Key sequence 1 Press and release the Num Lock Gold Key 2 Press and release the other key in the sequence For example if the instructions say Press Num Lock Gold E you should press and release the Num Lock Gold key and then and release press E pote Menu and Control Key Commands are located on the last page and the back of this manual T jol r Use the F9 Key as the Num Lock key the Num Lock key if your laptop does not have a ten key pad INSYST 9 1 User Manual Menu Shortcuts You can go directly from one menu to a screen that is under another menu rather than moving through the menu system one menu at a time In the command line of the current menu enter the Menu names that you would normally enter in the command lines of one menu after another For example to go from the Main Menu to the Episode Opening screen you normally enter EP in the Main Menu to display the
39. for that client Entering New Client Messages To enter new client messages 1 Choose CLIENT MSG from the Clinical Menu to display the Client Message Selection Screen as mentioned above 2 Press Num Lock Gold I to insert new messages for a client The system displays the Client Message Insert Screen shown in Figure 2 17 Client Message Selection Client Number i Username Entered By Confidential Information USER SMITH Figure 2 16 Client Message Selection Screen 29 INSYST 9 1 User Manual Client Message Insert Client Header Effective Date 11 06 97 Author Expiration Date fod Incident Other Correspondence Case Management Clinical Fiscal Form Ok Y N Confidential Information USER SEIGEL_C Figure 2 17 Client Message Insert Screen 3 Enter data in the following fields Client Enter the Client Number of the client the message describes Message Header Enter a title for the message up to 40 characters long Author Enter the name of the person who is the author of the message This may be different from the username of the person entering the message The author might be a clinician who asked a data entry person to enter the message Effective Date Enter the date the message will begin to appear on the system The default entry is the current date You cannot enter a date before the current date Expiration Date Enter the date that the message will
40. ges You can press Num Lock Gold M to view one additional page of messages of To list more than 12 messages you must type Num Lock Gold A before entering a Client N Number to request unlimited paging 32 INSYST 9 1 User Manual Client Message Lookup If you entered L the message is displayed on the same screens used to enter messages First the screen lists Client Header Author Effective and Expiration Dates and Message Type Press Return to display the text editing screen with the message You can not edit either the title screen or the message After reading the message type Control Z to move to the next message or return to the Client Message Selection Screen Client Message Delete If you entered D the Text Editing Screen is displayed as described above with the prompt Are you sure you want to delete this message Enter Y to delete the message f pote You may only delete your own messages Remember to type Control Z and press Return to save the changes Client Message Update If you entered U the title screen is displayed and you may change the Message Header Message Type Effective or Expiration Date Press Return to display the message in the text editing screen and make changes Figure 2 20 Type Control Z and press Return to save the changes f Not You may only update your own messages HHS Client Messages JAMES TESTCASE 1880483 Medication Harning his clien
41. he Episode to which the Service is attached Episodes can be positively identified by their Key Entry Date which is referred to here as Episode Stamp Clearances The Clearances Flagword in the database This code will identify which systems have processed this service POSTING BILLING CDS UR POE Screen Source The screen used to enter the service CDS Date The date the service was reported to the state In the Delete Screen the Supervisor Authorization lets you delete a service that has been posted by the billing system In this case the Delete Screen deletes the service and also writes an adjustment to the client s account Supervisor Authorization alone does not allow you to delete a service that has been claimed to a payor source you must also have additional authorization 59 INSYST 9 1 User Manual To use late entry and Supervisor authorization 1 Display the Service Lookup Delete or Update screen 2 Press Num Lock Gold A to display the screen in Late Entry mode to enter data for a time period whose deadline has passed 3 Press Num Lock Gold A a second time to display the screen in Supervisor mode 4 Press Num Lock Gold A a third time to display the screen in both Supervisor and Late Entry mode 60 INSYST 9 1 User Manual Chapter 6 CORT Procedures for All Mental Health Providers Enter Plan Approval TPR Utilization Control regulations require a treatment plan completed within
42. he program 41 INSYST 9 1 User Manual 4 The system displays an error message if it cannot find an open episode for this client in this reporting unit or if you are not authorized to close episodes in this reporting unit If it finds the open episode for the client it displays the current data as defaults for closing You use the following fields e Closing Date You must enter a closing date and you cannot enter a future date or a date before the last service The current date as the default e Last Service Date This field is displayed but you cannot edit it Usually will want make the Closing Date the same as the Last Service Date e Diagnostic Clinician Physician Living Situation and Employment Update these fields if necessary or just press the Tab key to move through them e Referrals Enter codes for up to three referral destinations Use one or two digit generic codes or the codes for programs or agencies e Reason For Discharge Enter a Reason for Discharge code Refer to the INSYST Table of Codes document found on the INSYST FORMS page at www acbhcs org providers e Research Item Make an entry here only if you are authorized Ask your supervisor for information on this field e Address Fields Update these fields if necessary or press the Tab key to move through them 4 Enter Y at the Form OK prompt to save the data After validating the data the system closes the episode Figure 4 4 Episode Clos
43. hoose PRINTER from the Utility Menu 3 Choose SHOW from the Printer and Queue Management Menu to display the Show Queue Screen 4 Use the field at the top to identify the queue e Queue Name Enter the name of a print queue or press Return to select your print queue The screen lists all the jobs waiting in your queue to be printed in the order that they will be printed Figure 6 0 5 After viewing the Queue press Return to go back to the Printer and Queue Management Menu The statuses of jobs in the queue are e Pending a job waiting to be printed e Holding a job put on hold or delayed In some cases a time can be associated with this status e g holding until 15 Jun 1987 02 00 Printing a job now printing e Paused a job delayed in the midst of printing e Aborted a job deleted in the midst of printing 67 INSYST 9 1 User Manual Queues Utility Show Ouens Queue Name PO SUNSET Terminal queue PRINT stopped on TXA mounted form DEFAULT BASE_PRIORITY 4 DEFAULT FEED FORM DEFAULT zL I BRARY SYSDEVCTLALA 100 Lowercase RETAIN ERROR SCHEDULE CNOS I SEPARATE RESET RESET_CONDENSE gt Jobname Username Entry ACCOUNT DOCUMENT Pending ACMS Pending DATABASE_OSCAR Pending DX_REPORT Pending USER SMITH Figure 6 0 Show Queue Screen Start Printer Queue Use Start Printer Queue to print everything that waiting to be printed is printed in the order that i
44. ill be validated for authorization to perform the services you are entering Staff Duration Enter the number of hours and minutes this staff person spent in this service Enter up to twenty three hours and up to fifty nine minutes in the two portions of this field There is a fixed minimum and maximum time for some services Co Staff If there was co staff enter the staff identification number You may only enter one co staff in this system Co Staff Duration If there was co staff enter the time they spent on the service in the same way as Staff Duration 48 INSYST 9 1 User Manual Number in Group Enter a number from 1 to 99 indicating how many clients were involved in the service The default is 01 for an individual service If you are recording group services enter the number of clients in the group For example if Staff Person A and B have a group with 10 members from this or other RU s that met today for 1 hour with all members present enter 10 here INSYST will record a service for each client number with the staff numbers of A and B the procedure code for a group a group count of 10 and the time each staff person spent in the service Each client will be billed correctly for the group service and each staff person will be credited correctly for the time spent in the service Location Enter a location code from 1 to 22 See codes listed on INSYST Staff Log forms or in the INSYST Table of Codes document which c
45. individual the program participant considers his her mother For example if a program participant was adopted and is not sure whose name to give for this data element advise him her to provide the name of the person s he considers his her mother The same holds true for individuals raised by two males or two females a grandparent etc A name must be provided in this field or an error will occur and the record will be rejected If a person is unable to provide a name or cannot recall his her mother s name enter UNKNOWN 4 The system validates the data Then it prompts you to verify the name by re keying the last and first names You need to retype an exact match of the last name first name and middle initial If you make a mistake you must enter the correct spelling twice to verify the name 5 If the registration is successful the system assigns the client a client number which it displays in the Client Number field at the top of the screen To continue registering clients enter Y To leave this screen and return to the menu enter N Error Messages If there is a Social Security Number in the system that is the same as the one you just entered it displays an error message and it does not let you continue If you re sure that the number you have entered is correct refer the case to your supervisor If there is a client in the system with the same name and birth date you have just entered it displays an error message
46. ing SEYMOUR GLASS Test OP Client Number 566666639 RU 999961 Street No 461 Direction NE Name Wilson Type ST Apt City Riverside State CA Zip Code 60600 6666 Ph 415 123 9999 Opened 36 Dec 86 Closing Date 12431486 Discharge Hour 99 Legal 466666 Last Service Final DSM 3 Diagnestic Im Axis 1 296 44 P Axis 2 V71 69 S Axis 3 A Axis 4 5 Axis 5 56 Past Axis 1 Axis 2 Axis 3 Clinician ID 99999 Living Situation 1 Referrals 61 i i Physician ID 99996 Employment Status 1 Reason For Discharge 1 Research tem Form Ok V N N Confidential Information User MITH Closing episode Figure 4 4 Episode Closing Screen with Data 42 INSYST 9 1 User Manual Maintaining Episodes Mental Health Programs To maintain Episode records Choose EPISODES from the Main Menu 2 Choose MANAGEMENT from the Episode Maintenance Menu to display the Episode Maintenance Selection screen Figure 4 5 Episode Maintenance Selection Client Number Reporting Unit Optional gt Opening Date i Optional gt Opening g Reporting Unit Date ate Clinician Physician Confidential Information USER SMITH Please enter a client nuwber fi provider nuwber way also be entered Figure 4 5 Episode Maintenance Selection Screen 3 Enter search criteria in the fields at the top of the screen e Client Number You must enter a Client Number e Reporting Unit Optionally you can enter a Reporting Unit number to
47. lease request 3 month cycle manual if needed Incorrect CQRT entries can not be deleted If a wrong date is entered re enter the CQRT action as it will supersede the original entry 64 INSYST 9 1 User Manual 6 Month Review Cycles continued For Late 6 Month Cycle Reviews For Cycle Reviews not completed by the 1 day of new cycle period use the date approved by e committee 65 INSYST 9 1 User Manual Chapter 7 Utilities Use the Utilities Menu to manage the printer queue and maintain your logon password Passwords When you log on to the computer system you must enter your Username and your Password Passwords are vital to system security Passwords expire every sixty days Two or three days earlier you will receive warnings that your Password is about to expire To change your Password 1 Choose UTILITIES from the Main Menu 2 Choose PASSWORD from the Utilities Menu to display the Password Menu This has only two options Primary Password and Secondary Password You may have only one password the Primary Password Only change your Primary Password To change your Primary Password 1 Choose PASSWORD from the Utilities Menu 2 Choose Primary Password from the Password Menu 3 The system displays the prompt CHANGE PRIMARY LOGON PASSWORD Allow system to generate a password yes If you enter Yes or press Return the system will asks you for your old password and then displays a list of no
48. ly include only two pages of information by default If you have to see more items than this you should request unlimited paging by pressing Num Lock Gold A before you display the list Episode Lookup If you entered L the system displays the Episode Lookup Screen Figure 4 7 You can view the data for the Episode but cannot change it Press Return to display the next record selected for maintenance Type N and press Return to go back to the Client Episode Maintenance Selection Screen Episode Delete If you entered D the system displays the Episode Deletion Screen Figure 4 8 If you are authorized you can enter Y at the Delete OK prompt and again at the CONIRM prompt to delete all information about this episode Episode Look up Entered By HAHLIN HOLLY HAMMERSTEIN PSP OPT Last Changed 04 Mar 93 Client Number 1000140 RU 99991 Last Service 20 Jul 94 Opening 02 24 93 Closing Date Pl Axis 1 300 00 P Axis 2 V71 09 5 Axis 3 Axis 4 4 Axis 5 55 Past Axis 1 Axis 2 Axis 3 Clinician ID 10000 Living Situation Entry 1 Referral Source 1 Physician ID 10000 Living Situation Exit Rdmit Hr 99 Disch Hr Legal Entry W60000 Employment Status Entry 2 Legal Consent Legal Exit H60000 Employment Status Exit Reason For Discharge Source of Income 0 Referrals r Research Item Type of Employ 0 Scheduled Patient Location Effective Continue Confidential Information
49. m Patient Location Effective ff Form Ok VIN Confidential Information USER SMITH Validation of opening data in progress B Figure 4 2 Episode Opening Screen with Data Closing Episodes Mental Health Programs pot To close an episode for a client in a reporting unit 1 Choose EPISODES from the Main Menu 2 Choose CLOSE from the Episode Maintenance Menu to display the Episode Closing screen Figure 4 3 This screen is similar to the Client Episode Opening Screen with a few exceptions In addition to Opening Date it has Closing Date Instead of Referral From you can enter Referral To codes A number of fields are not included since that data is collected at Episode Opening only Episode Closing Client Number Direction Name Type Apt State Zip Code 66666 6666 Ph C gt Closing Date Po Discharge Hour Legal N66666 ion Axis 4 Axis 5 Past Clinician ID Living Situation Referrals i Physician ID Employment Status Reason For Discharge Research Item Form Ok WIN Confidential Information User SMITH Enter a client and reporting unit Figure 4 3 Episode Closing Screen Some 24 Hour programs cannot close an episode unless there is a recorded service for every day of the episode Ask your Operations Staff for more information about this 3 Use the fields at the top of the panel to identify the record e Client Number Enter the Client Number e RU Enter the Reporting Unit Number for t
50. nce Menu SERVICES Service Maintenance Menu INDIR_SERU Indirect Service Maintenance Menu Figure 1 2 MHS Main Menu All INSYST menus let you make selections in three ways by using the list of options in the menu selection area or by typing an alpha or numeric option directly in the command line INSYST 9 1 User Manual To select a command in the Menu Selection Area 1 Press the Tab key and the blinking cursor will move from the Command Line into the list of items in the Menu Selection Area of the screen Then move the cursor up and down through the menu using the Up and Down Arrow keys 2 When you have moved the cursor to the item you want type X and press Return At the bottom corners of the Menu Selection Area there is often a flashing V This indicates that there are more items on your menu than you can see at one time Press the Down Arrow key and the menu will scroll to display more items If you want to return to the Command Line press Enter To select an item from the Command Line 1 Type the name or number of the item on the Command Line The command line is the solid bar next to the word Selection where the cursor is when you first display the menu You may type the entire name of the item or just enough make it distinct from the others For example if you want to choose SERVICES from the Main Menu you may type either SERVICES or SER You may also type the number of the selection For
51. no longer appear as an active message in the Client Locator Screen Only staff with Supervisor Authorization will be able to see the message For most message types the default is 45 days from the current date You can blank the field so there is no expiration date Message Type Type X next to your choice Local Operations Staff sets up Message Types Some common Message Types are CLINICAL used by clinical staff to coordinate treatment for the client CASE MANAGEMENT used to support the client in the community FISCAL used to describe the client s account INCIDENT used to report incidents OTHER General Messages used by the entire staff 30 INSYST 9 1 User Manual 4 Enter Y at the Form OK prompt to record this information about your message and to 5 move to the Client Message text editor Figure 2 18 HHS Client Messages JAMES TESTCASE 1880483 Crisis Alert Recent decompensation started about the same time as brother died James has been withdrawn at the day treatment center and has not participated in any groups It appears as though he discontinued his medications If he appears at Crisis Center please contact Dr Williams regarding medication plan changes INSERT NEW MESSAG Insert Forward Command Confidential Information Figure 2 18 Client Message Text Editor At first the text editor screen has the Client Number and Message Header you specified at the top of the screen and
52. nsense words You can use one of these options as your password or ask the system to generate another list of words If you enter No the system lets you enter your own new password later 4 The system displays the prompt Old Password Enter your current Password 5 The system displays the prompt New Password Enter your new password 6 The system displays the prompt verification Re type your new password If this is not the same as the new password you entered originally the system displays the message password verification error and returns you to the previous menu To change your password you must start again Passwords that you type are not displayed on the screen After you change your password successfully you are returned to the previous menu with no message To exit type Control Z at any time 66 INSYST 9 1 User Manual Printer and Queue Management A printer queue is a software holding place for reports The Department assigns a name to the printer attached to your logon program site such as CHILDRENS or SONOMA The queue refers to the waiting line for the printer If there are no items to be printed the queue is empty When a report is requested it is sent to your printer queue When you start your queue it send output to your default printer The Printer and Queue Management menu lets you manage print jobs Show Queue To view the printer queue 1 Choose UTILITIES from the Main Menu 2 C
53. nt Status Exit Reason For Discharge Referrals Research Item Type of Employment Patient Location Effective Form OK Confidential Information USER SMITH_D Supervisor authorization in effect Figure 4 10 Episode Update Screen Supervisor Mode To display the screen in Supervisor mode 1 Display the Episode Update screen as described above 2 Press Num Lock Gold A to display the screen in Supervisor mode With this screen you can change the opening and the closing date of the episode only the date within a month can be changed you can NOT change the month or year of the episode If the episode is closed you can enter Y in the Re open Episode field to open it Do this if you have closed an episode for a client and then find that the client receives more services after the closing date 46 INSYST 9 1 User Manual Chapter 5 Direct Services This chapter covers the different ways to record services provided by programs directly to clients It ends with a section on substance abuse services which use some additional data entry screens All of these screens are on the Service Maintenance Menu Before services can be recorded the client must be registered and there must be an Episode open for the client in the program providing the service on the date being recorded See Chapter 2 for information on registering clients and see Chapter 4 for information on opening episodes Entering New Direct Ser
54. nt s name such as Jr Sr or the Roman Numerals II III etc Birthdate Enter the birth date in MM DD Y Y Y Y format Sex Enter F for female M for male or U for unknown Social Security Number Enter a nine digit Social Security Number It is best to copy this key information directly from the client s Social Security Card if possible If the client does not have one enter all 9 s in this field Client Index Number Enter a nine digit Client Index Number Education Enter the number of the highest grade completed For example if the client has completed high school enter 12 If the highest grade is greater than 20 enter 20 Enter 99 for unknown Disability Add the number codes for all of the client s physical disabilities and enter the total in this field INSYST s standard disability codes are in the INSYST Table of Codes document found on the INSYST FORMS page of the BHCS Provider Website Language Has two entries The first entry is to report the client s primary language as reported by the client The second entry is to report the language the client prefers to speak as reported by the client Language codes are on the back of the Client Registration form Ethnicity There are five ethnicity fields Enter up to five Ethnicity codes as reported by the client Ethnicity codes are on the back of the Client Registration form Marital Status Enter the Marital Status code INSYST
55. ntification number This number must be in the STAFF MASTER table DON T USE Dr Doolittle e Physician ID Enter the physician s identification number This number must be in the STAFF MASTER table e Source of Income Enter a one digit code for the client s largest single source of family income Refer to the INSYST Table of Codes document found on the INSYST FORMS page at www acbhcs org providers e Living Situation Enter the code for the client s living situation Refer to the INSYST Table of Codes document found on the INSYST FORMS page at www acbhcs org providers e Employment Status Enter the code for the client s Employment Status Refer to the INSYST Table of Codes document found on the INSYST FORMS page at www acbhcs org providers e Type of Employment Enter the one digit code for the occupation of the family s primary wage earner Refer to the INSYST Table of Codes document found on the INSYST FORMS page at www acbhcs org providers e Admission Hour Enter hour of admission using a number from 0 23 If you skip this field the default 99 Unknown is used e Legal Consent Indicate what authority you have to treat minors This field is also used for some adults Refer to the INSYST Table of Codes document found on the INSYST FORMS page at www acbhcs org providers e Research Item This field can be defined by your local agency If necessary ask your supervisor for more information e Scheduled Enter
56. or the client The Effective Date of the address you are entering must fall within this episode Effective Date By default the Effective Date is today s date Only Supervisors can alter it Street Number Enter a street number with up to five 5 digits Street Direction If the address has one enter a street direction such as N NE SE SE S Sw W and NW Client Address insert Client Number Ww Reporting Unit Effective Date 65 26 87 Street Number City Direction State Zip Code 66666 6666 Name Type Phone Number gt ka Ext Apartment Census Tract Bad Address County of Responsibility Form Ok WIN Confidential Information USER SMITH Figure 2 11 Client Address Insert Screen Street Name Enter a street name with up to twenty characters Do not enter Street Road or other street type here Enter Homeless as a street name if the client is Homeless Street Type Enter an abbreviation for the street type such as ST BL RD and AV Apartment Unit Space Enter up to four characters Do not enter the symbol and do not enter a period at the end City Enter a city name with up to twenty characters Enter a city name even if the client is Homeless Enter the Zip Code 4 for the City Hall of the city where the client indicates they most often sleep in a shelter or on the street 24 INSYST 9 1 User Manual e Sta
57. ormation entered in the Client Registration screen establishes the client s identity it 1s best to ask the client for a Driver s License Social Security Card or other document and copy the information from it Three critical pieces of information must be entered correctly client name birth date and Social Security Number 3 Enter data in the following fields e RU Enter the Reporting Unit Number for the program where you are registering the client This field establishes whether you are using decentralized or centralized registration With decentralized registration the system automatically assigns a client number and you can enter episodes and services for the client With centralized registration you can register a client and enter episodes but you cannot to enter services until the registration has been evaluated by a central registration auditor After you have entered the Reporting Unit the screen title changes to Client Registration Centralized or Client Registration Decentralized 17 INSYST 9 1 User Manual Last Name Enter a last name with up to 16 letters Leave out apostrophes dashes and blank spaces For example O Connor should be typed OCONNOR First Name Enter a first name with up to 12 letters Middle Initial Enter one letter as a middle initial or press the Tab key or space bar to skip this field if there is no middle initial Client Generation Enter a generation title that is part of the clie
58. pecial Key Sequences 77 INSYST MENU SHORTCUTS AND COMMANDS 80 Manual Back 12 19 11 INSYST 9 1 User Manual Chapter 1 Logging On Logging the BHCS Web Portal You must log onto the BHCS Web Portal to access INSYST 1 The BHCS Web Portal address is https www bhcsportal org 2 Type your Username and press Tab 3 Type your password and press Return or click Logon button To protect its secrecy your password is displayed on your screen as dots BIET nr e ou temm aom LU i Q Application Portal F B I i M for Behavioral Health Care Services Lw tuai tf Oul Maratai MGE NE a is hu Mas eh s Pa LR A le e hem l tonen gnome m BHCS Application Portal for Behavioral Health Care Services y new Internet Explorer Window will open with the INSYST Logon Screen f No Make sure you LOGOFF the Web Portal BEFORE closing the Internet Explorer Window 4 INSYST 9 1 User Manual Logging on to INSYST 1 Your screen displays the prompt USERNAME Type your Username and press Return 2 Then the computer prompts you for your password Type your password and press Return To protect its secrecy your password is not displayed on your screen 3 INSYST displays its Logo and any notices or messages Press Return to scroll to the first of two bulletin boards followed by the Main Menu FILME
59. play the Episode Opening screen Figure 3 5 3 To identify the record fill in the fields at the top of the screen e Client Number Enter a Client Number e RU Enter a Reporting Unit number representing a Mental Health program The system validates the data It will not let you open an episode unless the Client and RU numbers exist and it will not let you open two episodes for the same client in the same reporting unit If these identifying fields are valid you can enter data in the following fields e Opening Date Enter today s date or an earlier date The system will not accept a future date Remember that you cannot enter services that occurred before the episode s opening date Episode Opening Client Number RU Street No City Direction Name Zip Code 00000 0000 Ph Type C Apt State Opening Date Rxis 1 Rxis 1 Axis 2 Axis 2 Initial Diagnostic Impression Referral From Legal Axis 3 Axis 4 Axis 5 Past Axis 3 Clinician ID Physician ID Source of Income Living Situation Employment Status Type of Employment Admission Hour 99 Scheduled N Legal Consent Research Item Patient Location Effective I Form Ok Y N Confidential Information USER SEIGEL_C Enter a client and reporting unit Figure 4 1 Episode Opening Screen 38 INSYST 9 1 User Manual Referral From If you have th
60. program is displayed above the number It is best to use this screen is to enter services every day but there may be times when you put off data entry and then enter several days at a time When you do this you must enter services chronologically For example if you need to enter data for Tuesday March 1 Wednesday March 2 and Thursday March 3 then you must enter services for Tuesday first then for Wednesday then for Thursday If you accidentally enter services for March 3 you cannot use this screen for March 1 and 2 you must use the Single Service Entry Screen LATE ENTRY Num Lock A CANNOT BE USED WITH DAILY SCREENS late services must be entered using the Single or Multiple Entry Screens Figure 5 1 Daily Service Entry Screen When you press Return the system lists all clients open on this date in this program twenty five clients at a time in alphabetical order If there are more than twenty five clients it displays the message Enter services for 25 clients More clients may exist After you enter the first twenty five services the cursor returns to the date field press Return to accept the date and reporting unit for a second time or more and display the next 25 clients Staff number of Clinician delivering services is required on each service line on the Daily Service Screen A Default Staff number and Location Code maybe entered towards the bottom of the screen 2 After you have entered the last procedure code
61. re 2 8 This screen only lets you view information and so it can be used by people who are not authorized to change client information Client Look up Client Musber 100000055 Maintenance Type L Last Changed B JUL 2005 Last ARMON First ETTIE Middle Generation Birthdate 1 2000 Sex f 35M 99 99 9999 CIN 19904467 Education Other Factors Other 10 Disability 9 Service Group Local Code Language Primary RU Program Code Ethnicity Chart Location Research Item Hispanic Origin Ref Staff ID Merital Status Family Size Annual Income 9 Client UR Needed Continue Confidential Information USER COHEM_ET Page aliases or continue Figure 2 8 Client Look up Screen If the client has aliases listed you may use Num Lock Gold M key sequences to page through them as described in the section on Moving Through Lists in Chapter 1 When you are done enter Y to continue looking up more clients or press Num Lock Gold S to leave the Maintenance Screen and save the client number so it 1s entered automatically in the next screen you use 21 INSYST 9 1 User Manual Client Update If you enter U INSYST displays the Client Update Screen Figure 2 9 To modify client data 1 Press Tab to move through the fields and edit them as necessary 2 Tab to the Form OK prompt and enter Y to save the changes or N to discard them The data in all these fields was described in the sec
62. re 3 3 CSI Periodic Data Maintenance Client Number Periodic Date Legal Other Last CSI Completed Axis 5 Consent Factors Reporting Date Confidential Information USER MCBRIDE M Figure 3 3 CSI Periodic Data Maintenance Screen 36 INSYST 9 1 User Manual Entering New CSI Periodic Data 1 Press the Num Lock I sequence at the CSI Periodic Maintenance Screen to access the data entry screen Figure 3 4 CSI Periodic Data Entry Client Number 112211221 DEE DWIDDLE Periodic date completed V Employment status 12 Education 4 Axis 5 Other Factors 2 Legal Consent 9 Living Situation 6 Form Ok Y N Confidential Information USER MCBRIDE M Figure 3 4 CSI Periodic Data Entry Screen 2 Client Enter the Client Number of the client for whom you are entering data If the client is in the system and there are previous Periodic Data INSYST will populate the entry screen with the most recent periodic data for this client If there is no periodic data INSYST populates the fields with entries from the Client s Registration INSYST will alert you if the Client Number is not in the system 3 Enter or edit data in the following fields the State has made it mandatory that the following fields are updated annually Periodic Date Completed Enter the date when the information you are entering was obtained from the client date of episode opening closing annual review Education Enter the current ed
63. re information is displayed when the client is found pote Before registering a new client be sure you have tried all possible spellings of the client s por name and aliases Press Num Lock Gold R to restart the screen and search with other spellings of the client s name If necessary press Num Lock Gold A before doing the new search so the list is not limited to 8 names To search for a client 1 Make an entry in one or more fields of the Client Information Area 2 Press Return at any time to search for a client matching the information you have entered The Client Information Area has the following fields e Client Name Enter the client s full name or only the first few letters of the client s name For example if you enter And as the last name you will find clients with the names Anders Anderson Andrews etc e Client Number If you know the Client Number the fastest way to look up the client is to press Num Lock Gold C to move to the Client Number field and enter the client s number e Social Security Number If you do not have a Client Number the Social Security Number is the fastest way to find the client If you have the client s Social Security Number press the Tab key to skip the other fields and enter the SSN here You do not need to enter between the numbers f If you enter the Social Security Number and Client Name the computer searches on the Social Security Number and returns the clien
64. requires these data elements be reported at time of opening closing and on the date of the annual review for anyone receiving mental health services In addition to entering new CSI Periodic data you will be able to update delete and look up client information using the CSI Periodic Screens Accessing the Screens Access the CSI Periodic Screens in order to update the required CSI information To work with CSI Periodic Records 1 Choose CLIENTS from the Main Menu InSyst 07 Mar 00 01 20 PM MAIN MENU INSYST Merged Product UO7 001 Selection 1 Selection Description GICLIENTS Client Maintenance Menu DDP DDP Maintenance Menu APPTS Appointment Maintenance Menu EPISODES Episode Maintenance Menu SERVICES Service Maintenance Menu INDIR_SERU Indirect Service Maintenance Menu Figure 3 1 Selecting CLIENTS from the Main Menu 35 INSYST 9 1 User Manual 2 Choose CSI PERIODIC and press enter You will need to TAB down to find this screen on the Menu InSyst 27 Jul 99 03 58 PM INSYST Merged Product UOG O Client Maintenance Menu Selection Selection Description SIG_OTHER Significant Other Maintenance ECI Electronic Client Information ADDRESS Address Maintenance LOCATOR Retrieval of Client Information ficsI_PERIOD CSI Periodic Maintenance SUPPLEMENT Supplemental Client Data Menu Figure 3 2 Selecting CSI Periodic screens 3 INSYST displays the CSI Periodic Maintenance screen Figu
65. right to indicate which is the primary and which is the secondary diagnosis Axis 3 Enter up to three General Medical Condition Summary Codes or an Axis 3 diagnosis code including the decimal point optional coding diagnosis These codes can be found on the back of the Episode Opening Forms which can be found on the INSYST Forms page at http www acbhcs org providers Axis 4 Enter a code determined by the local agency Ask your system manager for the codes You must enter data in this field Axis 5 and Past 5 Enter assessments of the client s current and past functioning using the Spitzer GAF Scale Numbers from 000 to 100 are valid You must enter data in these fields if unknown enter 000 To enter alternative diagnoses line 2 The diagnosis fields on lines two are optional 1 Press the Tab key to move through the fields in line two of the Diagnostic Area 2 Fill out these fields like the fields in line one of the Diagnostic Area These fields can hold the same codes as the Axis 1 Axis 2 and Axis 3 fields of line one and you indicate the primary and secondary diagnosis in the same way However you must enter different values in these fields than you entered in line 1 since these are alternative diagnoses 39 INSYST 9 1 User Manual To enter data in the remaining fields 1 After you Tab through the diagnostic fields you enter data in the following fields e Clinician ID Enter the primary clinician s ide
66. screen Figure 5 2 This screen resembles the Single Service Entry screen Figure 5 2 Multiple Service Entry Screen 3 To identify the program you are doing data entry for enter e Reporting Unit Enter the Reporting Unit Number for the program and the screen displays its name To enter services for a different program during the same session press Num Lock Gold P to move the cursor back the RU field or press Num Lock Gold R to restart the screen 53 INSYST 9 1 User Manual 4 The cursor moves to the Defaults box Figure 5 11 Data you enter here will be repeated for every service you enter in the list below until you enter new defaults You can enter default data for one or more of the following fields e Client Number Enter a client number EET mw sm ww Figure 5 11 Multiple Service Entry Screen Entering Defaults e Service Date Enter a date in the format MM DD YY e Procedure Enter a three digit procedure code The field accepts only direct service procedure codes that are valid for your program e Staff Enter a staff identification number It will be validated for authorization to perform the services you enter e Duration Enter the number of hours up to 23 and minutes up to 59 the staff person spent in this service Counties set fixed time ranges for some services e Co Staff Enter the Co staff identification number if there is one It will also be validated for authorization
67. services Num Lock Gold B Exit Screen go back to last screen menu Num Lock Gold E Refresh Screen Clear a screen without leaving the screen Num Lock Gold R Save the client information and go back one screen Num Lock Gold S PRINTER COMMANDS Show Printer Queue UT PR SH 1341 Start Printer Queue UT PR ST 1342 80
68. t has severe reactions to haloperidol in dosages over Smg Please contact Dr Williams at West County Outpatient Last Line UPDATE MESSAGE ear iForuard Confidential Information USER SHITH Update Insert message Figure 2 20 Client Message Update 33 INSYST 9 1 User Manual Supervisor Authorization Supervisor Mode lets you update or delete any message regardless of its author and it lets you see expired messages If you are authorized to use Supervisor Mode press Num Lock Gold A twice when the Client Message Selection Screen first appears Supervisory Staff and Operations Staff have a responsibility to monitor and service the Client Messages system If you have Supervisor authorization you should use Supervisor Mode Entering New Messages during Maintenance If you press Num Lock Gold I while you are using the Editing screen to update look up or delete a message the screen will split to let you enter a new message for the client whose message you were maintaining Figure 7 6 After entering the new message press Control Z You will be able to enter the Message Header Type and Dates as described above 34 INSYST 9 1 User Manual Chapter 3 CSI Periodic Screens The CSI Periodic Screens streamline the entering periodic updates of client information that change over time such as education care giver status living situation employment status and legal consent California State Department of Mental Health
69. t information if it finds a match This may not be the client name you have entered if another client has used that Social Security Number If there is no match on Social Security Number the search is based on name 13 INSYST 9 1 User Manual If there is an exact match all fields on the top half of the screen are filled with information about the client Figure 2 2 If there is no match the system displays the message Client Clients not found If there are several possible matches they are listed in the Client Selection Area of the screen described below Client Locator Screen GLASS BUDDY N Last Name First Name Soundex 566666646 333 44 5555 Client Number Social Securitu No Account No Other ID Number Client messages 3 active messages Selection W EPISODE Mini Open Episode Status F INANC IAL Mini Financial Status u Confidential Information USER SMITH Figure 2 2 An Exact Match in the Client Information Area Client Selection Area The second section of the screen is the Client Selection Area If there is more than one possible match records beginning with the first possible match are listed alphabetically here Figure 2 3 To use the Client Selection Area 1 Move through the list using the methods described in the section on Moving Through Lists in Chapter 1 Client Locator Screen GL N Last Name First Name Soundex Client Number Social Security No Account No Other ID Number
70. t is listed If there is nothing to be printed the printer readies itself To start the printer queue 1 Choose UTILITIES from the Main Menu 2 Choose PRINTER from the Utility Menu 3 Choose START from the Printer and Queue Management Menu to display the Start Printer Queue screen Figure 6 1 It has the following fields Queues Utility Start Printer Queues Queue name Printer Tupe Form Mounted Characteristics USER SMITH Figure 6 1 Start Printer Queue Screen e Queue Name To start your printer enter and press Return 68 INSYST 9 1 User Manual The system continues printing all jobs on the queue To stop the printer 1 Press the Spacebar key Do not press Spacebar more than once Do not turn off your printer If several people are using the computer system it can take a couple of minutes to stop printing 2 After you have stopped the printer the system displays a message asking what it should do with the current print job You must choose one of the options within 30 seconds or the system will continue printing the current job You have the following options e Restart Restarts the current job at the beginning e Stop Stops the printer When you start the printer again the job continues printing e Wait Stops the printer temporarily e Continue Continues printing the current job to continue printing where it left off Restarting Stopped Print Jobs If you use the Stop Command while
71. te Enter the two letter abbreviation for the state name e Zip Code Enter the Zip Code 4 and the cursor moves to the plus four digits which you can enter if available The CITY STATE AND ZIP CODE MUST match or the system will NOT ALLOW ENTRY Another requirement is that ZIP 4 now MUST be INCLUDED in the ZIP CODE This change is a requirement of the Medi Cal program and HIPAA effective January 1 2012 thus Alameda County must submit test claims to the State in December to assure that claiming effective January 1 2012 is NOT REJECTED ALL REJECTED SERVICE CLAIMS WILL BE SENT BACK TO THE PROGRAM FOR ZIP CODE 4 CORRECTIONS f pote e City names MUST be spelled correctly or the system will give an error message e State abbreviation must be same as the state which the city is located Zip Code must be the valid zip code for the city and state and include the 4 for the address entered e Homeless Enter the Zip Code 4 for the City Hall of the city where the client indicates they most often sleep in a shelter or on the street ZIP CODE 4 The Zip Code 4 can be found on the USPS website http zip4 usps com zip4 welcome jsp Enter the address on the first screen and click submit UNITED STATES POSTAL SERVICE e Be ZIP Code Lookup Search ty Adi Search Sy City W Snath Ey Company 39 Fisi All Cites i a DP Code D Code ookup Find a ZIP Code by entering an address x can 8 es ch for a parti addr 25
72. the menu without saving data entered in the screen or returns to the previous menu Num Lock Gold F Face Sheet request the menu to select Face Sheets and then press F6 to complete the request Num Lock Gold H Home moves the cursor to its home position on the current screen the field on the screen where data entry began Num Lock Gold I Insert inserts a new record when you are using the Maintenance Selection screens Num Lock Gold M More makes the screen page forward one page to display records in a list that cannot fit on a single screen Num Lock Gold R Refresh restarts the screen with no values entered This is useful if you made mistakes in data entry Num Lock Gold S Save and Exit leaves the current data entry or maintenance 78 INSYST 9 1 User Manual screen and saves the data entered This sequence retains the current Client and Reporting Unit so it automatically displays it in the next screen you use e Num Lock Gold U Up Two makes the screen page back two pages to display records in a list that cannot fit on a single screen Control Key Combinations To use Control Key combinations continue holding down the Ctrl Key while you press the next key in the sequence For example if the instructions say to press Control W you should press the Ctrl Key keep holding it down while you press W and then release both Control Key combinations used in INSYST are 9 Control
73. thirty days from the episode opening date When the treatment plan is completed go to the Approval Screen and enter that the treatment plan has been done From Main Menu type AU AP press return A TELNET 166 107 6 3 PowerTerm InterConnect 32 Communication Options Script Help ig aa o 8 mlm v PS FE RF VP FP SEE PE E i 0 23 ape Hold On Li 61 INSYST 9 1 User Manual Enter Plan Approval TPR continued At UC Approval Screen Enter Staff 4 Enter A TELNET 166 107 6 3 Power een InterConnoci 32 B Approve Fla Ed 1 E sepi Heb and S to i 6 Bz 2 n y skip For Ok Y SMITH P B Id DENIM ER an MEL E EA MEC Fa VES Jan HETT Enter Y and press Return pote Num Lock Gold A Unlimited or Continuous Paging Allows the user to speed up performance as maintenance screens usually include only two pages of information by default If you have to see more items than this you should request unlimited paging by pressing Num Lock Gold A before you display the list 62 INSYST 9 1 User Manual 6 Month Review Cycles TPR Chart Reviews are required every six months based on the month of episode opening Upon completion of the TPR Chart Review an action is entered in INSYST Note the action can be input up to two weeks prior to the end of the cycle From Main Menu type AU MA press return Enter AU MA and press Return E 1ALTELMET 1665 107 EJ
74. tion on the Client Registration Screen earlier in this chapter The Client Number cannot be changed Client Update Client Humber 108800055 Maintenenca Type U Last Changed 3 N0V 2005 Last ARMON First ETTIE Middle Beneration Birthdate 96660 Sex F SSH 099 99 9999 CIN 19904467 Education Other Factors o Other ID Disability Service Group Local Code Language f Primary RU Program Code Ethnicity Chart Location Research Itea Hispanic Origin Ref Staff 10 Marita Status Family Size Annual Income Client UP Headed Form Ok Y N Confidential Information USER COHENLET Update cliant information or add delete aliases a Figure 2 9 Client Update Screen The Registration Approved field only applies to systems using centralized registration and it can only be changed by the Central Registrar The Client UR Needed field can only be changed by authorized staff Aliases cannot be changed but any user can add new aliases or can delete an alias by entering D on its line pote If the client has aliases listed you may use Num Lock Gold M key sequences to page through them as described in the section on Moving Through Lists in Chapter 1 22 INSYST 9 1 User Manual Client Last Name First Name Middle Initial Social Security Number Birthdate Sex can only be changed by a Supervisor If you are authorized as a supervisor you can press Num Lock Gold A to display the Client Update Scr
75. to perform the services you enter Your screen may not include this column e Number in Group Enter a number from I to 99 indicating how many clients were involved in the service The default is 01 for an individual session e Location Enter the location code from the location codes listed in the INSYST Table of Codes document found on the INSYST FORMS page at www acbhcs org providers No You MUST use location 9 entering Inpatient Services on the Multiple or Single Entry screens 5 After you have entered the default values enter Y at the Form OK prompt Figure 5 12 The system validates data and prompts you to correct any errors 54 INSYST 9 1 User Manual 6 Now you can use the defaults to enter up to 20 services using the default information The information you entered in the default box is displayed automatically as you enter data in the screen s service entry lines You can modify the default data if necessary or just press Tab to accept the default value and move to the next field At the end of each line you want to save you must enter W to write the service 7 When you are done entering service data press Return to move to the Form OK prompt and enter Y to accept the data After the system validates the data enter Y at the Confirm prompt to save the data The screen is cleared and the cursor moves back to the defaults line so you can enter additional services or change
76. u Selection Area The lowest portion of the Locator screen is the Menu Selection Area where you can enter commands to find more information on the client who is displayed in the Client Information Area As with any INSYST menu you may select a menu item by entering the first letters of your menu choice For Example Figure 2 4 illustrates the choice of E for Episodes or by using Tab key to move to the item you want and typing an X next to it Client Locator Screen GLASS SEYMOUR N Last Name First Name Soundex 566666639 123 453 3211 6 Client Number Social Security No Account No Other ID Number STATUS LINES Client messages 2 active messages Opened at Test OP 99999 3 Dec 86 Selection al EPISODE Mini Open Episode Status F INRNC IRL Mini Financial Status u Confidential Information USER SMITH Figure 2 4 Selecting a Menu Item The menu gives you the following options EPISODE Mini Open Episode Status Gives you a short listing of all programs or reporting units at where the client is currently admitted FINANCIAL Mini Financial Status Displays current account information and charges for the client STATUS Client Status Summary Report Takes you to the Client Status Summary Report Screen which displays the client s current open episodes closed crisis episodes and current account information NEXT Display Next Client If you selected multiple clients in the Client Selection Area
77. ucation level in years This is a number the maximum value is 20 Care Give Status Enter the number of persons the client cares for or is responsible for at least 50 of the time under the age of 18 and over the age of 18 Employment Status Enter the code for the client s Employment status Refer to the INSYST Table of Codes document found on the INSYST FORMS page at www acbhcs org providers Legal Consent Enter the code for the client s legal consent Refer to the INSYST Table of Codes document found on the INSYST FORMS page at www acbhcs org providers Living Situation Enter the code for the client s Living Situation Refer to the INSYST Table of Codes document found on the INSYST FORMS page at www acbhcs org providers 4 Enter Y at the Form OK prompt to validate and save the data 37 INSYST 9 1 User Manual Chapter 4 Client Episodes An Episode is a period of treatment for a client at a program Before you can enter services for a client there must be an open Episode for the client in the program providing the service Episode Screens are different in INSYST s Mental Health and Drug and Alcohol systems This manual covers the screens for Mental Health programs The AOD Mini Manual covers the screens for Drug and Alcohol programs Opening New Episodes Mental Health Programs To open an Episode for a client 1 Choose EPISODES from the Main Menu 2 Choose OPEN from the Episode Maintenance Menu to dis
78. vices INSYST gives you based on your User Authorization and Program Site several ways of entering services e Single Service Entry for all programs e Daily Service Entry for day programs and 24 hour programs e Multiple Service Entry to enter the same information for a number of services f of Single Service entry screen is the only Direct Service screen which allows entry of ER W emergency or Pregnant services 47 INSYST 9 1 User Manual Single Service Entry To do single service entry 1 Choose SERVICES from the Main Menu 2 Choose SINGLE from the Service Maintenance Menu to display the Single Service Entry Screen Figure 5 1 Figure 5 1 Single Service Entry Screen 3 Enter data in the following fields RU Enter the reporting unit number for your program and press Return The system validates the number and displays the program s name Client Number Enter the Client Number When all the data has been entered the system will display the name of the client At that time review the client name to be sure you are entering services for the correct client Date of Service Enter a date in the format MM DD YY You cannot enter a future date You must enter a date when the client s episode is open and the program operates Procedure Code Enter a three digit procedure code It must be a valid procedure for the program Staff Enter a staff identification number The staff number w
79. with the most recent listed first Address Maintenance Selection Client Number 566666666 HOLDEN CRUF IELD Account Number 21 May 8 9999 5 45 NE TAYLOR RD Apt 1 SAN FRANCISCO CR 94124 61 May 8 9999 9 135 E DUCK AY Apt 262 SAN FRANCISCO CA 94118 Confidential Information USER SMITH 2 records displayed Last page displayed Figure 2 12 Address Maintenance Selection Screen 26 INSYST 9 1 User Manual 3 Move through the list using the methods described in the section on Moving Through Lists in Chapter 1 Select address records to maintain by typing L lookup U update or D delete next to them When you have finished selecting records press Return Client Address Lookup If you entered a Client Number and entered L next to the address it is displayed in the Client Address Lookup screen Figure 2 13 You cannot change the data Press Return to display the next address or press N and Return to exit Client Address Delete If you entered a Client Number and entered D next to the address it is displayed in the Client Address Delete screen Figure 2 14 Enter Y at the Delete OK prompt and Y again at the CONFIRM prompt to delete the address Client Address Update If you entered a Client Number and entered U next to the address it is displayed in the Client Address Update screen Figure 2 15 Client Address Lookup Client 566666006 HOLDEN CRUF IELD
80. xis 3 Rxis 4 4 Rxis 5 48 Past 48 Axis 2 Axis 3 Living Situation Entry 99 Referral Source 01 Living Situation Exit Rdmit Hr 99 Disch Hr Employment Status Entry 16 Legal Consent 9 Employment Status Exit Reason For Discharge Referrals 7 7 Research Item Patient Location Effective Confidential Information USER SMITHD Figure 4 9 Episode Update Screen Press Tab to move through the fields and edit the data Press Return at any time to move to the Form OK prompt and enter Y to save the changes The system validates the data if there are errors it displays a message and returns the cursor to the field that needs to be corrected After you have updated the record press Return to display the next Episode selected for maintenance or if none are left to return to the Client Episode Maintenance Selection screen 45 User Manual INSYST 9 1 Episode Update Supervisor Authorization Authorized users can display the screen in Supervisor mode Figure 4 10 pot Episode Update Superv i sor Entered By MILLER_J PAUL PASTEL HCPC Last Changed 83 May 93 Client Number 153281 RU 21861 Last Service l May 93 Closing Date 85 20 93 Re open Episode 298 98 P Axis 2 UT1 89 S Axis 3 Rxis 4 4 Rxis 5 48 Past 48 Rxis 2 Rxis 3 Clinician ID 18888 Living Situation Entry 99 Referral Source l Living Situation Exit Rdmit Hr 99 Disch Hr Employment Status Entry 16 Legal Consent 3 Emploume
81. y Entry Screen but sometimes you should use the Single Service Entry screen Using the Single Service Entry Screen for Inpatient and other 24 Hour Programs Inpatient services are normally entered using the Daily Entry Screen but sometimes you should use the Single Service Entry screen N of When entering services in INSYST an enhanced edit feature will identify possible duplicate services within the same Reporting Unit The edit feature may determine a possible Medi Cal duplicate service when claimed to DMH Consult with providing Clinician to determine the appropriate override code The service entry screen will now propose an override code and display the 3 allowable override codes 59 Distinct Procedural Service 76 Repeat Procedure by the Same Person 77 Repeat Procedure by a Different Person Daily Service Entry You can enter services for all the clients in Day Treatment Inpatient and Residential programs using the Daily screen To do daily service entry 1 Choose SERVICES from the Main Menu 2 Choose DAILY from the Service Maintenance Menu to display the Daily Service Entry screen 3 Fill in the fields at the top of the screen e Service Date The default is the current date but you can also use a past date if there are services still to be entered for that day 50 INSYST 9 1 User Manual yr pott pott e RU Enter a Reporting Unit Number If it can enter services using this Screen the name of the

Client Messages - Alameda County Behavioral Health

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