Monroe Encompass User Manual Access Staff
Contents
1. 19 Diagnosis and Treatment Readiness Enter the following information Minkoff Quadrants Indicate the appropriate quadrant Stages of Change Indicate the Consumet s stage of change Complete ASAM Worksheet Complete the ASAM Worksheet by clicking the Complete ASAM Worksheet link If the Client does not meet any level of ASAM Criteria place a checkmark in the box labeled Client does not meet any level of ASAM criteria Client Requires psychological evaluation Indicate yes no or not at this time If the Consumer is not in need of treatment at this time place a checkmark in the check box labeled No need for treatment at this time Client Requires psychiatric evaluation Indicate yes no or not at this time Diagnosis Enter the Consumert s diagnosis Click the lookup button to search for the appropriate diagnosis code CAFAS Score Enter the Consumet s CAFAS score 30 o PCAFAS Score Enter the Consumet s PCAFAS score Click the Save and Continue to Service Eligibility Criteria MI button to save the Diagnosis and Treatment Readiness screen and move to the next screen 20 FOR MENTAL ILLNESS ONLY Service Eligibility Criteria Enter the following information o Service Eligibility Criteria for Adults with Mental Illness Must Serve Check all that apply o Qualifying Diagnosis Check all that apply o Non Qualifying Diagnosis Check all that apply o Degree of Disabili2. Bio Psycho Social e Click the Assessments 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 upper left hand corner of Encompass e Click the View Intake Assessments link to the right of the Main Menu e Search for the Consumer once found click the Initial Intakes link to the right of the Consumer s information DEVELOPMENT MODE Monroe Community Mental Health Authority Back Home Logout Help messages Please type in consumer s last name Consumer Last Name Consumer First Nare 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 A i about the spelling Consumer ID Social Security No Select a Consumer irth Date mmddyy If you cannot find the consumer by name you may type in any other CMHSP Case available data to locate the consumer SEARCH 1 Consumers Last Name First Name Consumer ID Case Social Security Birth Date Miller Clare 1219276 981 70 4790 07 29 1976 Initial Intakes 22 e Click the Add Initial Intake link Consumer Name Miller Clare Consumer 1219276 DOB Current Status Washtenaw Livingston No Admission No Admission NS Admission View Current Eligibility Insurance Information Assessments on or after 5 6 2004 1 Records s Assessed By Date and Time Type Dispositio
3. Injury Screening Tool and enter the Consumer s answers in the applicable fields Click the Save and Continue to Financial Information button to save the Medical Information and continue to Financial Information You may also click the Financial Information link in the Index 3 Financial Information o Recipient ID Encompass will automatically enter this information if known If unknown click the 8KUP button to search for the Consumet s Medicaid ID if applicable o MI Child ID Encompass will automatically enter this information if known If unknown click the L 2kUP button to search for the Consumet s MI Child ID if applicable Click the Save and Continue to Guardian Parent button to save the Financial Information You may also click the Financial Information link in the Index 4 Guardian Parent o Guardian Custody Status Answer the following information for Guardian Custody Payee and Foster Parent Issue Indicate yes or no Explanation If there is an issue enter an explanation Contact Name Enter a Contact Name O O O 0 Phone Enter a Phone number o Family Information Enter the following information for each child If the Consumer has no children place a checkmark in the box labeled Consumer has no children Child s Name Enter the Child s Name first name and last initial only Age Enter the age of the Child Child s Gender Indicate Male or Female Child l
4. e Click the Assessments link in the Main Menu if necessary e Click the Sign Intake Assessments link located to the right if the Main Menu All Intake Assessments pending signatures will be listed e Click the View and Sign Assessment link to the right of the Assessment you wish to sign Back Home Logout Help E messages Approve Intake 1 Assessments Consumer Entered By Intake Date Time Clare Miller Lisa R Sweeney 05 05 2005 iew and Sign Assessment Consumer ID 1219276 e The Assessment will be displayed in a Read Only format At this time if you find any etrors typos you must go back to the changes link and make you adjustments there 36 e On the last page of the Assessment Disposition Designation enter you Encompass password in the field provided and click the Sign button Signature required by Lisa R Sweeney Signed by Signature Date Clinician Enter your Encompass password and click Sign button to mark this Assessment as signed e You will be automatically taken to the Service Activity Log Encompass will automatically enter the Staff Member Consumer CPT Code Service Date Service Begin time and Team Verify this information to ensure it is correct and enter the following information o End Time o Location Indicate office community hospital or jail o Face to Face Indicate yes or no o Staff Type Indicate Primary or Secondary e Click the SAVE button 37 SECTION 4 KEYBOARD
5. Click here to request Authorization for CMHSP staff to provide ongoing ABVY services Click here to request an Authorization for an outside facility to provide services as defined in PCP Click here to request an Authorization for a Hospital to provide services as defined in PCP e Enter the following information o Effective Date Enter the date of Admission o Select Required Service Indicate the services the Consumer will be receiving Adult Services DD Services or Youth and Family Services o Comments Enter any additional information not captured in the above fields e Click the SAVE button Step 8 Admitting Consumer e Click on 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 upper left hand corner of Encompass e Click the View CMHSP Admissions to the right of the Main Menu 33 e Search for the Client if necessary and click the CMHSP Admissions Transters Discharge link to the right of the Consumet s information DEVELOPMENT MODE En mpass Monroe Community Menta Health Authority Back Home Logout Help Shessages 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
6. Narrative Enter the narrative Click the MASREWGHEES button to run spell check on the Psychiatric and Substance Abuse History section 17 Substance Abuse Chart Enter the following information for each drug of choice indicated by the Consumer o Type of Drug and Name o Drug of Choice Enter 1 for first choice thru 10 for last choice o Age at Use Enter the Consumer s age at first use and the Consumer s age at problematic use o Initially a Prescription Indicate whether the drug was initially a prescribed medication where applicable 28 o Heaviest Amount Consumed and When Enter the largest amount of the drug consumption and when it occurred o Current Consumption Enter how much the drug is currently used by the Consumer o Date of Last Use Enter the date the Consumer last used the drug o Number of days drug used in the last 30 days Enter 0 for not used 1 29 for exact number of days and 30 for daily consumption o Method of Current Dosing Enter 1 for oral 2 for smoking 3 for snorting 4 for intravenous and 5 for other Click the Save and Continue to Mood Altering Questions button to save the Psychiatric and Substance Abuse History and move to the next screen The User may also use the Index located on the left hand side of the screen 18 SUBSTANCE ABUSE ONLY Mood Altering Questions Enter the following informati
7. and move to the next screen The User may also use the Index located on the left hand side of the screen 16 Psychiatric and Substance Abuse History Enter the following information o MH Treatment History Enter the Consumer s mental health treatment history If the Consumer denies receiving previous treatment place a checkmark in the check box labeled Consumer denies MH Treatment o SA Treatment History Enter the Consumer s substance abuse treatment history If the Consumer denies receiving previous treatment place a checkmark in the check box labeled Consumer denies SA Treatment o Family History of Mental Illness and Substance Abuse If the Consumer has family members with a history of Mental Illness and or Substance Abuse enter the Family Member whether it is MI or SA or Both and the Diagnosis If no family history exists place a checkmark in the box labeled No Family History o Abuse History Enter the Consumer s physical and sexual abuse history in regards to ongoing past PS involvement current and past PS involvement Indicate if the abuse was ever reported If the Consumer denies abuse place a checkmark in the box labeled No Abuse History o UNCOPE Ask the Consumer the questions in the UNCOPE screening instrument indicate the Consumer s answers to the right of each question Click the CALCULATE button Encompass will tabulate the results and enter then into the Intake o
8. mpass Monroe Communit Mental Health Authority Back Home Logout E messages 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 Consumer ID Select a Consumer Consum x Last Name Consumer First Name AKA or Other Information cl Social Security No Birth Date mmddyy 111 11 1115 If you cannot find the consumer by name you may type in any other available data to locate the consumer 1 Consumers Last Name First Name Consumer ID Case Social Security Birth Date Test MON Client 15 iia laca lalale e Click the Add an Initial Intake Call link Consumer Name nsumer ID SSN Case Test MON Client 111 11 1115 Address Home Date of Birth Gender Current Status Washtenaw Livingston Monroe Lenawee No Admission No Admission Active No Admission View Current Eligibility Insurance Information Click here to see this Consumer s Insurance Policies Activity as of 4 2 1 2005 10 Records s SEARCH Log Consumer Call Ndi Sergoninn Add an Initial Intake Call Activity Date Activity Type Notes 13 The Initial Intake is split into six sections The User may use the index located on the left hand side of the screen Enter the following information 1 Demographic o CMHSP Staff Standard Statement Discuss Confidentiality Right to Second Opinion Req
9. 563 947 318 319 361 CPT Revenue CPT Revenue Description e Scroll to the bottom of the screen and click the SAVE button Step 5 Making an ACCESS Appointment e From the Authorization screen click the Back button in the upper left hand corner of Encompass This should bring you back to the Intake and Screening call list 20 e Click the Make Appointment link to the right of the Initial Intake Call 2922 Airport Road 248 932 4888 07 29 1976 Female Waterford MI 48329 Current Status Washtenaw Livingston Monroe Lenawee No Admission No Admission No Admission No Admission View Current Eligibility Insurance Information Click here to see this Consumer s Insurance Policies Activity as of p4 22 2005 2 Records s Log Consumer Call Add a Screening Call Add an Initial Intake Call Activity Date Activity Type Notes 05 06 2005 Initial Intake Referral pw Chang 5 03 PM Call None Make Appointment Additional Info ae rint Intake None Print Intake Short version 05 05 2005 Screening This is for testing and training purposes Caller is a test for View Change 7 24 PM Call the system and will be used to demonstrate during training e The ACCESS Appointment Book is displayed Use the Calendar on the left hand side of the screen to move through the Months and Days of the Year ACCESS Make Initial Assessment 4 Friday May 06 2005 p Appaintment s for Davidovich Shear sorit Pee t z Erra Sh
10. Admitting Consumer sls jseaivensieilistidianvtaidy chicitaridd a i arii aas 33 Step 9 Finalizing and Signing Intake Assessment Bio Psycho Social sssssseesseeesee 35 Section A Keyboard SHorteutsnaiie na a e a a a A 38 SECTION 1 ACCESSING ENCOMPASS Logging Into the Encompass System e Open Internet Explorer e Enter the URL in the address field o For the Production Site www ewcho org monroe e Click Go or press Enter on your keyboard The following login screen will be displayed Monroe Community Mental Health Authority En mpass Help LOGIN Please enter your login ID and password User Name l Password I forgot my password 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 Internet Explorer e 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 is James Smith then the User ID will be jsmith e Click on the Login Button e After three unsuccessful login attempt
11. Consumer s information J DEVELOPMENT MODE En mpass Monroe Communit Mental Health Authority Back Home Logout Help E messages Select a Consumer Please type in consumer s last name Consumx Last Name Consumer First Name AKA or Other Information and first initial and press SEARCH to i locate the consumer You may wish to test use partial name if you are not sure A A i about the spelling Consumer ID Social Security No Birth Date mmddyy 111 11 1115 If you cannot find the consumer by name you may type in any other CMH Case available data to locate the SEARCH consumer You must SEARCH the consumer file first If this call is NOT for an existing consum x you may click here to add a Non Consumer Call 1 Consumers Test MON as ia ESTE ae e Find the Initial Intake Call record and click the Change link to the right of the information Consumer Name Consumer ID Miller Clare 1219276 Address Home Phone 2922 Airport Road 248 932 4888 Waterford MI 48329 Current Status r r A O No Admission No Admission No Admission No Admission View Current Eligibility Insurance Information Click here to see this Consumer s Insurance Policies Activity as of p4 22 2005 2 Records s Activity Date Activity Type 05 06 2005 Initial Intake Referral None Additional Info Print Intake None a Intake Short Version 05 05 2005 Screening This is for testing and training pur
12. Monroe Encompass User Manual Access Staff Created By PCE Systems 28530 Orchard Lake Road Suite 101 Farmington Hills MI 48334 248 932 4888 Table of Contents Section 1 Accessitio PMc OMmipas sic casveuiiniaitiliseadeotay nivel E A E T 3 Logging Into the Encompass Syste iets Guidiaeredatieiliciwuaialiniteanauisctialveiaearialorind avis 3 Logging Out of the Encompass System sse ssesssssessesreeertesrresreesreesteeseeeneeentesnresnresnresrressereserenere 4 Sector 2 Navigation BUWONS onerar oni pavene E aE EE REO E SEE AREO ENE SEE LEIS 6 Navi ation Button Sie n AA O TATE yah A T AR 6 Secon I Atake EOC SS sco earthed aa Nenad a teas oatacia tdi iacastotiecead 7 Step 1 Phone Call or Walk Iii caainitiasiensialoasiainnsiaigiaks aindlinaiabiediaialetebtod 7 ING Match Fo ndysisue hinu n i a N hin Ra Ai 8 BNSF O ORE i o Ya ORTOR AEA E ne PRI EDF Pats PR Se aT EAEE Be iT E AAEE EE 9 Step gyi ex oka ALC a n en e er ote A oR ete AA eae oer 10 Stepas mial Taita keen a iia aiae kii inire isi 13 Step 4 Authorization for Intake Servicesi anid scresiavinieieasersddvnasieatincvebedvindebarvedaeres 17 Authorize Service Eligibility SEVICE S gnsten anaiena 20 Step 5 Making an ACCESS Appointment s sssssseiiiriiriissisriireiisriisiieivseiesiersrerseressases 20 Step6 Face to Face Service Eligibility Assessment Bio Psycho Social 22 Step 7 Authorization for PCP Development wiesssasicisiesatid atari ttorseaeniyenaloanaals 32 Step 6
13. SHORTCUTS Below you will find a list of keyboard shortcuts that may assist you in your navigation of the Encompass system Tab The Tab key is located on the left hand side of your keyboard above the Caps Lock key Pressing the Tab key will move your cursor forward from field to field Shift Tab The Shift keys are located on the left and right hand side of your keyboard The Tab key is located on the left hand side of your keyboard above the Caps Lock key Pressing the Tab key while holding the Shift key will move your cursor backwards from field to field Space Bar Check boxes The Spacebar is used to mark check boxes A dotted rectangle will appear around the checkbox hit the spacebar and you will see a checkmark appear Space Bar Radio Buttons The Spacebar is used to mark radio buttons A dotted circle will appear around the radio button hit the spacebar and a mark will appear in the radio button Use your arrow keys usually located to the left of the number pad to move the mark to a different radio button CTRL C The CTRL keys are located to the left and right of the space bar CTRL C is used to copy text pictures etc from a document or the Encompass system Highlight the text you would like to copy Once the text is highlighted hold the CTRL button and press C You have highlighted the text CTRL V The CTRL keys are located to the left and right of the space bar CTRL V Is used to paste c
14. 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 LastName FirstName Consumer ID Case Social Security Birth Date Miller Clare 1219276 981 70 4790 07 29 1976 CCMHSP Admissions Transfers Discharges e Click the Add Admission link Back Home Logout E messages CMHSP Admit X fer Discharge List Consumer Name Consumer SSN DOB Gender Case Miller Clare 1219276 981 70 4790 07 29 1976 Female Current Status Washtenaw Livingston Monroe Lenawee No Admission No Admission No Admission No Admission View Current Eligibility Insurance Information Admissions before Enter a date above to view older admission records For a gen date the last 20 admissions on or before that date will be shown 0 Records Type Date Team Case Manager Add Admission e Enter the following information o Date Enter the Consumet s admission date o Admission Diagnosis Enter the Consumer s diagnosis at the time of admission The diagnosis uses ICD codes for each diagnosis You may type the ICD 9 code or use the KUP button to search for the correct diagnosis o Team Use the KYP button to search for the Team the Consumer will be assigned to o Case Manager Use the button to search for the Case Manager the Consumer will be assigned to o Attending Physician Use the button to search for the Attending Physician the C
15. WEREGS button to run spell check on the Risk Assessment section Click the Save and Continue to Needs Assessment button to save the Risk Assessment screen and move onto the next The User may also use the Index located on the left hand side of the screen 10 Needs Assessment Enter the following information 25 o Personal Self Care Indicate whether the Consumer receives or needs assistance enter a description in the applicable field o Medication Management Indicate whether the Consumer receives or needs assistance enter a description in the applicable field o Transportation Indicate whether the Consumer receives or needs assistance enter a description in the applicable field o Independent Living Skills Indicate whether the Consumer receives or needs assistance enter a description in the applicable field o Access to Health Care Medical Issues Indicate whether the Consumer receives or needs assistance enter a description in the applicable field o Financial Money Management Indicate whether the Consumer receives or needs assistance enter a description in the applicable field o Education Vocational Specific Learning Needs Indicate whether the Consumer receives or needs assistance enter a description in the applicable field o Hobbies Interests Recreation Play Likes Dislikes Indicate whether the Consumer receives or needs assistance enter a description in the applicable field o So
16. acts Encompass will automatically enter this information if known Referral Source Select the referral source if applicable Encompass will automatically enter this information if known Additional Information Enter any other applicable information regarding demographics and referral source Click the Save and Continue to Medical Information to save the Demographics and continue to Medical Information You may also click on the Medical Information link in the Index 2 Medical Information Consumer has Primary Physician Indicate yes or no If yes Physician Name If the Consumer has a Primary Physician enter the Physician s Name Physician Phone Enter the Primary Physician s phone number Last Seen Enter the Month and Year the Consumer last saw his her Primary Physician Are you Pregnant Indicate yes or no If Yes was interim service offered Indicate yes or no If Yes explain Enter an explanation regarding the interim service offered Current Medical Problems Enter a narrative regarding the Consumert s medical problems CMHSP Prescribed Medications Encompass will automatically enter this information if known Other Medications Enter any other medications the Consumer is currently taking including prescriptions form Doctors outside of CMHSP vitamins and over the countet medications 15 o HELPS Brain Injury Screening Tool Ask all of the questions in the Brain
17. also use the Index to navigate the Intake Assessment 7 Presenting Problems Enter the following information o Presenting Problem s Disability Enter the Consumet s presenting problems and or disability o History of Presenting Problem s Disability Enter the Consumet s history of presenting problems and or disability Click the MASBEWGHEEE button to run the spell check on the Presenting Problems screen 8 Bio Psycho Social Development amp History Enter the narrative including developmental milestones family of origin educational background past and current significant events relationships and supports and current living situation Click the Save and Continue to Risk Assessment button to save the Bio Psycho Social Development amp History screen and move to the next screen The User may also use the Index located on the left hand side of the screen 9 Risk Assessment Enter the following information o Danger to Self Indicate past danger current danger and provide an explanation o Danger to Others Indicate past danger current danger and provide an explanation o Danger to Property Indicate past danger current danger and provide an explanation o Other Safety Issues Enter narrative including vulnerability to abuse neglect exploitation knowledge of health and safety issues medication compliance use of other s medication and risk of practicing unsafe sex Click the MSBE
18. and move onto to the next screen The User may also use the Index located on the left hand side of the screen 12 Developmental Disabilities Enter the following information 26 o Nature of Support System Indicate the nature of the Consumer s support system o Status of Existing Support System Indicate the status of the Consumet s current support system o Predominant Communication Style Indicate the Consumer s communication style o Assistance for Independence Needed Indicate if the Consumer is in need of assistance for each of the following Mobility Medication Administration Personal Household or Community o Health Status Indicate the level of assistance if any needed by the Consumer in the following Vision beyond glasses hearing beyond hearing aid Other physical mental characteristics o Assistance for Accommodating Challenging Behaviors Indicate to what level the Consumer needs assistance if any Click the Save and to Continue Strengths button to save the Developmental Disabilities and move to the next screen The User may also use the Index located on the left hand side of the screen 13 Strengths Enter a narrative regarding the Consumert s strengths Click the MSPC button to run spell check on the Strengths section Click the Save and Continue to Barriers to Service button to save Strengths and move onto the next screen The User may also use the Index located on the le
19. cial Support Other Community Providers Indicate whether the Consumer receives or needs assistance enter a description in the applicable field Click the MSPC button to run spell check on the Needs Assessment section Click the Save and Continue to Cultural Considerations button to save the Needs Assessment screen and move to the next screen The User may also use the Index located on the left hand side of the screen 11 Cultural Considerations Enter the following information o Identify Components of Consumer s Cultural Identify Enter a narrative regarding the Consumer s race ethnicity socio economic group language issues family traditions age group educational background employment vocation avocation homelessness sexual orientation literacy physical disability mental illness developmental disability etc o Impact Enter a narrative regarding how the Consumer s cultural identity may affect the Consumer s expectations regarding being the victim of discrimination comfort in pursing mental health services in general amenability to specific types of programs services modalities Willingness ability to work with specific types of workers interest in particular types of outcomes comfort with various kinds or natural supports etc Click the MSPC button to run spell check on the Cultural Considerations section Click the Save and Continue to Developmental Disabilities button to save Cultural Considerations
20. e to authorize CMHSP staff to perform a Service Eligibility Assessment link Consumer Name Consumer ID SSN Case Miller Clare 1219276 981 7f 4790 Address Home Phone Date of Birth Gender 2922 Airport Road 248 932 4888 O7429 1976 Female Waterford MI 48329 Current Status Washtenaw Livingston Monroe No Admission No Admission No Admissi View Current Eligibility Insurance Information Lenawee No Admission To add a new authorization Please read the following choices carefull Click here to request an Authorization for a Hospital to provide services as defined in PCP 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 additional applicable comments e Click the AUTHORIZE UNITS button e Find the CPT Code H0031 Mental Health Assessment by non Physician Enter a 1 in the Units Authorized field Authorization Number Authority Will be generated when saved Authorized Provider BRA Monroe Community Mental Hea 1001 Raisinville Road PO Box 726 Monroe MI 48162 0726 Effective Dates 05 10 2005 06 10 2005 Units Freauan Calculated Authorized quency Units MI amp DD Core Services H0031 MHassessment by non Phys Encounters per Auth gt N A 2004 Assess Health Psych Eval Assessment by non physician Old service codes 161 963 163 263 463
21. elp messages 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 Select a Consumer Consumer Last Name er First Name AKA or Other Information Social Securty 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 aaa SEARCH consumer 1 Consumers Last Name First Name Consumer ID Case Social Security Birth Date Miller Clare 1219276 981 70 4790 07 29 1976 Initial Intakes 35 e Locate the Initial Assessment in the Consumer s Intake list and click the Change link Consumer Name Consumer SSN DOB Gender Case Miller Clare 1219276 981 70 4790 07 29 1976 Female Current Status Washtenaw Livingston Monroe Lenawee No Admission No Admission Active No Admission View Current Eligibility Insurance Information Assessments on or after 5 10 2004 2 Records s Assessed By Date and Time Type Disposition Status Lisa R Sweeney 05 06 2005 Call 5 03 PM Lisa R Sweeney 05 05 2005 Initial Eligible For Service Pending 8 00 4M Print Intake Short Version e Review each page of the Assessment correct any typos misspelled words and grammar e On the last page of the Assessment Disposition Designation click the SUBMIT FOR SIGNATURE button e Click the Home button located in the left hand corner of Encompass
22. er this information if known Verify the information if automatically enter by Encompass Recipient ID Use the 2KUP button to search for the Consumer s Medicaid Recipient ID Enter the Consumer s Social Security Number Last Name and Birth Date and click the SEARCH button Ifa match is found click the Select link to the right of the information Encompass will automatically enter this information if known Social Security Number Enter the Consumet s Social Security Number Encompass will automatically enter this information if known Birth Date Enter the Consumet s birth date Encompass will automatically enter this information if known Veteran Indicate yes or no Has Veteran Benefits Indicate yes or no SSN Verified Place a checkmark in the box labeled SSN Verified once the SSN has been verified Birth Date Verified Place a checkmark in the box labeled Birth Date Verified once the birth date has been verified Address Verified Place a checkmark in the box labeled Address Verified once the address has been verified Insurance Information Place a checkmark to the right of all applicable insurance information If the User checks Commercial Insurance or Other Payment Source enter the specific information in the applicable text field Caller s Relationship to Consumer Indicate the Caller s relationship to the Consumer Referral Source Use the dro
23. ft hand side of the screen 14 Barriers to Service Enter a narrative regarding the Consumer s barriers to setvice Click the MSBEWEREES button to run spell check on the Barriers to Service section Click the Save and Continue to Mental Status button to save the Barriers of Service and move onto the next screen The User may also use the Index located on the left hand side of the screen 15 Mental Status Enter the following information o General Behavior Check all that apply o Speech Check all that apply o Perceptions Check all that apply o Thought Process Check all that apply o Mood Indicate the Consumet s mood o Judgement Indicate the Consumer s judgement If judgement is deemed Poor provide an explanation in the field provided o Impulse Control Indicate the Consumer s impulse control If impulse control is deemed Poor provide an explanation in the field provided 27 o Insight Indicate the Consumer s insight if applicable o Sleep Indicate whether there has been an increase or decrease in the Consumer s sleep or if there has been no change o Appetite Indicate whether there has been an increase or decrease in the Consumet s appetite or if there has been no change Click the SREWEREEY button to run spell check on the Mental Status section Click the Save and Continue to Psychiatric and Substance Abuse History button to save the Mental Status
24. gible for setvices click the SAVE button e If after the Screening it is determined the Caller Consumer IS eligible for a face to face Intake Assessment Bio Psycho Social Assessment click the SAVE and Continue to Initial Intake button Click the Add an Initial Intake Call link Consumer Name Consumer ID SSN Casex Test MON Client 15 111 11 1115 Address Home Phone Date of Birth Genger Current Status Washtenaw Livingston Monroe Lenawee No Admission No Admission Active No Admission View Current Eligibility Insurance Information Click here to see this Consumer s Insurance Policies Activity as of 4 2 1 2005 10 Records s Log Consumer all Adda saning C2 Add an Initial Intake Call Activity Date Activity Type Notes 12 Step 3 Initial Intake If you have accessed the Initial Intake through the Screening skip to the Enter the following information bullet page 14 If you have not accessed the Initial Intake through the Screening follow the instruction below the open the Initial Intake 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 clicking the Home button in the upper left hand corner of Encompass e Click the Add View Consumer ACCESS Calls link to the right of the Main Menu e Search for the Consumer e Click the Select link to the right of the Consumer s information DEVELOPMENT MODE En
25. ins the current date time and the Uset s DEVELOPMENT MODE En mpass Back Home Logout Consumer List he in consumer s last name iih 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 E messages 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 CMHSP Case available data to locate the AE SEARCH consumer Backs Click on the Back Button to go to the previous page Do not use your Browser s Back Button Logout Click on the Logout Button to logout of the system 14 Home From any section on the website the Home Button will take you to the Home Screen Hel messages Click on the Help Button to access the Lenawee Encompass User Manuals 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 SECTION 3 INTAKE PROCESS This User Manual is specifically designed to walk ACCESS Staff and Intake Staff through the Encompass System as it pertains to Screenings Intake Assessments Authorizations and Service Activity Logs Other options in the database will be covered in the Clinician User Manual The following instructions assume the User is logged into the Monroe Encompa
26. ion You may also click the Legal link in the Index 6 Legal o Legal Status Select the appropriate description of the Consumer s legal status o Type of Involvement Describe the type of involvement PO court date and offense if applicable o Drug court Client Indicate yes or no o Arrest History Enter the number of total arrests arrest for possession sales and arrests for DUI DWI in the past 6 months and 5 years if applicable o Narrative Enter the Intake Narrative Click the Save and Continue to Authorize Services button to authorize the Consumer to receive a face to face Intake Step 4 Authorization for Intake Services In order to authorize the Consumer to receive a Service Eligibility Assessment you must access the Authorization screen through the Initial Intake Call If you saved the Intake Call screen before authorizing services DON T PANIC continue to read for instructions If you have accessed the Authorization screen through the Initial Intake Call screen skip to Authorize Service Eligibility Assessment on page 20 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 clicking the Home button in the upper left hand corner of Encompass Click the Add View Consumer ACCESS Calls link to the right of the Main Menu Search for the Consumer 17 e Click the Select link to the right of the
27. ion and Employment You may also use the Index to navigate the Intake Assessment 5 Residential Education amp Employment oO Residential Living Arrangement Select the appropriate description of the Consumer s living arrangement Highest Level Attended Select the highest level of education the Consumer received School Name and Location Enter the name and location of the last school attended Number of Years of Education Enter the number of years the Consumer has i e primary secondary and four years of college will equal 16 Currently in Training Education Indicate yes or no If yes select the appropriate type of training or education Employment Status Select the appropriate description of the Consumet s employment status Click the MESBEWGREG button to run spell check on the Residential Education amp Employment section 24 Click the Save and Continue to Legal button to save the residential education and employment information and continue to the Legal section You may also use the Index to navigate the Intake Assessment 6 Legal o Encompass will automatically enter the Legal information based on the Consumer s Initial Intake Call record o Narrative Enter the Intake Natrative Click the MSPC button to run spell check on the Legal section Click the Save and Continue to Presenting Problems button to save Legal information and continue to Presenting Problems You may
28. ives with Enter whom the Child lives with enter names and the relationship to the child Biological Child Indicate whether this is the Consumert s biological child o Biological Parent Enter the Name of the biological parent first name and last initial only O O 0 O o Additional Family Information Enter any other applicable information Click the Save and Continue to Residential Education amp Employment button to save the Guardian Parent information and continue to Residential Education and Employment You may also click the Residential Education amp Employment in the Index 5 Residential Education amp Employment 16 o Residential Living Arrangement Select the appropriate description of the Consumer s living arrangement o Highest Level Attended Select the highest level of education the Consumer received o School Name and Location Enter the name and location of the last school attended o Number of Years of Education Enter the number of years the Consumer has i e primary secondary and four years of college will equal 16 o Currently in Training Education Indicate yes or no If yes select the appropriate type of training or education o Employment Status Select the appropriate description of the Consumer s employment status Click the Save and Continue to Legal button to save the residential education and employment information and continue to the Legal sect
29. ke Call record e Click the Save and Continue to Guardian Parent button to save the Financial Information and continue to Guardian Parent You may also use the Index to navigate the Intake Assessment e 4 Guardian Parent 23 Oo Guardian Custody Status Answer the following information for Guardian Custody Payee and Foster Parent Issue Indicate yes or no Explanation If there is an issue enter an explanation Contact Name Enter a Contact Name Oo O 0 O Phone Enter a Phone number Family Information Enter the following information for each child If the Consumer has no children place a checkmark in the box labeled Consumer has no children Child s Name Enter the Child s Name first name and last initial only Age Enter the age of the Child Child s Gender Indicate Male or Female Child lives with Enter whom the Child lives with enter names and the relationship to the child Biological Child Indicate whether this is the Consumer s biological child o Biological Parent Enter the Name of the biological parent first name and last initial only O O O O O Additional Family Information Enter any other applicable information Click the MSBEWEREGS button to run spell check on the Guardian Parent section Click the Save and Continue to Residential Education amp Employment button to save the Guardian Parent information and continue to Residential Educat
30. l Security Birth Date Test MON Client 15 111 11 1115 C seea gt Select a Consumer Consumer Last Name Consumer First Name AKA or Other Information test Birth Date mmddyy SEARCH e Click the Add a Screening Call link DEVELOPMENT MODE Fn ompass Monroe Community Mental Health Authority Back Home l Logout Help Chronological Screening List SSN a la Ea os a Ha fa Ke Date of Birth Gender Consumer Name Consumer ID Case Test MON Client 15 Address Home Phone Current Status Washtenaw Livingston No Admission No Admission View Current Eligibility Insurance Information Lenawee No Admission Click here to see this Consumer s Insurance Policies Activity as of 4 2 1 2005 10 Records s ea Activity Date Activity Type Notes g Call Aat amimtiatakE Call Step 2 Screening Depending on whether the Caller was found in the system will determine how the User reaches this step The same information will be entered into the Screening page regardless of how the User got to the screening For further information regarding accessing the Screening application please see the instructions in Step1 Phone Call or Walk In e Enter the following information o Caller Last Name Encompass will enter the Caller s Last Name if this screening resulted from a Non Consumer call Encompass will enter the Consumer s Last Name if this screening is a result of a call from an exis
31. l applicable information requests Disposition Place a checkmark to the left of all applicable dispositions Call Completion If the call is complete mark Call Completed If this call requires a call back mark Put this record in our call back queue and we ll call him her back later Call End Time Enter the time the call ended e If it is determined that this call WILL NOT result in Mental Health Services screening click the SAVE and Exit button and end the call e If it is determine that this call WILL result in a Mental Health Services screening place a checkmark in the box labeled Add Client to database and click the SAVE and Continue to Screening button Match Found e If the search DOES result in a match click the Select link to the right of the Consumer s information DEVELOPMENT MODE Monroe Community Mental Health Authority Back Home Logout Help Emessages 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 F z about the spelling Consumer ID Social Security No 111 111 1115 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 maclick here to add a Non Consumer Call 1 Consumers Last Name First Name Consumer ID Case Socia
32. n Status Lisa R Sweeney 05 06 2005 Call 5 03 PM e Enter the following information e 1 Demographic 07 29 1976 Gender Case Female Lenawee No Admission SEARCH Add Initial Intake Add Stank Annual Assessment Change View Copy Make Appointment Print Intake Print Intake Short Version o Date of Intake Enter the date of the Intake Click the Use Current Date link to automatically enter the current day s date o Time of Intake Enter the time of the Intake o Encompass will automatically enter the remaining Demographic information based on the Consumer s Initial Intake Call record e Click the ESPACE button to run spell check on the Demographics section e Click the Save and Continue to Medical Information button to save Demographics and continue to Medical Information You may also use the Index to navigate the Intake Assessment e 2 Medical Information o Encompass will automatically enter the Medical Information data based on the Consumet s Initial Intake Call record e Click the MSREMEREES button to run spell check on the Medical Information section e Click the Save and Continue to Financial Information button to save Medical Information and continue to Financial Information You may also use the Index to navigate the Intake Assessment e 3 Financial Information o Encompass will automatically enter the Financial Information date based on the Consumet s Initial Inta
33. nt if necessary and click the Authorization Records link to the right of the Consumer s information Back Home Logout Help El messages Please type in consumer s last name Consumer Last Name and first initial and press SEARCH to foo locate the consumer You may wish to use partial name if you are not sure N p about the spelling Consumer ID Social Security No Select a Consumer irst Name AKA or Other Information pA ar Other formador Birth Date mmddyy Consumer If you cannot find the consumer by name you may type in any other CMHSP Case available data to locate the consumer 1 Consumers LastName FirstName Consumer ID Case Social Security Birth Date Miller Clare 1219276 981 70 4790 07 29 1976 Authorization Records 32 e Click the Click here to authorize CMHSP staff to assess and develop new client s Initial Person Centered Plan PCP link to add an authorization for the Consumer s PCP development Consumer Name Consumer ID SSN Case Miller Clare 1219276 981 70 4790 Address Home Phone Date of Birth Gender 2922 Airport Road 248 932 48 07 29 1976 Female Waterford MI 48329 Current Status Washtenaw Livingston Monroe Lenawee No Admission No Admission No Admission No Admission View Current Eligibility Insurance Information To add a new authorization Please read the Mo sg choices carefully a Click here to request Authorization for CMHSP staff to provide ongoing services as defined in PCP
34. on o Other Factors Place a checkmark to the left of any other factors if there are no other factors place a checkmark in the checkbox labeled No Other Factors 2 o What are the mood altering chemicals you use Enter the Consumet s response o What is your current living environment Enter the Consumet s response o Any history of Overdose Enter the Consumer s response If there is no history of overdose place a check mark in the box labeled No History o Any history of blackouts Enter the Consumer s response If there is no history of blackouts place a check mark in the box labeled No History o What are past recovery attempts Enter the Consumer s response o Longest period of recovery How was this achieved What triggered relapse What will be different in treatment this time Any use of Antabuse Methadone Naltraxone or Revia Enter the Consumet s response o What are the supports experienced in the past AA NA meetings sponsort support groups therapy support group or church Enter the Consumet s response o Do you hold a current drivetr s license Enter the Consumet s response o Do you have transportation Enter the Consumet s response o What areas of functioning have you experienced consequences Enter the Consumer s response o Any history of seizures DT s Hallucinations Enter the Consumet s response If there is no hist
35. onsumer will be assigned to if applicable 34 o Psychologist Use the 2kUP button to search for the Psychologist the Consumer will be assigned to if applicable o Nurse Use the KUP button to search for the Nurse the Consumer will be assigned to if applicable o Disability Designation Indicate correct disability designation This is a required field you will not be able to save the admission record without this information o Service Designation Indicate the correct service designation This is a required field you will not be able to save the admission record without this information o Diagnostic Category Indicate the correct diagnostic category o Notes Enter any other information applicable to the admission that is not captured in the above fields e Click the SAVE button Step 9 Finalizing and Signing Intake Assessment Bio Psycho Social e Click the Assessment 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 on the Home button in the upper left hand corner of Encompass e Click the View Intakes Assessments link located to the right of the Main Menu e Search for the Consumer who s Intake Assessment you will be finalizing and signing Once found click the Initial Intakes link to the right of the Consumet s information DEVELOPMEN KMODE Monroe Community Mental Health Aut Back Home Logout H
36. opied text into a document or the Encompass System Place your cursor where you would the copied information to be pasted Hold the CTRL button and press V the copied text will appear Drop Down Menus To quickly move through drop down menus use your arrow keys OR use the first letter of the information you are searching for in the drop down menu continue hitting that letter until your selection appears 38
37. ory of seizures DT s and hallucinations place check mark in the check box labeled No History 29 CHILD ONLY Have you attended raves or similar parties Enter the Consumet s response CHILD ONLY Have you engaged in high risk sexual behavior number of sexual partners use of barriers or condoms If yes when did you first become sexually active Enter the Consumet s response CHILD ONLY Are you more sexually active when using mood altering chemicals Enter the Consumet s response CHILD ONLY Have you engaged in other types of risk taking activities Enter the Consumet s response CHILD ONLY Have you ever run away from home Enter the Consumet s response CHILD ONLY Any history of truancy from school Enter the Consumer s response CHILD ONLY Do you have any history or current legal problems If yes what are the charges If yes do you have a P O or court date Enter the Consumet s response CHILD ONLY Do either of your parents use mood altering chemicals Enter the Consumet s response CHILD ONLY Why do you want treatment at this time Enter the Consumet s response Click the MSREWEREEG button to run spell check on the Mood Altering Questions section Click the Save and Continue to Diagnosis and Treatment Readiness button to save the Mood Altering Questions and move to the next screen The User may also use the Index located on the left hand side of the screen
38. p down menu to select the appropriate referral source if applicable If Other is selected specify the source in the available field Consumer Population Indicate Adult or Child 11 o Emergency Contact Enter the Primary and Secondary Emergency Contact including name contact numbers home work cell pager and relationship to Consumer o Phone Conversation and Notes If this screening is a result of a non consumer call that narrative entered will carry over Enter the conversation or additional notes o Information Request If this screening is a result of a non consumer call the checkmarks will carry over Place a checkmark to the left of all information requests o Disposition Place a checkmark to the left to all applicable dispositions o Services Needed Place a checkmark to the left of all applicable services o ACCESS Staff taking this call Encompass will automatically enter the name of the current User If this is incorrect click the I KUP button to search Encompass for the correct Staff Member o Time Call Started Encompass will automatically enter the time the call began o Time Call Ended Enter the time the call ended o Call Completion If the call is complete mark Call Completed If this call requires a call back mark Put this record in our call back queue and we ll call him her back later e If after the Screening it is determined the Caller Consumer IS NOT eli
39. poses Caller is a test for View Change 7 24 PM Call the system and will be used to demonstrate during training 18 e Click the Legal link in the Index This will take you to the last page of the Initial Intake Call Back Home Help Gimessages Change Initial Intake Consumer Name Consumer SSN DOB Gender Case Miller Clare 1219276 981 70 4790 07 29 1976 Female Current Status Washtenaw Livingston Monroe Lenawee No Admission No Admission No Admission No Admission Insurance Information 1 Initial Intake Demographic z CMHSP Staff Standard Statement Medical Informatio Click here to view the Caller s Rights Telephone Script Confidentiality Right to Second Opinion Request HIY risks STD Pregnancy Information Recipient Rights Brochure O Check here if the above information has been discussed provided to the caller MH SA client only Permission to Call Back Send Reminder of Appointment C Yes CNo Date of Intake E E e Scroll to the bottom of the screen and click the Save and Continue to Authorize Services button Narrative This is a narrative for training reasons testing and prep ration Ef characters left fat 024 Record Added Recprd Changed LSWEENEY 05 06 05 17 23 24 LSWEENEY 05 06 05 19 24 37 SAVE CANCEL Save and Continue to Authorize Services 19 Authorize Service Eligibility Services e Click the Click her
40. s in the Production Site the User will be locked out of the system e Once the User has successfully entered his her User Name and password 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 of the 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 Accountability 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 have read and acceptthe
41. s information o Alternate Phone Enter an alternate phone number if applicable o Date of Birth Encompass will automatically enter this information o SSN Social Security Number Encompass will automatically enter this information o Medicaid Identifier Encompass will automatically enter this information if known If unknown click the W KUP button to search for the Consumet s Medicaid information o AKA Information Enter any also known as or other information that may be helpful when searching for a Consumer 14 Gender Indicate Male or Female Encompass will automatically enter this information if known Marital Status Select the correct Marital Status Encompass will automatically enter this information if known Race Select the correct race or refused if the Consumer does not disclose the information Encompass will automatically enter this information if known Ethnicity Select the correct Ethnicity Encompass will automatically enter the information if known Primary Language Spoken Select the Consumet s primary spoken language Encompass will automatically enter this information if known Religion Select the Consumer s religion if applicable Encompass will automatically enter this information if known Primary and Secondary Emergency Contact Enter the name home phone work phone cell phone pager and relationship to Consumer for both types of Cont
42. s last name Consumer Last Name Consumer First Name AKN 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 P about the spelling Consumer ID Social Security No If you cannot find the consumer by name you may type in any other CMHSP Case available data to locate the consumer test cl Birth Date mmddyy 111 11 1115 You must SEARCH the consumer file first If this call is NOT for an existing consumer you may clic here Yo add a Non Consumer Call e Enter the following information Oo Date of Call Encompass will automatically enter the current day s date Time Call Started Encompass will automatically enter the current time of day ACCESS staff taking this call Encompass will automatically enter the name of the current User If this is not the correct call use the lookup button to search Encompass for the correct Staff Member Last Name Enter the Caller s Last Name First Name Enter the Caller s First Name Phone and Extension Enter the Caller s phone number and extension if applicable Caller refuses to give Name If the Caller refuses to give his her name place a checkmark in the box labeled Check if caller refuses to give name Phone Conversation and Notes Enter the conversation with the Caller and any applicable notes Information Request Place a checkmark to the left of al
43. se 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 Monroe Community Mental Health Authority En ompass NN Home Logout 1 Help E messages Consumer Information e The following screen will appear informing the User that he she has logged out of the Encompass system a Monroe Community Mental Health Authority You have successfully logged out from encompass OG here gn to encompass s login page To quickly access the log in screen from this page click the Aere link SECTION 2 NAVIGATION BUTTONS Navigation Buttons When you are in the Encompass System DO NOT use your browser s back or forward buttons Only click on the buttons and links on the actual System Screens that is those below the red line and above the footer that conta
44. ss System Step 1 Phone Call or Walk In 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 clicking the Home button in the upper left hand corner of the Encompass System e Click the Add View Consumer ACCESS Calls link to the right of the Main Menu e Enter the Caller s Last Name and First Name If the Caller is willing to give a birth date and or social security number be sure to include this information in your search as well This will help to ensure the Caller is not already in the Encompass system DEVELOPMENT MODE En ompass Monroe Community Mental Health Authority Back Home Logout Help E messages 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 ID Social Security No Birth Date mmddyy 111 11 1115 Consumer Last Name Consumer First Name AKA or Other Information test cl If you cannot find the consumer by name you may type in any other CMHSP Case available data to locate the m SEARCH consumer No Match Found e If the search DOES NOT result in a match click the Here link to enter a Non Consumer Related Call Monroe Community Mental Health Authority Back Home Logout Help Gimessages DEVELOPMENT MODE Select a Consumer Please type in consumer
45. te Hravailable jlable Jrevatabte Clare Miller 1219276 98 00 AM Unava View Current 08 30 AM Eligibility Insurance Information 09 00 AM 09 30 4M Go To Today May 06 2005 Start Time 8 00 AM gt 03 00 PM End Time 5 00PM J 03 30 PM Appt Length 30 gt min Asat IJU Add Appointment 04 30 PM I show Short Descriptions VIO Add Appointment Matson Add Appointment ena T Include No Shows Refresh Calendar e Once you have found an open appointment for the Consumer click the Add Appointment link in the correct Staff Member s schedule at the top or bottom of the schedule 21 en eE e Enter the following information o Description Enter a brief description of the appointment if needed o Start Time Use the drop down menu to select the correct start time hour and minute o End Time Use the drop down menu to select the correct end time hour and minute o Type Leave the type as Appointment Blocked Time is only used for meetings and other appointments at which the Consumer will not be present o Location Select from either Hospital or Jail if applicable o Status The Status field will not be completed until the Consumer attends the appointment e Click the SAVE button Step6 Face to Face Service Eligibility Assessment
46. ting Consumet o Caller First Name Encompass will enter the Caller s First Name if this screening resulted from a Non Consumer call Encompass will enter the Consumer s First Name if this screening is a result of a call from an existing Consumer o Caller Phone Number and Extension Encompass will enter the Caller s phone number if this screening resulted from a Non Consumer call Encompass will enter the Consumer s phone number if this screening is a result of a call from an existing Consumer o IfConsumer Does Not Exist in Encompass If the Consumer does not already 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 10 Consumer Last Name Encompass will automatically enter the Consumet s Last Name or the Caller s Last Name Consumer First Name Encompass will automatically enter the Consumet s First Name or the Caller s First Name Gender Indicate male or female Encompass will automatically enter this information if known Phone Encompass will automatically enter the Consumer s phone or the Caller s phone Address Enter the Consumert s address including City and State Encompass will automatically enter this information if known Verify the information if automatically entered by Encompass County Use the drop down menu to enter the County Encompass will automatically ent
47. ty Check all that apply o Sufficient Duration Check all that apply o Certain Previous Service Utilization Check all that apply Click the Save and Continue to Service Eligibility Criteria DD button to save the Service Eligibility Criteria MI and move to the next screen The User may also use the Index on the left hand side of the screen 21 FOR DEVELOPEMENTALLY DISABLED ONLY Service Eligibility Criteria Enter the following information o Service Eligibility Criteria for Individuals with Developmental Disabilities Must Serve Check all that apply Click the Save and Continue to Service Eligibility Criteria Child button to save the Service Eligibility Criteria DD and move to the next screen The User may also use the Index on the left hand side of the screen 22 FOR CHILDREN ONLY Service Eligibility Criteria Enter the following information o Service Eligibility for Children and Adolescents with Serious Emotional Disturbance Age 7 17 Must Serve Check all that apply o Qualifying Diagnosis Place a check mark to the left of all that apply o Other High Priority Diagnosis Place a check mark to the left of all that apply o Substantial Functional Impairment Check all that apply o Sufficient Duration of Condition Check all that apply Click the Save and Continue to Disposition Designation button to save the Service Eligibility Criteria Child section and move to the next screen The User ma
48. uest HIV Risks STD Pregnancy Information and Recipient Rights with the Consumer Click the Click here to view the Caller s Right Telephone Script to view a script Once you have reviewed the Consumet s rights place checkmark in the box labeled Check here if the above information has been discussed provided to caller o Permission to Call Back Send Reminder of Appointment Indicate yes or no o Date of Intake Enter the date of the Intake to use the current day s date click the Use Current Date link o Time of Intake Enter the time of the Intake o Caller is Consumer Place a checkmark in the box labeled Check if Caller is Consumer if the Caller is the Consumer o Caller Name If the Caller is not the Consumer enter the Callet s name in this field o Is this Intake face to face Indicate yes or no o Call Regarding Encompass will automatically enter the narrative of the Screening phone conversation you may edit the information as necessary including adding additional information o Reason for Request Enter the reason for the request o Consumer Last Name Encompass will automatically enter this information o Consumer First Name Encompass will automatically enter this information o Address Encompass will automatically enter this information o Home Phone Encompass will automatically enter this information o County of Residence Encompass will automatically enter thi
49. y also use the Index on the left hand side of the screen 23 Disposition Designation Enter the following information o Narrative Enter the narrative o Disposition Indicate whether the Consumer has refused service not eligible or is eligible for service If the Consumer IS NOT eligible for service indicate 31 why by placing checkmarks in the appropriate boxes If the Consumer IS eligible for services indicate service type by placing checkmarks in the appropriate check boxes o Preliminary Plan of Service Enter the Consumer s preliminary plan of service o Signature Required By Encompass will automatically enter the current User s name If this is incorrect click the KUP button to search for the correct Staff Member name o Signed By Encompass will enter the information in this field once the assessment is signed o Signature Date Encompass will automatically enter the date that the assessment was signed e Click the MESREWEREES button to run spell check on the Disposition Designation section e Click the SAVE button Step 7 Authorization for PCP Development e Click the Authorization 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 upper left hand corner of Encompass e Click the View Consumer Authorizations link located to the right of the Main Menu e Search for the Clie
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