SWITS User Manual
Contents
1. hyperlink that Fax Crested will bring you back to this screen thus allowing ie you to add additional collateral contacts Finish previous Next gt The Can Contact field asks the client if the pac ent Contac lej x provider can contact this person for any reason Galwites Lect ripe Agency Westat Outpatient Facility z s If you need a signed consent to be able to Cheni Tore Print Report Pi es es contact this person complete the consent in the ries ee ee eee Agency gt First Hame Last Name Relation Phone Numbers Actions consent module and then select Yes on this Client List Pre aaa Spouse TST ITT eee tae screen for the Consent On File field Client Profile Judy Jetson Daughter s Work 3015554321 Review Delete Alternate Names Contact Info 7 Additional Information When you have made all your entries fora contact click Save to store them in the table Other Numbers PA en Click Next or Click the Add Other Number Activity List First Name creel Episode List Last Name Le e c Address 2 FC hyperlink to insert court case numbers and esas ae Be a a related numbers Reports pery L ae EZ Date of Birth SSN Can Contact Consent On File No Home Phone Notes Fi Work Phone Mobile Fax Created VEL Other Last Update Add Client Other Numbers Number Type and Number Select the number type from the drop down list and enter the appropriate number The following types of n2. This document focuses on the elements required for adding a new client and completing Intake Total Pages 12 California December 2005 SWITS User Manual Add Client Check Client List Create Client Profile Add Alternate Name Add Address Add Additional Info Add Collateral Contacts Add Other Numbers Non Episode Contact Intake History Add Client Check Client List Entry Steps Login Select Facility Navigate to Client List After selecting your facility select the Client List menu item Initially the Client List will not show any clients If you click Go without entering any search criteria the Client List will show all clients for the Agency Note that the Facility field in the Client Search portion of the screen is blank By default all agency facilities are included in the initial search Check Client List Before adding a client to SWITS you must first check to see if they have already been added to the system by another user Scan the list for their name or use the Search feature Search Client Search a client in the system by entering the First Name Last Name SSN DOB Client ID Provider ID or Staff While you can search the client just by their name any of the other search criteria helps make it a more definite search in case the client has been in the system with another name The system searches for the client through the whole agency You can search using partial information by using
3. Client ID CID 4 Client List Middle Name iis Provider Client ID CID 2 lient Profile Y Current Last Name CID 6 SSN CID 7 Alternate Names arr Birth First Name CID 9 Driver s License CID 12 cID 13 Additional Information Birth Last Name CID 10 Medicaid Collateral Contacts Mother s First Name CID 14 Other Numbers Gender CID 3 Place of Birth CID 11a FiD 1157 Confidential aos Consent on File for coase History DO C Future Contact CID 19 Non Episode Contact No Readmit Until Has Paper File id Activity List gt Record Created By Keitz Lee Created Date Episode List Last Updated By Last Updated Date System Administration amp My Settings Cancel Se Finish Te Reports Alternate Names Last Name First Name Middle Name Actions Addresses Address Type Address Confidential Created Updated Actions Add Client 19 Note 16 17 18 Note Add Alternate Name When you have completed the Client Profile screen click Next You will launch the Alternate Name screen Click the Add Alternate Name hyperlink Alternate Names are also searched on when client searches are performed Enter any other names the client uses These names may be collected from a driver s license Social Security Card or other form of ID Collect as many names as you can to ensure they are not entered in the system under another name in the future It is best practice to get a copy of the p
4. associated with this course of treatment can be logged to produce a history of care Intake can only be completed if the client has no record at the facility or all previous cases have been closed When you click on Activity List you will get a message window indicating the case status for the client Click on the Start New Episode link to do a new intake and thus start a new episode This will take you to the Client Intake Screen Complete all Dark Yellow fields required and any other information that is known at this time You will note the Case field This starts at 1 and is automatically incremented for each new episode of care for this client in your agency Click Finish You have now opened a case for the client The Save amp Close the Case link should be used to close this episode of care Once this link is clicked the user is prompted to input the date closed and the entire episode of care is put in Read Only mode Users with certain access privileges Case Reopen have the ability to reopen a case should edits need to be made 44 Client Profile Microsoft Internet Explorer Sicchio Renee ess Wits Loe i y Jestat Tes sting Agency Westat Outpatient Facility Client Jetson Jane Case 1 Print Report Print dew Help Logout Home Page y The filter you created has been applied to the client list Agency gt T Clients whose names are in RED are clients who currently have acti
5. 2005 12 40 PM 5 4 2005 11 52 4M Staff Person Sicchio Renee Sicchio Renee Sicchio Renee Kelly2 Maureen Kelly2 Maureen Sicchio Renee Sicchio Renee Kelly2 Maureen Kelly2 Maureen Kelly2 Maureen Kelly2 Maureen Sicchio Renee Sicchio Renee E Print dew Help Print Report Description of Changes Accessed Client Profile Screen Accessed Admission Screen for Case 1 Accessed Client Record Jetson Jane Client ID F1190530J467100 Accessed Screening Screen for Case 1 Accessed Client Record Jetson Jane Client ID F1190530J467100 Accessed Admission Screen for Case 1 Accessed Client Record Jetson Jane Client ID F1190530J467100 Accessed Client Record Jetson Jane Client ID F1190530J467100 Accessed Screening Screen for Case 1 Accessed Screening Screen for Case 1 Accessed Client Record Jetson Jane Client ID F1190530J467100 Accessed Client Record Jetson Jane Client ID F1190530J467100 Accessed Client Profile Screen
6. 6 Print Report Print dew Home Page Intake Case Information Agency amp Intake Facility Administrative Unit x Case 1 Client List F Intake Staft Keitz Lee gs Case Status Open Active x Client Profile Non Episode Contact Initial Contact Intake Datel 2 6 2005 Activity List Residence Pregnant Mo Due Date Source of Referral ADM 5 x Chronic Life Threatening Iliness cLTp 7 es Referral Contact v Injection Drug User 7 Tx Team Add Referral Contact Info Screening amp Assessments Referral Date Presenting Problem In Client s Own Words Admission amp Notes gt Assessment Date Treatment gt Return Court Date xf aa da Date Closeq Save amp Close the Case Cancel Save Finish Consent Referrals Episode List System Administration My Settings P Reports a qd d C e nt Activity List Microsoft Internet Explorer User Sicchio Renee e a Wi f S Loc BE Testi Agency Westat Outpatient Facility a w Client Print Report Printdew Help Logout Activity List pps Activity List for Garner Jennifer Client List Intake Transaction 5 4 2005 In Progress Details Client Profile Client Information Profile 5 4 2005 In Progress Details Verify Client Profile and Intake activities are nape rer complete in the Case Activity List screen Intake Wait List You may continue with another activity by using Tx Team Screening gt the left menu to sta
7. Created 7 6 2004 2 10 PM Client List work kao 555 9876 Updated 5 4 2005 10 10 AM Client Profile Alternate Names Mobile 301 555 9874 Contact Info Fax Additional Information Collateral Contacts Other Other Numbers Email History ae Non Episode Contact Addresses Activity List Address Type Address Comfidentia Created Updated Actions s 987 Oak Tree Lane i Episode List p Client Home Rockville MD 20850 Yes 7 6 2004 Review Delete My Settings gt Reports K Address Microsoft Internet Explorer User Sicchio Renee Westat Testing Agency Westat Outpatient Facility Gay Wiles Loc Client Print Report Print few Help Home Page Address Information Agency gt nip Address Type GientHome Confidential s Client List SEA Address Line 1 B7OakTreeLeness SOSCS O O O O O OCOCO OCOC S Client Profile v Alternate Names Address Line 2 E S Contact info Citys Rockville S State M0 z zip posso Additional Information Collateral Contacts Other Numbers History Add Client Add Additional Info Click on the Next button in the Contact Info screen or click on the Additional Information sub menu Using your mouse click on your selection in the mover box You may hold the Ctrl key down to make multiple selections at the same time When you select the item its background will turn dark Click on the upper arrow located between the mover box to
8. Help Logout Additional Inforrnation for Jetson Jane Selected Race boxes at the bottom of the screen NS r Client Profile American Indian gt When you have made all your selections click contact vio a ene Contact Info Next You will launch the Collateral Contacts Screen Race Selected Race Aleut American Indian Athabascan Other than American Indian Black African American User Sicchio Renee td E kl S Loc Westat Testing Agency Westat Outpatient Facility w Adq C l le all Client Jetson Jane Print Report Print dew Help Logout Home Page Collateral Contacts for Jetson Jane Agency gt First Name Last Name Relation Phone Numbers Actions Client List George Jetson Spouse Work 3015555678 Review Delete Client Profile Judy Jetson Daughter s VVork 3015554321 Review Delete Add Collateral Contacts aternate Names m Contact Info Additional Information If you do not click Next on the Additional Info ee je Add Contact screen choose Collateral Contacts from the Non Episode Contact Oar coniac b Activity List First Name meissa SUD Menu Episode List Last Name Address 2 My Settings Relation City State Zip This is the place where you can document the oe Gender Email details about all people associated with the TRAA a OED as i Home Phone Notes P client outside the agency Please Note The pee Treatment Team screen and Other Numbers Mobile Ei Screen contain an Add Contact
9. ersons license for verification of address spelling of name etc If you wish to add multiple Alternate Names Click Save to store the name in the Alternate Name table at the top of the screen The fields in the bottom portion of the screen will gray out and you will see the name stored in the table You must click Add Alternate Name afier each entry to insert values When you have entered the last Alternate Name entry click Save then Next Edits You may use the Edit and Delete hyperlinks in the Actions column to edit any Saved entries Clicking on Next automatically saves the information A ClientAlias Microsoft Internet Explorer GalWis S Lect Waseca ee Agency Westat Outpatient Facility Home Page Sane Last Hame Firstlame Middletame Actions Client List Client Profile Contact Info Additional Information Collateral Contacts Other Numbers History Non Episode Contact Activity List gt Episode List My Settings Reports First Name Middle Name Last Name i ree Finish Previous 3 ClientAlias Microsoft Internet Explorer 18 x CWINS Home Page User Sicchio Renee Loc Westat Testing Agency Westat Outpatient Facility i a Fe Alternate Names for Jetson Jane Last lame s Firstiame Middle ame tions Agency gt Client List Client Profile Contact Info Additional Information Collateral Contacts Other Numbers History Non Episode Contact Activity L
10. g Bill Case 1 Print Report Print dew Help Home Page The filter you created has been applied to the client list Agency gt Ln Clients whose names are in RED are clients who currently have active alert notes Client Search Client Profile Agency Westat Testing Agency Facility Activity List First Name Last Name Episode List SSN DOB My Settings Client ID Provider Client ID Non Episode Contact Reports Staff v Primary Care Staff Case Status All Clients aa ea Client List fporh Add Client Client ID Full Name DOB SSH Gender Actions M2197550J5571 21 Armstrong Bill 12 214 977 55 12 5555 Male Profile Activity List M289055R45561 01 Armstrong John 12 84 960 55 15 5555 Male Profile Activity List M829299EB086100 Bently Thomas 8 24 962 1 23 66 8909 Male Profile Activity List M439874RB5681 00 Brady Timothy 4 3986 321 32 6754 Male Profile Activity List M239577HC7 75121 Chulo Papi 12 231 955 333 00 7 777 Male Profile Activity List M119879LC867100 Client Discharge 1411978 123 45 6789 Male Profile Activity List M739611L0115120 Client Rodneys 7 23 956 212 44 1111 Male Profile Activity List ha F http test ssawebtech org CalWITS Microsoft Internet Explorer User Keitz Lee nd G re I WB PS Loc Administrative Agency Administrative Unit g Client Print Report Print dew Home Page Client Profile Agency B Current First Name CID 5 State
11. hio Renee G a Wi TiS oc wast ER Agency Westat Outpatient Facility Clie To add a new Non Episode Contact choose this Home Page Non Episode Contact Note for Jetson Jane option from the sub menu a Contact Date BATATA Tine hnm Z cortactReason a CSC S SC Client List Contacted By Kely Maureen zx I Other Specity Client Profile gt A Non Episode Contact allows you to document sose contaci Teana s the details about contacts with that you have with ieee Referred By FirstName is Duration hrs fi Referred By Last Name Severity Rating High z Referred By Phone Created Date 6 11 2004 2 19 PM oe tt fee 2 F Comments a v Follow Up Steps Selected clients or non clients that happen outside of an episode of care Reports When you have made all your entries for a Non Episode Contact Record click Save to store them in the table Select the Finish button you have completed the Client Profile Module gt a4 Note A Non Episode Contact would be an individual who has been seen informally but has not been admitted into a treatment program Add Client 41 42 43 44 45 46 47 Note Intake Entry Steps Client Profile Once Client Profile is complete you are ready to Intake the client Intake is the beginning of a new treatment episode and creates a unique client case ID in the system so that all records
12. ist gt Episode List My Settings gt Reports FirstName Janet MiddeName Last Name Jetson meme Save a j zl a 5 D x ag a 5 x ClientAlias Microsoft Internet Explorer CWIS User Sicchio Renee Loc Westat Testing Agency Westat Outpatient Facility Client Alternate Names for Jetson Jane Last Hame Firstlame sMidedle ame Actions ooo Jetson Janet Home Page Agency gt Client List Client Profile Contact Info Additional Information Collateral Contacts Other Numbers History Non Episode Contact Activity List gt r First Name Middle Name Last Name Finish Previous lt Next Add Client Add Phone Numbers and Addresses Phone Numbers Click on the Contact Info menu item or click Next in the Alternate Name screen Add phone numbers as appropriate to the top of the screen You may erase phone numbers using the backspace key Addresses Click the Add Address hyperlink to enter insert mode Add an address Use Save to store the address in the table above Click on Add Address every time you want to add additional addresses K Contact Info Microsoft Internet Explorer E l x User Sicchio Renee a WI fi S oci Westat Testing Agency Westat Outpatient Facility P 2 Client Print Report Printdew Help Logout Home Page Contact Info pani Home 301 555 1234
13. mothy 4131988 321 32 6754 Male Profile Activity List M2395 7HC 7751 21 Chulo Papi 127231955 333 00 77 77 Male Profile Activity List M119879LC867100 Client Discharge 111978 123 45 6789 Male Profile Activity List M739611L0115120 Client Rodneys 7 234 956 212 44 1111 Male Profile Activity List xl Clients with Consents from Outside Agencies Reports_Triggerpoint FEI Development Agency 7901302869 Barr Marshall 1 30979 864 39 2669 Male M7396120M115120 Client Rodneys 7 234956 212 44 1112 Male Activity List 15 x Add Client Create Client Profile Entry Steps Check Client List Add Client You have already determined that the client has never been to any Agency Facility Click the Add Client hyperlink in the Client List portion of the screen Client Profile Some fields in the Client Profile are required so that the record can be retrieved when performing a client search These fields will be highlighted in dark yellow Note SSN format and DOB must be in the XXX XX XXXX and mm dd yyyy format After completing the upper portion of the screen click Save You are now ready to add Alternate Names or Addresses NOTE You will note that the CalOMS field names are labeled for cross referencing with the CalOMS Treatment Data Collection Guide Ee Profile Microsoft Internet Explorer Iser Sicchio Renee J E 2 G a i Wi TS oc Westat Testing Agency Westat Outpatient Facility x Client Armstron
14. move your selections to the Selected box to the right Your selections will be moved to the Selected box To remove a selection from the Selected box click on the items you want to move and use the lower arrow located between the mover boxes Your selections will be moved back to the original list box on the left Use your mouse to select values in the drop down F http test ssawebtech org CalWITS Microsoft Internet Explorer User Keitz Lee Caywilis Loc Client Holmgren Mike HM1013166 Home Page Agency gt Client List Client Profile Y 02 Black African American Alternate Names 03 American Indian Contact Info 04 Alaskan Native 05 Asian Indian Additional Information Collateral Contacts Other Numbers Ethnicity CID 76 Confidential Special Needs History 1 None Non Episode Contact 2 Visual Activity List gt 3 Hearing Episode List 4 Speech System Administration amp hi Re Primary Language Interpreter Needed ba Sicchio Renee Galwits sci Westat Testing Client Jetson Jane Home Page Agency gt Administrative Agency Administrative Unit Vestat Testing Acency Westat Outpatient Facility I Print Report Print dew Additional Information for Holmgren Mike Selected Race ma lt a Add z Remove mi Selected Special Needs gt CID 18 a5 Education Are you a Veteran CID 17 l x E Print Report Print dew
15. mstrong Bill 12211977 555 12 5555 Male M289055R4556101 Armstrong John 12 81 960 555 15 5555 Male M829299EB086100 Bently Thomas 8 2 1962 123 66 8909 Male M439874RB568100 Brady Timothy 4 3 1988 321 32 6754 Male M239577HC7751 21 Chulo Papi 121231955 333 00 7777 Male M119879LC867100 Client Discharge 111978 123 45 6789 Male M739611LC115120 Client Rodneys 7 23 1956 212 44 1111 Male xl Clients with Consents from Outside Agencies ClientHame DOB SS Gender Actions 7901302869 Barr Marshall 1 304979 864 39 2569 Male M7396120M115120 Client Rodneys 7 234956 212 44 1112 Male Reports_Triggerpoint FEI Development Agency Add Client Check Client List Ensure All Clients is selected in the Case Status Field to ensure both active and closed records are checked If the client is listed you can click on Profile or Activity List to select the client Activity LisTwull take you to thecurrent Episode of care if there is one or prompt you start a new Episode if there is no active Episode If the client is not listed proceed to Add Client the client is listed click on Profile to be sure that it is in fact the same client If it is the same client then you do not need to add the client to the system Only one client profile exists per agency in the system Click Activity List to see the Episode List Use the Start New Episode hyperlink to open a new case at the current facility You can also export the entire client lis
16. rt another task pace R Admission gt The Activity List shows all the clinical activities aE started or completed for a client By default they are sorted by earliest to latest An activity is considered complete if if meets all of the data requirements for that activity If an activity is marked as In Progress you can click on the Details link to see the details of the remaining data requirements a http test ssawebtech org Ca Eg Client Information Profile Progress BirthCountyCode is missing BirthStateCode is missing Race is empty Add Client History The History sub menu displays a list of all changes that have been made to the client information as well as any accesses to this clients record It lists the date the staff person and a description of the access or change 2 Cliert History Microsoft Internet Explorer Gay Wiles Home Page Agency gt Client List Client Profile Alternate Names Contact Info Additional Information Collateral Contacts Other Numbers Non Episode Contact Activity List gt Episode List My Settings gt Reports Use hio Renee User E Westat Testing Agency Westat Outpatient Facility a Client Date Changed 5 4 2005 2 09 PM 5 4 2005 1 55 PM 5 4 2005 1 55 PM 5 4 2005 1 52 PM 5 4 2005 1 52 PM 5 4 2005 1 50 PM 5 4 2005 1 49 PM 5 4 2005 1 43 PM 5 4 2005 1 42 PM 5 4 2005 1 41 PM 5 4 2005 1 41 PM 5 4
17. t by clicking on the export hyperlink The list will be exported to Excel if you do not have Excel the system will prompt you to open it in another available document type A Episode List Microsoft Internet Explorer renee est esting Agency Westat Outpatient Facility Gal Wits Print Report Print Mew Help Logout Home Page Episode List for Armstrong Bill Agency gt Client List 1 Client Profile Non Episode Contact Activity List gt My Settings gt Reports Open Active Westat Outpatient Facility Sicchio Renee 114 7 2004 Review amp Client Profile Microsoft Internet Explorer User Sicchio Renee Ez G a I Wi TS Loc Westat Testing Agency Westat Outpatient Facility x Client Print Report Print dew Help Logout Home Page D The filter you created has been applied to the client list Clients whose names are in RED are clients who currently have active alert notes Client Search Fecilty o Last Name oO baf o Provider Giet D 0 Agency gt nt Profile Activity List gt Episode List My Settings gt Reports Test Reports Client List 121975504557121 Armstrong Bill 124211977 555 12 5555 Male Profile Activity List M289055R4556101 Armstrong John 12 841 960 555 15 5555 Male Profile Activity List M829299EB0861 00 Bently Thomas 8 2 1962 123 66 8909 Male Profile Activity List M439874RB5681 00 Brady Ti
18. the For example if you want to find all clients whose last name begins with Je type Je into the Last Name field and click Go The list will only show clients with a last name beginning with Je CayWi tes Home Page Agency gt A Client Profile Non Episode Contact Activity List gt Episode List ae m w K Client Profile Microsoft Internet Explorer CWINS Home Page Agency gt Client Profile Non Episode Contact Activity List Episode List My Settings gt Reports User Sicchio Renee Loc Westat Testing Agency Westat Outpatient Facility Client D The filter you created has been applied to the client list Z Clients whose names are in RED are clients who currently have active alert notes D The filter you created has been applied to the client list LT Clients whose names are in RED are clients who currently have active alert notes Pe a Client Search Facility x Last Name DOB Agency Westat Testing Agency First Name SSN la User Sicchio Renee Loc Westat Testing Agency Westat Outpatient Facility Client E 8 Client Search Agency Westat Testing Agency FirstName S sN S CientID 0 safff S YS Case Status al Clients X A DOB Provider Client ID Primary Care Staff Client List Eull Hame DOB SSU Gender Actions amp l M219755R4557121 Ar
19. umbers can be entered Court Case e Criminal Justing ID LENT Juvenile Court Number Enter other information as needed Click Save to move the information you just entered to the list on top Click on Add Other Number for each new entry You can save multiple numbers for a client When you have saved all numbers click Finish to return to the Client Profile screen Review the information in the Client Profile screen If correct Click Finish to return to Client List where you will see your new entry listed alphabetically in the Client List Or you can proceed to do the Intake from the Client Profile screen by clicking on the Activity List menu item 18 x R Other Numbers Microsoft Internet Explorer User Sicchio Renee G a li Wi TiS Loc Westat Testing Agency Westat Outpatient Facility 9 z Client Print Report Printdew Help Logout Home Page Other Numbers for Jetson Jane Pae E a A A O Client List Court Case Number 789654 7 6 2004 Active Review Client Profile Alternate Names Contact Info Additional Information Collateral Contacts Other Numbers History Non Episode Contact Atte Other Number A Activity List Number Typa Episode List Number My Settings gt Start Date Reports End Date Status Contact Add Contact Comments E z Numery a number Start Date M2005 End Date e kd Cott N on E p S ode Con t act Z Non Episode Case Note Microsoft Internet Explorer Use Sicc
20. ve alert notes Client Search Client Profile Non Episode Contact Activity List gt Agency Westat Testing Agency Facility First Name Last Name Episode List SSN Dos My Settings gt Client ID Provider Client ID Reports Staff Primary Care Staff Case Status Al Clients x cea Client List fporf Add Client Client ID Full Hame DOB SSH Gender Actions M21 97550J5571 21 Armstrong Bill 12 214 977 555 12 5555 Male Profile Activity List M289055R4556101 Armstrong John 12 84 960 55 15 5555 Male Profile Activity List Moan annconedcinn Darth Thaman enanen an ce onnn hAala Pivetile 1 A abiha l int i x User Sicchio Renee 4 E z z i RRS Loc Westat Tes sting Agency Westat Outpatient Facility S Client Jetson Jane Case 1 Print Report Print Mew Help Logout Home Page Episode List for Jetson Jane Start New Episode era Case Status Facility Intake By Intake Date Closed Date Actions Client List 1 Open Active Westat Outpatient Facility Kelly Maureen 76 2004 Review Client Profile 2 Open Active Adolescent Services Kelly2 Maureen 12 9 2004 Review Non Episode Contact 3 Open Active Adult Intensive OP Lam Kevin 4 25 2005 Review Activity List gt Frisnde ist F http test ssawebtech org CalWITS Microsoft Internet Explorer Liser Keitz Lee ned Galwilis oc Administrative Agency Administrative Unit Client Alexander Shawn AS112017
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