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ACCESS User Manual

1. ASSESSMENT EMERGENCY SERVICE lati Assessngip ibilit p Assessm jen MEDICATION SERVICE Medication Extension Denial Form Medication Note CSM SUPPORTS COORDINATION OTHER PROFESSIONAL FORMS Case Management Assessment and Plan 90 Day Medication Review and Reorder Discharge Plan and Summary Annual Health Care Plan Goal Sheet Annual Protocol Orders for Non ER Individual F amily Plan of Service Summary PCP Specialized Residential Health Care Plan Review Medical History Questionnaire Specialized Residential Services Annual Nursing Assessment PCP Evaluation Specialized Residential Services Nursing Assessment PCP Follow Up PCP Meeting Consumer 1D PCP Pre planning Meeting Back Home e There are three types of Service Eligibility assessments Adult Child and Developmental Disability Adding an Adult Eligibility Assessment e Follow the Adding a Service Eligibility Form instructions beginning on page 3 15 e Click the Add Adult Eligibility Assessment link DEVELOPMENT MODE En Qmpass Lenawee Community Mental Health Authority Back Home Logout Help gimessages Eligibility Assessment List Consumer Name Consumer ID SSN Case v TEST CLIENT 13 222 33 4444 85536 4 Address Home Phone Date of Birth Gender homeless 05 21 1961 Male 0 Eligibility Assessment s Assessment Date Type Ypsilanti MI 48198 4 Add Adult Eligibility Assessment Add i E T p LLIS ent
2. 63 o Time Call Ended Enter the time the call entered o Call Completed vs Put this in our call back queue and we ll call him her back later Indicate whether the call is complete or the caller will receive a call back e Click the SAVE button to save the Screening Call If you wish to continue to the Assessment click the Save and Continue to Assessment If you do not wish to save this screening click the CANCEL button Non Existing Consumers Adding a Call Log for a Non Existing Consumer A non existing Consumer is one that does not already have a record in the Encompass system e Follow the ACCESS Screening Calls instructions beginning on page 3 e The Screening Call screen will open enter the following information o Date of Call The system will automatically enter the current day s date o Time Call Started The system will automatically the current time o ACCESS Staff taking this call The system will enter the current User s name To change the name use the lookup button to search the Staff file for the cortect Staff Member o Caller Information Enter the following information Last Name First Name Phone and Extension Oo O 0 O If the Caller refuses to give his her name place a checkmark in the box labeled Check if Caller refuses to give name o Information Request Place a checkmark to the left of all that apply Selections include Wrong Number Misrouted call Psychiat
3. pcewebl00 report php arg1 2187F857C6C68AF5BB675702346A2579 amp arg2 0BB077A7A859208AEAAGDTCB Ai i n Save a Copy OTR setect eX Washtenaw Community Health Organization En ompass Consumer Demographics Bookmarks Page l of 6 Program ConsumerDemographics Printed 09 27 2004 Signatures Name CLIENT A TEST Consumer ID 13 Address homeless Ypsilanti MI 48198 Home Telephone County of Residence AKA or other search information Out of State 987654321 Alternate Phone Date of Birth 05 21 1961 SSN 222 353 4444 Medicaid IDs Ha SE vo gt G a Pu a G a Primary Language ENGLISH Date of Death Parental Status Has child under 18 Family Independence Agency OYes ONo Child served by FIA for abuse and neglect D Yes ONo Child served by another FIA program D Ye D No Comments 8 5x11in 1 1of6 gt AIO O e Click the Print button to send a copy to the printer Lenawee Consumer Forms Many of the forms used in the Adia CareNet system have been replaced by the Encompass Forms and all of them will eventually be fazed out of use Since it is essentially to have a history of Consumer forms the Lenawee Forms will be available to Users Lenawee Forms that are no longer in use will be available for viewing only Eligibility Assessment e Click on the Consumer Information link located on the left hand side of the Home Screen The Home Screen is accessible by clicking the Home button in the top
4. o Orientation Place a checkmatk to the left of the applicable orientation If the User DOES NOT select x3 use the drop down menu to select the appropriate type 16 Memory Place a checkmark to the left of the applicable memory If the User selects impaired use the drop down menu to select the appropriate type Thought Process Place a checkmark to the left of the applicable though process If the User DOES NOT select disordered use the drop down menu to select the appropriate type Content Place a checkmark to the left of the applicable content If the User DOES NOT select delusional or paranoid use the drop down menu to select the appropriate content If the User selects hallucinations use the drop down menu to select the appropriate type Motor Activity Place a checkmark to the left of the applicable motor activity If the User selects impaired use the drop down menu to select the appropriate type Affect Place a check mark to the left of the applicable affect Use the drop down menu to select the correct type Speech Place a checkmark to the left of the applicable speech If the User DOES NOT select incoherent and or pressured use the drop down menu to select the appropriate type Mood Place a checkmark to the left of the applicable mood If the User DOES NOT select normal and or anxious use the drop down menu to select the appropriate
5. s Name Enter the name of the FIA Worker Medicare Enter the following information if applicable o Medicare Indicate yes or no o Effective Date Enter the Medicare effective date o Eligibility ID Enter the Medicare eligibility ID number 37 o Medicare Part B Coverage Indicate yes or no o Other Insurance If the Consumer has other insurance and the insurance information has already been added to the system the insurance information will be listed in this section Enter the following information if applicable o Prior Auth for CW T1005 o Action Taken Place a checkmatk to the left of all actions taken selections include Sample Drugs Medicaid application given to Client PAP Enrollment initiated Medicaid application completed Enrolled in NEChealth MI Child application given to Client O O O O 0 0 o Comments Enter any comments applicable to the Consumer s Financial Information e Click the SAVE button to save the financial information If no financial information was changed or the User does not wish to save the changes made click the CANCEL button Printing Financial Information The User has the ability to print the Consumer s financial information e Click the Consumer Information link in the Main Menu The Main Menu is located on the left hand side of the Home screen The Home screen is accessible by clicking the Home button in the top left hand corner of the Encompa
6. Add Developmental Disability Eligibility Assessment e Clinical Assessment Enter the following information o Start Time Enter the beginning time of the Eligibility Assessment Assessment Date Enter the date of the Eligibility Assessment Presenting Problem s Disability Enter the Consumer s presenting problems disability History of Presenting Problem s Disability Enter the Consumer s history pf the presenting problems disability Family History Enter the Consumer s family history Psychiatric Treatment History Enter the Consumet s Psychiatric Treatment History History of Drug and Alcohol Use Enter the Consumer s history of drug and alcohol use Legal Issues Enter any legal issue the Consumer is involved with Health Status Medications Enter the Consumet s health status and any medications Risk Assessment Enter the risk assessment Problems to be addressed in Services Treatments Enter the Consumet s problem s to be addressed in services and or treatment Barriers to Service Enter any of the barriers of the Consumer receiving services or treatment e Click the Save and Continue to Mental Status Functional Impairment button to save the above information and move to the next page of the assessment Users may also use the index located in the upper left hand corner of the screen e Mental Status Functional Impairment Enter the following information
7. Adjustment Disorder Anxiety Disorder Drug Dependence ADD ADHD Other Enter the specifics of Other in the field provided O O O O O O O O O O o Interventions Rationale Enter the interventions rationale o Recommendations Enter the recommendations o Disposition Enter the disposition o Addendum Enter the addendum if applicable e Click the SAVE button to save the crisis plan If you do not wish to save the Crisis Sheet click the CANCEL button CMHSP Admissions This link is used to admit Consumets transfer Consumers to different programs and discharge Consumers from Lenawee services 29 Admitting a Consumer The Consumer can only be admitted if they are not currently enrolled for services If the Consumer is currently enrolled the User must perform a transfer e Click the Consumer Information link in the Main Menu The Main Menu is located on the left hand side of the Home screen The Home screen is accessible by clicking the Home button located in the upper left hand corner of the Encompass system e Click the View CMHSP Admissions link located to the right of the Main Menu e Seatch for the Consumer once found click the CMHSP Admissions Transfers Discharges link to the right of the Consumer s information Lenawee Community Mental Health Authority En mpass Back Home Logout Help eimgsages Select a Consumer Please type in consumer s last name and first initial and press SE
8. Authorization Number and Status Request Authorization for CMHSP Staff to Provide On Going Service e Follow Adding an Authorization for Services instructions beginning on page 3 70 e Click the Click here to request Authorization for CMHSP staff to provide ongoing services as defined in PCP link M Lenawee Community Mental Health Authority En ompass L3 Back Home Logqut Help E messages Authorization List Consumer Name Consumer ID SSN Case TEST CLIENT 13 222 33 4444 85536 P CASE IS CLOSED Address Home Phone Date of Birth Gender homeless 05 21 1961 Male Ypsilanti MI 48198 To add a new authorizati Please read the following CMHSP Clinician Upon NT of the Authorization the system will automatically route your authorization request to the Team Supervisor for approval Authorizations beginning after Authorizations ending before SEARCH e Enter the following information o Effective Date Enter the effective date of the Authorization o Expiration Date Enter the expiration date of the Authorization o Comments Enter any necessary comments needed for the Authorization o Staff requesting this Authorization The system will automatically enter the name of the current User If this is not correct use the Io0kUp button to search the Staff file for the correct name e Click the AUTHORIZE UNITS button to authorize units for the Authorization If you do not wish to save this authori
9. Enter the name of the HMO in the field provided Medicaid Children s Waiver Oo O 0 O O O O O O 66 o Adoption Subsidy o Medicaid O Other Payment Source Caller s Relationship to Consumer Indicate the Caller s relationship to the Consumer Selections include Self Parent Spouse Other Family Member Other O O O O O Referral Source If the Caller was referred use the drop down menu to select the referral source If the referral source is not listed in the drop down menu select Other and enter the specific source in the text box labeled Specify if other Consumer Population Indicate whether the Consumer is part of the Adult or Child population by clicking on the appropriate selection Emergency Contact Enter the information for the primary and secondary emergency contact This information includes Contact Name Relationship to the Consumer Home Phone Work Phone Pager and Cell Phone Phone Conversation and Notes Enter the detail regarding the conversation and any necessary and applicable notes Disposition Place a check mark next to all that apply Selections include o Hospital Screening o Crisis Contact o Intake Assessment Scheduled Service s Needed Place a check mark next to all of the options that pertain to the services needed by the Consumer Selections include MH Mental Health SA Substance Abuse MH and SA DD Developmentally Disabled Other if Othe
10. Gender Male Last Name If existing Consumer the Consumer s last name is automatically entered by the system You may edit the name if necessary i e the Caller is not the Consumer First Name If existing Consumer the Consumer s first name is automatically entered by the system You may edit the name if necessary i e the Caller is not the Consumet Phone and Extension Enter the Caller s phone number and extension if applicable CONSUMER INFORMATION Last Name This field is automatically entered by the system based upon the Consumet s demographic record First Name This field is automatically entered by the system based upon the Consumet s demographic record 61 Gender This field is automatically entered by the system based upon the Consumet s demographic record Phone This field is automatically entered by the system based upon the Consumer s demographic record You may edit the information if necessary Address This field is automatically entered by the system based on the Consumer s demographic record This includes City State and Zip Code You may edit the information if necessary County This field is automatically entered by system based upon the Consumer s demographic record Use the drop down menu to change the County if applicable SSN Social Security Number This field is automatically entered by the system based upon the Consumer s demographic record
11. Oo Six continuous months or six cumulative months in a 12 month period of illness symptomatology and or dysfunction o Basedon current condition and diagnosis there is reasonable expectation that symptoms impairment will continue for more than six months O Prior history of severe mental illness with continued significant Residual symptoms or impairments o Prior Service Utilization Indicate yes or no for the following o Two or more admissions to psychiatric unit in a calendar year o Thirty days or more of inpatient treatment in a calendar year O State hospital utilization within the calendar year 18 o Use of 20 or more outpatient mental health visits in a calendar year o Substance use abuse is not the sole basis of psychiatric symptomatology or need for treatment Indicate yes or no o For a person to meet must serve criteria they must meet one of the following combinations Place a checkmark to the left of all that apply selections include Qualifying diagnosis A functional impairment B and E Qualifying diagnosis A duration of illness C and E Qualifying diagnosis A prior service utilization D and E Q Oo O O Non qualifying diagnosis functional impairment B duration of illness C prior service utilization D and E Does not meet must serve criteria o Notice of Heating Rights form sent only applicable if person meets must setve criteria o Appropriate Band
12. may edit the information if necessary County This field is automatically entered by system based upon the Consumer s demographic record Use the drop down menu to change the County if applicable SSN Social Security Number This field is automatically entered by the system based upon the Consumer s demographic record Birth Date This field is automatically entered by the system based upon the Consumet s demographic record Veteran Indicate yes or no Has Veteran Benefits Indicate yes or no Legal Involvement Indicate yes or no If yes specify the involvement in the field provided SSN Verified Confirm the Consumer s Social Security Number and place a check mark in the box provided If the SSN is different update the Consumer s recotd Birth Date Verified Confirm the Consumer s Birth Date and place a check mark in the box provided If the birth date is different update the Consumer s tecotd Address Verified Confirm the Consumer s address and place a check mark in the box provided If the address is different update the Consumer s record Insurance Information Place a check mark to the left of every option that applies to the Consumer Selections include Able to pay Wotkers Compensation Adult Benefit Waiver Commetcial Insurance Enter the name of the Commercial Insurance in the field provided Habilitation Supports Waiver MI Child Program Medicare HMO
13. o Admission Diagnosis The system will display the Consumer s admitting diagnosis 34 o Discharge Diagnosis Enter the Consumer s discharge diagnosis o Current Admission The system will display the Consumer s current admission information o Disability Designation Indicate yes or no for the following o Developmental Disability o Mental Illness o Substance Abuse Disorder o Service Designation Indicate yes ot no for the following o Developmental Disability o Mental Illness o Substance Abuse Disorder o Diagnostic Category Indicate the diagnostic category selections include Developmentally Disabled Adult Developmentally Disabled Children All Other Adults All Other Children O O O O o Reason for Discharge Indicate the reason for the transfer selections include o According to Plan The goals and dreams in the Person Centered Plan have been substantially met and the Consumer Family no longer desires or requires additional services o According to Plan Referred to Primary Care Physician and or other community agencies and natural supports for services o According to Plan Consumer Family relocates out of area and appropriate referrals and linkages have been made According to Plan Transfer to State Institution nursing home Not according to Plan Consumer family withdraws their consent for services and all appropriate attempts to offer ongoing services have been made o Not according to
14. BLUE CARE 01 01 2004 Awaiting Change NETWORK Verification Consumer Authorizations See Section 3 Please Section 3 Authorizations for complete instructions regarding Consumer instructions The link under Consumer Information has the same functionality as the Consumer Authorizations under Authorizations Release of Information Agreements This link allows the User to add view and change the Consumer s Release of Information Agreements 48 Adding a Release of Information Agreement e Click the Consumer Information link located in the Main Menu The Main Menu is located on the left hand side on the Home screen The Home scteen is accessible by click the Home button located in the upper left hand corner of the Encompass system e Click the View Consumer Release of Information Agreement link located to the right of the Main Menu e Seatch fot the Consumer once found click the Release of Information link located to the right of the Consumer s information Lenawee Community Mental Health Authority Back Home Logout Help Bimessages Please type in consumer s last name Consumer Last Name and first initial and press SEARCH to locate the consumer You may wish to use partial name if you are not sure about the spelling Consumer ID Select a Consumer Consumer First Name AKA or Other Information Social Security No Birth Date mmddyy If you cannot find the consumer by name you may type in any other
15. Birth Date This field is automatically entered by the system based upon the Consumet s demographic record Veteran Indicate yes or no Has Veteran Benefits Indicate yes or no Legal Involvement Indicate yes or no If yes specify the involvement in the field provided SSN Verified Confirm the Consumer s Social Security Number and place a check mark in the box provided If the SSN is different update the Consumer s record Birth Date Verified Confirm the Consumer s Birth Date and place a check mark in the box provided If the birth date is different update the Consumer s record Address Verified Confirm the Consumer s address and place a check mark in the box provided If the address is different update the Consumer s record Insurance Information Place a check mark to the left of every option that applies to the Consumer Selections include Able to pay Workers Compensation State Medical Plan Commercial Insurance Habilitation Supports Waiver MI Child Program Services Contract SDA SSI SSDI Medicaid Children s Waiver Medicare Other Public Sources O O O O O O O O O O O 62 Adoption Subsidy Medicaid CA Resources Other Payment Source O O O O Caller s Relationship to Consumer Indicate the Caller s relationship to the Consumer Selections include Self Parent Spouse Other Family Member Other O O O O O Referral Source If the Caller was
16. Click the Select link to the right of the correct authorization If wrong authorization is listed use the Clear button to clear the authorization o CPT Code The User will enter the appropriate CPT Code for services rendered Use the LOOKUP button to view a listing of the CPT Codes that have 75 been authorized for the Consumer and the Authotization selected Click the Select link to the right of the code Service Date Enter the date of the service Service Time Enter the begin and end time of the service Use the drop down menu to select A M or P M in Group Enter the number of Consumers in the group If the service was a one on one setvice leave the number as one Location Indicate Office Comm Community Hospital or Jail Face to Face Indicate yes or no Staff Type Indicate Primary or Secondary Team Location of Service The Staff Member s Team will be automatically entered by the system If this is not the Team that provided the service use the lookup button to select the correct Team Click the SAVE button to save the Service Activity Log If the User would like to enter multiple logs use the SAVE amp ADD ANOTHER button to continue entering SAL s 76 SECTION 7 MEDIFAX LOOKUP The Encompass system allows the User to send a request to Medifax for Medicaid and Insurance information The system will display the User s request in a matter of minutes Click the Medifax Lookup
17. Criteria button to save the Differential Diagnosis information The User can also use the index located in the upper left hand side of the screen Service Eligibility Place a checkmark to the left of each appropriate designation outlined below Some designations have supplemental information be sure to complete the information in its entirety o Presence of psychiatric diagnosis Indicate yes or no If no skip directly to Band of Care o Qualifying Diagnosis Indicate yes or no o Substantial disability functional impairments in aspects of daily living Indicate yes or no for the following Personal hygiene and self care Self Direction Activities of daily living Learning and Recreation Interpersonal relationships social transactions O O 0 0 0 0 If parent of young child or an expectant parent Activities of daily living including fulfilling care giving responsibilities o If parent of young child or an expectant parent Interpersonal functioning including parenting o If parent of young child or an expectant parent Concentration persistence pace If parent of young child or an expectant parent Adaptation to change If age 55 or over Loss of mobility If age 55 or over Sensory impairment O O O 0 If age 55 or over Physical stamina ability to communicate needs due to medical conditions requiring medical o Sufficient Duration Indicate yes or no for the following
18. Emotions Indicate score 0 10 20 or 30 Self Harmful Behavior Indicate score 0 10 20 or 30 Substance Use Indicate score 0 10 20 or 30 Thinking Indicate score 0 10 20 or 30 Total 8 Scale Score This field will update itself after the information 1s saved Click the Save and Continue to Differential Diagnosis button The User may also use the index located in the upper left hand corner of the screen Differential Diagnosis Enter the following information 23 o DSM IV TR Diagnosis Enter the DSM IV TR diagnosis code for Axis I Axis II Axis III Axis IV The User can use the looku button to search the DSM IV TR table for the appropriate code o ICD 9 Diagnosis Enter the ICD 9 diagnosis code for the Primary and Secondary diagnosis The User can use the LIeoKUp button to search the ICD 9 table for the appropriate code o Differential Diagnosis signs symptoms supporting diagnosis and ruling out competing diagnoses Enter the explanation of the diagnoses Click the Save and Continue to Service Eligibility Criteria button to save the Differential Diagnosis information The User can also use the index located in the upper left hand side of the screen Service Eligibility Place a checkmark to the left of each appropriate designation outlined below Some designations have supplemental information be sure to complete the information in its entirety o A severe chronic condition that
19. Internet Explorer On the login page enter your User Name and Password passwords are case sensitive The User ID is the first initial and the last name of the User For example if the User s name 1s James Smith then the User ID will be jsmith Click on the Login Button After three unsuccessful login attempts in the Production Site the User will be locked out of the system Once the User has successfully entered his her User Name and passwotd the following screen will be displayed ATTENTION All information contained in this information system is private and confidential This system is intended for professional use by the staff and contractors ofthe Washtenaw Community Health Organization and Washtenaw County Community Support and Treatment Services Records contained herein should be accessed only by authorized staff from approved work stations Information should be accessed on a need to know basis only By accepting these terms you agree under penalty of law that you are an authorized agent using this system only for professional purposes For security and identification purposes your IP address has been recorded Anyone accessing or using this system inappropriately will be prosecuted to the fullest extent of the law as set forth in agency policies The confidentiality of this information is legally protected under the Michigan Mental Health Code PA 258 of 1974 as amended and the Health Insurance Portability and Acco
20. Plan Consumer family misses scheduled appointments does not respond to follow up contact by staff or can t be located o Not according to Plan Consumer family relocates out of service area without appropriate referrals in place Other Closed consumer incarcerated in prison or a long term jail sentence Other Consumer deceased Date of death if know Enter the date of death if known o Note Enter any necessary information applicable to the Consumer s discharge e Click the SAVE button to save the discharge If the User does not wish to discharge the Consumer click the CANCEL button 35 Consumer Financial Information The User can enter view and print the Consumer s financial information and insurance policies through this link Adding View Financial Information e Click the Consumer Information link in the Main Menu The Main Menu is located on the left hand side of the Home screen The Home screen is accessible by clicking the Home button in the top left hand corner of the Encompass system e Click the View Consumer Financial Information link located to the right of the Main Menu e Search for the Consumer There are several ways of searching for the Consumer last and first name SSN Case ID Case Number etc Enter the search criteria and click the SEARCH button e Click the Financial Information link to the right of the Consumer s information Mf Lenawee Community Back Home Logout Please type in con
21. call logs e View ACCESS Calls That Require Call Back This link allows the User to view a list of any call received from a Consumer or non Consumer that requires a call back View Consumer Authorizations This link allows the User to change view print or void existing Consumer authorizations for service and request an authorization for service eligibility assessment and ongoing services e View Consumer Appointments This link allows the User to view a list of the all of the Consumer s appointments past present and future This application is not currently in use Authorizations This menu option deals specifically with Consumer authorizations The following links are available under Authorizations e View Consumer Authorizations This link allows the User to change view print ot void existing Consumer authorizations for service and request an authorization for service eligibility assessment and ongoing services Service Activity Logs This menu option is used to enter the User s service activity logs Service activity logs will now be entered by the User and not created from the forms entered by the User The following links are available under Service Activity Log e View My Own Service Activity Log The User will use this link to add change delete and view his her service activity logs Medifax Lookup This menu option allows the User to connect through Medifax and obtain a Consumer s Medicaid i
22. eb keel delen 25 Crisis S Debo bait m OR Da PU NU a Odds rc UR User ER LRL Fa SUD UNI LPS GU aD 26 CMHS P NOS ST GINS tes Sic fae ae ode Dav ROTER et e T Ripa b e p pedes 29 Admit nga Consumer s ome date meme dup rat dm aq toit de 30 Transferin AC oDS HAST aa Mat ab ah bolo hated a aa abst ail ina 31 Discharge CODSUIICE iseend a aE E eiT e pd s eR EE rh Era a Eia 34 CConsamier Financial Information snenie inia a Qo a a E QU Aa 36 Adding View Financial Informations nesan n a a PR HER ER 36 Printing Financi l DntorenatOdto siana eiei pisi ebd p abbr perenni eg b AR 38 Adding Insurince Policiesomestaitetestespidiv dtes iu wtb bututec trai ferto iae Ute tbe bio pta vessel 40 Adding a Self Pay Insur nce Policy oie e her tutedetas isi iU er d ciem eb cd 40 Adding a Ehtre Party dTasucance Poliey aai ento BER as ttem ep bhai e 42 Adding ad edicate Tolle saute LR Ub S RTI SEE RR O Qe RUE RU aad 43 Adding Medicaid Insurance Poliey tt rie trepidi Ei ket c 45 Changing Insuftasee Policy Dobotea Hl OD us recu n Qa ala Ede On otii a eC FERRO a eR Ge DRM 46 Viewing TAs tance Policies boe ode e ab d boe p TM pat 47 Consumer Authorizations See Section 3 viicccccccccccccsccsscssscssscssscesscssscssscssscssscssssesssesssesssesssesssees 48 Release or Intormation Agrectients ote caede bici tabe ptt cedar actam cel eda d C ge 48 Adding a Release of Information Agreement oo diode uideo M cR e Da ades Sa oti 49 Changing a Release or Information Neteetmetib saco
23. enter Service Activity Logs by hand Adding Service Activity Logs e Click the Service Activity Logs link located on the left hand side of the Home screen The Home screen is accessible by clicking the Home button in the upper left hand corner of every screen e Click the View My Own Service Activity Log link located to the right of the Main Menu e Click the Add Service Activity Log link DEVELGPMENT MODE Lenawee Community Mental Nealth Authority En ompass Back Home Logout Help E message Service Activity Log Date Range o 17 2004 10 01 2004 From To Consumer lookup CPT Code lookup 0 Service Activity Logs Staff Consumer Authorization Date s Time of Service CPT Code Type Add Service Activity Log e The Service Activity Log SAL appears enter the following information o Service Activity Log for Staff The system will automatically enter the name of the current User If this is incorrect use the LI99KUp button to search the Staff table for the correct Staff Member o Consumer Use the 99KUP button to search for the Consumer that this SAL pertains to If this SAL does not pertain to a Consumer click the Clear button to cleat the Consumer information o Authorization User the L99kup to search the Authorizations table for the appropriate authorization All of the authorizations for the selected Consumer will be listed If no Consumer is selected no Authorizations will be displayed
24. entirety o Presence of psychiatric diagnosis Indicate yes or no If no skip directly to Band of Care Qualifying Diagnosis Indicate yes or no Substantial disability functional impairments in aspects of daily living Sufficient Duration Indicate yes or no for the following O Six continuous months or six cumulative months in a 12 month period of illness symptomatology and or dysfunction o Basedon current condition and diagnosis there is reasonable expectation that symptoms impairment will continue for more than six months O Prior history of severe mental illness with continued significant Residual symptoms or impairments Prior Service Utilization Indicate yes ot no for the following 21 Two or more admissions to psychiatric unit in a calendar year Thirty days ot more of inpatient treatment in a calendar yeat State hospital utilization within the calendar year O O O O Use of 20 or more outpatient mental health visits in a calendar year o Substance use abuse is not the sole basis of psychiatric symptomatology or need for treatment Indicate yes or no o Fora person to meet must serve criteria they must meet one of the following combinations Place a checkmark to the left of all that apply selections include Qualifying diagnosis A functional impairment B and E Qualifying diagnosis A duration of illness C and E Qualifying diagnosis A prior service ut
25. iimessage Release of Information List Consumer Name Consumer ID SSN Case TEST CLIENT 13 222 33 4444 85536 Address Home Phone te of Birth Gender homeless 05 1961 Male Ypsilanti MI 48198 1 Matched Date Effective Expiration Release Information Release Status Add Release of Signed Date Date From Information To Information 09 28 04 09 29 04 09 28 05 Lenawee Clare Miller Authorize Chang View e User will make the changes and click the SAVE button to save the changes Viewing a Release of Information Agreement e Click the Consumer Information link located in the Main Menu The Main Menu is located on the left hand side on the Home screen The Home scteen is accessible by click the Home button located in the upper left hand corner of the Encompass system e Click the View Consumer Release of Information Agreement link located to the right of the Main Menu e Seatch fot the Consumer once found click the Release of Information link located to the right of the Consumer s information dh Lenawee Community Mental Health Authority Back l Home Logout Help E messages Please type in consumer s last name Consumer Last Name and first initial and press SEARCH to locate the consumer You may wish to use partial name if you are not sure Select a Consumer Consumer First Name AKA or Other Information about the spelling Consumer ID Social Security No Birth Date mmddyy If you cannot find the consumer by name yo
26. in consumer s last name Consumer Last Name Consumer First Nama AKA or Other Information and first initial and press SEARCH to j locate the consumer You may wish to use partial name if you are not sure about the spelling Consumer ID Social Security No irth Date mmddyy If you cannot find the consumer by name you may type in any other CMHSP Case available data to locate the SEARCH consumer 1 Consumers Last Name First Name Consumer ID Case Social Security Birth Date TEST CLIENT 13 85536 222 33 4444 05 21 1961 26 e The screen appears with all of the Lenawee Forms your department has access to For the Service Eligibility Form click the Crisis Sheet link DEVELOPMENT MODE Kd Lenawee Community Mental Health Aut Enompas Back Home Logout Help D E messages Consumer Chart Documents Consumer Name SSN Case TEST CLIENT 222 33 4444 85536 Address Home Phone Date of Birth Gender homeless 05 21 1961 Male Ypsilanti MI 48198 Consumer Forms ASSESSMENT Eligibility Assessment CSM SUPPORTS COORDINATION EMERGENCY SERVICE C crisis Sheet gt OTHER PROFESSIONAL FORMS Consumer ID I Switch Consumer MEDICATION SERVICE e Click the Add Crisis Sheet link CEJ Lenawee Community Mental Health Authority pb ais Back Home Logout Help messages Crisis Sheet List Cons
27. is attributable to a mental or physical impairment or a combination of mental and physical impairments Indicate yes or no o The condition was manifested before the individual was 22 years old Indicate yes or no o The condition is likely to continue indefinitely Indicate yes or no o Substantial functional limitations of major life activity Indicate yes or no for the following Self Care Receptive and expressive language Learning Mobility Self Direction Capacity for independent living Economic self sufficiency O O O O O O O 0 If degree of functional limitation is unclear The individual has obtained SSI or SSD in the bases of disability o If degree of functional limitation is unclear School testing established that the individual is EMI or SMI and has an I Q of 69 or lower o If degree of functional limitation is unclear A CMH Psychologist confirmed I Q or 69 or lower through psychological testing o Due to their condition the individual needs a combination of and sequence of special interdisciplinary or generic care Indicate yes or no o All five of the above criteria are met thus meeting the must serve criteria Indicate yes or no 24 o Does not meet must serve criteria Indicate yes or no o Notice of Hearing Rights form sent only applicable if person meets must serve criteria Indicate yes or no o Fora person to meet must serve criteria
28. left hand cornet e Click the Lenawee Consumer Forms link to the right of the Main Menu e Search for the Consumer once found click the Consumer Forms link to the right of the Consumer s information 14 j DEVELOPMENT MODE Ompass W Lenawee Community Mental Health Authority Ee Back Home Logout TI Help E messages Select a Consumer Please type in consumer s last name Consumer Last Name Consumer First Name AKA or Other Information and first initial and press SEARCH to j locate the consumer You may wish to use partial name if you are not sure n 2 about the spelling Consumer ID Social Security No Birth Date mmddyy If you cannot find the consumer by name you may type in any other CMHSP Case available data to locate the SEARCH consumer 1 Consumers Last Name First Name Consumer ID Case Social Security Birth Date TEST CLIENT 13 85536 222 33 4444 05 21 1961 Consumer Forms e The screen appears with all of the Lenawee Forms your department has access to For the Service Eligibility Form click the Eligibility Assessment link Y Lenawee Community Mental Health ority En mpass Back Home Logout T Help Sime Ages Consumer Chart Documents Consumer Name Consy fer ID SSN Case TEST CLIENT 1 222 33 4444 85536 CASE IS CLOSED d Address Home Phone Date of Birth Gender homeless 05 21 1961 Male Ypsilanti MI 48198 Consumer Forms
29. mood type Judgement Place a checkmark to the left of the applicable judgement If the User DOES NOT select intolerant and or impulsive use the drop down menu to select the appropriate judgement type Appearance Place a checkmatk to the left of the applicable appearance If the User selects inadequate use the drop down menu to select the approptiate Attitude Use the drop down menu to select the applicable attitude type Place a checkmark to the left of each type s indicated Comments Observations of above Enter any comments or observation that support the above selections Click the Save and Continue to Differential Diagnosis button to save the Mental Status Functional Impairment information The User can also use the index located in the upper left hand side of the screen Differential Diagnosis Enter the following information o DSM IV TR Diagnosis Enter the DSM IV TR diagnosis code for Axis I Axis II Axis III Axis IV The User can use the IooKUp button to search the DSM IV TR table for the appropriate code ICD 9 Diagnosis Enter the ICD 9 diagnosis code for the Primary and Secondary diagnosis The User can use the Lookup button to search the ICD 9 table for the appropriate code 17 o Differential Diagnosis signs symptoms supporting diagnosis and ruling out competing diagnoses Enter the explanation of the diagnoses Click the Save and Continue to Service Eligibility
30. of Service Indicate the Consumer s appropriate band of service selections include Band 1 Problem Symptom Focused Band 2 Stabilization Management Band 3 Supportive Case Management Band 4 Intensive Care Management Band 5 Crisis Acute o Not Applicable O O O O O e Click the Save and Continue to Disposition button to save the Service Eligibility information The User can also use the index located in the top left hand side of the screen e Disposition Enter the following information o Disposition Services Authorized Within Band of Care Enter the disposition Services authorized within the selected band of cate e Click the SAVE button Adding a Child Eligibility Assessment e Follow the Adding a Service Eligibility Form instructions beginning on page 3 19 e Click the Add Child Eligibility Assessment link S DEVELOPMENT MODE En Qmpass Lenawee Community Mental Health Authority Back Home Logout Help amp imessages Eligibility Assessment List Consumer Name Consumer ID SSN Case v TEST CLIENT 13 222 33 4444 85536 4 Address Home Phone Date of Birth Gender homeless 05 21 1961 Male Ypsilanti MI 48198 4 0 Eligibility Assessment s Assessment Date e Clinical Assessment Enter the following information o Start Time Enter the beginning time of the Eligibility Assessment Assessment Date Enter the date of the Eligibility Assessment Presenting Problem s Dis
31. referred use the drop down menu to select the referral source If the referral source is not listed in the drop down menu select Other and enter the specific source in the text box labeled Specify if other Consumer Population Indicate whether the Consumer is part of the Adult or Child population by clicking on the appropriate selection Emergency Contact Enter the information for the primary and secondary emergency contact This information includes Contact Name Relationship to the Consumer Home Phone Work Phone Pager and Cell Phone Phone Conversation and Notes Enter the detail regarding the conversation and any necessary and applicable notes Disposition Place a check mark next to all that apply Selections include o Hospital Screening o Crisis Contact o Intake Assessment Scheduled Service s Needed Place a check mark next to all of the options that pertain to the services needed by the Consumer Selections include MH Mental Health SA Substance Abuse MH and SA DD Developmentally Disabled Other if Other is selected enter the specifics in the box labeled Specify if Other ACCESS Staff taking this call The system automatically enters the current O O O O O User s name if this is incorrect use the lookup button to search for the correct Staff Member Time Started This field is automatically entered by the system based on the time you entered the screen
32. screen is accessible by clicking the Home button located in the upper left hand corner of each Encompass screen e Click the View Consumer Demographic Information link located to the right of the Main Menu e Search for the Consumer There are several ways of searching for the Consumer last and first name SSN Case ID Case Number etc Enter the search criteria and click the SEARCH button e Once found click the Print Consumer Info link that appears to the right of the Consumet s information Pg Uh Lenawee Community MentaMHealth Authority En ompass Back Home Logout Help Bimess es Consumer List Please type in consumer s last name and first initial and press SEARCH to locate the consumer You may wish to use partial name if you are not sure about the spelling Consumer Last Name Consumer First Name AKA or Other Information Consumer ID Social Security No Birth Date mmddyy If you cannot find the consumer by name you may type in any other available data to locate the consumer SEARCH 1 Consumers Last Name First Name Consumer ID Case Social Security Birth Date TEST CLIENT 13 85536 222 33 4444 05 21 1961 Change Vi Print Consumer Info Tratetatafserration Insurance Policies PCP Authorizations Notes 13 e Anew window will appear with a Processing Request message Once the request is processed the Consumer s information will appear in a Print Friendly format E http
33. the log in screen from this page click the Aere link SECTION 2 NAVIGATION AND MENU OPTIONS Navigation Buttons When you are in the Encompass System DO NOT use yout browser s back or forward buttons Only click on the buttons and links on the actual System Screens that is those below the ted line and above the footer that contains the current date time and the User s Name Consumer List Microsoft Internet Explorer View Favorites Tools Help gt Q A Qsearch Favorites media lt 4 E4 5 amp M Lenawee Community Mental Health Authority En mpass Back Home Logout Help eimessages Consumer List s Lype in consumer s last name mertast Name Consumer First Name AKA or Other Information and first initial and pre SRECA To Do locate the consumer You may wish to LBE PENE WENE H yat ENE MEE SUE Add change or delete consumer information i i about the spelling p If you cannot find the consumer by name you may type in any other CMHSP Case available data to locate the SEARCH consumer 0 Consumers Last Name First Name Consumer ID Case Social Security Birth Date Back Home 2004 10 25 AM Eastern Time Test Lenawee Click on the Back Button to go to the previous page Do not use your Browser s Back Button Logout eut Click on the Logout Button to logout of the system Lone From any section on the website the Home Button w
34. 4444 85536 Address Date of Birth Gender homeless 05 21 1961 Male Ypsilanti MI 48198 1 Eligibility Assessmentis Assessment Date Type 10 01 2004 Adult Eligibility e A new window will open and the Eligibility Assessment will appear in a print friendly format 25 E Eligibility Assessment Form Microsoft Internet Explorer Lenawee Community Mental Health Authority Eligibility Assessment Form Consumer Name Consumer ID SSN TEST CLIENT 13 222 33 4444 Address Home Phone Date of Birth homeless 05 21 1961 Ypsilanti MI 48198 Clinical Assessment Assessment Date Start Time 10 01 2004 9 00 AM Presenting Problem s Disahility dasdasdadasd dasdasdasd daasdasdasd sdadssadasda asdasdasd asdasd asdasdasd asdasdasd adsasdas asdasdasd asdasdsad asdasdasd asdasdasdi123456789 Wr nons Nennnatinsa Fn n n n e f Click the PRINT link in the upper right hand corner and select the printer to print Crisis Sheet e Click on the Consumer Information link located on the left hand side of the Home Screen The Home Screen is accessible by clicking the Home button in the top left hand corner e Click the Lenawee Consumer Forms link to the right of the Main Menu e Search for the Consumer once found click the Consumer Forms link to the right of the Consumer s information CEJ Lenawee Community Mental Health Authority s Back Home Logout Help E messages Select a Consumer Please type
35. ARCH to locate the consumer You may wish to use partial name if you are not sure about the spelling Consumer First Name AKA or Other Information Consumer ID Social Security No Birth Date mmddyy If you cannot find the consumer by name you may type in any other available data to locate the consumer CMHSP Case 1 Consumers Last Name First Name Consumer ID Case Social Security Birth Date TEST CLIENT al 85536 222 33 4444 05 21 196 CMHSP Admissions Transfers Discharges e A listing of the Consumers admissions transfers and discharges are listed if applicable e Click the Add Admission link This link is only available if the Consumer is not currently enrolled with Pegawee i e new Consumer discharged Consumer Lenawee Community Mental He Back Home Logout Help E messages CMHSP Admission Transfer Discharge List Consumer Name Consumer SSN DOB Gender Case TEST CLIENT A 13 222 33 4444 05 21 1961 Male 85536 CASE IS CLOSED 4 Records Type Date Team Case Manager Add Admission Discharge 09 29 2004 len test team Test Lenawee Change View Delete Other Consumer incarcerated 110 N Fourth A e immim mo m n JANNA law tant RM Tast d uim Phanan Wines e Enter the following information o Date Enter the Consumet s admission date 30 o Admission Diagnosis Enter the Consumer s diagnosis The User can use the Ueokup button to search for the correct diagnosis code o Cur
36. CMHSP Case available data to locate the SEARCH consumer 1 Consumers Last Name FirstName Consumer ID Case Social Security Birth Date MEST CLIENT 13 85536 222 33 4444 05 21 1961 Release of Information e A list of all of the Consumer s Release of Information Agreements is displayed e Click the Add Release of Information link Uh Lenawee Community Mental Ith Authority En ompass Back Home Logout Help Blmessages Release of Information List Consumer Name Consumer ID SSN Case TEST CLIENT 13 33 4444 85536 Address Home Phone Date amp Birth Gender homeless 05 21 1941 Male Ypsilanti MI 48198 1 Matched Date Effective Expiration Release Information Release Status Add Release 0 Signed Date Date From Information To Information 09 28 04 09 29 04 09 28 05 Lenawee Clare Miller Authorized Change View e Enter the following information o Release From Agency Enter the name of the agency the information will be released from o Release To Agency Enter the name of the agency the information will be released to 49 Date Consumer Signed Enter the date the Consumer signed the Release of Information Agreement Effective Date Enter the date the Release of Information Agreement is effective Expiration Date Enter the date the Release of Information Agreement expires Status Indicate authorized or denied Condition of Expiration Enter any conditions that will expire the Release of Information Ag
37. Click the Consumer Information link located in the Main Menu The Main Menu is located on the left hand side on the Home screen The Home scteen is accessible by click the Home button located in the upper left hand corner of the Encompass system e Click the View Consumer Release of Information Agreement link located to the right of the Main Menu e Seatch fot the Consumer once found click the Release of Information link located to the right of the Consumer s information M Lenawee Community Mental Health Authority Back Home Logout Help E messages Please type in consumer s last name Consumer Last Name and first initial and press SEARCH to j locate the consumer You may wish to use partial name if you are not sure about the spelling Consumer ID Select a Consumer Consumer First Name AKA or Other Information Social Security No Birth Date mmddyy If you cannot find the consumer by name you may type in any other CMHSP Case available data to locate the SEARCH consumer 1 Consumers Last Name FirstName Consumer ID Case Social Security Birth Date MESI CLIENT 13 85536 222 33 4444 05 21 1961 Release of Information e A list of all of the Consumet s Release of Information Agreements is displayed 51 e Click the Change link to the right of the Release of Information Agreement the User wishes to edit M Lenawee Community Mental Health Authority En ompass L3 EJ Back Home Logout Help
38. Lenawee Encompass User Manual ACCESS Staff Created By PCE Systems 29592 Northwestern Highway Southfield MI 48034 248 223 4888 Last Update September 24 2004 Table of Contents Section 1A ccessinp ENCOMPASS venie ata veo dto Ee Oc dE DC re Ee od ecd rg 4 Dossitiodnto tbe Encompass Syste sass ianea dia Nac ates d aif EA mdhdios 4 Logging Out of the Encompass SYSbOHL av na cede iade dedaae qoe ete teda dathauana amen 5 Section 2 Navigation and Menu Options sss ssesssssssessrsssreesreesreesteesseeseeuneessneeuntesnresnresreeereneeenereneess 7 Navigation Buttons ionia ATAA AR A ded e E 7 Mew 0 AC alc mer ear Hah E A A Nip bue 8 Section 3 Consumer Informatio musuia hennu tut e esperti veste fovea rela 10 Corsumer Demosrapblcsscss suu avr aU RI E NEAR d ERUNT ONE AR ARE Iun RUD 10 GCh nping Consumer Sti OR ie pts a aet center oen baden pct rasai e ved aet 10 New Consumer E ONG AOR seta quc bot dade Macht atin Oh nte mde Debt us 12 Printing Consumer Demographic Information 5 ataca t i hotee i ei ener eiut 13 Lenawee d onsumier P GIES eder et prd ten tS RID Dra o tete ava did Rupe MN 14 T dipibility SSE SOIC EVs neen a Sinus stub a f i 14 Adding an Adult Eligibility Assessment 2 e ata itio crier i ted eh dedero 15 Adding Child Eloi bility sess Ee ntu inian epi te bas em Pd astdlen DS oot 19 Adding Developmental Disability Eligibility Assessment esee 22 Printing a Service Eligibility Assessment i iai dette inier i
39. SP Admissions link located to the right of the Main Menu e Seatch for the Consumer once found click the CMHSP Admissions Transfers Discharges link to the right of the Consumer s information Select a Consumer Please type in consumer s last name and first initial and press SEARCH to locate the consumer You may wish to use partial name if you are not sure about the spelling Consumer First Name AKA or Other Information Consumer ID Social Security No Birth Date mmddyy If you cannot find the consumer by name you may type in any other available data to locate the consumer CMHSP Case 1 Consumers Last Name First Name Consumer ID Case Social Security Birth Date MEST CLIENT 13 85536 222 33 4444 05 21 196 CMHSP Admissions Transfers Discharges e A listing of the Consumers admissions transfers and discharges are listed if applicable e Click the Discharge link This link is only available if the Consumer is admitted dh Lenawee Community N Back Home Logout Help Health Authority En ompass messages Consumer Name Consumer SSN Gender Case TEST CLIENT A 13 222 33 4444 Male 85536 5 Records Type Date Team Case Manager Admission 09 29 2004 len test team Test Lenawee Change View Transfer Discharge ge 110 N Fourth Discharge 09 29 2004 len test team Test Lenawee Change View 440 ki rm e Enter the following information o Date Enter the discharge date
40. T Date of Birth 05 21 1961 SSN 222 33 4444 5 3 a e gt Client ID 13 Business Unit Address homeless Home Telephone Ypsilanti MI 48198 Responsible Party Information person with legal responsibility to pay for services Relationship to Client 1 of 2 gt MIO Ol Comments 8 5x11in i e Click the Print button to print the Financial Information 39 Adding Insurance Policies Insurance policies include Medicaid Medicare Third Party Insurance and Self Pay Ability to Pay e Click the Consumer Information link in the Main Menu The Main Menu is located on the left hand side of the Home screen The Home screen is accessible by clicking the Home button in the top left hand corner of the Encompass system e Click the View Consumer Financial Information link located to the right of the Main Menu e Search for the Consumer There are several ways of searching for the Consumer last and first name SSN Case ID Case Number etc Enter the search criteria and click the SEARCH button e Click the Insurance Policies link to the right of the Consumer s information Select a Consumer Please type in consumer s last name and first initial and press SEARCH to locate the consumer You may wish to use partial name if you are not sure about the spelling Consumer La Consumer First Name AKA or Other Information Consumer ID Social Security No Birth Date mmddyy If you cannot find the c
41. The User can review the information stored in the Release of Information Agreement no changes can be made in this screen When the User is finished viewing the information click the CANCEL button 58 SECTION 4 ACCESS SCREENINGS Consumer ACCESS Calls e Click on the ACCESS Screenings link in the Main Menu The Main Menu is accessible by clicking the Home button in upper left hand corner of every screen e Click on the Add View Consumer ACCESS Calls link located to the right of the Main Menu e The system MUST be searched for the Consumer BEFORE entering any information To search for the Consumer enter any of the following search criteria Last name Last and first name Consumer ID Social Security Number Birth Date and or Case Number e If the Consumer IS existing found click the Select link to the right of the Consumer information Please type in consumer s last name Consumer Last Name Consumer First Name AKA or Other Information and first initial and press SEARCH to ent sd locate the consumer You may wish to ien use partial name if you are not sure pude the spelling 4 Consumer ID Social Security No Birth Date mmddyy If you cannot find the consumer by name you may type in any other CSTS Case available data to locate the SEARCH consumer You must SEARCH the consumer file first If this call is NOT for an existing consumer you may click here to add a Non Consumer Call 1 Consumers Last Name First Na
42. Towards Others Indicate score 0 10 20 or 30 Moods Emotions Indicate score 0 10 20 or 30 Self Harmful Behavior Indicate score 0 10 20 or 30 Substance Use Indicate score 0 10 20 or 30 Thinking Indicate score 0 10 20 or 30 Total 8 Scale Score This field will update itself after the information is saved Click the Save and Continue to Differential Diagnosis button The User may also use the index located in the upper left hand corner of the screen Differential Diagnosis Enter the following information o DSM IV TR Diagnosis Enter the DSM IV TR diagnosis code for Axis I Axis II Axis III Axis IV The User can use the LIookup button to search the DSM IV TR table for the appropriate code ICD 9 Diagnosis Enter the ICD 9 diagnosis code for the Primary and Secondary diagnosis The User can use the LIeoKup button to search the ICD 9 table for the appropriate code Differential Diagnosis signs symptoms supporting diagnosis and ruling out competing diagnoses Enter the explanation of the diagnoses Click the Save and Continue to Service Eligibility Criteria button to save the Differential Diagnosis information The User can also use the index located in the upper left hand side of the screen Service Eligibility Place a checkmark to the left of each appropriate designation outlined below Some designations have supplemental information be sure to complete the information in its
43. ability Enter the Consumer s presenting problems disability History of Presenting Problem s Disability Enter the Consumer s history pf the presenting problems disability Family History Enter the Consumer s family history Psychiatric Treatment History Enter the Consumet s Psychiatric Treatment History History of Drug and Alcohol Use Enter the Consumer s history of drug and alcohol use Academic Achievement Enter the Consumet s academic achievements Legal Issues Enter any legal issue the Consumer is involved with Health Status Medications Enter the Consumet s health status and any medications Risk Assessment Enter the risk assessment Problems to be addressed in Services Treatments Enter the Consumet s problem s to be addressed in services and or treatment Barriers to Service Enter any of the barriers of the Consumer receiving services or treatment e Click the Save and Continue to Mental Status Functional Impairment button to save the above information and move to the next page of the assessment Users may also use the index located in the upper left hand corner of the screen e Mental Status Functional Impairment Complete the CAFAS Scoring Summary o Role Performance School Work Indicate score 0 10 20 or 30 20 Role Performance Home Indicate score 0 10 20 or 30 Role Performance Community Indicate score 0 10 20 or 30 Behavior
44. amily Independence Agency Information Emergency Contact Includes name relationship to the Consumer and address Gender Court Appointed Guardian Race Ethnic Origin Education For those attending K 12 Grade School and School District Veteran Status Marital Status Employment Status Drug Allergies and Reactions The User can choose to show the allergies and reaction as a Health and Safety warning Health and Safety warnings will be discussed in a later section Referred for treatment by EPSDT Residential Arrangement Corrections Related Status Current Service Assignment Child enrolled in Early On Current Service Assignment Wraparound Service ACCESS Case Manager 11 o OBRA Case Manager o Primary Care Physician o Name of person completing the form o Completion Date e If the User changes any of the information in the Consumer Demographics he she must click the SAVE button If no changes were made click the CANCEL button View Consumer Information Users may view a Consumer s Demographic Information View is different then change in that the User cannot change an of the Consumer s Demographic in the view mode e Click the Consumer Information link in the Main Menu The Main Menu is located on the left hand side of the Home screen The Home screen is accessible by clicking the Home button located in the upper left hand corner of each Encompass screen e Click the View Consumer Demographic Information link l
45. ass Forms will be available for viewing only View CMHSP Admissions This link allows the User to add change and view Consumer admissions Users can also transfer the Consumer from one program to another and discharge the Consumer from Lenawee Consumer Financial Information This link allows the User to add or change the Consumers financial information update and add Consumer insurance polices and print the Consumer s financial information Consumer Authorizations This link allows the User view change print and void existing Consumer authorizations for service request an authorization for a service eligibility assessment and ongoing services View Consumer Release of Information Agreements This link allows the User to add change or view all of the Consumer release of information agreements View Consumer Notes Non Clinical Notes Only This link allows the User to add notes to the Consumer s electronic file These notes can be marked as confidential or used as health and safety warnings ACCESS Screenings This menu option deals specifically with the ACCESS Staffs screenings and phone calls The following links are available under ACCESS Screenings Add View Consumer ACCESS Calls This link allows the User to manage calls from existing and non existing Consumers This link also allows the User to conduct phone screenings as well as view a listing of the existing Consumet s screenings authorizations and
46. cy If the User does not wish to save the policy click the CANCEL button Adding a Medicaid Insurance Policy e Follow the Adding Insurance Policies instructions beginning on page 15 e Click the Add Medicaid link Back Home Logout H E messages Insurance Policy List Consumer Name Consurm ID SSN Case TEST CLIENT 13 222 33 4444 85536 CASE IS CLOSED Address Home Phone Date of Birth Gender homeless 05 21 1961 Male Ypsilanti MI 48198 Policies effective on SEARCH glicies with all verified Awaiting Verificatiwq Status verification 1 Insurance Policies Add Self Pay Effective Effective Add Insurance From Thru Add Medicare Add Medicaid BLUE CARE 01 01 2004 Awaitin Change View NETWORK Verification Policy Insurance Company Number Deductible Copay e Enter the following information o Verification Status Indicate whether the policy has been verified or is awaiting verification o Okto Use Place a checkmark in this box if this policy is okay to use o Insurance Company Click the Lookup link to search the Medicaid table for the correct Insurance Company o Insurance Company Address The system will automatically enter the address of the Insurance Company if stored in the Insurance Company table o Group Number The system will automatically enter MEDICAID as the policy s group number when adding a Medicare Insurance policy o Medicaid ID Enter the Medica
47. d Program Medicaid Children s Waiver Wraparound State Medical Plan Payment source is none of the above O O O O O O 0 0 0 Financial Information Enter the following information Non Taxable Income Enter the FIA SS and CH Support amounts Total Monthly Income Total Earned Income Total Annual Taxable Income Enter Line 16 of MI Income tax if possible Total Annual Gross Income O O 0 0 0 O of Dependents Enter the number of dependents claimed on Income Tax o Monthly Max Charge Use the El Calculate button to determine the monthly max charge Total Financial Situation Utilized Indicate yes or no County of Financial Responsibility Use the drop down menu to select the correct county of financial responsibility o County of Financial Responsibility Agreement Use the drop down menu to select the correct county of financial responsibility agreement Recipient ID Enter the Consumer s Medicaid Recipient ID number if applicable Use the LIo9kUP button to search for Medicaid Recipient ID and to review complete Medicaid information MI Child ID Enter the Consumer s Michigan Child Medicaid ID number if applicable Use the LIo9KUP button to search for Michigan Child Recipient ID and to review complete MI Child information State Medical Program Clients Enter the following information if applicable o Medical Authorization Form Obtained Indicate yes or no o FIA Worker
48. dicate yes or no for the following o Developmental Disability o Mental Illness o Substance Abuse Disorder o Diagnostic Category Indicate the diagnostic category selections include Developmentally Disabled Adult Developmentally Disabled Children All Other Adults All Other Children O O O O o Reason for Transfer Indicate the reason for the transfer selections include O Consumer needs are not adequately met through current program referred to higher intensity service o Consumer has responded to the services and supports offered in current program now meets criteria for less intensive service Consumer reached age of 18 years transfer to Adult program Consumer continues need for service in a different location Assigned Staff changed same program Consumer requested change Assigned Staff changed same program Assigned staff left O O O 0 O Assigned Staff changed same program Other o Notes Enter any necessary notes applicable to the Transfer e Click the SAVE button to save the Transfer If the User does not wish to save the Transfer click the CANCEL button 33 Discharge a Consumer A Consumer must be admitted in order to process a discharge e Click the Consumer Information link in the Main Menu The Main Menu is located on the left hand side of the Home screen The Home screen is accessible by clicking the Home button located in the upper left hand corner of the Encompass system e Click the View CMH
49. e in order to be transferred If the Consumer is not currently enrolled in services he she must be admitted first e Click the Consumer Information link in the Main Menu The Main Menu is located on the left hand side of the Home screen The Home screen is accessible by 31 clicking the Home button located in the upper left hand corner of the Encompass system e Click the View CMHSP Admissions link located to the right of the Main Menu e Seatch for the Consumer once found click the CMHSP Admissions Transfers Discharges link to the right of the Consumer s information Lenawee Community Men Back Home Logout Please type in consumer s last name and first initial and press SEARCH to locate the consumer You may wish to use partial name if you are not sure about the spelling Health Authority En mpass Help Select a Consumer Bimdgsages Consumer First Name AKA or Other Information Consumer ID Social Security No Birth Date mmddyy If you cannot find the consumer by name you may type in any other available data to locate the consumer CMHSP Case 1 Consumers Last Name First Name Consumer ID Case Social Security Birth Date MEST CLIENT 13 85536 222 33 4444 05 21 196 CMHSP Admissions Transfers Discharges e Alisting of the Consumers admissions transfers and discharges are listed if applicable e Click the Transfer link This link is only available if the Consumer is currently ad
50. earching for the Consumer last and first name SSN Case ID Case Number etc Enter the search criteria and click the SEARCH button e Once found click the Change link that appears to the right of the Consumer s information Ce Back Home Logout Please type in consumer s last name and first initial and press SEARCH to locate the consumer You may wish to use partial name if you are not sure about the spelling Help amp Consumer List Consumer First Name AKA or Other Information Consumer ID Social Security No Birth Date mmddyy If you cannot find the consumer by name you may type in any other available data to locate the consumer CMHSP Case SEARCH 1 Consumers Last Name First Name Consumer ID Case Social Security Birth Date TEST CLIENT 13 85536 222 33 4444 05 21 1961 Change View PT onsumer Info Financial Information Insurance Policies PCP Authorizations Notes 10 The following information is saved and can be changed in the Consumer Demographic Information screen o o o Last Name First Name and Middle Initial Home Address including street address city state and zip code Home Telephone County of Residence AKA or information that can be used for Consumer searches Alternate Phone Date of Birth SSN Social Security Number Medicaid ID The User can use the U KUP button to search for the Consumert s Medicaid ID Primary Language Date of Death Parental Status F
51. ect one Click here to request Altharizatian for CMHSP stafitc provide ongoing services as defined in PCP ick here to request an Authorization for an outside facility to provide services as defined in PCP CMHSP Clinician Upon completion o Uthorization the system will automatically route your authorization request to the Team Supervisor for approval Authorizations beginning after Authorizations ending before SEARCH e Enter the following information o Effective Date Enter the effective date of the Authorization o Expiration Date Enter the expiration date of the Authorization o Select the Required Services Place a check mark to the left of each of the Consumer s required services Selections include DD Services Respite Services MI Services 24 Hours Crisis Services Child Waiver Respite Services Child Waiver Community Living Support Services Child Waiver Vacation Services Child Waiver Specialty Services and or Other Services These selections will allow the system to display a list of appropriate Providers 5 o Select a Panel Type Use the drop down menu to select a Panel Type selections include Child Waiver Clubhouse COFR Community Center Consultant Respite Specialty Services Supported Living or Supported Employment o Comments Enter any necessary comments needed for the Authorization o Staff Requesting the Authorization The system will automatically enter the name of the c
52. eek per Month or per Yeat e Click the SAVE button to save the Units If you do not wish to save the Units click the CANCEL button e The authorization has been added to the existing list of the Consumer s authorizations The status of this authorization will be Waiting for Supervisor Approval until the authorization has been approved by the Staff Manager s Supervisor The User may change or delete the authorization UNTIL the Supervisor approves it Request Authorization to Hospital e Follow Adding an Authorization for Services instructions beginning on page 3 e Click the Click here to request an Authorization for a Hospital to provide services as defined in the PCP link 73 Lenawee Community Mental Health Authority En ompass Back Home Logout Help E messages Authorization List Consumer Name Consumer ID SSN Case TEST CLIENT 13 222 33 4444 85536 Address Home Phone Date of Birth Gender homeless 05 21 1961 Male Ypsilanti MI 48198 To add a new authorization Please read the following choices carefully and select one Click here to request Authorization for CMHSP staff to provide ongoing services as defined in PCP lick here to request an Authorization for an outside facili n provide i i Click here to request an Authorization for a Hospital to provide services as defined in PCP CMHSP Clinician Upon completion o Authorization the system will automatically route your authorization request to the Team Supervisor fo
53. eft hand corner of the Encompass system e Click the View Consumer Notes Non Clinical Notes Only link located to the right of the Main Menu e Search for the Consumer once found click the Select link located to the right of the Consumet s information Lenawee Community Mental Health Authority Back Home Logout Help Blmessages Please type in consumer s last name Consumer Last Name Consumer First Name AKA or Other Information and first initial and press SEARCH to locate the consumer You may wish to use partial name if you are not sure about the spelling Select a Consumer Consumer ID Social Security No rth Date mmddyy pemer If you cannot find the consumer by name you may type in any other CMHSP Case available data to locate the N SEARCH consumer 1 Consumers Last Name First Name Consumer ID Case Social Security Birth Date TEST CLIENT 13 85536 222 33 4444 05 21 1961 e Click the View link to the right of the note that the User wishes to edit dh Lenawee Comm Back Home Logout ity Mental Health Authority En mpass El messages Consumer Notes List Consumer Name SSN Case TEST CLIENT 1222 33 4444 85536 Address Home Pho Date of Birth Gender homeless 05 21 1961 Male Ypsilanti MI 48198 Show chart notes entered on or prior to Show notes that contain the following text 1 Notes Note Date dj kjgfjsgjkgklfkj 09 29 2004 57 e
54. enu to select the appropriate type o Affect Place a check mark to the left of the applicable affect Use the drop down menu to select the correct type Oo Speech Place a checkmark to the left of the applicable speech If the User DOES NOT select incoherent and or pressured use the drop down menu to select the appropriate type 28 o Mood Place a checkmark to the left of the applicable mood If the User DOES NOT select normal and or anxious use the drop down menu to select the appropriate mood type o Judgement Place a checkmark to the left of the applicable judgement If the User DOES NOT select intolerant and or impulsive use the drop down menu to select the appropriate judgement type o Appearance Place a checkmark to the left of the applicable appearance If the User selects inadequate use the drop down menu to select the appropriate o Attitude Use the drop down menu to select the applicable attitude type Place a checkmark to the left of each type s indicated o Comments Observations of above Enter any comments or observation that support the above selections o Risk to Self to Others Indicate yes or no If yes enter specificity lethality availability and intent o Diagnostic Impressions Place a checkmark to the left of all that apply selections include Schizophrenia Personality Disorder Drug Alcohol Abuse Major Depression Alcohol Dependence
55. er Policy Holder Address If this address is the same as the Consumers address place a checkmark in the box labeled Click to use Client s address Policy Holder Gender Indicate male or female o Clients Relationship to Policy Holder Indicate Self Spouse Child or Other oO O o Policy Notes Enter any notes that pertain to this insurance policy e Click the SAVE button to save the insurance policy If the User does not wish to save the policy click the CANCEL button Adding a Medicare Policy e Follow the Adding Insurance Policies instructions beginning on page 15 43 e Click the Add Medicare link M Lenawee Community Mental Health Authority En ompass Back Home Logout Help Eimessayes Insurance Policy List Consumer Name Consumer ID SN Case TEST CLIENT 13 22 33 4444 85536 CASE IS CLOSED Address Home Phone Date of Bth Gender homeless 05 21 1961 Male Ypsilanti MI 48198 ae Policies with ll C verified C Awaitin SEARCH g Policies effective on Verification Status Veriff i 1 Insurance Policies Add SelfPay Insurance Company Policy Deductible Copay Aue d Verification Status 2 eee EEE Number From Thru Add Medicare BLUE CARE 01 01 2004 Awaiting Change View NETWORK Verification e Enter the following information o Verification Status Indicate whether the policy has been verified or is awaiting verification o Okto Use Place a checkmark in this box if this policy is
56. id ID number o Medicaid Type Enter the Medicaid type o Medicaid Contact Enter the name of the Medicaid Contact o Medicaid Contact Phone Enter the phone number of the Medicaid Contact o Effective From Enter the begin date of the insurance policy o Effective Thru Enter the end date of the insurance policy o Spenddown Enter the Medicaid Spenddown amount if applicable 45 o Policy Holder If the Consumer is the Responsible Party place a checkmark in the box labeled Check here if the patient is responsible for their own charges and skip to the next section If the Consumer IS NOT the Responsible Party complete the following information for the Responsible Party Subscriber Name Enter First Name Middle Initial and Last Name Subscriber DOB Date of Birth Subscriber SSN Social Security Number Subscriber Address If this address is the same as the Consumers address place a checkmark in the box labeled Click to use Client s address o Subscriber Gender Indicate male or female o Clients Relationship to Subscriber Indicate Self Spouse Child or Other O O O O o Policy Notes Enter any notes that pertain to this insurance policy e Click the SAVE button to save the insurance policy If the User does not wish to save the policy click the CANCEL button Changing Insurance Policy Information The User has the ability to update or correct a Consumer s insurance policy e Click
57. ight of the Consumet s information Lenawee Community Mental Health Authority Back l Home Logout Please type in consumer s last name Consumer Last Name Consumer First Name AKA or Other Information and first initial and press SEARCH to locate the consumer You may wish to use partial name if you are not sure about the spelling Help Select a Consumer Bmessages Consumer ID Social Security No Birth Date mmddyy If you cannot find the consumer by name you may type in any other CMHSP Case available data to locate the N SEARCH consumer 1 Consumers Last Name First Name Consumer ID Case Social Security Birth Date TEST CLIENT 13 85536 222 33 4444 05 21 1961 e Click the Change link to the right of the note that the User wishes to edit Consumer Notes List Consumer Name nsumer ID SSN Case TEST CLIENT 222 33 4444 85536 Address Home Date of Birth Gender homeless 05 21 1961 Male Ypsilanti MI 48198 Show chart notes entered on or prior to l Show notes that contain the following text 1 Notes Note Date Add Note dj kjafjsajkgklfkj 09 29 2004 iew 56 e The User will make the necessary changes and click the SAVE button to save the information View Consumer Notes e Click the Consumer Information link in the Main Menu The Main Menu is located on the left hand side of the Home screen The Home screen is accessible by click the Home button in the upper l
58. ilization D and E Non qualifying diagnosis functional impairment B duration of illness C prior service utilization D and E O O O O Does not meet must serve criteria O o Notice of Hearing Rights form sent only applicable if person meets must serve criteria e Click the Save and Continue to Disposition button to save the Service Eligibility information The User can also use the index located in the top left hand side of the screen e Disposition Enter the following information o Disposition Services Authorized Within Band of Care Enter the disposition Setvices authorized within the selected band of cate e Click the SAVE button Adding Developmental Disability Eligibility Assessment e Follow the Adding a Service Eligibility Form instructions beginning on page 3 e Click the Add Developmental Disability Eligibility Assessment link DE ELOPMENT MODE En ompass 4A Lenawee Community Mental Health Authority Back Home Logout E messages Eligibility Assessment List Consumer Name Consumer ID SSN Case wv TEST CLIENT 13 222 33 4444 85536 z as Address Home Phone Date of Birth Gender homeless 05 21 1961 Male Ypsilanti MI 48198 0 Eligibility Assessmentis Assessment Date Type e Clinical Assessment Enter the following information o Start Time Enter the beginning time of the Eligibility Assessment 22 Assessment Date Enter the date of the Eligibility Assessme
59. ill take you to the Home Screen Hel Find out what we will be using the HELP button for will it still be for the User Manuals Bi messages This Button will blink when you have messages waiting Click on the Button to retrieve your messages A new window will open to display the message Menu Options The following 1s a list of the Main Menu options and an explanation of each option The Main Menu is located on the left hand side of the Home screen The Home screen is accessible by clicking the Home button located in the upper left hand corner of the Encompass System Consumer Information This menu option is used to access the majority of the Consumer s demographic admission chart documentation financial information health and safety notes and authorizations The following links are available under Consumer Information View Consumer Demographic Information This link allows the User to add new Consumers to the Encompass system change or view existing Consumer data and print Consumer information demographics and emergency contact information This link also provides the follow shortcuts to other menu options available in other sections Financial Information Insurance Policies Authorizations Notes and Appointments Lenawee Consumer Forms This link allows the User to add change and view Lenawee Consumer Forms i e crisis plan service eligibility medical questionnaire etc Forms that have been replaced by the Encomp
60. k the Log Consumer Call link Consumer Name Consumer ID SSN Case or TEST CLIENT 222 33 4444 85536 Address Date of Birth Gender homeless 05 21 1961 Male Ypsilanti MI 48198 6 Records s Log Consumer Cal Activity Date Activity Type Notes Aii Sereemm Call Add Screening Assessment 09 19 2004 Authorization Status Waiting for Supervisor Approval View Oiist PM Provider Lenawee CMH Authority 09 19 2004 Authorization Status Waiting for Supervisor Approval View Ie DM Provider Catholic Social Services Adrian 09 19 2004 Authorization Status Waiting for Supervisor Approval View erase Provider Lenawee CMH Authority 09 19 2004 Authorization Status Authorized View cereals Provider Lenawee CMH Authority 09 14 2004 Authorization Status Waiting for Supervisor Approval View HORT Mr Provider Hope Network Community Connections 04 30 2002 WHP Application Effective Dates 03 18 2002 04 30 2002 View 12 00 AM Plan B Provider WHP Data Conversion Provider e Enter the following information o Call Date The current date is automatically entered by the system You may edit the date if necessary o Call Time The current time is automatically entered by the system You may edit the date if necessary o ACCESS Staff taking this call The system will automatically enter the name of the Current User If this is not correct use the 99KUP button and searching for the correct name o Note Enter any d
61. l Health Authority En ompass Back Home Logout Help messages Insurance Policy List Consumer Name Consumer ID SSN Case TEST CLIENT 13 222 33 4444 85536 CASE IS CLOSED Address Home Phone e of Birth Gender homeless 05 21961 Male Ypsilanti MI 48198 Policiewwith all C verified C Awaitin S CH B Policies effective on EAR Varificalion Stata uorificstion 1 Insurance Policies Add SelfPay Insurance Company Au Deductible Copay ges Sisi Verification Status ME Add Medicaid BLUE CARE 01 01 2004 Awaiting NETWORK Verification e Make the necessary changes to the Insurance Policy Please note if the Consumer has a new policy DO NOT change the existing policy to reflect the new information instead add an Effective Through date to the existing policy and then add a new Insurance Policy This will ensure a history of the Consumet s Insurance Policies Viewing Insurance Policies e Click the Consumer Information link in the Main Menu The Main Menu is located on the left hand side of the Home screen The Home screen is accessible by clicking the Home button in the top left hand corner of the Encompass system e Click the View Consumer Financial Information link located to the right of the Main Menu e Search for the Consumer There are several ways of searching for the Consumer last and first name SSN Case ID Case Number etc Enter the search criteria and click the SEARCH button 47 e Click the Insurance Policies
62. link in the Main Menu The Main Menu is located on the left hand side of the Home screen The Home screen is accessible by clicking the Home button located in the upper left hand corner of the Encompass system Click the Connect to Medifax Verify Consumer Medicaid and Insurance Data link located to the right of the Main Menu Enter the following information Please note the User does not have to enter all of the search information It is recommended the User enter at least a Name and Social Security number and or Medicaid ID o Last Name o First Name o Date of Birth o Soc Sec No o Medicaid ID o Service Date Enter the beginning and ending dates of service The User may request up to three months of data at a time 77
63. link to the right of the Consumer s information Please type in consumer s last name and first initial and press SEARCH to locate the consumer You may wish to use partial name if you are not sure about the spelling umer Last Name Consumer First Name AKA or Other Information Consumer ID Social Security No Birth Date mmddyy If you cannot find the consumer by name you may type in any other available data to locate the consumer MHSP Case 1 Consumers Last Name FirstName Consumer ID Case Social Security Birth Date TEST CLIENT 13 85536 222 33 4444 05 21 1961 Financialtnformation Insurance Policies S in 5 cia tj e A listing of all the Consumer s Insurance policies will be displayed The User may enter four types of policies Medicaid Medicare Third Party Insurance and Self Pay Ability to Pay e Click the View link to the right of the Insurance Policy the User wishes to view yi LSA WSS VIII ALLS A Fiir NSAIL MULIIVI Ly la da n s Back Home Logout H Simessages Insurance Policy List Consumer Name Consume SSN Case TEST CLIENT 13 222 33 4444 85536 CASE IS CLOSED Address Home Phone te of Birth Gender homeless 05 1961 Male Ypsilanti MI 48198 Ber z Policie gith All C verified C Awaitin Policies effective on SEARCH Verification Stati g erification 1 Insurance Policies Add Self Pay Insurance Company ond Deductible Copay o ada Pee Verification Stat SEE A edicaid
64. me Consumer ID Case Social Security Birth Date CLIENT JESSE 12 999999 03 02 1956 e If the Consume IS NOT non existing found click the Aere link in the box wi the red outline Please type in consumer s last name Consumer Last Name and first initial and press SEARCH to locate the consumer You may wish to use partial name if you are not sure about the spelling Consumer ID Consum First Name AKA or Other Information miller Social Security N Birth Date mmddyy If you cannot find the consumer by name you may type in any other CMHSP Case available data to locate the consumer You must SEARCH the consumer file first If this call is NOT for an existing consumer you may clic here ty add a Non Consumer Call 0 Consumers Last Name First Name Consumer ID Case Social Security Birth Date 59 Existing Consumers An existing Consumer is one that already has a record in the Encompass system This would be any existing Consumer or any Consumer that received services in the past e Follow the ACCESS Screening Calls instructions beginning on page 3 e Acomplete listing of the Consumer activities is displayed including Authorizations for setvice Call Logs Screening Calls and Screening Assessments e You may choose to add a Call Log add a Screening Call or add a Screening Assessment Adding a Call Log for an Existing Consumer e Follow the EXISTING Consumer instructions beginning on page 3 e Clic
65. mer Authorizations for Outside Providers can be entered into the system as soon as the Consumer is added to the system However the Consumer must be assigned to a Team before Authorizations can be approved e Click the Authorizations link in the Main Menu The Main Menu is located on the left hand side of the Home Screen The Home screen is accessible by linking the Home button located in the upper left hand corner of the Encompass screen e Click the Request Authorization link located to the right of the Main Menu e Search for Encompass System for the Consumer click the Select link to the right of the Consumer s information Mf Lenawee Community Mental Health Authority En ompass Back Home Logout Help Emessages Please type in consumer s last name Consumer Last Name Consumer First Name AKA oY Other Information and first initial and press SEARCH to locate the consumer You may wish to use partial name if you are not sure about the spelling Consumer ID Social Security No Select a Consumer Birth Dat mmddyy If you cannot find the consumer by name you may type in any other CMHSP Case available data to locate the consumer 1 Consumers Last Name First Name Consumer ID Case Social Security Birth Date TEST CLIENT 13 85536 222 33 4444 05 21 1961 e The screen will display any of the Consumer s existing authorizations Information includes Authorized by Authorized to Effective and Expiration dates
66. mitted Lenawee Community Mental Health Authority En ompass Back Home Logout Help Bimessages CMHSP Admission Transfer Discharge List Consumer Name Consumer SSN Gender Case TEST CLIENT A 13 222 33 4444 Male 85536 5 Records Type Date Team Case Manager Admission 09 29 2004 len test team Test Lenawee Change 110 N Fourth Miral Le mn fan anna law tent RA Tart lamina Chana Adim e Enter the following information o Date Enter the date of the Transfer o Previous Admission The system will display a read only format of the previous admission o Current Admission Enter the following information 32 o Team Use the I99kup button to enter the Team the Consumer has been assigned to upon admission If the Team is incorrect click the cear button o Case Manager Use the lookup button to enter the Case Manager the Consumer has been assigned to upon admission o Attending Physician Use the LIo9KUP button to enter the Attending Physician the Consumer has been assigned to upon admission o Psychologist Use the TookuP button to enter the Psychologist the Consumer has been assigned to upon admission o Nurse Use the LOOKUP button to enter the Nurse the Consumer has been assigned to upon admission o Disability Designation Indicate yes or no for the following o Developmental Disability o Mental Illness o Substance Abuse Disorder o Service Designation In
67. n the upper left hand corner of the Encompass system e Click the View Consumer Notes Non Clinical Notes Only link located to the right of the Main Menu e Search for the Consumer once found click the Select link located to the right of the Consumet s information Back l Home Logout Help Bimessages Please type in consumer s last name Consumer Last Name and first initial and press SEARCH to locate the consumer You may wish to use partial name if you are not sure about the spelling Consumer ID Select a Consumer Consumer Fi ame AKA or Other Information Social Security No Birth Date mmddyy If you cannot find the consumer by name you may type in any other CMHSP Case available data to locate the N SEARCH consumer 1 Consumers Last Name First Name Consumer ID Case Social Security Birth Date TEST CLIENT 13 85536 222 33 4444 05 21 1961 54 e Click the Add Note link Lenawee Comm Back Home Logout ity Mental Health Authority En empass El messages Consumer Notes List Consumer Name CoNsumer ID SSN Case TEST CLIENT 13 222 33 4444 85536 Address Home P Date of Birth Gender homeless 05 21 1961 Male Ypsilanti MI 48198 Show chart notes entered on or prior to Show notes that contain the following SEARCH text 1 Notes Note Date Add Note dj kjafjsajkgklfkj 09 29 2004 Change View e Enter the following information o Contact Type Indicate one of
68. nformation in three month intervals e Connect To Medifax Verify Consumer Medicaid and Insurance Data The User will use this link to connect to Medifax and request insurance and Medicaid information from one to three month intervals SECTION 2 CONSUMER INFORMATION Consumer Demographics The Consumer Demographic Information link is an effective means to access most of the Consumer s information such as financial information insurance policies person centered plans authorizations and notes In this section of the User Manual we will specifically cover the Consumer Demographics screen and will cover the remaining information in later sections of this Manual Changing Consumer Demographics Sometime it is necessary to update a Consumer s demographic information i e corrections in spelling address changes name changes due to marriages or divorces emergency contact changes etc The User will update the Consumer s demographic information when informed of these changes to ensure the most up to date information is in the Encompass system e Click the Consumer Information link in the Main Menu The Main Menu is located on the left hand side of the Home screen The Home screen is accessible by clicking the Home button located in the upper left hand corner of each Encompass screen e Click the View Consumer Demographic Information link located to the right of the Main Menu e Search for the Consumer There are several ways of s
69. nt Presenting Problem s Disability Enter the Consumer s presenting problems disability History of Presenting Problem s Disability Enter the Consumer s history pf the presenting problems disability Family History Enter the Consumer s family history Psychiatric Treatment History Enter the Consumet s Psychiatric Treatment History History of Drug and Alcohol Use Enter the Consumer s history of drug and alcohol use Legal Issues Enter any legal issue the Consumer is involved with Health Status Medications Enter the Consumer s health status and any medications Risk Assessment Enter the risk assessment Problems to be addressed in Services Treatments Enter the Consumer s problem s to be addressed in services and or treatment Barriers to Service Enter any of the barriers of the Consumer receiving services or treatment Click the Save and Continue to Mental Status Functional Impairment button to save the above information and move to the next page of the assessment Users may also use the index located in the upper left hand corner of the screen Mental Status Functional Impairment Complete the CAFAS Scoring Summaty Role Performance School Wortk Indicate score 0 10 20 or 30 Role Performance Home Indicate score 0 10 20 or 30 Role Performance Community Indicate score 0 10 20 or 30 Behavior Towards Others Indicate score 0 10 20 or 30 Moods
70. nter the detail from the call o Check here is this call requires a call back Place a checkmark in the box if this call still requires a call back e Click the SAVE button to save the follow up call If the User does not wish to save the follow up call click the CANCEL button ACCESS Calls History Use this link to view a listing of all ACCESS calls regardless of Consumer or Non Consumer status e Click the ACCESS Screenings link in the Main Menu The Main Menu is located on the left hand side of the Home screen The Home screen is accessible by click the Home button located in the upper left hand corner of the Encompass system e Click the View ACCESS Calls History link located to the right of the Main Menu e A list of all ACCESS calls will be displayed The User may search the list by date of call and or Caller Last and First name The following option are available for each call o Change Allows User to edit the original screening log o View Allows the User to view the original screening log o View Call Log Allows the User to view the original call log Consumer Authorizations See Section 5 Please see Scetion5 Authorizations for complete instructions Consumer Appointments This application has not been launched within the Lenawee Encompass system Once launched this manual will be updated to reflect the new application 69 Section 5 Authorizations Adding an Authorization for Services Consu
71. o vedete dts o 73 Section 6 Service X CUT OR S iynin e AE qne dan tama duced Gaudi beadiaan EA neo edd 75 Adding Service Activity Dog iioi ear ed tonio eal ar ERR RP A er i erret 75 Section 7 M difax Loops se eR db e iban RR aene Beh Rb b t Rn e RR ORARIO awe 77 SECTION 1 ACCESSING ENCOMPASS Logging Into the Encompass System Open Internet Explorer Enter the URL in the address field o For the Production Site cns Click Go or press Enter on your keyboard The following login screen will be displayed Lenawee Community Mental Health Authority En mpass Help LOGIN Welcome to Washtenaw Community Health Organization Consumer Management System Please enter your login ID and password User Name Access to this site is limited to P d C authorized Washtenaw Community SIDE Health Organization Personnel and authorized affiliates and providers Unauthorized attempt to access the Lforgot my password system is prohibited Washtenaw Community Health Organization monitors and logs the activities of this web site By accessing this web site you are expressly consenting to these monitoring activities Unauthorized attempts to access obtain alter damage or destroy information or otherwise to interfere with the system or its operation are prohibited and recorded by the Washtenaw Community Health Organization This site is best viewed and operated with version 5 0 or higher of Microsoft
72. ocated to the right of the Main Menu e Search for the Consumer There are several ways of searching for the Consumer last and first name SSN Case ID Case Number etc Enter the search criteria and click the SEARCH button e Once found click the View link that appears to the right of the Consumet s information Lr Vy Lenawee Community Mental a Back Home Logout Help Bimessag Please type in consumer s last name and first initial and press SEARCH to locate the consumer You may wish to use partial name if you are not sure about the spelling Consumer ID ealth Authority En ompass Consumer List Consumer First Name AKA or Other Information Peumer rem tan ocial Security No Birth Date mmddyy Consumer Last NarNe If you cannot find the consumer by name you may type in any other available data to locate the consumer CMHSR Case SEARCH 1 Consumers Last Name First Name Consumer ID Case Social Security Birth Date TEST CLIENT 13 85536 222 33 4444 05 21 1961 Change View X Print Consttmertiito Financial Information Insurance Policies PCP Authorizations Notes 12 Printing Consumer Demographic Information The User may print the Consumer Demographics for the Consumet s paper file or when if the Consumer requests to see his her chart e Click the Consumer Information link in the Main Menu The Main Menu is located on the left hand side of the Home screen The Home
73. ocumentation needed for the call 60 o Check here if this call requires a call back Place a check mark in this box if the call requires a call back e Click the SAVE button to save the Call Log If you do not wish to save the Call Log click the CANCEL button Adding a Screening Call for an Existing Consumer e Follow the EXISTING Consumer instructions beginning on page 3 e Click the Add a Screening Calllink Consumer Name TEST CLIENT Address homeless Ypsilanti MI 48198 6 Records s Activity Date 09 19 2004 01 41 PM 09 19 2004 12 51 PM 09 19 2004 12 37 PM 09 19 2004 12 14 PM 09 14 2004 01 51 PM 04 30 2002 12 00 AM Activity Type Authorization Authorization Authorization Authorization Authorization WHP Application Consumer ID SSN Notes Status Waiting for Supervisor Approval Provider Lenawee CMH Authority Status Waiting for Supervisor Approval Provider Catholic Social Services Adrian Status Waiting for Supervisor Approval Provider Lenawee CMH Authority Status Authorized Provider Lenawee CMH Authority Status Waiting for Supervisor Approval Provider Hope Network Community Connections Effective Dates 03 18 2002 04 30 2002 Plan B Provider WHP Data Conversion Provider e Enter the following information CALLER INFORMATION o 13 222 33 4444 Date of Birth 05 21 1961 lt T View lt T Case 85536
74. ogout Help El messages Call Back List 2 Calls Date Caller Name Consumer Name Services Requested taaity 09 20 2004 Eric Kurtz 09 20 2004 eric kurtz all Back e The Information Request and Disposition from the original call will be displayed Click the Add Follow Up Call link Back Home Logout Caller Name Eric Kurtz Phone Conversation and Notes Requesting mental health services messages Call Back List Caller Phone Information Request Wrong Number Misrouted Call Psychiatrists in area Counseling in area Housing Assistance Food Request LI FIA Children Services iw Substance Abuse Services m Contact another CMH CA WHP Washtenaw Health Plan PH Physical Health Disposition For Information Request Calls v Information provided as requested Refer to WCHO agency ACCESS Case Worker UR PES Washtenaw Health Plan Women and Family RAferred to outside agency Agkncy name Conect person provided Phon number Environmental Health Other Jobs Other 0 Calls Date and Time Call Info Add Follow Up Call 68 e Enter the following information o Call Date The system will automatically enter the current day s date o Call Time The system will automatically enter the current time o ACCESS Staff taking this call The system will automatically enter the name of the current User If this is incorrect use the LI99KUP button to search for the cottect Staff Member o Note E
75. okay to use o Insurance Company Medicare B is the only Insurance Company available when adding a Medicare Insurance policy o Insurance Company Address The system will automatically enter the address of the Insurance Company if stored in the Insurance Company table o Group Number The system will automatically enter MEDICARE as the policy s group number when adding a Medicare Insurance policy o Medicare Enter to Medicare ID number o Effective From Enter the begin date of the insurance policy o Effective Thru Enter the end date of the insurance policy o Policy Holder If the Consumer is the Responsible Party place a checkmark in the box labeled Check here if the patient is responsible for their own charges and skip to the next section If the Consumer IS NOT the Responsible Party complete the following information for the Responsible Party Subscriber Name Enter First Name Middle Initial and Last Name Subscriber DOB Date of Birth Subscriber SSN Social Security Number Subscriber Address If this address is the same as the Consumers address place a checkmark in the box labeled Click to use Client s address O Subsctiber Gender Indicate male or female O O 0 O 44 o Clients Relationship to Subscriber Indicate Self Spouse Child or Other o Policy Notes Enter any notes that pertain to this insurance policy e Click the SAVE button to save the insurance poli
76. onsumer by name you may type in any other available data to locate the consumer 1 Consumers Last Name FirstName Consumer ID Case Social Security Birth Date TEST CLIENT 13 85536 222 33 4444 05 21 1961 ja T3 UJ a io L Insurance Policies Prin ancta mito e A listing of all the Consumer s Insurance policies will be displayed The User may enter four types of policies Medicaid Medicare Third Party Insurance and Self Pay Ability to Pay Adding a Self Pay Insurance Policy e Follow the Adding Insurance Policies instructions beginning on page 15 40 e Click the Add Self Pay link M Lenawee Community M Health Authority En ompass Back Home Logout Help E messa Insurance Policy List Consumer Name Consumer ID N Case TEST CLIENT 13 22 3 4444 85536 CASE IS CLOSED Address Home Phone Date of Birth Gender homeless 05 21 1961 Male Ypsilanti MI 48198 e Policies with All verified C Awaitin SEARCH g Policies effective on Verification Status Verificatio 1 Insurance Policies Add SelfPay Policy Effective Effective ATieHrretramte Insurance Company Mumb r Deductible Copay From Thru Verification Status ald Redicara Add Medicaid BLUE CARE 01 01 2004 Awaiting Change View NETWORK Verification e Enter the following information o Verification Status Indicate whether the policy has been verified or is awaiting verification o Payer Priority Enter the number of the billing priority for thi
77. ority for this insurance policy For example if the Consumer has 3 polices and this policy is billed first enter the number one If this policy is to be billed second enter the number two and so on o Primary Insurance Place a checkmark in this box if this policy is the Consumer s primary insurance o Ok to Use Place a checkmark in this box if this policy is okay to use 42 o Insurance Company Click the Lookup link to search the Insurance Company table for the correct Insurance Company o Insurance Company Address The system will automatically enter the address of the Insurance Company if stored in the Insurance Company table o Group Number Enter the policy s Group Number o Contract Number Enter the policy s Contract Number o Policy Number Enter the policy s Policy Number o Co Pay Enter the policy s co pay amount if applicable o Effective From Enter the begin date of the insurance policy o Effective Thru Enter the end date of the insurance policy o Policy Holder If the Consumer is the Responsible Party place a checkmark in the box labeled Check here if the patient is responsible for their own charges and skip to the next section If the Consumer IS NOT the Responsible Party complete the following information for the Responsible Party Policy Holder Name Enter First Name Middle Initial and Last Name Policy Holder DOB Date of Birth Policy Holder SSN Social Secutity Numb
78. r is selected enter the specifics in the box labeled Specify if Other ACCESS Staff taking this call The system automatically enters the current User s name if this is incorrect use the Lookup button to search for the correct Staff Member O O O O O Time Started This field is automatically entered by the system based on the time you entered the screen Time Call Ended Enter the time the call entered 67 o Call Completed vs Put this in our call back queue and we ll call him her back later Indicate whether the call is complete or the caller will receive a call back e Click the SAVE button to save the Screening Call If you wish to continue to the Assessment click the Save and Continue to Assessment If you do not wish to save this screening click the CANCEL button ACCESS Call Back Calls This link provides a listing of all call that require a call back e Click the ACCESS Screenings link in the Main Menu The Main Menu is located on the left hand side of the Home screen The Home screen is accessible by click the Home button located in the upper left hand corner of the Encompass system e Click the View ACCESS Calls That Require Call Back link located to the right of the Main Menu e A list of the calls that require a call back will be displayed Once a call is returned click the Call Back link to the right of the returned call M Lenawee Community M Health Authority En mpass Back Home L
79. r approval e Enter the following information o Effective Date Enter the effective date of the authorization o Expiration Date Enter the expiration date of the authorization o Select the required services Indicate Hospitalization vs Partial Hospitalization o Comments Enter any additional information applicable to this authorization o Staff Requesting the Authorization The system will automatically enter the name of the current User If this name is incorrect use the LOOKUP button to seatch for the correct Staff Member e Click the SEARCH FOR PROVIDERS button to search for acceptable Providers If the User does not wish to save the authorization click the CANCEL button e Once the User clicks the SEARCH FOR PROVIDERS button a list acceptable Providers will be listed To select a Provider click the Select link to the right of the Provider name e Enter the following information o Units Authorized Enter the number of units to be authorized e Click the SAVE button to save the authorization If the User does not wish to save the authorization click the CANCEL button 74 SECTION 6 SERVICE ACTIVITY LOGS Users will manually input their Service Activity Logs into the Encompass System Some forms i e Progress Notes will have a Service Activity Log as patt of the application a trend that will be seen continually as the system is developed Until that time however it will be necessary for Users to
80. reement Specific Information to be Disclosed Place a checkmatk to the left of all that apply Selection include Admission Discharge Summaty Psychological Evaluation and Test Results Medication Educational Medical History and Physical Social History Vocational X Ray Lab Test Results Psychiatric Evaluation O 0000 0 0 0 0 0 Other Enter the specifics in the field provided Specific Information to be Disclosed about Communicable Diseases and Infections Place a checkmark to the left of all that apply o Alcohol and Drug Treatment Information o Hepatitis B o Tuberculosis TB o Sexually Transmitted Diseases Use of Disclosure Place a checkmark to the left of all that apply Billing Information Insurance Investigation Continuation of Treatment or Healthcare Social Service Referral Diagnostic Treatment Planning Vocational Rehabilitation Disability Determination Ongoing Communication with Family or Significant Other Follow Up Barrier Buster O 000 0 0 0 0 0 0 50 o Restrictions Requested for this Specific Disclosure Enter any restrictions that pertain to this Release of Information Agreement o Comments Enter any additional information that is applicable to this Release of Information Agreement e Click the SAVE button to save the Release of Information Agreement If the User does not wish to save the release click the CANCEL button Changing a Release of Information Agreement e
81. rent Admission Enter the following information o Team Use the I99Kup button to enter the Team the Consumer has been assigned to upon admission If the Team is incorrect click the Cear button o Case Manager Use the lookup button to enter the Case Manager the Consumer has been assigned to upon admission o Attending Physician Use the LIo9KUP button to enter the Attending Physician the Consumer has been assigned to upon admission o Psychologist Use the LIo9KUP button to enter the Psychologist the Consumer has been assigned to upon admission o Nurse Use the LOOKUP button to enter the Nurse the Consumer has been assigned to upon admission o Disability Designation Indicate yes or no for the following o Developmental Disability o Mental Illness Oo Substance Abuse Disorder o Service Designation Indicate yes or no for the following o Developmental Disability o Mental Illness o Substance Abuse Disorder o Diagnostic Category Indicate the diagnostic category selections include o Developmentally Disabled Adult o Developmentally Disabled Children o All Other Adults o All Other Children o Notes Enter any additional notes necessary for the admission e Click the SAVE button to save the admission and admit the Consumer If the User does not wish to save the admission and or admit the Consumer click the CANCEL button Transferring a Consumer A Consumer must be admitted to Lenawe
82. rists in area Counseling in area Housing Assistance Food Request FIA Children Services Substance Abuse Services Contact another CMH CA PH Physical Health Please place a checkmark to the left of all that apply under physical health O O O O O O O 0 0 O o Environmental Health 64 o Jobs O Prescription Assistance O Other Enter the specifics of Other in the field provided o Disposition For Information Request Calls Place a checkmark to the leaft of all that apply Selections include Information provided as requested Refer to LCMHA agency Referred to Outside agency Enter the Agency name Contact Person provided and phone number O Other Enter the specifics of Other in the field provided o Call Completed vs Put this in our call back queue and we ll call him her back later Indicate whether the call is complete or the caller will receive a call back There are two types of save options for the call Click the SAVE and Exit button if the call has ended Click the SAVE and Continue to Screening button to continue onto the Consumer screening If the User does not wish to save the call log click the CANCEL button Adding a Screening Call for a Non Existing Consumer Follow the instructions for the Adding a Call Log for a Non Existing Consumer Use the SAVE and Continue to Screening button to save the call log Enter the following information o CALLER INFORMATION o Last Name If e
83. s insurance policy For example if the Consumer has 3 polices and this policy is billed first enter the number one If this policy is to be billed second enter the number two and so on o Primary Insurance Place a checkmark in this box if this policy is the Consumer s primary insurance o Okto Use Place a checkmark in this box if this policy is okay to use o Insurance Company Self Pay is the only insurance company available when entering a Self Pay Insurance policy o Insurance Company Address The team s address is used as the Insurance Company address when adding a Self Pay Insurance policy o Effective From Enter the begin date of the insurance policy o Effective Thru Enter the end date of the insurance policy o Monthly Max The system will automatically enter the Monthly Max amount calculated in the Consumer s Financial Information screen Please see the Adding Financial Information instructions beginning of page 12 for further information o Responsible Party If the Consumer is the Responsible Party place a checkmark in the box labeled Check here if the patient is responsible for their own charges and skip to the next section If the Consumer IS NOT the Responsible Party complete the following information for the Responsible Party 41 Responsible Party Name Enter First Name Middle Initial and Last Name Responsible Party DOB Date of Birth Responsible Party SSN Social Security N
84. ss system e Click the View Consumer Financial Information link located to the right of the Main Menu e Search for the Consumer There are several ways of searching for the Consumer last and first name SSN Case ID Case Number etc Enter the search criteria and click the SEARCH button 38 e Click the Print Financial Info link to the right of the Consumer s information Lenawee Community Mental Health Authority En mpass Back Home Logout Help Siessages Select a Consumer Consumer First Name AKA or Other Information Please type in consumer s last name and first initial and press SEARCH to locate the consumer You may wish to use partial name if you are not sure about the spelling Social Security No Birth Date mmddyy Consumer ID If you cannot find the consumer by name you may type in any other available data to locate the consumer CMAGP Case SEARCH 1 Consumers Social Security 222 33 4444 Consumer ID e A new window will appear with a Processing Request message Once the request is processed the Consumer s information will appear in a Print Friendly format ey TE select Tet e Washtenaw Community Health Organization Client Financial Record Page 1 of 2 Program WSHClientFinancial Printed 09 28 2004 Date Form Completed Name and Staff ID 0 Re Determination Date Doctor Dr ID Client Information Name CLIENT TES
85. sumer s last name and first initial and press SEARCH to locate the consumer You may wish to use partial name if you are not sure about the spelling ntal Health Authority En mpass Help Eimsgsages Select a Consumer Consumer La Consumer First Name AKA or Other Information Consumer ID ocial Security No Birth Date mmddyy If you cannot find the consumer by name you may type in any other available data to locate the consumer 1 Consumers Last Name FirstName Consumer ID Case Social Security Birth Date TEST CLIENT 13 85536 222 393 4444 05 21 1961 Financial Informatio nsare PotictEs Print Financial Info e Enter View the following information o UM CPI o Responsible Party Information The Responsible Party is the person who is responsible for payment for services rendered on behalf of the Consumer If the responsible party is the Consumer himself herself place a checkmark in the box labeled Check here if the Consumer is responsible for their own finances otherwise enter the information below If the responsible IS NOT the Consumet enter the Name relationship to Consumer address phone and social security number of the Responsible Party o Status of Entitlements Indicate yes or no for the following o Commercial Health Insurance o Medicare 36 Medicaid except Child Waiver Habilitation Supports Waiver Adoption Subsidy Not enrolled in payment program or plan SDA SSI SSDI MI Chil
86. tete eq emp e ed deas 51 Viewing a Release of Information Agreement cci ctun tete dua a RD dares 52 Consumer Notes odit nt ba On DRUSI a a a FOR a PR FUR ERR 54 uci oa CoOnsQmer INOLE pod se pee RR GR RERO RO RU RENTRER bh ep 54 Chanotng a Consume INGEO aeeeteler dv teile Maven pale a an ia 56 View ONSITE dece 57 Sections ACCESS S reenings sons geeinigt podre E a a i nid uud 59 Consume t ACCESS Calls ick A AE quota dh E A AAA AAA E N A Nat 59 Adding a Call Log for an Existing CONSUMET sss ssesssssessesrteeereesrtesrtesreeseeenereneeuneennresnresrresee 60 Adding a Screening Call for an Existing COnsumet s esssesssssesssesssesseessseeeseeeseeenerenresrreseeesee 61 Adding a Call Log for a Non Existing COBSUEYQE eite qi beo rie bin idee 64 Adding a Screening Call for a Non Existing Comsumet eene 65 ACCESS Gall Back Calli iani death Da acf andaba aac aa iban a dE 68 ACCESS CIS ESTO desta taf b MUR Uu ett OR UA D MD US QNI UMS 69 Consumer Authorizations See SeCUOB sq Eexi niti Pb UR ra Fa e Ub o Pe lo EA Meteo 69 Consumer Ap Ol ef S ood cds bae bises apt ba RU iube abr a mad Ee rtm NA bad ha UR 69 Adding an Autbodisalon for SeFVIGES aceti qa ind ren ipe NR Up UR FO RAIDER LO 70 Request Authorization for CMHSP Staff to Provide On Going Service 70 Request Authorization for Outside RAI ys as tefobatbte de tbalbutt dia uutoDaketibi dys rotto 72 Request Authorization to Hospital cies o mdp o ndm edu met
87. the Consumer Information link in the Main Menu The Main Menu is located on the left hand side of the Home screen The Home screen is accessible by clicking the Home button in the top left hand corner of the Encompass system e Click the View Consumer Financial Information link located to the right of the Main Menu e Search for the Consumer There are several ways of searching for the Consumer last and first name SSN Case ID Case Number etc Enter the search criteria and click the SEARCH button e Click the Insurance Policies link to the right of the Consumer s information Please type in consumer s last name and first initial and press SEARCH to locate the consumer You may wish to use partial name if you are not sure about the spelling Consumer First Name AKA or Other Information Social Security No Birth Date mmddyy If you cannot find the consumer by name you may type in any other available data to locate the consumer 1 Consumers Last Name FirstName Consumer ID Case Social Security Birth Date MEST CLIENT 13 85536 222 33 4444 05 21 1961 Financial Informatio Insurance Policies S in nc ia n e A listing of all the Consumer s Insurance policies will be displayed The User may enter four types of policies Medicaid Medicare Third Party Insurance and Self Pay Ability to Pay 46 e Click the Change link to the right of the Insurance Policy to be changed M Lenawee Community Menta
88. the following selections include o Phone o Face to Face o Mail o Fax o Other o Note Date The system will automatically enter the current day s date The User may change the date if necessary o Confidential Date Indicate yes or no If the note is marked confidential on the User that entered the confidential note will be able to view the text once that note has been saved o This is a Health and Safety warning message Place a checkmark in this box to display the Health and Safety warning on all of the Consumert s pages Lenawee Community Mental Health Authority En mpass Back Home Logout Help E messages Consumer Notes List Client Test is highly allergic to peanuts Consumer Name Consumer ID SSN Case TEST CLIENT 13 222 33 4444 85536 Address Home Phone Date of Birth Gender homeless 05 21 1961 Male Ypsilanti MI 48198 55 o Note Enter the text of the note e Click the SAVE button to save the note If the User does not wish to save the note click the CANCEL button Changing a Consumer Note e Click the Consumer Information link in the Main Menu The Main Menu is located on the left hand side of the Home screen The Home screen is accessible by click the Home button in the upper left hand corner of the Encompass system e Click the View Consumer Notes Non Clinical Notes Only link located to the right of the Main Menu e Search for the Consumer once found click the Select link located to the r
89. they must meet one of the following combinations Place a checkmark to the left of all that apply selections include Qualifying diagnosis A functional impairment B and E Qualifying diagnosis A duration of illness C and E Qualifying diagnosis A prior service utilization D and E Non qualifying diagnosis functional impairment B duration of illness C prior service utilization D and E O O 0 O Does not meet must serve criteria o Notice of Hearing Rights form sent only applicable if person meets must serve criteria e Click the Save and Continue to Disposition button to save the Service Eligibility information The User can also use the index located in the top left hand side of the screen e Disposition Enter the following information o Disposition Services Authorized Within Band of Care Enter the disposition Setvices authorized within the selected band of cate e Click the SAVE button Printing a Service Eligibility Assessment e Follow the Adding a Service Eligibility Form instructions beginning on page 3 e A listing of all of the Eligibility Assessments the Consumer has received will be displayed e Click the Printlink to the right of the Assessment you wish to print M Lenawee Commbqity Mental Health Authority En ompass gt a Back Home Logout Consumer Name BS messages Eligibility Assessment List Consumer ID SSN Case TEST CLIENT 222 33
90. u may type in any other CMHSP Case available data to locate the SEARCH consumer 1 Consumers Last Name FirstName Consumer ID Case Social Security Birth Date TEST CLIENT 13 85536 9 222 33 4444 05 21 1961 Release of Information e A list of all of the Consumer s Release of Information Agreements is displayed 52 53 e Click the View link to the right of the Release of Information Agreement the User wishes to view M Lenawee Community Men ealth Authority En ompass L3 a Back Home Logout Help Emessages Release of Information List Consumer Name Consumer ID SSN Case TEST CLIENT 13 2 33 4444 85536 Address Home Phone Date d Birth Gender homeless 05 21 1 Male Ypsilanti MI 48198 1 Matched Date Effective Expiration Release Information Release Status dd Release of Signed Date Date From Information To Infdygan ation 09 28 04 09 29 04 09 28 05 Lenawee Clare Miller Authorized Chana View gt e The User can review the information stored in the Release of Information Agreement no changes can be made in this screen When the User is finished viewing the information click the CANCEL button Consumer Notes Consumer Notes are not to be used for information that would typically be entered into a Progress Note Adding a Consumer Note e Click the Consumer Information link in the Main Menu The Main Menu is located on the left hand side of the Home screen The Home screen is accessible by click the Home button i
91. umber Responsible Party Address If this address is the same as the Consumet s address place a checkmark in the box labeled Click to use Client s address Responsible Party Gender Indicate male or female o Clients Relationship to Responsible Party Indicate Self Spouse Child or Other O O O O o Policy Notes Enter any notes that pertain to this insurance policy e Click the SAVE button to save the insurance policy If the User does not wish to save the policy click the CANCEL button Adding a Third Party Insurance Policy e Follow the Adding Insurance Policies instructions beginning on page 15 e Click the Add Insurance link M Lenawee Community Mental Health Authority En ompass L3 E Back Home Logout Help E messa Insurance Policy List Consumer Name Consumer ID SN Case TEST CLIENT 13 22333 4444 85536 CASE IS CLOSED Address Home Phone Date of Bi Gender homeless 05 21 1961 Male Ypsilanti MI 48198 aioe ere SEARCH Policies with C Verified C Awaiting Verification Status verific3 Xion 1 Insurance Policies Add SeltPa Insurance Company PY Deductible Copay Suis cuu Verification Stat Number From Thru Add Med Add Medicaid BLUE CARE 01 01 2004 Awaiting Change View NETWORK Verification e Enter the following information o Verification Status Indicate whether the policy has been verified or is awaiting verification o Payer Priority Enter the number of the billing pri
92. umer Name nsumer ID SSN Case t TEST CLIENT 13 222 33 4444 85536 a Address Home Phwe Date of Birth Gender homeless 05 21 1961 Male Ypsilanti MI 48198 0 Crisis Sheets Crisis Sheet Date Presenting Problem Recommendations Add Crisis Sheet e Enter the following information o Date Enter the date of the Crisis o Start Time Enter the start time of the Crisis call o Stop Time Enter the stop time of the Crisis call o Name The Consumer s name will be automatically entered by the system o Contact Indicate whether the contact was over the phone or face to face If the contact was face to face enter the location in the filed provided o Address The Consumer s address will be automatically entered by the system This includes City State and Zip Code o Phone The Consumer s phone number will be automatically entered by the system o Date of Birth The Consumer s date of birth will be automatically entered by the system 27 Case Worker Enter the name of the Consumer s Case Worker Gender Indicate male or female Veteran Indicate yes no Special Discharge or Unknown Referral Source Enter the referral source Parent Guardian Enter the name of the Consumer s parent or guardian Phone Enter the Parent s Guardian s phone number Start Stop Times Enter the start and stop times Total Time Enter the total time spent on this Crisis Ins
93. untability Act of 1996 45 CFR Parts 160 and 164 Additionally some information may also be protected under the Confidentiality of Alcohol and Drug Abuse Patient Records Final Rule 42 CFR Part 2 and the Confidentiality of HIV AIDS Information MCL 333 5131 PA 488 of 1988 as amended lI have read and acceptthese terms Take me to the Encompass system do not accept these terms Please log me out e Read the above Attention Statement If the User agrees to the terms outlined in the statement click the I have read and accept these terms Take me to the Encompass system button If the User DOES NOT agree to the terms outlined in the statement click I do not accept these terms Please log me out button The User will be logged out of the Encompass system Logging Out of the Encompass System When the User is finished using the Encompass system he she must log of out of the system Logging out protects the data in the database from unauthorized Users e Click the Logout button located in the upper left hand corner of the database screen ud Lenawe Community Mental Health Authority En ompass canna S Home Logout Help gimessages Consumer Information e The following screen will appear informing the User that he she has logged out of the Encompass system d Lenawee Community Mental Health Authority You have successfully logged out from encompass Cere return to encompass s login page e To quickly access
94. urance Place a checkmark to the left of all insurance that applies to the Consumer Selections include Medicaid Enter the Consumet s Medicaid ID HMO Specify the HMO in the field provided Medicare Other Specify Other in the field provided None Indigent O O O O O Presenting Problem Enter the Consumers presenting problem Relevant History Psychotropic Medicines Enter the Consumer s relevant history and any psychotropic medicines Mental Status Enter the following information o Orientation Place a checkmark to the left of the applicable orientation If the User DOES NOT select x3 use the drop down menu to select the appropriate type o Memory Place a checkmark to the left of the applicable memory If the User selects impaired use the drop down menu to select the appropriate type o Thought Process Place a checkmark to the left of the applicable though process If the User DOES NOT select disordered use the drop down menu to select the appropriate type o Content Place a checkmark to the left of the applicable content If the User DOES NOT select delusional or paranoid use the drop down menu to select the appropriate content If the User selects hallucinations use the drop down menu to select the appropriate type o Motor Activity Place a checkmark to the left of the applicable motor activity If the User selects impaired use the drop down m
95. urrent User If this field is not correct use the lookup button to search the Staff file for the correct Staff Member 72 e Click the SEARCH FOR PROVIDERS button to search the system for an appropriate Provider If you do not wish to save this Authorization click the CANCEL button e A list of appropriate Providers is displayed To select a Provider click the Select link to the right of the Providers information Please note the listing will vary depending upon the required services selected DEVELOPMENT MODE E pass L4 Lenawee Community Mental Health Authority Back Home Logout Help gmessages Select a Provider for Authorization Panel Type Services Requested Date Range Specialty Services MI Services 11 01 2004 09 01 2005 Provider Effective Date Expiration Date Catholic Social Services Adrian 10 01 2004 09 30 2005 199 North Broad Street Adrian MI 49221 Family Counseling amp Children s Srvcs 10 01 2004 09 30 2005 Select 213 Toledo Street Adrian MI 49221 Family Services amp Children s Aid 10 01 2004 09 30 2005 Select 330 A Michinan we e A list of the fiscal year s available codes is displayed please see screenshot on page 5 Please note CPT Code lists will differ e Enter the Units Authorized in the Units Authorized field to the right of the appropriate CPT code e Use the Frequency drop down menu to select the frequency of the Unit Authorized Selections include per Auth per Day per W
96. xisting Consumer the Consumer s last name is automatically entered by the system You may edit the name if necessary i e the Caller is not the Consumer o First Name If existing Consumer the Consumer s first name is automatically entered by the system You may edit the name if necessary i e the Caller is not the Consumer o Phone and Extension Enter the Caller s phone number and extension if applicable o CONSUMER INFORMATION o IF the Consumer does not exist in the Encompass system place a checkmark in the box labeled Check here if the Consumer entered below does not currently exist in the database Use the LOOKUP button to ensure the Consumer does not exist This step is extremely important if the box is checked it will create a Consumer Demographics record for the new Consumer o Last Name This field is automatically entered by the system based upon the Consumet s demographic record 65 First Name This field is automatically entered by the system based upon the Consumet s demographic record Gender This field is automatically entered by the system based upon the Consumet s demographic record Phone This field is automatically entered by the system based upon the Consumer s demographic record You may edit the information if necessary Address This field is automatically entered by the system based on the Consumer s demographic record This includes City State and Zip Code You
97. zation click the CANCEL button e A list of the fiscal year s available codes is displayed please see screenshot on page 5 Note CPT Code lists will differ e Enter the Units Authorized in the Units Authorized field to the right of the appropriate CPT code e Use the Frequency drop down menu to select the frequency of the Unit Authorized Selections include per Auth per Day per Week per Month or per Yeat e Click the SAVE button to save the Units If you do not wish to save the Units click the CANCEL button e The authorization has been added to the existing list of the Consumer s authorizations The status of this authorization will be Waiting for Supervisor Approval until the authorization has been approved by the Staff Member s 71 Supervisor The User may change or delete the authorization UNTIL the Supervisor approves it Request Authorization for Outside Facility e Follow Adding an Authorization for Services instructions beginning on page 3 e Click the Click here to request an Authorization for an outside facility to provide services as defined in PCP link Vy Lenawee Community Mental Health Authority L3 Back Home Logqut Help E messages Authorization List Consumer Name Consumer ID SSN Case a TEST CLIENT 13 222 33 4444 85536 P CASE IS CLOSED Address Home Phone Date of Birth Gender homeless 05 21 1961 Male Ypsilanti NII 48198 Please read the following choices carefully and sel

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