Rhode Island DATA UPLOAD MANUAL
Contents
1. Discharge Reason Results Not Filtered Expand All Collapse All 555 amp Train150 Training 1 Rec Gender Birth Date SEN 1234 Female 10 31 1981 033 15 4200 200MF amp 100PS 061 67 5100 06 16 1975 Male Female Male 10 15 1981 01 01 1976 101 58 1200 010 17 6100 Clients 1 to 4 of 4 Sample screenshot displaying the Filter Clients fields KIT Solutions 2009 Editing a Program Episode Admission The Program Episode Admission module can be accessed in two 2 ways 1 2 3 Click Clients from the Main Menu Click Client Search from the Clients submenu Select the appropriate client by clicking on the Client Rec link From the Client Information Edit Form click the Select button next to the program episode admission that needs edited Click the Edit button from the left toolbar Or Click Clients from the Main Menu Click Client Search from the Clients submenu Click the plus sign next to the appropriate Client Rec The amp plus sign becomes a minus sign and a list of Program Episodes will display Click the appropriate Program Episode Admission link Click the Edit button from the left toolbar Note If you have just clicked the Save button from the Client Information Edit Form skip steps 1 32. RI BHOLD Data Impor The details will appear in edit mode Make any changes needed to the details Click the Save button from the left toolbar Note To exit the screen without saving any of the details click the Cancel button ser Manual 25 Utilize Data Administration Client Information ome gt Cents gt Client Search gt Chest intormasion Knowledge Dase Add or Modify Client Demographic Information Birth Diate Sample screenshot displaying the Client Information Edit Form Clients Expand All Collapse All amp Train149 Provider Add Client 100KJ Female 10 15 1981 101 58 1200 05 30 2009 RESIDENTI r Drege gm Ps Feste Vue Cien Eppos Discharge Ha Data Program orm E Add Discharge Fina Faceto Face Contact z Admission Date meme E Sample screenshot displaying the Program Episode Admissions Edit Form Clients Utilize Data Administration Knowledge Base Client Information Home gt Clients gt Clien Save button L Client Information SSN 58 System generated SSN 0 15 1981 E NOSERVICE No Serice COMPLHS Completed High School Sample screenshot displaying the Client Information Edit Form Client Rec P Pending Discharge
3. Rhode Island Behavioral Health On Line Data BHOLD Service ELAND u 5 54 Z i oe KN or a E 4 rs S TUC k wi k gt ANE E a pal i asc md t ud l636 DATA UPLOAD MANUAL Version 1 4 December 2010 Ph 888 600 4777 KIT WEEN o IT Fax ie ge 5700 Corpor BHOLDsupport kit 530 TRO urgh PA 15237 BBEOECOWENS ee Iam Al BHOLD Data ffe 3 Phase 1 Scrubber Validation 2920 3 Phase 2 Scrubber Validation overnight 2000000000 nnnn 3 WH TETTE 4 Summary IMPORT Data File DESCH le EE 5 Detailed Data import File Description l l nnne nnn nnn nnn nnn nnns 6 REFERENCE How to Import Data 19 li LD EcT H 19 Editing Deleting Instructions sienne nnne nnne nennen nnns 22 REFERENCE B City Town and Residential Zip Code Appendix l II I I T 31 RI BHOLD Data Import User Manual 2 KIT Solutions 2009 PORIINGRFBHOEDDATA gt gt gt M You may continue to collect data in your local systems and then import the data into RI BHOLD There are two phases used for validation Phase 1 validation occurs as the record is submitted and error files can be viewed on the screen or downloaded immediately Phase 2 validations occur overnight and the error files can be downloaded the following morning The following illustra
4. Coventry 02827 Middletown Unknown 00000 02823 02905 02907 Cranston 02910 Newport Warren 02885 02920 02921 02818 02886 Cumberland 02864 North Kingstown Warwick 02887 02888 02889 North East Greenwich 02818 West Greenwich 02817 Providence 02914 East Providence 02915 North Smithfield West Warwick 02893 02916 02808 Exeter 02822 Out of State Westerly 00891 Foster 02825 Pawtucket Woonsocket 02895 Portsmouth Woonsocket 02895 32 KIT Solutions 2009 RI Import Heer Manual
5. The remainder of this manual gives the detail for the import data file RI BHOLD Data Import User Manual 4 KIT Solutions 2009 JATA FILE DESCRIPTION BASIC CLIENT The basic demographic table is used to describe a new client This includes DEMOGRAPHICS information such as age gender race veteran status education and marital status Begins with Field Name RECNUM ADD UPDATE ADMISSION Admissions information is what is needed to create a program episode INFORMATION Admissions data is update according to the ACTION column in the next table Begins with Field Name PID DISCHARGE INFORMATION Discharge information closes an episode for a client Begins with Field Name DISDATE RI BHOLD Data Import User Manual 5 KIT Solutions 2009 FILE DESCRIPTION Behavioral Health On Line Data BHOLD Incoming File Format Name RECNUM SSN DOB GENDER AMERNAT ASIAN HAWPACIF BLACK WHITE HISPANIC VETSTAT MARSTAT EDUC RI BHOLD Data Impor Max Length ser Manual Type Alphanumeric Num Date YYYYMMDD Char Char Char Char Char Char Char Char Char Char Ln Description Client Record Number Client Identifier SSN Date of Birth Gender American Indian Alaskan Native Asian Hawaiian Pacific Islander Black African American Caucasian Hispanic Veteran Status Marital Status Highest Level of Education Selection M
6. Discharged Birth Date Gender i Marital Status Veteran Status Highest Level of Education KIT Solutions 2009 Deleting a Progre he Program Episode Admission module can be pisode Admission accessed in two 2 ways 1 2 3 5 RI BHOLD Impor Click Clients the Main Menu Click Client Search from the Clients submenu Select the appropriate client by clicking on the Client Rec link From the Client Information Edit Form click the Select button next to the program episode admission that needs deleted Or Click Clients from the Main Menu Click Client Search from the Clients submenu Click the plus sign next to the appropriate Client Rec The H plus sign becomes a 5 minus sign and a list of Program Episodes will display Click the appropriate Program Episode Admission link Click the Delete button from the left toolbar You will receive a message asking if you are sure Click the OK button to continue deleting the program episode admission Note To cancel the deletion click the Cancel button You will be returned to the Listing page and the record has been permanently removed ser Manual 26 Clients Utilize Data Administration Client Information Home gt Clients gt Client Search gt Client Information Add or Modify Client Demographic Information RENE E
7. Clients 4 From the Client Information Edit Form click the Train150 Provider sest Select button next to the program episode admission that is associated with the discharge episode that needs deleted Note A Program Admission Episode that has a discharge associated with it will have a D located to the right of it in the Episodes grid 5 From the Program Episode Admissions Form click the Select button next to the discharge episode that needs deleted or 1 Click Clients from the Main Menu 2 Click Client Search from the Clients submenu 3 Click the plus sign next to the appropriate Client Rec 4 The amp plus sign becomes a minus sign and a list of Program Episodes will display Click the H plus sign next to the appropriate Program Episode Admission link 5 The HW plus sign becomes a minus sign and a list of Discharge Episodes will display Click the appropriate Discharge Episode link Note If you have just clicked the Save button from the Client Discharge Edit Form skip these steps RI BHOLD Data Import Heer Manual 29 100PS Admit Date _ Proc amp 05 30 2009 RESIDEN Sample screenshot displaying the Clients Listing Page KIT Solutions 2009 ye the 3 button from the left RI BHOLD E Clients Utilize Data Administration Knowledge Base Support 7 You will receive a message asking if you are Sure ar eae Click the OK button
8. the main menu 2 Click Client Search from the Clients submenu 3 Browse the Clients List or use the Filter Clients feature see the Filter Clients section for additional details to locate the client that needs edited Select the appropriate client by clicking on the Client Rec link 5 Click the Edit button from the left toolbar 6 The details will appear in edit mode 7 Make any changes needed to the details 8 Clickthe Save button from the left toolbar Note To exit the screen without saving any of the details click the Cancel button RI Import Heer Manual 22 E Expand Al LGubeas 3 Train150 Provider Add Cllent zeg Gender mp mm 00 DIDIER 1 67 5100 Clients 1 te F of 2 Sample screenshot displaying the Clients Listing Page Data Administration Client Information Home gt gt Glen Clients Knowledge Bose Save button Client Information Kid Client Rec amp 1234 De Open Both Date 10 31 1981 Pesing Discharge D Marital Status LUNHEKHCONIMN Unknown JK ILI ken 1 Weleram Salus Highest Level of Education Sample screenshot displaying the Client Information Edit Form KIT Solutions 2009 ating a Client Click Clients f
9. 10 Char Discharge 1 2WEEK e 3 6WEEK e DAILY RI BHOLD Data Import User Manual 18 KIT Solutions 2009 TEFERENCE A7HOW TO IMPORT DATA Import Data The Import Data section allows you to import client registration data into Rhode Island BHOLD Click Utilize Data from the main menu 2 Click Import Data from the Utilize Data submenu 1 Toimport a file that has already been saved on your computer perform the following steps a Click the Browse button b Select the document you wish to import Click Open c The file path will now appear in the file field Note For details regarding the necessary format of the file you will import see the Import Manual located in the Library module 2 Click Import to upload the file 3 he uploaded document will appear in the grid below the file box Note Uploading the same file twice will not replace the previously loaded file Tips Knowledge Base Support Clients Administration Utilize Data Home gt Utilize Data This section allows you to extract data using exisiting reports ad hoc reports or to an external data source Utilize Data Standard Reports View or export standard reports in Excel or PDF format Ad hoc Reports This module is used to build custom queries that can be exported to Excel This tool requires some knowledge of SQL Data Export This module is used to export large files of raw data in an Access or Excel document Th
10. ALE FEMALE YES NO UNKNOWN YES NO UNKNOWN YES NO UNKNOWN YES NO UNKNOWN YES NO UNKNOWN YES NO UNKNOWN ACTIVE NOSERVICE UNKNOWN VETERAN NEVERMARR NOWMARR COHABIT SEPARATED DIVORCED WIDOWED UNKNOWN NEVERATT SOMEELEM II LL l KIT Solutions 2009 Name PID PROGRAM FTRTDATE ADMITDATE REFERSRC COURTREFER RI BHOLD Data Impor Max Length ser Manual Type Alphanumeric Char Date YYYYMMDD Date YYYYMMDD Char Description Provider ID Program Type Note This is a list of all available services Providers can only bill for services they are approved for First Treatment Date Admission Date Admission Referral Source Selection SOMEHS COMPLHS BEYONDHS COLLEGE GRADUATE UNKNOWN CAITS CONTACT CSP ERDIVERT GOP MHPRR MIT MTT2 PSYCHOSP PSYCSTEP CONTINCARE DAYTXPHP DETOXFSM DETOXSTEP NARCDETOX NARCMAINT RESIDENTLT RESIDENTST SAIOP SAOP SELF MHPROVIDER SAPROVIDER HCPROVIDER HOSPITALER SOCSERV SHELTER SCHOOL EMPLOYER OTHERCOMM COURTSYS UNKNOWN KIT Solutions 2009 Name Max Length ARREST 2 SOCCON 10 CITY 16 ZIP 5 RESARR 10 FAMSIZE 2 MONTHINC 5 EMPSTAT 10 RI BHOLD Data Import User Manual Type Num Char Char Num Char Num Num Char Description Arrests Prior to Admission Self Help Involvement at Admission City Town of Residence Residentia
11. Char Pregnant e NO e UNKNOWN e YES COSMOK 10 Char Smoking e NO e UNKNOWN e YES COHYPT 10 Char Hypertension e NO e UNKNOWN e YES COHEP 10 Char Hepatitis e NO e UNKNOWN e YES COVIR 10 Char Life Threatening Viral Illness e NO e UNKNOWN e YES COHYPC 10 Char Hypercholesterolemia e NO e UNKNOWN e YES COOBES 10 Char Obesity e NO e UNKNOWN e YES CODIAB 10 Char Diabetes e NO e UNKNOWN e YES COASTH 10 Char Asthma e NO e UNKNOWN e YES COCOPD 10 Char Chronic Obstructive Pulmonary Disease e NO e UNKNOWN SUBUSE1 10 Char Be RI BHOLD Data Import User Manual 11 KIT Solutions 2009 Name Max Length Type Description Selection ALCOHOL COCAINE e MARIJUANA e HEROIN e METHADONE e OXYCONTIN e OTHEROPIAT e PCP e OTHERHALL e METHAMP e OTHERAMP e OTHERSTIM BENZODIAZ e OTHERTRAN e BARBITUR e OTHERSED e INHALANT e OVERCOUNT e STEROID e GHB e ECSTASY e OTHER e UNKNOWN e NA e ALCOHOL e COCAINE e MARIJUANA e HEROIN e METHADONE e OXYCONTIN OTHEROPIAT e PCP e OTHERHALL SUBUSE2 10 Char Secondary Substance of Abuse OTHERSTIM BENZODIAZ e OTHERTRAN e BARBITUR OTHERSED INHALANT e OVERCOUNT _ STEROID RI BHOLD Data Import eer Manual 12 KIT Solutions 2009 Max Length Description Selection ECSTASY OTHER e UNKNOWN e NA e ALCOHOL e COCAINE e MARIJUANA e HEROIN e METHADONE e OXYCONT
12. E Knowledge Base Add Episode Discharge ged Client Rec Birth Date un Fera Gender Sample screenshot displaying the Client Information Edit Form Clients Expand All Collapse All amp Train149 Provider Add Client Rec 100KJ Admit Date Program 05 30 2009 RESIDENTL Gender Female Birth Date 10 15 1981 SSN 101 58 1200 Status 49 Open Program Episode link Sample screenshot displaying the Clients Listing Page Client Sample screenshot displaying the Program Episode Admissions Edit Form KIT Solutions 2009 i N nnn IIT TEIL The Client Discharge module can be accessed in two Program Episode Admissions 2 ways s Click Clients from the Main Menu x Select button Il 1 2 Click Client Search from the Clients submenu Sample displaying the Program Episode Admission Edit Form 3 Select the appropriate client by clicking on the Client Rec link IL NOM 4 From the Client Information Edit Form click the Traint60 Provider Rz Gender ann s Select button next to the program episode me Male HANS EE admission that is associated with the discharge episode that needs edited Note A Program Admission Episode that has a discharge associated with it will have a D located to t
13. IN e OTHEROPIAT e e OTHERHALL e e OTHERAMP e OTHERSTIM e BENZODIAZ e OTHERTRAN e BARBITUR e OTHERSED e INHALANT e OVERCOUNT e STEROID e GHB e ECSTASY e OTHER e UNKNOWN e NA e ORAL e SMOKING e INHALATION e INJECTION e OTHER e UNKNOWN e NA e ORAL e SMOKING INHALATION e INJECTION e OTHER e UNKNOWN Route of Administration Tertiary e NA SUBUSE3 10 Char Tertiary Substance of Abuse Route of Administration Primary ROUTE 10 Char Substance Route of Administration Secondary ROUTE2 10 Char lt r ROUTE3 10 Char RI BHOLD Data Import eer Manual 13 KIT Solutions 2009 Name FREQUSE1 10 FREQUSE2 10 FREQUSE3 10 AGEUSE1 2 AGEUSE2 2 AGEUSE3 2 DISDATE 8 DISLASTDATE 8 DISSOCCON 10 RI BHOLD Data Import User Manual Max Length Type Char Char Char Num Num Num Date YYYYMMDD Date YYYYMMDD Char Description Frequency of Use Primary Substance Frequency of Use Secondary Substance Frequency of Use Tertiary Substance Age at First Use Primary Substance Age at First Use Secondary Substance Age at First Use Tertiary Substance Discharge Discontinuation Date Last Contact Date Self Help Impro narge ementat D Selection SMOKING INHALATION INJECTION OTHER UNKNOWN NA NONE PASTMON 1 2WEEK 3 6WEEK DAILY UNKNOWN NA NONE PASTMON 1 2WEEK 3 6WEEK DAILY UNKNOW
14. N NA NONE PASTMON 1 2WEEK 3 6WEEK DAILY UNKNOWN NA 0 1 97 99 NA 0 1 97 99 NA 0 1 97 99 NA JNE m KIT Solutions 2009 Name DISREASON DISREFER DISARREST DISRESARR DISEMPSTAT RI BHOLD Data Impor Max Length ser Manual Type Char Char Num Char Char Description Reason for Discharge Referral at Discharge Arrests Prior to Discharge Residential Arrangement at Discharge Employment Status at Discharge Selection 1 3PASTMON 1 2WEEK 3 6WEEK DAILY UNKNOWN TXCOMPLETE INTRANSFER EXTRANSFER ADDITSVR CLTTERM ADMINDIS NONPAY NONCOMPL CORRECTION DEATH UNKNOWN NA MHPROVIDER SAPROVIDER HCPROVIDER SOCSERV SHELTER SCHOOL EMPLOYER OTHERCOMM COURTSYS UNKNOWN PRIVATE PUBLIC RESIDENT ALF NURSING OTHERINST FOSTER CORRECTION SOBERHOUSE SHELTER HOMELESS UNKNOWN FULLTIME HALFTIME D 11 11711 KIT Solutions9 2009 Max Length Type Description Selection ARMEDFORCE VOLUNTEER e UNEMPLOYED e STUDENT e HOMEMAKER e INRESIDENT e RETIRED e DISABLED e UNKNOWN e NA e COMPETITV e SUPPORTED e TRANSITION e OTHER e UNKNOWN Global Assessment of Functioning GAF e 0 score Axis V at discharge e 1 100 e NA e ALCOHOL e COCAINE e MARIJUANA e HEROIN e METHADONE e OXYCONTIN OTHEROPIAT e PCP e OTHERHALL e DISSUBUSE1 10 Char Primary Substance of Abus
15. SOC AXIVEDUC AXIVOCC AXIVHOUS AXIVECON AXIVHC AXIVLEG RI BHOLD Data Max Length 10 O O O 10 10 ser Manual Type Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Num Char Char Char Char Char Char Char Char Description Funding Contract ID Grant Primary Axis DSM IV Diagnosis Secondary Axis DSM IV Diagnosis Tertiary Axis DSM IV Diagnosis Primary Axis II DSM IV Diagnosis Secondary Axis II DSM IV Diagnosis Global Assessment of Functioning GAF Score Axis V Problems with primary support group Problems related to social environment Education problems Occupational problems Housing problems Economic problems Problems with access to health care services Problems related to interaction with legal Selection DBH MEDICAID MCMEDICAID MEDICARE DRUGCOURT OTHERSTATE GRANT MILITARY OTHER UNKNOWN 0 1 100 YES NO UNKNOWN YES NO UNKNOWN YES NO UNKNOWN YES NO UNKNOWN YES NO UNKNOWN YES NO UNKNOWN YES NO UNKNOWN YES KIT Solutions 2009 Name Max Length Description Selection UNKNOWN YES AXIVENV 10 Char Other psychosocial and environmental NO problems e UNKNOWN Co Occurring Mental Health Subst gt o Occurring Mental Health Substance COMHSA 10 Char Renee s e NO e UNKNOWN e YES CODD 10 Char Developmental Disability e NO e UNKNOWN e YES COPREG 10
16. e at Discharge OTHERAMP OTHERSTIM BENZODIAZ e OTHERTRAN e BARBITUR e OTHERSED e INHALANT e OVERCOUNT e STEROID e GHB e ECSTASY e UNKNOWN e NA Secondary Substance of Abuse at DISSUBUSE2 10 Char Discharge _ DISEMPTYPE 10 Char Employment Type at Discharge DISGAF 3 Num AH NL RI BHOLD Data Import eer Manual 16 KIT Solutions 2009 Name Max Length Type Description Selection MARIJUANA HEROIN e METHADONE e OXYCONTIN e OTHEROPIAT e PCP e OTHERHALL e METHAMP e OTHERAMP e OTHERSTIM BENZODIAZ e OTHERTRAN e BARBITUR e OTHERSED e INHALANT e OVERCOUNT e STEROID e GHB e ECSTASY e UNKNOWN e NA e ALCOHOL e COCAINE e MARIJUANA e HEROIN e METHADONE e OXYCONTIN e OTHEROPIAT e PCP e OTHERHALL e METHAMP DISSUBUSE3 10 Char Tertiary Substance of Abuse at Discharge OTHERAMP e 5 e BENZODIAZ e OTHERTRAN e BARBITUR e OTHERSED e INHALANT OVERCOUNT e STEROID e GHB e ECSTASY e UNKNOWN RI BHOLD Data Import eer Manual 17 KIT Solutions 2009 Max Length Description Selection NA NONE f Use of Pr Sub PASTMON DISFREQUSE1 10 Char ene oy Ase Oe ees 1 2WEEK Discharge e 3 6WEEK e DAILY e UNKNOWN e NA e NONE Frequency of Use of Secondary e PASTMON u m SS Substance at Discharge e 1 2 e 3 6WEEK e DAILY e NA e NONE Frequency of Use of Tertiary Substance at e PASTMON DISFREQUSE3
17. he right of it in the Episodes grid sample screenshot displaying the Clients Listing Page required 5 From the Program Episode Admissions Form click the Select button next to the 99 RI BHOLD dell discharge episode that needs edited Utilize Data Administration Knowledge Base 6 Click the Edit button from the left Client Discharge tool ba r Add or Modify Client Discharge Information Or Discharge Date Last Face to Face Contact 6830208 FERS 1 Click Clients from the Main Menu Sample screenshot displaying the Client Discharge Edit Form 2 Click Client Search from the Clients submenu 3 Click the plus sign next to the appropriate Client Rec 4 The plus sign becomes a 5 minus sign and a list of Program Episodes will display Click the M plus sign next to the appropriate Program Episode Admission link 5 The plus sign becomes a minus sign and a list of Discharge Episodes will display Click the appropriate Discharge Episode link 6 Click the Edit button from the left toolbar RI BHOLD Data Import eer Manual 27 KIT Solutions 2009 Tips Open Only e f your Program Episode Admission is not showing up in the Episodes grid uncheck the checkbox entitled Open Only When the checkbox is checked the only records being 09 04 2009 GOP displayed are Open episodes 7 The details w
18. ill appear in edit mode 8 Make any changes needed to the details 9 Click the Save button from the left toolbar Note To exit the screen without saving any of the details click the Cancel button RI BHOLD Data Import User Manual 28 2 RI BHOLD Clients Utilize Data Client Discharge Home gt Clients gt Cli Home Log Off Administration Knowledge Base Support Save button Discharge Date 08 30 2000 ET Last Face to Face Contact 08 30 2009 Self Help Involvement 1 2Week 1 2 times in past week v Self Help Involvement at Discharge Discharge Reason Referral NONPAY Discharged due to inability to pay for se SAPROVIDER Substance Abuse Treatment Provider of Arrests Di inabili E ider v 4 of Arrests in 30 days prior to discharge from program Sample screenshot displaying the Client Discharge Edit Form KIT Solutions 2009 Deleting a Client Discharge S RI BHOLD he Client Discharge module can be accessed in two Program Episode Admissions T Add or Chant Admissions E LM us mE 1 Click Clients from the Main Menu aamissioniniermaton F I Loc aban Er mn T 02302008 2 Click Client Search from the Clients submenu Sample screenshot displaying the Program Episode Admission Edit Form 3 Select the appropriate client by clicking on the Client Rec link
19. is tool requires some knowledge of data files and fields Data Export CSV This module is used to export a Provider s data as a delimited file in the pre defined layout Fiscal Reporting Fiscal Reporting need de Import Data link Import Date Import Client Registration data Screenshot displaying the Utilize Data Landing Page RI HOLD 120802008 12 4104 PM import 20 20 Pending ibt RI BHOLD z etna 12502000 12 39 57 PU agoe impart z0 49 1 0 Sample screenshot displaying the Import Data Clicking on the column name e g Ele tame will allow you to sort your records in ascending or descending order RI Import Heer Manual KIT Solutions 2009 orted File Details Click the Details button to the left of the file you wish to view 2 Anew window appears displaying the Import Details Viewing 1 Click the Download Errors Download Errors button to view any errors or warnings 4 window will appear asking you to Open or Save a text file Click the Open button to open the file immediately Click the Save button if you would like to save it to your computer and open it later To go back to the previous screen click the Cancel button a The file will open as a txt document displa
20. l Zip Code Residential Arrangement Family Size Monthly Household Income Employment Status Selection COUNT ADULTDC e FAMILYDC e JUVEDC e ADULTDIV e JUVEDIV e PRISON e YOUTHCORR e PROBATION e DUIDWI e OTHER e UKNOWN e 0 98 e 99 e NA e NONE e 1 3PASTMON e 1 2WEEK e 3 6WEEK e DAILY e UNKNOWN See City Zip Code Appendix See City Zip Code Appendix e PRIVATE e PUBLIC e RESIDENT e ALF e NURSING e e FOSTER e CORRECTION e SOBERHOUSE e SHELTER e HOMELESS e UNKNOWN e FULLTIME e HALFTIME e PARTTIME KIT Solutions 2009 Max Length Description Selection VOLUNTEER UNEMPLOYED e STUDENT e HOMEMAKER INRESIDENT e RETIRED DISABLED e UNKNOWN e NA e COMPETITV e SUPPORTED EMPTYPE 10 Char Employment Type e TRANSITION e OTHER e UNKNOWN e NA e PERSONAL e COMMERCIAL e DBH e MEDICAID e MCMEDICAID PRIPMNT 10 Char Primary Payment Source e MEDICARE e DRUGCOURT e OTHERSTATE e GRANT e MILITARY e OTHER e UNKNOWN e NA e PERSONAL e COMMERCIAL e DBH e MEDICAID e MCMEDICAID SECPMNT 10 Char Secondary Payment Source MEDICARE e DRUGCOURT e OTHERSTATE e GRANT e MILITARY e OTHER e UNKNOWN e NA TERPMNT 10 Char Tertiary Payment Source e PERSONAL RI BHOLD Data Import eer Manual 9 KIT Solutions 2009 Name CONTRACTID AXISI 1 AXISI 2 AXISI 3 AXISII 1 AXISII 2 GAF AXIVSUP AXIV
21. on Episodes associated with it or 2 the client s SSN exists in multiple Providers RI Import Heer Manual 23 KIT Solutions 2009 Filter he Filter Clients feature allows a user to locate the Clients that have been registered using the Client Information Form There are twelve 12 ways to use the Filter Clients feature co 10 11 I S EM R S Aw Search by Client Rec Search by SSN Search by Birth Date Search by Gender Search by PID Search by Program Type Search by Primary Payment Source Search by Grant Contract Search by City Search by Primary Substance Search by Discharge Status 12 Search by Discharge Reason You may search using any of the 12 filters or you may enter in all 12 of the filters if the information is known RI BHOLD Data Impor Click the Apply button once you have filled in one 1 or all of the twelve 12 filters Click the Clear button to reset the Filter Clients form ser Manual 24 RI BHOLD Clients Client Search Home Clients gt Client Search Add or Edit Client Demographics Admission and Discharge information Client Rec Home Log Off Utilize Data Administration Knowledge Base Support Birth Date PID Gender Program Primary Payment Src Grant Contract City Discharge Status Primary Substance
22. p Dass gt Cata Import Data keen _ Bulk Upload impen The status of an imported file is listed under the Status column of the Import Data page Note If you have just uploaded a file it is listed as Pending ee a Pending File has completed Phase 1 of the scrubbing process b Done File has completed Phase 2 of the scrubbing process c Processing File failed Phase 2 of the scrubbing process Please resubmit file with corrections d Cancelled File will not go through Phase 2 of the scrubbing process e None File failed Phase 1 of the scrubbing process Please resubmit the file with corrections 2 cancel an upload click the Cancel button to the right of the file s status 3 confirmation message will open verifying that you want to cancel the upload Click OK to cancel the upload or Cancel to return to the Import Data page without cancelling Fi BHOLD 120002009 12 35 87 pu Soen imped 2i 20 DR 1 4 Sample screenshot displaying the Import Data RI BHOLD Data Import eer Manual 21 KIT Solutions 2009 Editing Deleting Instructions Once a file has been imported and has a status of Done the information will be available on the Data Entry Edit Forms You can make modifications to the records by using the Edit Forms Editing a Client 1 Click Clients from
23. rom the main menu Click Client Search from the Clients submenu Browse the Clients List or use the Filter Clients feature see the Filter Clients section for additional details to locate the client that needs deleted Select the appropriate client by clicking on the Client Rec link Click the Delete button from the left toolbar You will receive a message asking if you are sure Click the OK button to continue deleting the client Note To cancel the deletion click the Cancel button You will be returned to the Listing page and the record has been permanently removed Tips Clients Expand 1 Cola 3 Train150 Provider Rec Gender 1 mp mm 3 MEMI Male Ub 15 1975 1 67 5700 Add Cllent Clients 1 t 7 of 2 Sample screenshot displaying the Clients Listing Page Cllents Utilize Data Administration Knowledge Base Client Information Home gt Clients gt Client Search gt information Add or Modify Chent Demographic Information Delete button Client Rec Birth Date Gender Marital Status Veteran Status Highest Level of Education UNKNOWN Unknown Hide Page info No Data Exists Key Add Eplsode Open P Pending Discharge D Discharged Partial sample screenshot displaying the Client Information Edit Form A client cannot be deleted if 1 the client has any Program Admissi
24. te the validation that is occurring at each phase Phase 1 Scrubber Validation immediate e Correct number of fields submitted e All mandatory required fields have a value e Fields formats dates numbers or special formatting Phase 2 Scrubber Validation overnight e Proper indexed values e Business rules BHOLD Import File Phase 1 Errors are returned immediately on user screen or Error Logs can be downloaded and viewed at a later date One Record consists of Client Info Data always Program Episode Admissions always Program Episode Discharge if appropriate Phase 2 Error Logs that can be downloaded and viewed the following mornina ecord Failed Phase 2 Scrubber Phase 1 Scrubber Record Faile Record Passed RI BHOLD Temporary Holding File Record Passed RI BHOLD Database RI Import Heer Manual 3 KIT Solutions 2009 What is a Scrubber A scrubber is a tool used to validate the data prior to importing The purpose of the scrubber is to prevent bad data from being imported into the system and give immediate feedback on the problem record or records This way you will be able to correct the problem in a timely manner The scrubber will not permit any data table file to be imported until all records pass the scrubber s validation The scrubber used for RI BHOLD importing will continue to grow in its intelligence and trap more errors prior to importing
25. to continue Hame gt Clenta gt Cient ML e _ I ma Add or Modify Client Discharge Information deleting the discharge episode Sav Note To cancel the deletion click the Cancel Delete button button Discharge Date EERS 8 You Will be returned to the Listing page and the Last Face to Face Contact 30209 HR record has been permanently removed Sample screenshot displaying the Client Discharge Edit Form RI BHOLD Data Import eer Manual 30 KIT Solutions 2009 City Town Barrington Zip Code 02806 City Town Hopkinton Zip Code City Town Providence Zip Code 02901 02902 02903 02904 02905 02906 02907 02908 02909 02910 02911 02912 02913 02918 02919 02940 Block Island Bristol Burrillville 02807 02809 02826 02830 02839 02858 Glocester Jamestown Johnston 02919 Richmond Scituate Smithfield 02812 02832 02836 02875 02892 02894 02898 02815 02825 02831 02857 02828 02917 Central Falls 02863 Lincoln RI Import Heer Manual 31 02802 02838 02865 South Kingstown 02879 02880 02881 02883 TARGA A UCOJC KIT Solutions 2009 City Town Zip Code City T own Zip Code City Town Zip Code arlestown 02813 02836 Little Compton 02801 02837 Tiverton 02878 02816
26. ying any errors b To save or print the document click File then choose Save As or Print from the menu c Toclose the document click the E3 X in the upper right corner To close the Imported File Details window click the X in the upper right corner or click the Close button at the bottom of the screen RI BHOLD Pata Import User Manual 20 Clients Utiline Data Import Data Hors UDH 6 Dass gt meant Data impart Data from Bulk Upload import f RI HOU D sua 1208208 124104 PM import 20 20 H Pending RI BHOLD NM sas 120102000 12 39 57 PU amanaya import x 1 1 0 Cancelled ni Sample screenshot displaying the Import Data adimi Upload DateTime 1202009 12 53 03 File Hame RI BHOLD impoet te Total Rows 20 Fila Sina Prose 1 20 Phase 1 Rows 0 Fraga 1 Regn Ar TU NN Mo Data Warmgs Exist Download Errors button Ces 1202009 125303 PM 1 Devs Al Phase 2 Rows 1210029 12 PM Fhase 2 Invalid Ruas Phas 2 Dala Warming Z Begin t Phase 2 End Ai bene teg MEM Sample screenshot displaying the Import Details Page KIT Solutions 2009 Clients Viilize Data Chan in Jata File Status Import Data em
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