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How to Use the CYSHCN Data System User Manual

1. ACP Option Menu Y eu Home caer Teddi e HCP CHA Sunday September 23 2011 Main Social Determinants of Health Click on the gray line to open the Family ia Percent of Poverty pane Click here ep Add New to open z ee ee Percent of Poverty the data Address entry Action Plan Wo Percent of Powerty Records Entered a screen Assessment Add New Intake Interview Then click on Add New to see the entry screen CYSHCN Data System Help Desk 303 692 2384 Page 60 of 97 CYSHCN Data System To determine the family s percent of poverty enter data into the three orange highlighted required fields Social Determinants of Health Year 2011 Number of Adults in Child s __ Household w Number of Children in ay Child s Household Annual Income in Child s ss eam tC Ci After you enter the data the system will calculate the percent of poverty and records the date and who updated the screen CYSHCN Data System Help Desk 303 692 2384 Page 61 of 97 CYSHCN Data System ES y Bear Taddi xx O ome 80 Litt HEP CHP Social Determinants of Health Percent of Poverty w Year 2011 Number of Adults im Child s Household Number of Children in Child s Household Annual Income in Child s Household Y Poverty Record Information 9 25 2014 3 40 00 PM Updated jdoe Updated eS 9 25 2011 eer 3 40 00 PM SUCCESS Health Informatics Da
2. A Home Condition rm Allergies severe Arthritis or other joint problems 3 Asthma Attention deficit disorder or attention deficit hyperactivity disorder ADD or ADHD Autism Spectrum Disorders including Aspergers syndrom pervasive developmental disorder or other autism spectrum disorder Blood problems such as anemia sickle cell disease hemophilia Brain injury aquired Brain injury traumatic Cardiac defect Cardiac disease Cerebral palsy Chromosomal disorders amp genetic syndromes other than Down syndrome Chronic ear infections Circulatory system problems excluding cardiac problems i Cleft lip and or palate Congenital anomalies Connective Tissue Disorders such as osteogenisis imperfecta Cystic fibrosis Degenerative neuromuscular disorders including muscular dystrophy Developmental delay global Developmental delay cognitive Developmental delay motor Developmental delay speech a Developmental disability ES Diabetes Down Syndrome Eating disorders Endocrine disorder other than diabetes Prema Ar A Almora Se eee lll Select a condition from the drop down box You may proceed to enter a diagnosis category and or a diagnosis type beneath the condition box CYSHCN Data System Help Desk 303 692 2384 Page 71 of 97 CYSHCN Data System a Small Jack x Bear Teddi x Ln Home 21 80 HCP DCP HCP CHP Condition Select Cardiac disease Diagnosis Category Type
3. ma E Integrated Data System 1DS Train Menu Buttons 8 anemoesz Toolbar hs HOME SEARCH REPORTS Jane Doe Option Menu v Friday October 7 2077 P mar Home 1 Search y Personal information Reports Personal Information Site Access Username jdoe Site First Name Jane CDPHE Health Care Program for Last Name Doe Children w Middle Name Ann Denver DHCP Email cjlow625 qgmail com Last Changed 9 15 2011 10 24 07 Password PM E rere A Bedale Agreement Change Your Password A Security w Accordion Toolbar Options Ze Pane Manage Favorites W Each of the gray bars going across the screen in the Accordion Pane shown above opens up one at a time to allow you to change other options CYSHCN Data System Help Desk 303 692 2384 Page 17 of 97 CYSHCN Data System Change Password To change your password click the down arrow on the right side of the bar Your password must conform to the standards for passwords that appear under the Confirm New Password entry box New password MUST be in a format of alpha numeric values that is at least 7 characters long and has at least 1 non alpha numeric value E g 1 2 3 4 Non alpha value number Type in your old password and your new one Type in the new password again to confirm Click on to save the change some seamen erore Personal Information T Change Your Password 7 Click here to reset your
4. Circulatory System 390 459 9 Conditions Originating in Perinatal Period 760 7 79 9 Congenital Anomalies f40 759 9 Digestive System 520 5 79 9 Diseases of Blood amp Blood Forming Organs 280 789 9 E Codes External Causes of Injury and Poisoning E01 E999 9 Endocrine Nutritional and Metabolic Diseases and Immunity Disorders 240 2799 Genitourinary System 580 629 9 Infectious and Parasitic Diseases 007 139 8 Injury 4 Poisoning 800 999 9 Mental Disorders 290 319 Musculoskeletal amp Connective Tissue 710 739 9 Neoplasms 140 239 9 Nervous System amp Sense Organs 320 3899 Pregnancy Childbirth amp Puerperium 630 677 Respiratory System 460 519 9 Skin amp Subutaneous Tissue 680 709 9 Symptoms Signs amp lll Defined Conditions 780 799 9 VW Codes Factors Influencing Health Status amp Contact with Health Services VO1 V62 9 Select the diagnosis category from the drop down list and click on to save You may also enter a more specific diagnosis type by opening the Type drop down list and selecting an option CYSHCN Data System Help Desk 303 692 2384 Page 72 of 97 Closing a Client Record When you are ready to close an active client open the client s record Click on Update CYSHCN Data System s A baca test XxX ESOTO ari d aml io FN ACP Option Menu a t Home 2465 367 Click Here to Uodate Client L HCP BAC E OR CTD EPR en P OCP 4 Record Pending System Messages r JEFFCO FN DOB 1 1 200
5. Close this Yes No Case Case Closed After Dres Ono Information CYSHCN Data System Help Desk 303 692 2384 Page 47 of 97 CYSHCN Data System lf the Date Intake Completed is not entered you will see an error message Interview Date 1013 2011 H HOW ala army Meal SAVE FAILED Health Informatics Data Systems 1 57 PM Date Intake Completed is Required to Close Case The system will take you back to the Intake Interview screen where you can enter the completed date When all the required data has been entered you will be able to save the file CYSHCN Data System Help Desk 303 692 2384 Page 48 of 97 CYSHCN Data System Family Answers No to Information Only If you mark No to the question Client Requesting Information Only move down the screen to answer the Interview Questions 1 through 3 which must be entered for all clients ALA Pending System n Intake Interview Save Information cars Monday September 2 Main Family Information ep ee interview Date 09 26 20 HS How did family Family A 1 it sei en Ae hear about answers psPital Colorado Y GALLEGOS BARRIOS Contact Method LPHA Office Visit HCP No ala Cuerdas Famil 0 Address pioke Completed StafflastName StaffFirstName Nurse v ler aor here REYA Other Action Plan Date intake Client i Requesting ES Assessment Completed hia Yes No Required to En Information
6. ckwernel resell fae eg ne a ee aie ES on Complian Created 9 17 2011 3 39 38 PM Docaasad Dont Know Not Sure Refused CYSHCN Data System Help Desk 303 692 2384 Page 75 of 97 The record now shows the client as Inactive HCP Option Menu baca test TEST NBH Home 465 367 HCP BAC NEH CNH AY Pending System Messages JEFFCO FN DOB 1 1 2000 11 yo 50 Update Friday October 14 2011 HCP Denver DHCP Main Family ar Add New Address CYSHCN Data System Updated Lion Fierce JeffCo FN ree 50 client OQ In Active gh Add to Favorites Inactive clients will appear in the Search Results window with the red Inactive symbol and only if the All Status box was checked before clicking on Search Reopening a Client Record Reopening a client record is just a reversal of the closing client process baca test TEST ye e a PELE ea cy Click Here to Update Client Record JEFFCO FN DOB 1 1 2000 11 yo 50 Update HCP Denver DHCP CO FN AL IP DCP In Active Add to Favorites When you click on Update and enter the update screen you will check on the Active box to reopen the record The Inactive Reason field no longer appears on the screen CYSHCN Data System Help Desk 303 692 2384 Page 76 of 97 CYSHCN Data System Check this box to reactivate the client and click Update to save Client Last Name First Name Middle Mame Birth Date Re
7. Announcements CYSHCN Data System HCP program announcements will appear when you click on the Programs Supported Children and Youth with Special Health Care Needs link found on the CYSHCN log in page PROGRAM ANNOUNCEMENTS Children and Youth with Special Health Care Needs In Colorado there are an estimated 162 000 children ages 1 14 with a special health care need That number represents 17 6 of all children between those ages within our state One or more of them may count on you for the care they need Whether you are caring for one child or working to improve care for an entire community HCP can help Vision will be valued integrated and thriving Mission To ensure that children with special health care needs have the opportunity to grow learn and develop to their highest individual potential HCP focuses on care coordination developing improved systems of care and providing specialty and diagnostic clinics throughout the State of Colorado Helping families evaluate ther needs Connecting families with community services Assisting families to coordinate health care Systems Ease of Use Helping improve systems of care Promoting a Medical Home Approach Facilitating easy 200655 to Services Clinics HCP Diagnostic and Evaluation Clinics HCP Specialty Clinics To enter the data system simply click on Active Application Login CYSHCN Data System Help Desk 303 692 2384 Page 88 of 97
8. Data System Help Desk 303 692 2384 Page 42 of 97 CYSHCN Data System And select the family member asking for the information from the list of family members Intake Interview Information How did family hear about HCP Family Member Interview Date Home Wisit Date Intake Completed aes Required to Complete Contact Method Client Requesting Information Only Describe lemta lem limitar ima lo ml If the family is only requesting information mark Yes Information How did family hear about HCP Family Member Interview Date Home Visit Date Intake Contact Method Client Requesting Information Only CYSHCN Data System Help Desk 303 692 2384 Requested Information Save Information Early Intervention Bear Mama Mother se Bear Mama Mother Bear Daddy Father For Information Only click Yes Early Intervention Bear Mama Moth Yes Ono Page 43 of 97 CYSHCN Data System Upon clicking yes a list of HCP resources pops up Mark all of the appropriate boxes and select the staff person from the drop down list who is providing that information Requested Information Describe information Gwen to Family Choose all that appty Select all types of information given to family dl PORO OY LI Community Services CI Devetopmental Screenmg CI Financial Assane CI insurance L Menta B
9. Desk 303 692 2384 Page 32 of 97 CYSHCN Data System New Client Registration Wizard We call the process of entering a new client a Wizard No data is saved into the data system until you have gone through the wizard and clicked on Finish after Step 4 Use the tab key and your mouse to navigate through the wizard steps Step 1 Client When you want to add a new client after searching you will see that the criteria you typed into the search screen are already recorded in the client information screen NOTE You can edit the pre populated data here or click close in the bottom left corner to close the screen without saving any information In this situation you will lose any data you have entered To proceed with registration fill out all of the other fields for which you have the information The more data you input the easier it is to ensure a unique client record Remember to select a response from the drop down list beneath the first name identifying whether or not the client is of Hispanic ethnicity Click To Summary to exit wizard Make sure to click on Finish on Summary screen to save data NEW CLIENT REGISTRATION ep i Client l Sten 2 Family Members Step 1 Client Information Step 3 Address Last Name First Marne Click Johnson Click Next to here continue adding to Birth Date a fie Ethnicity Hispanic data close client Page 33 of 97 CY
10. details Thursday October 20 2011 Notification of the notification Main Category Reason Type Updated Family View Notitigs 101012011 Wiew ed Transfer between HCP Sites Transfer Notification tussr on Add New View Notification 1010 2011 Please View Transfer between HCP Sites Transfer Motification TUSER Click here when you view the notification jee ee ee A A Mark as Viewed HOP TrCounty Health Dept 10 20 2011 93200 AM tuser 10 20 2011 93200 AM LA A A a A A A A A a a a a a A vc a i ine a A a hm it a is ie inst a eh Vt a gt i gt iii in i gt a hh a a Select when you have read the notification CYSHCN Data System Help Desk 303 692 2384 Page 80 of 97 CYSHCN Data System Colorado Responds to Children with Special Health Care Needs CRCSN The Colorado Hospital Association releases data to the state every month on children who have been discharged from the hospital with a diagnosis of a reportable condition If a child s family lives in your site s territory your office will receive a system notification The Pending System Messages symbol alerts your office that you have notification s Personal Information You have notifications to check when you see this symbol Click on the Pending System Messages symbol to view your site s notifications Click on Load to open the client s record acia CYSHCN Data System Help Desk 303 692 2384
11. move through the system Do not use the directional arrows on your keyboard as using them will take you back to the home page o F11 To make the screen larger you may want to display it in Full Screen mode Click on F11 to hide the web browser toolbars When you need to access the toolbars again click on F11 again to return to the normal view o NEVER use Toolbar back and forward E arrows at the top left of your screen Using the arrows will close the CYSHCN Data System You will need to re open the system and log in again to continue entering data o The CYSHCN Data System times out after a period of inactivity If you sign back into the system within 20 minutes from the time the system locks you out you will still be on the screen you were last working on If the time out period is greater than 20 minutes you will return to the system s Home screen o When you have finished your session on CYSHCN log out of the system by clicking on Logout CYSHCN Data System Help Desk 303 692 2384 Page 15 of 97 CYSHCN Data System Integrated Data Systems Screens The CYSHCN Data System is one of the data systems in the Colorado Department of Public Health and Environment s Integrated Data Systems IDS When you first open the system the system will open the Home screen the first option on the menu CYSHCN Data System Help Desk 303 692 2384 Page 16 of 97 CYSHCN Data System Home FAVORITES LAST 10 CLOSE ALL TABS
12. need to make edits click on previous button to return to the data entry screen which contains the data you must correct When you have made all your edits click through the screens by clicking on Next until you return to the Summary NEW PATIENT REGISTRATION Step 1 Patent Step 2 Family Members Summary The following Patient is about to be added Finish Last Name Middle Name First Name Suffix Gender Francken Dobbins Raul Male DOB Origin Ethnicity Hispanic Site 05 17 2011 NO Family Members Last Name Middle Name First Name Suffix Gender DOB Relationship Language Guardian Francken Charie An Jr Male 08112011 Father English YES Address Street City State Zip County Primary 1234 Main St Dry Colorado 20000 Baca YES Important Click Finish Relationship Contact Type Contact Preferred to Save Alvin Francken Father Email aci mail com YES Chick Finish to add Patient into the database Note To save the data you must click to return to the Summary page and then click Finish Hitting Close or will delete all the data you entered for this client s registration before completing these steps CYSHCN Data System Help Desk 303 692 2384 Page 39 of 97 CYSHCN Data System When this message pops up you have successfully saved the client s registration You may click on Load Client or Add New Client here Client Account was successfully C
13. password mni Security 7 Toolbar Options T Manage Favorites z CYSHCN Data System Help Desk 303 692 2384 Page 18 of 97 CYSHCN Data System Once you complete these steps a pop up box will indicate that your password has been changed successfully Click here to close pop up box Click on OK to close the pop up box and return to the Home screen Wome search REPORTS provipers Home Screen Thursday August 11 2011 Search Providers CYSHCN Data System Help Desk 303 692 2384 Page 19 of 97 CYSHCN Data System Security To update your security question click on gray the security line Enter your password select a new question and type the answer Click on to save nome sean wos J Click here to update your security question Jane Dos Option Manu Y Tesey Deber 11 ATT Search Reports Personal information 5 Change Your Password 5 Security ss Password k Securty Question What Was the name of your hometown newspaper vi Security Anmar pees ety me ees Toolbar Options a Manage Favorites 7 CYSHCN Data System Help Desk 303 692 2384 Page 20 of 97 CYSHCN Data System Toolbar Options You have several different toolbar options that you can add to your toolbar Click on the downward arrow on the Toolbar Options line Then click the boxes that you want to have visible in the toolbar and click on Update
14. provdng Care Coordmabon services for Gold at ths time Yes gt Who ese s proveding Care Coordmaton Private Agency a Please make sure to answer this question Dont Know Not Sure 3 amp the current amount of Care Coordmaton Goki 5 recewmg sufficient to mp _ Gr all of your famiy s needs Do you want to proceed to Intake Interview Questions 4 167 CYSHCN Data System Help Desk 303 692 2384 Page 45 of 97 CYSHCN Data System If you mark No to question 2 question number 3 will not appear Interview Questions 1 Does JORDAN need Care Coordination services 2 ls anybody else providing Care Coordination services for JORDAN at this time Do you want to proceed to Intake Interview Questions 4 16 O Yes O No If you mark No to the question Do you want to proceed to Intake Interview Questions 4 167 the system asks you if you want to close the case Click on before moving on The system will ask if you want to close the case CYSHCN Data System Help Desk 303 692 2384 Page 46 of 97 CYSHCN Data System Do you want to proceed to Intake Interview Questions 4 16 Yes No Case Closure If you mark Yes please answer the following questions that pop up in the red box If you do want to close the client s case scroll back to the top section of the form and fill in the Date Intake Completed box before you click Case Closure Do you want to
15. s Hospital Colorado Y F GA a ct Method LPHA Office Visit Y HCP Address Completed MY GALLEGOS BARRIOS MIREYA Other Y Action Plan ote intake e lla Assessment Completed ee O Yes O No Required to Hee Information Intake Interview Complete Intake declara Locks Enter the Date Intake Completed as the nterview last step of the Intake Interview Communication Contact Information CYSHCN Data System Help Desk 303 692 2384 Page 41 of 97 CYSHCN Data System Select how the family heard about HCP from the drop down list ia a FAVORITES LAST 10 CLOSE ALL TABS te ArT Ty Ls a AON os ary Select how the family heard about HCP Bear Mama Mother Information aida How did family h ou Interview Date tow did family hear APA Action Plan about HCP Early Intervention Assessment Taa ii dalla de E Family Member Children s Hospital Colo Intake Interview Intake Completed By Client Requesting Communication Date Intake Information Only elena ae Completed Requested Informat ESOT Contact Information Required to Complete oa Describe oe A ol Intake Interview Locks al Family Voices Colorado Condition iene Information Given Friend Neighbor IDs to Family Human Services Choose all that Medical Provider Insurance apply Other Community Partner Notification EE school Race Self Family Member Don t Know Not Sure SDoH Refused Trancfar CYSHCN
16. suspected or actual unauthorized access to the Colorado Department of Public Health and Environment point of contact that manages the information will mot share my password with any other person wall mot leave my password around my computer or where another person might easily kecate it will change my password periodically and if suspect it has been compromised will set up my passwords according to department guidelines for length and content understand that this is a shared fate environment Moy fellow users and clients may be affected or confidentiality compromised by the activities of other users Preventing Such activity is the shared responsibility of alll Users agres to access anhy the information me d to de my job and mot to access of attempt to access files that am mot authored to wee will mot browse or otherwise wee files of programe that exceed what is the minimum necessary to de my job My use and disciosures of information will be consistent with those permitted by the federal Health Insuranos Portability and Accountability Act of 1956 HIPAA ard other applicable laws and rules agree mot to discuss confidential information or to provide copies of confidential reports regardless of how or where aoquired to amih members friends professional colleagues other employees other clients of any other person unless such person has been authorized to hawe access to that information lf unsure who is authorize
17. the current amount of Care Coordination Jack is recervng sufficient to meet most or all of your family s needs Yes No Do you want to proceed to Intake Interview Questions 4 167 Don t Know Not Sure Refused gt ome But Not Enough Do you want to proceed to Intake Interview Questions 4 16 O Yes O No Answer the question Do you want to proceed to Intake Interview Questions 4 16 either Yes or No If the family does not need care coordination services click on the No button If the family is undecided or you want to collect more data click on the Yes button Then click on to keep to escape Thirteen additional intake questions pop up Please answer all the questions selecting your response from the drop down lists CYSHCN Data System Help Desk 303 692 2384 Page 51 of 97 CYSHCN Data System 4 A personal doctor or nurse is a health professional who knows Goldi well and is familiar with Goldi s health history Do you currently have someone you think of as Goldi s personal doctor or nurse 5 In the last 6 months did you or any doctor or nurse think Goldi needed to see a specialist for his her medical condition s Specialists are doctors like geneticists surgeons heart doctors neurologists allergy doctors or any other doctor that specializes in one area of medical care 6 Was getting Goldi in to see a specialist or other medical provider a 6 problem for any reason an 2 I
18. to Save FAVORITES LAST 10 CLOSE ALL TABS LOH 2 Integrated Data System LIDS Training ay wome E E Click here to update your toolbar options Jane Dos Option Menu y 7 Search Personal Information Reports Change Your Password Security Toolbar Options Seject Toolbar Items Choose up to amp tems Last 10 Close All Tabs El Communication El Address E Contacts Ol Providers Manage Favorites AA CYSHCN Data System Help Desk 303 692 2384 Page 21 of 97 CYSHCN Data System Manage Favorites The last option on the Home screen is Manage Favorites Here you will be able to add or delete favorites FAVORITES 2 Integrated Data System IDS Training prere 1 Mii Jane Doe Option Menu 7 a VA sy Deber 11 2011 Search Reports Personal Information Change Your Password Click here to open Manage Favorites Click here to add a new Favorites Folder e Create a Favorites Folder Folder Mame Close You can add as many folders as needed CYSHCN Data System Help Desk 303 692 2384 Page 22 of 97 CYSHCN Data System To add a client to the folder go to the client s record and click on Add to Favorites FAWORITES CLOSE ALL TABS PS Integrated Data System 1DS Training HOME HCP Option Menu Wednesday October 12 2071 Bear Teddi 80 HCP CHP Main BEAR TEDD bob 1 1 2008 3yo Female 80 Update Y Active Fa
19. 0 Intake Interview Complete Intake Li Only Interview Locks Communication Interview Contact Information If you mark Yes to question 2 another box appears asking you to identify who else is providing care coordination services for the client If you answer No move on to question Do you want to proceed to Intake Interview Questions 4 16 CYSHCN Data System Help Desk 303 692 2384 Page 49 of 97 CYSHCN Data System Question 2 asks about other care coordination services the client is receiving When you answer Yes a pop up appears asking you to identify the care coordination provider from the drop down list Interview Questions 1 Does JORDAN need Care Coordination services Jee sal 2 ls anybody else providing Care Coordination services for JORDAN at this time Yes e Who else is providing Care Coordination Early Intervention BOCES 2 arly Intervention BOCES o Family Voices Colorado gt o receiving sufficient to meet most Friend 3 Hospital Medical Provider Other LPHA 54 16 O Yes No Private Agency school Self Or Family Member a Don t Know Not Sure Refused CYSHCN Data System Help Desk 303 692 2384 Page 50 of 97 CYSHCN Data System Next select a response to Question 3 from the drop down list interview Questions 1 Does Jack need Care Coordination services 2 ls anybody else providing Care Coordination servces for Jack at this time 3 ls
20. 0 11yo 50 Update Y Active Friday October 14 2011 HCP Denver DHCP Main YE Add to Favorites Family Gr Add New Address CYSHCN Data System Help Desk 303 692 2384 Page 73 of 97 CYSHCN Data System The following screen opens TEST NBH 367 NBH CNH Lion Fierce 57 HCP DEP y To close the client s record click on the Active box to remove the check A os Home Client Last Name First Name Middle Name n mark When you 5 click on Update the record will be closed Birth Date 01 01 2000 H Active A _ Hispanic Ethnicity x Record Information Updated 0 17 2011 3 40 00 PM Updated By ckwernel Delete CYSHCN Data System Help Desk 303 692 2384 Page 74 of 97 CYSHCN Data System The system will ask you to enter the reason the case is being inactivated Select the reason from the drop down list in the Inactive Reason field and then click on Update to save A baca test xl TEST NBH x Lion Fierce lx JeffiCo FN x A Home 465 367 a 97 50 aan HCP BAC NBH CNH HCP DCP HCP OCP Client Last Name First Name Middle Name Suffix Gender A e Ye rl FN Lo Bl Bih Dat ovon Ace o Hispanic Ethnicity a Inactive Reason Over Aged vi lat ENE Family Request Record Information Refused Further HCP CC Updated 9 17 2011 3 40 00 PM Transferred CC To PCP Medical Home Updated By
21. 1 17 00 AM Updated By cjlow Created 1041412011 11 17 00 AM Contact Information Delete Condition IDs lne rari CYSHCN Data System Help Desk 303 692 2384 Page 68 of 97 CYSHCN Data System Enter the date of the review and the name of the reviewer from the drop down list Action Plan intial Plan Completed E Prentiss Paula Family Coordinalt Date Action Plan Reviewed Click Add to Action Plan Reviewed By save You will receive a message that the record has been saved SUCCESS Health Informatics Data Systems 8 23 AM Record has been added Clicking on OK takes you back to the Action Plan screen CYSHCN Data System Help Desk 303 692 2384 Page 69 of 97 Condition To record a client s condition click on Condition on the HCP Option Menu Click on Add New N smali macke fre nra a HCP Option Menu v ja P Home ls _ a Tuesday September 27 2011 Click Here to Add New Record T Main d Family Condition Add New gP Add New No Records Found Address Action Plan Assessment Intake Interview Communication Click here to enter client s Contact Information condition FIQ Condition Click on Add New to open the screen CYSHCN Data System Help Desk 303 692 2384 CYSHCN Data System The Condition screen will pop up Page 70 of 97 CYSHCN Data System Bear Teddi 80 HCP CHP Small Jack 21 HCP DCP
22. CYSHCN Data System Transferring a Client to Another HCP Site To transfer a client to another HCP site start by searching for the client 2 ac areal lity Agreement CYSHCN Data System Help Desk 303 692 2384 Page 89 of 97 CYSHCN Data System Enter your search criteria and click on Search When the client appears click on Load Client Search Client D Dan site Man Status Birth Date Phone Number il MN Bi p Fim Name Last Hame is Click here to ID Types ID Click 5 Ne search Type here to load client record HCP CDPHE Health Care Program for Children with Special Needs CYSHCN Data System Help Desk 303 692 2384 Page 90 of 97 l HCP Option Menu _ HGP Option Menu e aay Tego x HEF CHE Faday September 22 2071 in F Mai BEAR TEDD 008 1 1 2008 yo Female 580 Update Family HCP COPHE Health Care Program for Children with Special Needs op een Primary Address r 333 Den Rd z z Sleepy Hollow Colorado 0000 Address County Adems Action Plan Assessment Intake Interiew Communication Contact Information FIQ Condition IDs Insurance Notification Race SDoH Transfer Select Transfer from the HCP Option Menu CYSHCN Data System Y Active w Add to Favorites Sii ani P Bear Ted m hos ula PP y d i Home 080 Friday Seplember 22 2001 ES CHF Main Fami
23. Health Care Program por children with Special Needs together we li find the way Version 1 November 1 2011 CYSHCN Data System User Manual Colorado Department of Public Health and Environment Page 2 0f 97 CYSHCN Data System Table of Contents VEO O UCTIOM entabla 5 How to Use the CYSHCN Data System User Mianla lesa rada 5 TENS CAE Crete gaia a ae A asics a Vale dns ic ve nce cc safc alo datas nc se Shc dlc ides sila dc AAA AAA A 6 REGUCSTIUVSCrACCOUNT arabe 7 CDPHE Data Security Use and Confidentiality Agreement iii is 10 Moving ThrOUe the Data Sy stO Mn ee N AN 14 Shortcuts ana Helptul clitoris ind 14 Integrated Data Sys temo ocre ens iia 15 Chan Se Pass WO Uni AA AAA ds 17 SA e debi ee yee 19 TOODI OPON aea odo 20 Manage EVO tesina AAA AAA A ene enema eae 21 SL EE PO O AO 23 Adame EVOO yee osos 25 NS SPUN AO Scat A 26 HEP ODtIOMAVICMUPOR Tee a 27 Care COOK ICN ONIN praia ais 28 CYSHCN Data System Help Desk 303 692 2384 Page 3 of 97 CYSHCN Data System Care Coordination Flow Enart av 28 A E 29 New Client Registration Wiza Dai AAA 32 o In e EE o eS eee ee ee 32 Step 2 Faqulv Member essa ias 34 SEP SS Addres A EI AAA ENE AAA ADE A dan IEA AAA 36 Step 4 Contact MOr mato ania a a a a R a 37 SUMINIST 38 Care Coordination Intake Nte vieW rene s annem trier A toate irs en nner ers Aree pnenrt otenr rs nNOS Aer Pee een he nner er ee ne ne 40 Family Answers Yes to lnformaton ONIY e ot iad dened
24. NTACT ABOUT SITEMAP i LEARN MORE 7 b seas dr af and n ABOUT OUR PROGRAMS are Needs iy Newbom Hearing NEED MORE INFORMATION ie Newbom Metabolic CONTACT OUR STAFF TCH Metabolic Clinic l gt TCH Sickle Cell Clinic Zia gt F tal ee NEED ACCESS TO YOUR A PROGRAM REQUEST HERE 4 hal i i y 9 PROGRAM INFORMATION ACCESS YOURPROGRAM A _ Username To log in please use the right hand login box All programs have their own informational pages and can be accessed with the j below links i Password Programs Supported ina Children and Youth with Special Health Care Needs PLA Mewborn Hearing MNewborn Metabolic CHE Metabolic Clinic CHC Sickle Cell Clinic Can t access your account Request a New User Account By logging on to this site you agree to abide by the security Policy The Children and Youth with Special Health Care Needs CYSHCN Data System collects data related to HCP Care Coordination services CYSHCN Data System Help Desk 303 692 2384 Page 14 of 97 CYSHCN Data System Moving Through the Data System Shortcuts and Helpful Hints o Required Data Required data fields in the data system have an Orange background If you try to save the screen without first completing the orange fields you will receive the following message either on the screen itself or in a pop up box Required Entry Required Field Missing name of missing field o Use the Tab key or your mouse to
25. Page 81 of 97 Foday October 14 2011 Main Family ofp Add Mew F Address Action Plan Assessment Intake Interview Communication Contact Information Condition IDs Insurance Notification SDoH Transfer Click on Notification PEF EA PF THI Notification Category te Action Reason View Notification 02 04 2011 Please Reply Notification Unknown Chiki Click on View to see the details of the CRCSN notification CYSHCN Data System Help Desk 303 692 2384 CYSHCN Data System Type equals CRCSN Notification ated J CRCSN Notification NEST i Page 82 of 97 The following is a typical CRCSN notification record Notification Date 2 4 2011 Type CRCSN Notification Source Reason Notification Unknown Child Duration Family Member Result Notes Admitted Date Feb 4 2011 Hospital Medical Center of Aurora South Days in Hospital 003 ICD9 Code 755 01 1CD9 Description Limb polydactyly fingers Admitted Date Feb 4 2011 Hospital Medical Center of Aurora South Days in Hospital 003 1CD9 Code 755 02 ICD9 Description Limb polydactyly toes Record Information Updated 9 16 2011 12 21 00 PM Updated By NEST Created 0 16 2011 12 21 00 PM Successful HCP Notified Click here to document follow up to the notification a ee ee ee Reply to Notification ee ee ee PO O PF PS PO DS PS PS SS ee SF When you have complet
26. Race Single Parent Household Yes B Click Here to Enter Race Age Range of Biological Mother leones M Highest Education Level in Childs Household Record Information Click on the text to enter race of client Sth Grade OrLess i Updated 925 20113 16 00 PM Updated cea By jdoe 9 25 2011 3 16 00 The system opens the following screen HGP Option Menu Y Pa fen Teas y i j r Sundiy September 25 2011 Click on Add New Main Farnily Race Add New ap dd New No Records Found CYSHCN Data System Help Desk 303 692 2384 Page 58 of 97 CYSHCN Data System Select an option from the drop down box and click on to save ie H i E 7 Francken HCP Option Menu Ai Home Raul D a 136 Wednesday September 7 2011 Deo ie Main Race Family Race GP Add New Furter Bertha Mother American Indian Alaskan Address Other Contact Information SUCCESS Health Informatics Data Systems 4 28 Y Record has been added Click OK to return to the Race screen Click on any subject on the HCP Option Menu to leave the Race screen Click on SDoH to complete the percent of poverty section CYSHCN Data System Help Desk 303 692 2384 Page 59 of 97 CYSHCN Data System Percent of Poverty Enter Income information to determine the percent of poverty of the family from the Social Determinants of Health screen Click on the Percent of Poverty line
27. SHCN Data System To continue adding data about the client using the wizard select to move to the Family Members screen If you plan to add the rest of the data later you can exit the wizard However to save the client information you must select and select Finish on the Summary screen Failure to select Finish will delete all the data you entered after moving from the Search screen Please see page XX for further instructions CYSHCN Data System Help Desk 303 692 2384 Page 34 of 97 CYSHCN Data System Step 2 Family Members Enter the client s family members in this screen Fill in as many fields as you can and click on Add Family Member to save Continue to add as many family members as you wish by clicking Add Family Member to save each entry When you have entered everyone click on to proceed to the next screen NEW CLIENT TRATION step 1 Client EW CLIENT REGISTRATION Step 2 Family Members Step 2 Family Member Information Last Name First Name Middle Name Legal Guardian 2 Relationship to Client e Add Family Member Note If you accidentally click instead of Add Family Member the system will ask you to validate the entry as shown in the next screen print Select to save Click if you do not want to add another family member Validate Entry F You have entered a family member without adding it to tha member listing to be inserted Do you want to Add it and Continue If you clic
28. XP or Windows 7 Open your internet browser MS Internet Explorer 7 or higher and go to https www phi dphe state co us Nonauthenticated IDS default aspx to access the Colorado Department of Public Health and Environment Health Informatics Data Systems home page The data system is web based so you can access it from any computer with internet capability Using an IBM compatible browser e g Firefox allows the program to run reliably If you prefer Safari for example which is not IBM compatible it may not run properly The Colorado Department of Public Health and Environment only supports Microsoft software CYSHCN Data System Help Desk 303 692 2384 Page 7 of 97 CYSHCN Data System Request a User Account Before you can enter data you will need to request a new user account by clicking on the Request a New User Account text below the log in box shown below Click on Children and Youth with Special Health Care Needs at the top of the Programs Supported to begin In this manual we show you screen examples with descriptions of the information to be entered on each screen i WI h OIT i mo 4 j i TCR EN E Chi ic Family Planning NEED ACCESS TO YOUR P a EE S PROGRAM REQUEST HERE PROGRAM INFORMATION To log In please use the right hand login box All programs have their own informational pages and can be accessed with the B ks SSS below links Programs Supported Click here to be
29. ain Family GP Add New Address Action Plan Assessment Click Action Plan to begin Enter the date you completed the action plan with the client s family and select the person completing the assessment from the drop down list CYSHCN Data System Help Desk 303 692 2384 Page 66 of 97 CYSHCN Data System Click on when you are ready to save TEST NBH x 367 NBH CNH Date Initial Action Plan Completed A baca test w nP Home 465 HCP BAC Action Plan Click here to save Initial Plan Completed Bv entiss Paula Family Coordinatits A message that the record has been saved pops up Click here to close message SUCCESS Health Informatics Data Systems 8 23 AM YA Record has been added Clicking on OK takes you back to the Action Plan screen CYSHCN Data System Help Desk 303 692 2384 Page 67 of 97 CYSHCN Data System When it s time to review or update the action plan click on to enter your data HCP Option Menu A eee o test rd NBH x HCP BAC NBH CNH A Pending System Messages Friday October 74 2077 Action Plan Date Initial Action Plan Completed Main F 7 Initial Plan Completed By Prentiss Paula Family Coordinate amiy Click here to add Sp Add New Action Plan Review action plan review Address Currently No Reviews Action Plan Assessment F Intake Interview Record Information Communication Updated 10 14 2011 1
30. ame Test Three o the bottom of the screen When searching make sure to check the appropriate box es shown here i Client Search Client Ibe Y Load in FirstTab YAN Site Mali Status l Birth Date Bey Order v Phone Number if you F Last Name First Name i test need to ID Types vi ii add a Relationship Search new Type w client Last Mame First Name click here Search Results ID LastName First Name Program DOB Relationship Created By Status Load Load 115 test HCP COPHE Health Care Program for Children with Special Needs 01 01 2001 gpturtle ACTIVE client Load 123 test HCP CDPHE Health Care Program for Children with Special Needs 09 28 2011 gpturtle pas Transiter 228 test HCP Dolores County Public Health 0929 2011 gpturtle ACT eee If your new client is not one of those on the list select Add Client to create a new child s file If your client does appear as a client in your site click on Load to the left of her his client ID CYSHCN Data System Help Desk 303 692 2384 Page 31 of 97 CYSHCN Data System NOTE If your client does appear but in another HCP site you will need to request that the existing site transfer the client to your site in the data system If your new client is not one of those on the list select Add Client to create a new child s file CYSHCN Data System Help
31. ata collected for assessment planning evaluation reporting and contract monitoring Entering care coordination data in the CYSHCN Data System is an HCP contract requirement How to Use the CYSHCN Data System User Manual It is important for new users of the CYSHCN Data System to review this manual before entering data This manual is a guide to navigating the data system and entering data Training from state and regional HCP staff and archived webinar presentations are available to help staff learn to use the data system and to understand the HCP care coordination model New HCP staff must receive training on both the data system and the HCP care coordination model in order to obtain a user name and password for the CYSHCN Data System If you have difficulty reading the text or screens in this manual use the zoom on your tool bar under View to increase the size of the text and screens for viewing Some HCP offices enter data into their own agency s data system and send monthly 3 party extract files to CDPHE that are uploaded to the CYSHCN Data System Contact the Help Desk if your agency is interested in discussing this option Also call the Help Desk for help with passwords getting started and for questions about entering data CYSHCN Data System Help Desk 303 692 2384 Page 6 of 97 CYSHCN Data System GETTING STARTED Welcome to the CYSHCN Data System CYSHCN pronounced shin The program runs on Microsoft Windows
32. ation Provide family CYSHCN with information Only Provide HCP Care Coordination per Action Plan r Yellow Components of Care Coordination Green Date Fields Blue Information Only Path White Client Interaction CYSHCN Data System Help Desk 303 692 2384 Review Update Assessment Review Update Action Plan Information Only CYSHCN Data System Page 29 of 97 Registering a Client Click on the tab to begin registering a child METIO ETA REPORTS Click here to search fora client Jane Doe Option Men Y7 r JF AA Aa EDEMA de Pani gi Search i x Personal Information Reports CYSHCN Data System Use the SEARCH button to check to see if the child is already registered in the system Begin by typing a client s name and personal information into the fields on this screen to search for an existing client CYSHCN Data System Help Desk 303 692 2384 Page 30 of 97 CYSHCN Data System When you have a new client to register click the boxes for both All Site and All Status at the top right of the screen so the data system will search all HCP sites not just the ones to which you have access If you want the client to be the first tab also click the Load in First Tab spot Then type some criteria into at least one box to make sure that the client is not already registered in the CYSHCN Data System In the example below we searched for a client with last n
33. aula Family Cc data Address Prentiss Paula Family Ce Action Plan Assessment Review Assessment Currently No Reviews Intake Interview y Communication Contact Information Record Information Condition Updated 10 14 2011 8 35 00 AM IDs Updated By jdoe Notification CYSHCN Data System Help Desk 303 692 2384 Page 64 of 97 CYSHCN Data System Enter the date of the review and the name of the reviewer from the drop down list HOP Omion venu Y El HCP DCP HCP DCP Friday October 14 2011 Main Family Date Assessment Completed Gp Add New assessment Completed By Prentiss Paula Family Ce Address Action Plan Assessment Review Detail Assessment Intake Interview Date Assessment Reviewed Communication Assessment Reviewed By Contact Information Condition IDs Insurance Race Then click to save the assessment review data You will receive a message that the record has been saved SUCCESS Health Informatics Data Systems 8 23 AM Record has been added Clicking on OK takes you back to the Assessment screen CYSHCN Data System Help Desk 303 692 2384 Page 65 of 97 CYSHCN Data System Action Plan To enter a client s action plan select Action Plan from the HCP Option Menu y Hi i baca test TEST NBH HCF Option Menu TEE PPPI HETS HCP BAC NBH CNH A Pending System Messages Action Plan ls is Date Initial Action Plan Completed EE M
34. cord Information Updated 10 14 2011 12 45 00 PM Updated By cjlow Created 9 17 2011 3 39 38 PM CYSHCN Data System Help Desk 303 692 2384 Page 77 of 97 CYSHCN Data System System Generated Items Communications The CYSHCN Data System only displays system generated communications and converted HCP CHIRP communications Example change in client status or system produced letters No direct user input To exit from the screen click on Cancel HCP Option Menu bd The type of Jem FN x 4 TEST NEH x Lion Flsnos x C Home 2455 2357 a97 359 ommunication HCP BAC MZH CNH HOF OCF HOP DOP LAA Penang system Messages shows as System Communication Generated Friday Ociober 14 2011 Date Type System Generated Main g Duration 15 Minutes w Reason Person Status Inactive Family z Famihyr Member Result Successful System Generated ar Add Hu y Address Action Plan Record Information he oe Updated 10142011 12 45 00 PM E Updated By cjo Intake Interview Created 1014 2011 12 45 00 PIM Communication Contact Information CYSHCN Data System Help Desk 303 692 2384 Page 78 of 97 CYSHCN Data System Notifications This screen shows notifications from other data systems such as CRCSN site transfers or electronic birth certificate revisions You may view the notifications but you cannot enter any data in the screen Most Notifications will have an Action request
35. d Environment i Reason Transfer between HCP Sites Duration 13 Minutes Family Member Resuli Successful Transfer Notes Transferred From HCP El Paso County Dept of Health and Environment Transferred To HCP Boulder County Public Health NOTE Pleaze update the address to reflect the new site Verify Update client s address Record Information Updated 1002582011 5 27 00 PM Updated Hy Sy hr Created 1002582011 53700 PM Click on Mark as Viewed to clear the notification After you have viewed the client go to Address on the HCP Option Menu and update the client s address Make sure that the County is updated to the one in your site s territory Click on to save CYSHCN Data System Help Desk 303 692 2384 Page 95 of 97 CYSHCN Data System i A baca test MEERE AEAN eal fi Home 465 HCP BAC A Pending System Messages Address Update address Street Primary Address from the HCP l Option Menu City nds ar Cita County O N Address Action Plan Additional Info Make sure County is in your site s Assessment responsibility Cancel Add Intake Interview Communication CYSHCN Data System Help Desk 303 692 2384 Page 96 of 97 CYSHCN Data System Appendix I Security and Confidentiality Agreement Text Colorado Department of Health amp Environment Data Security Use and Confidentiality Agreement I
36. d to access the information will check with my supervisor or the department point of contact who manages the information understand that my access ls granted for the purposes of public health and environmental protection will mot use or disclos any data for any purpose or end inconsistent with the purposes of the sy stem s for which access is granted If am unsure if any use or disclosure is permitted will discuss the issue with my supervisor andor contact appropriate department program staff for further clarification will take precautions to protect confidential data displayed on my screen from viewing by others This may mean repositioning my computer screen adding a device to limit others view turning off the computer when leaving the area or enabling password protected screen savers will take reasonable and appropriate steps taking into account the staff and public access to my area and the nature of the data on the system understand that files access may be protected from distribution by cop right or other applicable laws The department has exclusive copyrights in all original works of authorship created by its employe or contractors This applies to both published and unpublished works and includes but is mot limited to written documents charts graphs imagery and maps Other entities copyrighted works also may be accessible on this Web site will mot reproduce distribute or display these works without permissio
37. ds oa Y Add to Favorites Primary Address 123 Main St somewhere Colorado 80000 County Denver Primary Contact 303 303 3030 Johnson Mama Mother Click here to add to Favorites Y Add a Favorite Client Create in Now you can go to your Favorites tab and click on the client to open his record CYSHCN Data System Help Desk 303 692 2384 Page 26 of 97 CYSHCN Data System Last 10 Click here to close all Clients tabs at the same time FAVORITES CLOSE ALL TABS ID a Favortes ent gap 229 FOLPES d Data System IDS Training O Jane Doe Msc Ms BEAR TEDDI Agcy REPORTS oa ya SMALL JACK HCP Option Menu phere anne ee a HCP DCP Tuesday September 27 2011 Main P o SMALL JACK DOB 1 1 2011 8mo Male 21 Update Y Active carlly HCP Denver DHCP ep Add New E Add to Favorites The data system automatically stores the last 10 client records that you have opened To see those click on Last 10 When you open a new client when there are already 10 clients in the Last 10 list the system will add the new client and delete the oldest one from the list Close All Tabs The Close All Tabs option provides you with a convenient and quick way to close all client tabs simultaneously CYSHCN Data System Help Desk 303 692 2384 Page 27 of 97 CYSHCN Data System HCP Option Menu We call the list of screens in the data system the HCP Option Menu or tree You may clic
38. e Phone Number Las Morne First Meme it ID Types D Relationship Search Type Last Hame ji First Hame Click here to i open the record Search Results Program DOB Relationship Crested By Status ACA OPE Heath Cara Program for Children with Special Needs Click here to close record Before searching for a client make sure you mark the appropriate client search options in the top right of the window Checking the All Site box will search all HCP sites for your criteria Checking the All Status box will consider all client statuses and not just the Active clients We recommend that you mark both boxes when searching for a new client you expect to register Sometimes clients move around the state and have been registered in another location Click on Load to open the client s record or Close CYSHCN Data System Help Desk 303 692 2384 Page 25 of 97 Adding Favorites CYSHCN Data System If this client is one you will be seeing on an ongoing basis and entering data for frequently you may want to add him her as a favorite FAWORITES LAST 10 Bes Option Menu Sunday September 25 2071 Main Address Action Plan Assessment Intake Interview CLOSE ALL TABS johnson x Mister aya HEP CHP Click Here to Add Client to JOHNSON MISTER DOB 1 1 2011 8mo Male 74 Update Favorites Y Active HCP CDPHE Health Care Program for Children with Special Nee
39. ed your follow up on the notification click on Reply to Notification You must reply to close a CRCSN notification CYSHCN Data System Help Desk 303 692 2384 Page 83 of 97 CYSHCN Data System EEE EAS A E A E E A LA AL A A A A A A A A A A A A aa A A A A A A A A A A A A TS la Reason Family Member Hotes Fill in all the fields Click on Add to save Click here to close the notification CYSHCN Data System Help Desk 303 692 2384 Page 84 of 97 CYSHCN Data System Accessing the CYSHCN Data System for the First Time Now you have your username and initial password so it s time to log onto the CYSHCN data system y COLORADO DEPARTMENT OF PUBLIC HEALTH amp ENVIRONMENT TRAINING HEALTH INFORMATICS DATA SYSTEMS HOME CONTACT ABOUT SITEMAP outh With B ABOUT OUR PROGRAMS NEED MORE INFORMATION CONTACT OUR STAFF NEED ACCESS TO YOUR PROGRAM REQUEST HERE r l PROGRAM INFORMATION ACCESS YOUR PROGRAM amp Usemame To log in please use the night hand login box All programs have their own informational pages and can be accessed with the below links Password Programs Supported Children and Youth with Special Health Care Needs Mewborn Hearing Type your Username in the Access Your Program box You can copy the temporary password sent to you in the email directly into the Password box CYSHCN Data System Help Desk 303 692 2384 Page 85 of 97 CYSHCN Data System The s
40. ehavioral Heath Ol Nutrition J Other L Other Public Heath Services Ol Primary Care CI Prrot O School LI Specialty Care 0 information Given to Family By Prentiss Paula Family Coordinator aad StaffLastName StafiFirsiname Nurse Ramirez Tom HCP Technician Jackson Mary Social Worker Prentiss Paula Famiy Coordinator Move down the screen to answer the Interview Questions 1 through 3 which must be entered for all clients CYSHCN Data System Help Desk 303 692 2384 Page 44 of 97 CYSHCN Data System If you mark Yes to question 2 you will be asked to select the other care coordination provider Interview Questions 1 Does Goldi need Care Coordination services Dont Know Not Sure 1 2 ls anybody else providing Care Coordination services for Goldi at this time Yes i 3 Who else is providing Care Coordination Early Intervention BOCES Family Voices Colorado Friend Hospital Medical Provider Other LPHA s 4 16 Oves Ono Private Agency School Self Or Family Member Don t Know Not Sure ying sufficient to meet most or all of your family s needs L b Refused Please select an answer from the drop down list to question 3 and then check on Yes or No in response to Do you want to proceed to Intake Interview Questions 4 16 interview Questions 1 Does Goldi need Care Coordination services Dont Know Not Sure w 2 e anybody ee
41. em Help Desk 303 692 2384 Page 93 of 97 Receiving a Transferred Client CYSHCN Data System When a client is being transferred to your site you will receive a Pending System Message Click Here to View Client tee Notifications IA E da i A Pending System Messages Tuesday September 27 2011 Search Personal Information Reports Username jdoe First Name Jane Last Name Doe Site ccess Site CDPHE Health Care Program for Children w Denver DHCP Click on the Pending System Messages symbol The following screen will appear de Home F Small Jack ao Click here to view your notification HCP DCP NOTIFICATION Catepgs Date Action Reason A Notification 09 27 2011 Please View Transfer between HCP Sites Type Updated Transfer Notification dknochen To open the notification click on View CYSHCN Data System Help Desk 303 692 2384 Page 94 of 97 CYSHCN Data System adions o f HCP Alamosa County Nursing Service 21 small Jack Click Load to view and update 3 Red Rows Indicate System Messages Received in the Last Week the client record Click here to clear the pending notification Now click Load to see the details of the notification Notification Date 10 25 2011 Mark as Viewed i i er El Paso County Dept of Health and i Type Transfer Motif n Sour l j ype a a tfica tio l
42. ge 11 of 97 CYSHCN Data System You may now click on Signed Confidentiality Agreement to view and print for your records HOME SEARCH REPORTS ADMINISTRATION PROVIDERS DATA ENTRY Chana Low Option Menu A Pending System Messages Tuesday October 25 2011 Personal Information x Personal Information Site Access Username cylow search Reports Power User All Access Administration First Name Charla Providers Seu i iddle Name Jessup Data Ent i Y Email charla lowm state co us Last Changed Password 9 15 2011 signed Confidentiality Agreement Click here to view or print Change Your Password CYSHCN Data System Help Desk 303 692 2384 Page 12 of 97 CYSHCN Data System To close the confidentiality agreement use the back in your tool bar This is the ONLY place in the data system that you use the arrow Colorado Department of Health amp Environment Data Security Use and Confidentiality Agreement In consideration of my access to the Colorado Department of Public Health and Environment secure Web site and information I agree fo the following understand that am responsible for making even effort to prevent unautbormed users from gaining access to or using my user D and password ateo agree to make even reasonable effort to prevent use of a computer for legal or unethical purposes by all users authored or mot agree to immediately report any
43. gin mm Children and Youth with Special Health Care Needs Newborn Hearing Click here to request a new user account Newborn Metabolic Cant access your account CHC Metabolic Clinic Request a New User Account CHC Sickle Cell Clinic By logging on to this site you agree to abide Security Policy AA A _ PEA After you click on Request a New User Account shown on the screen above the following screen pops up CYSHCN Data System Help Desk 303 692 2384 Page 8 of 97 CYSHCN Data System fa is REQUEST A NEW USER ACCOUNT Required Information for Account Request Last Name Building First Name Office Middle Name E mail OB mail com Always select this program Whatwas the name of your high school Security Question Security Answer Northwest Program Request Newborn Hearing Program Newborn Metabolic Screening Program TCH Sickle Cell Disease Clinic TCH Inherited Metabolic Diseases Clinic Health Care Program for Children with Special Needs site Request Send Request Fill in all the spaces on the form Select a Security Question from the drop down list and type your answer in the Security Answer box Select Health Care Program for Children with Special Needs from the Program Request drop down list CYSHCN Data System Help Desk 303 692 2384 Page 9 of 97 O Im REQUEST A NEW USER ACCOUNT Required Information for Account Req
44. gistration Contact Information Note Clicking on close or will delete all the data you entered in the Address screen CYSHCN Data System Help Desk 303 692 2384 Page 37 of 97 CYSHCN Data System Step 4 Contact Information To add contact information for the client s family select the family member care giver whose information you are documenting from the drop down list You can only enter contact information for people whom you have entered as family members Also select the Contact Type from the drop down list and enter the contact information i e cell phone number email address etc If the contact person has a preference for how you contact her him check the Preferred Method of Contact box Select Contact Relationship and Contact Type here A HEW CLIENT REGISTRATION Step 1 Client Step 2 Family Members Step 4 Contact Information Step 3 Address Contact Relationship Mister johnsonm Patient Contact Type Prefered Method of Contact Contact Click here to save Relationship Contact Type Contact Preferred Method Mama Johnson Mother Work Phone g 7 Click Add Contact to save You can keep adding contacts such as a telephone number by repeating these steps Press when you are ready to move on to the next step CYSHCN Data System Help Desk 303 692 2384 Page 38 of 97 CYSHCN Data System Summary Review all the information you have entered that appears on the summary If you
45. int of contac who manages the information Click the box saying you agree to the terms understand that for audit or system security purposes the department may monitor all my activity understand that the department may revoke my access at any time with or without cause understand that any violation of federal state local or the programs confidentiality requirements or this Agreement will be considered a breach of my obligations and may result in isciplinary action up to and including termination of employment termination of contractual relationship and other remedies allowed by law during or after my employment or data systems For the department and other state employees discipline will be per the State of Colorado Personnel Rules Also click the Agree box to understand that information contained in the departments information systems is highly confidential and is protected from improper use and disclosure by applicab agree not to disclose confidential information in violation of this agreement or applicable confidentiality laws O Agree to the Above Terms Electronic Signature Fea Mujer 10 14 2011 3 00 20 AM 4 iii E Please read the agreement readable text located on page 96 of the manual click the Agree to the Above Terms box on the lower left corner then click the button on the lower right to continue You must do both steps CYSHCN Data System Help Desk 303 692 2384 Pa
46. ith those permitted by the federal Health Insurance Portability and Accountability Act of 1996 HIPAA and other applicable laws and rules agree not to discuss confidential information or to provide copies of confidential reports regardless of how or where acquired to family members friends professional colleagues other employees other clients or any other person unless such person has been authorized to have access to that information If unsure who is authorized to access the information will check with my supervisor or the department point of contact who manages the information understand that my access is granted for the purposes of public health and environmental protection will not use or disclose any data for any purpose or end inconsistent with the purposes of the system s for which access is granted If am unsure if any use or CYSHCN Data System Help Desk 303 692 2384 Page 97 of 97 CYSHCN Data System disclosure is permitted will discuss the issue with my supervisor and or contact appropriate department program staff for further clarification will take precautions to protect confidential data displayed on my screen from viewing by others This may mean re positioning my computer screen adding a device to limit other s view turning off the computer when leaving the area or enabling password protected screen savers will take reasonable and appropriate steps taking into account the staff and public access to m
47. k Yes the system will save the family member If you click No you will return to the family member screen CYSHCN Data System Help Desk 303 692 2384 Page 35 of 97 CYSHCN Data System The data system will return you to the Family Member Information screen showing the family member s you have entered If you have made a mistake while entering the data select Delete to return to the information screen and enter the correct information NEW CLIENT REGISTRATION fistep 1 Client Step 2 Family Members Step 2 Family Member Information Step 3 Address ah step 4 Contact i AA gt Summary E aa mi Click Next to Click Delete to lent Language Spoke move on to enter correct the next screen address add Family Marni information Last Heme mi Hame Middle Name Middle Name First Name Sui Gender Mara Female When you have finished adding family members click on to move on to Step 3 Address CYSHCN Data System Help Desk 303 692 2384 Page 36 of 97 CYSHCN Data System Step 3 Address HEW CLIENT REGISTRATION Step 1 Client Step 3 Address Information Street 499 Additonal Info ety State County Primary Address Click here to close Enter address information and click Add Address to save You can keep adding addresses such as a PO Box by repeating these steps When you are ready to move to the next screen click on when you are ready to move to the next step of re
48. k on any of the items in the list to add or modify information i 5 Fra cken HCF Option Menu kd 4 Home cc 1 la 136 HCP BAC A Perro System Messages i FRANCKEN RAUL D D08 5 17 2011 3mo Male 136 Update Y Active Monday August 19 2077 HCP Baca County Nursing Service mt Add to Favorites Mam Primary Address ad Family 1234 Main Si Dry Colorado 80000 oP Add Hew County Baca The HCP f Ln a Primary Contact actaymail com Option Address Francken Alvin Father Contacts Menu or Alice IDs tree Communication Notification Care Coordination Interview Action Plan Assessment Determinants of Health FIQ Insurance Condition Diagnosis Transfer CYSHCN Data System Help Desk 303 692 2384 Page 28 of 97 Care Coordination HCP Care Coordination Flow Chart Health Care Program por 7 Farnily CYSHCN contacts with Special Needs HCP Office contacts farnily CYSHCN HCP CARE COORDINATION Benin FLOW CHART HCP Care Coordination Introduction Collect Summary Data Steps 1 4 CYSHCN s name As needed Birth date switch to Spanish Gender intake form or arrange Ethnicity gt Caller s name relationship for interpreter contact information Primary spoken language County CYSHCN Registration and CYSHCN Registration Date automatically generated Hf farmily CYSHN is requesting Information Only Hi tarnily requesting HCP Care Coordin
49. l and state laws agree not to disclose confidential information in violation of this agreement or applicable confidentiality laws Signed By lt CYSHCN User Name gt Date Signed lt Date Agreed gt CYSHCN Data System Help Desk 303 692 2384
50. ly Transfer Add New qu Add New Mo R cords Found 2 Click on Add New CYSHCN Data System Help Desk 303 692 2384 Page 91 of 97 CYSHCN Data System Select the new HCP site from the drop down list and click on SENSE oe dd 132 HOF BAC Click to A Pending Spader Messages activate site change Client Transfer Tuesday August 30 2071 Main Transfer From Site HCP Baca County Nursing Service aol Family Transfer To Site GP Acid New F Burton Rachel 5 Mother Address Contacts Race IDs Communication Notification Care Coordination Interview Action Plan Assessment Determinants of Health FIA insurance Condition Transfer CYSHCN Data System Help Desk 303 692 2384 Page 92 of 97 CYSHCN Data System EE Click here to ante rom Sit HCP Baca County Nursing Service process the Transfer To Site TriCounty Health Dep transfer After you click a success window pops up with a note to update the address for the client Click the button to continue If you know the client s new address please update it 3 Click here to SUCCESS Health Informatics Data Systems 5 36 PM lt A Client Transferred to HCP Boulder County Public Health aa aa TE close cdi Please update the address to reflect the new site The client is now registered in the new location The client s new site will receive a notification through a Pending System Messages alert CYSHCN Data Syst
51. mily HCP CDPHE Health Care Program for Children with Special Needs dia Add New Piima Address 4 Add to Favorites re A PO BOX 999 Se ne a ee Sleepy Hollow Colorado 8000 Address County Denver Assessment 303 111 1111 Bear Mama Mother Intake Interview e Select the appropriate folder from the drop down list in the pop up box below then press Add Add a Favorite Client Create ica areas Cl nica in E EA Y S 3 You may add the client to as many favorite folders as needed CYSHCN Data System Help Desk 303 692 2384 Page 23 of 97 CYSHCN Data System Search Any time you plan to enter a new client or find an existing client click on the Search menu button CLOSE ALL TABS E Integrated Data System IDS Training 0 Jane Doe Jane Doe Option Menu Click here to Wednesday October 12 2011 search for a Search Person Client 5 Reports Once clients are entered into the CYSHCN Data System you will be able to search for and find them using the Search menu button Enter data into the screen for any of the fields that will help you locate the client example last name first name date of birth CYSHCN Data System Help Desk 303 692 2384 Page 24 of 97 CYSHCN Data System In the example shown below we searched for a client with the last name of Bear a options here Client Search Jajj i dere IL lleni ID Dan site E All Status Birth Dat
52. n consideration of my access to the Colorado Department of Public Health and Environment secure Web site and information agree to the following understand that am responsible for making every effort to prevent unauthorized users from gaining access to or using my user ID and password also agree to make every reasonable effort to prevent use of a computer for illegal or unethical purposes by all users authorized or not agree to immediately report any suspected or actual unauthorized access to the Colorado Department of Public Health and Environment point of contact that manages the information will not share my password with any other person will not leave my password around my computer or where another person might easily locate it will change my password periodically and if suspect it has been compromised will set up my passwords according to department guidelines for length and content understand that this is a shared fate environment My fellow users and clients may be affected or confidentiality compromised by the activities of other users Preventing such activity is the shared responsibility of all users agree to access only the information need to do my job and not to access or attempt to access files that am not authorized to use will not browse or otherwise use files or programs that exceed what is the minimum necessary to do my job My use and disclosures of information will be consistent w
53. n from the department or another copyright owner understand that for audit or system security purposes the department may monitor all my activity understand that the department may re woke my access at any time with or without cause understand that any violation of federal state local or the program s confidentiality requirements or this Agreement will be considered a breach of my obligations and may result in disciplinary action up to and including termination of employment termination of contractual relationship and other remedies allowed by law during of after my employment or work with these data systems For the department and other state employees disciplin will be per the State of Colorado Personne Rules understand that information contained in the departments information systems is highhy confidential and is protected from improper use and disclosure by applicable federal and state laws agree mot to dischse confidential information in violation of this agreement of applicable confidentiality laws Signed By glow Date Signed 9 13 2011 3 58 00 PFM Print Agreement Click here to print EY Internet Fa Aas CYSHCN Data System Help Desk 303 692 2384 Page 13 of 97 Colorado Department of Public Health and Environment Health Informatics Data system Home Page Ay COLORADO DEPARTMENT OF PUBLIC HEALTH amp ENVIRONMENT C TRAINING HEALTH INFORMATICS DATA SYSTEMS CYSHCN Data System HOME CO
54. n your opinion is there good communication and working relationships among all of the people that provide medical care and services to Goldi 8 In your opinion are you included and valued in the decisions made about Goldi s health care CYSHCN Data System Help Desk 303 692 2384 Page 52 of 97 CYSHCN Data System If you answer Yes to questions 9 10 or 11 please answer the clarifying questions that will appear Yes 3 11 Please answer the 9 During the past 6 months did Goldi miss school because of illness or larifyi injury Yes w Ciariftyin l l questions marked _ ee ee Be eee 7 10 During the past 6 months has Goldi gone to a hospital emergency with a star room Ww 11 Does Big currently have any public or private health insura 12 4dd New Insurance Close Mo Records Found How many times in past 6 months Ww Click add new insurance to enter the client s insurance If you answer Yes to question 11 Does client currently have any public or private health insurance please select the type of insurance If the client has Medicaid you may also select the type of Medicaid in which the client is enrolled Type Yes Ww 11 CHP Tricare Private Insurance 13 ls Big Other vices he needs Dont Know Not Sure 13 Refused CYSHCN Data System Help Desk 303 692 2384 Page 53 of 97 CYSHCN Data System 13 ls Teddi s health insurance enough
55. nanan dan do e AO 40 Family Answers No to Information ONY sasissccescasdiciesiaed A liad aattacsdalaredecavataneaaiexe 48 SOClal Determinant ONS ANA reese ecto slesentmn einai A E E E A E EOT O AONI 54 AE E i Ma aes I A A EE A E E S A AE E A E ee T E A A eee N AE O E E 62 ATION PIa enrere e T E I AR 65 CONO a a a a o a A E 68 Closme a Client Recorra A A A As 72 Reopen mea Client Recorra 75 CYSHCN Data System Help Desk 303 692 2384 Page 4 of 97 CYSHCN Data System OV SCC UMN CIN AUC ems anio 77 GC OIG eres y o PU UU O III A eee ean ohn 77 A e on e PPP O A 78 Colorado Responds to Children with Special Health Care Needs CRCSN 80 Accessing the CYSHCN Data System for the First Time cccscessessesseesseesesseesseeseeaseean 84 FIG PEO E e e PRO a Pe e TONON 87 rs ciento Ano Marc taaan ne eee 88 e RE an A A iz EE e O o IN RO TE 93 Appendix I Security and Confidentiality Agreement TeXt ocococccoiocciinioncincnnncnrnrernrernserensos 96 CYSHCN Data System Help Desk 303 692 2384 Page 5 of 97 CYSHCN Data System Introduction The CYSHCN Data System is a state reporting data system for the Health Care Program for Children with Special Needs HCP Staff from local public health agencies that have contracts with the Colorado Department of Public Health and Environment CDPHE use this system to enter data for each child receiving HCP Care Coordination The HCP state office uses the d
56. reated Load Client Teddi Bear Client ID gt Add New Client To continue working on this client click on Load Client To add another new client click on Add New Client To close the message screen click on Close at the lower left hand corner of the message CYSHCN Data System Help Desk 303 692 2384 Page 40 of 97 CYSHCN Data System Care Coordination Intake Interview The first step in the HCP care coordination process is to complete the Intake Interview and enter this information into the data system To begin select Intake Interview from the HCP Option Menu NOTE Do not enter the Date Intake Completed until you have answered all questions correctly When you save your data entry with the date the system locks the form You will no longer be able to edit your input You may save your data at any time by clicking or you may exit the Intake Interview by clicking on out of the Intake Interview form at any time by clicking on one of the boxes on the upper left of the screen Either step will save the data you have entered into the Intake Interview Select Cancel or Save at any time to save Family Answers Yes to Information Only your data Ey Pending System M Intake Interview Save Information Monday September 26 Main Family Intormation Gp Add N E genview Date E How did family Click on Intake hear about Children
57. ta Systems 8 23 AM Record has been added Clicking on OK takes you back to the Social Determinants of Health screen CYSHCN Data System Help Desk 303 692 2384 Page 62 of 97 CYSHCN Data System Assessment To enter a client assessment select Assessment from the HCP Option Menu Enter the date you completed the assessment with the client and select the person completing the assessment from the drop down list Click on Add when you are ready to save FAVORITES LAST 10 CLOSE ALL TABS A Integrated Data System IDS Training Okome search reports a Locks Goldi x Locks Goldi a Wolf Big B x ACP Option Menu v Ai Home 2557 A 557 559 ahd HCP DCP HEP DCP HEP DCP Friday October 14 2017 Main Assessment Family Date Assessment Completed 104 2011 E Assessment Completed By Ga Add New Click Add to save Click on Address Action Plan Assessment to Assessment enter data Intake Interview Conor mir ation CYSHCN Data System Help Desk 303 692 2384 Page 63 of 97 CYSHCN Data System When it is time to review the assessment click on Add New Locks Goldi Locks Goldi Wolf Big B x a HCP Option Menu Y meS a557 559 HCP DCP HCP DCP HCP DCP Friday October 14 2011 Main Family ain Add New Click here to enter Assessment review Date Assessment Completed 10 14 2011 isl Assessment Completed By Prentiss P
58. th and Environment point of contact that manages the information will not share my password with any other person will not leave my password around my computer or where another person might easily locate it will change my password periodically and if suspect it has been compromised will set up my passwords according to department guidelines for length and content understand that this is a shared fate environment My fellow users and patients may be affected or confidentiality compromised by the activities of other users Preventing such activity is the shared responsibility of all users agree to access only the information need to de my job and not to access or attempt to access files that am not authorized to use will not browse or otherwise use files or programs that exceed what is the minimum necessary to do my job My use and disclosures of information will be consistent with those permitted by the federal Health Insurance Portability and Accountabil Act of 1995 HIPAA and other applicable laws and rules agree not to discuss confidential information or to provide copies of confidential reports regardless of how of where acquired to family members friends professional colleagues other employees other dients or any other person unless such person has been authorized to have access to that information If unsure who is authorized to access the information will check with my supervisor or the department po
59. the data click on SDoH to access the screen Bear Teddi y HCP Option Menu 7 Sunday September 23 2011 General Information Section Main Social Determinants of Healt Family General Y GP Add Naw laar Mama Mather Single Parent Household Y Age Range of Biological Mother C p debia at child s birth g Action Plan Highest Education Level in Assessment Child s Household Intake Interview Communication Contact Information Percent of Poverty y FQ Condition IDs Insurance Notification Rie Click on SDOH SDoH CYSHCN Data System Help Desk 303 692 2384 Page 55 of 97 CYSHCN Data System Answer all three of the questions on the General screen using the drop down lists shown sequentially below Single Parent Household CYSHCN Data System Help Desk 303 692 2384 Page 56 of 97 CYSHCN Data System Single Parent Household Age Range of Biological Mother at child s birth Highest Education Level in Child s Household Highest Education Level in Child s Household Social Determinants of Health Single Parent Household Age Range of Biological Mother f at child s birth Highest Education Level in Child s Household CYSHCN Data System Help Desk 303 692 2384 Page 57 of 97 CYSHCN Data System When you have answered all the questions click on Save Then select Click Here to Enter
60. to pay for all of the health services she needs 14 ls Teddi using any assistance discount or charitable programs that help pay for the medical services she currently needs You will only see question 14 if you answer No Don t Know Not Sure Refused to Question 13 15 Does anyone in your family need family support services Family support services include services such as educational groups support gr respite care for the family transition support ADD other family Support Services specific A R ee a eo lO your community 16 Is getting the family support services that you need a problem for any reason 17 Do you need extra help to manage the health care needs and services for Teddi Managing health care services includes things like making and keeping medical 17 appointments making sure Teddi s doctors or nurses have her most current medical information or organizing Teddi s other specialists appointments ta Record Information Updated 9 26 2011 6 33 00 PM Updated By jdoe Created 9 26 2011 3 18 00 PM When you have answered all the questions click on to keep to escape CYSHCN Data System Help Desk 303 692 2384 Page 54 of 97 CYSHCN Data System Social Determinants of Health The social determinants of health impact the outcomes for children and youth with special healthcare needs Therefore it s important that you capture basic information about your clients To input
61. uest Last Name Bullding First Name Office Middle Mame E mail OB mail com Security Question What was the name of your high school Security Answer Northwest Program Request Health Care Program for Children with Special Needs Site Request Send Request CYSHCN Data System Click here to submit your request for a new user account Select your primary site drop down list Staff that enter data for more than one HCP site can send an email with those site names to the Data Coordinator at Dale Knochenmus state co us A future enhancement to CYSHCN will automate this process Click on Send Request CYSHCN Data System Help Desk 303 692 2384 Page 10 of 97 CYSHCN Data System The CDPHE Data Security Use and Confidentiality Agreement shown below will appear A a a Colorado Department of Health amp Environment Data Security Use and Confidentiality Agreement In consideration of my access to the Colorado Department of Public Health and Environment secure Web site and information agree to the following understand that am responsible for making every effort to prevent unauthorized users from gaining aco0ess to or using my user 10 and password also agree to make every reasonable effort t prevent use of a computer for illegal or unethical purposes by all users authorized or not agree to immediately report any suspected or actual unauthorized access to the Colorado Department of Public Heal
62. with them e g Please View and are updated when viewed To view notifications first click on the Pending System Messages link in the top left area of the screen Click here to view your notifications Pending System Messages Personal Information If you have not previously viewed a notification you can load the client file from the screen by clicking on Load to the left of the date of the notification A Pending System Messages Date Patient 1D TEOSE Samuel Val Baca County Pubbo Health 485 baca test 10442011 5 40 00 AM HBH COPHE Newborn Hasring Screening Program 1301 TEST MEH You can load the Foes Fin indicate Sytem MERERI FUESE 6 Te Last We client by clicking here 2 CYSHCN Data System Help Desk 303 692 2384 Page 79 of 97 When you load a client the following screen appears ACP Option Menu CYSHCN Data System Ada ms oe Home samuel 686 HCP TRI Motification Date Type Reason Family Member Potes Record Information Updated Updated By Created 10 20 2011 Transfer Notification Source Baca County Public Health Transfer between HCP Sites Duration 15 Minutes Result Successful Transfer Transferred From HCP Baca County Public Health Transferred To MOTE Please update the address to reflect the new site a 422 HCP EAG Pendi System M o o o A E Click here to view the
63. y area and the nature of the data on the system understand that files access may be protected from distribution by copyright or other applicable laws The department has exclusive copyrights in all original works of authorship created by its employees or contractors This applies to both published and unpublished works and includes but is not limited to written documents charts graphs imagery and maps Other entities copyrighted works also may be accessible on this Web site will not reproduce distribute or display these works without permission from the department or another copyright owner understand that for audit or system security purposes the department may monitor all my activity understand that the department may revoke my access at any time with or without cause understand that any violation of federal state local or the program s confidentiality requirements or this Agreement will be considered a breach of my obligations and may result in disciplinary action up to and including termination of employment termination of contractual relationship and other remedies allowed by law during or after my employment or work with these data systems For the department and other state employees discipline will be per the State of Colorado Personnel Rules understand that information contained in the department s information systems is highly confidential and is protected from improper use and disclosure by applicable federa
64. ystem will prompt you to change your password once it accepts your log in information Paste your temporary password again into the Old Password box then type in a new password twice to confirm Your password must conform to the standards for passwords that appear under the Confirm New Password entry box New password MUST be in a format of alpha numeric values that is at least 7 characters long and has at least 1 non alpha numeric value E g 1 2 3 4 Non alpha value number FAVORITES LAST IO CLOSE ALL 1AB3 IDE OoOo i Integrated Data System IDS Training gt wone seancs reports erowibens Jane Doe Option Menu Y ok 5 Bey Home AN Pendir System Messipgrs Thureday August tf S047 Search Change Your Password or Reports ae i ad EEE Providers So id a A CEET TRA oe o New Password Must be in a Format of AMpha Numenc Values that is at Least 7 Characters Long and has at Lesst 1 Non Alpha Value ex 1 2 3 4 Non Alpha Walue Number Reset Security w Toolbar Options w Manage Favontes Once you complete these steps a pop up box will indicate that your password has been changed successfully CYSHCN Data System Help Desk 303 692 2384 Page 86 of 97 CYSHCN Data System Click on OK to close the pop up box and return to the Home screen Click here to close pop up box Home Screen CYSHCN Data System Help Desk 303 692 2384 Page 87 of 97 HCP Program

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