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BHSDSTAR

ProviderTreatFirstUserGuideVersion1.4

BHSD User Guide of 19

UserGuide-ProviderTreatFirst

Version1.4Updated6/15/17

BHSDSTAR



TableofContents1. PurposeandIntroduction....................................................................................................................31.1 GeneralInformation....................................................................................................................3

2. LogInandAccountSettings................................................................................................................32.1 ToLogin:.....................................................................................................................................32.2 ToeditProfileSettings:................................................................................................................42.3 ToeditPassword:........................................................................................................................52.4 TocontactSupportviaEmail:......................................................................................................62.5 ToLogout:....................................................................................................................................6

3. ClientRegistration...............................................................................................................................64. ClientFind..........................................................................................................................................105. ClientContactInformation................................................................................................................116. ClientMandatedData........................................................................................................................126.1 AddUpdate:...............................................................................................................................126.2 AddDischarge............................................................................................................................12

7. ClientProjectParticipation................................................................................................................137.1 ToaddaclienttoaProject:.......................................................................................................137.2 ToremoveaclientfromaProject:............................................................................................13

8. ClientNotes.......................................................................................................................................148.1 ToaddaNote:...........................................................................................................................14

9. ProjectTrackingItems.......................................................................................................................149.1 DataUploads:............................................................................................................................149.2 AttendanceUpdates:.................................................................................................................149.3 IndividualswithNoVisits...........................................................................................................159.4 Reports......................................................................................................................................16

10. ClientVisits....................................................................................................................................1610.1 AddingandCompletingVisits:...................................................................................................1610.2 ExportingVisitInformation:.......................................................................................................18

11. Questions......................................................................................................................................19

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1. PurposeandIntroductionThisdocumentdescribesthebasicsofnavigatingintheBHSDSTARTreatFirstapplication.

1.1 GeneralInformation

1. Youmusthaveyourownuniqueemailaddresstohaveanaccount.2. AllactivitydoneusinganaccountistrackedandrecordedinBHSDSTAR.Donotshareyouraccount

information.3. Itisimportanttoknowyourorganizationsprimaryand/orsecondaryaccountmanagerforBHSDSTAR.

Theywillbeabletoanswermostquestionsforyouabouthowtheywantyoutousetheapplication.4. Onlinevideos,super-quickguidesandcomprehensiveuserguidesareavailableonbhsdstar.org.For

questionthatcan’tbeansweredbytheonlineresourcesoryourprimary/secondarycontact,oranyissuesyoumayencounterinBHSDSTAR,[email protected].

5. AnyidentifyingclientinformationsentthroughemailisaHIPAAviolation.UseonlytheBHSDSTARClientIDwhenneedingtoreferenceaspecificclient.

6. TheTrackingmoduleforanygivenprogramprovidesquicklinksandinformationaboutimportantitemsspecifictotheprogram.Thisislocatedonthelandingpagefortheprogram.

2. LogInandAccountSettings 2.1 ToLogin:

1. Fromthedesktopdouble-clickyourinternetbrowsertolaunch.(ForbestresultswerecommendGoggleChromebutotherbrowserscanalsobeused.)

2. Enterbhsdstar.org/inthebrowserwindowandpresstheEnterkey.

3. ClicktheProviderLoginbutton.4. ClickintheUsernamefieldandenterusername.5. PresstheTabkeyorclickinthePasswordfieldandenteruserpassword.6. ClicktheLoginbutton.

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7. TheHomescreenwilldisplaylistingProgramsontheLeftNavigationwhenselectedtheirTracking

IconsandGraphs.

Tip:ThisscreencanbeviewedatanytimebyclickingProgramsintheupperrightcornerofthescreenorbyclickingtheprogramontheleftnavigation.

Tip:Itemsrequiringactionaredisplayedwithan Iconlistingthe#ofitemsforeachTrackingItemandtheTakeActionbuttonisdisplayed.

2.2 To edit Profile Settings: 1. ClickonyourloggedinNameintheupperrightcorner.2. ClickUpdateProfile.3. Clickthefieldyouwanttoeditandenternewinformation.4. ClickSave.

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2.3 To edit Password: 1. ClickonyourloggedinNameintheupperrightcorner.2. ClickChangePassword.3. Entercurrentpassword.4. Enteranewpassword.5. Re-enterthenewpassword.6. ClickUpdate.

Tip:Password must be changed every 90 days, contain at least eight characters, contain at least one number, contain at least one lower case letter, contain at least one upper case letter, and contain at least one special character.

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2.4 To contact Support via Email: Tip:Neversendaclient’snameinthefreetextsectionoftheemail-refertothembythelast5digitsoftheirBHSDSTARClientID.1. ClickonyourloggedinNameintheupperrightcorner.2. ClickContactSupport.

2.5 To Logout: 1. ClickonyourloggedinNameintheupperrightcorner.2. ClickLogout.

3. ClientRegistration FromtheHomescreen:

1. ClickClient,Register.2. ClicktheFirstNamefieldandentername.3. ClicktheLastNamefieldandentername.4. ClicktheDateofBirthFieldandenterDOB.5. ClickSearch.6. Thesystemdisplayspossiblematchesortheregistrationscreenifnomatchesarefound.(ClickNoneif

Theseiftheclientisnotlisted)

Tip:Registration is used to identify existing records in BHSDSTAR first to avoid duplication of individuals in the system. One individual can be participating in other programs with other providers or have done so in the past.

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7. ClicktheMiddleInitialfieldandentermiddleinitial.8. ClicktheSuffixdrop-downandclicksuffix.9. ClicktheSSNfieldandenterSSNorclicktheNoSSNcheckboxtoselect.10. ClicktheMedicalRecordNumberfieldandenterMRN.11. ClicktheMedicaidRecipientcheckboxtoselect.12. ClicktheMedicaidIDfieldandenterID.13. ClicktheMCOdrop-downandclickMCO.14. ClicktheCCLdrop-downandclickCCL.15. ClicktheGenderfieldandclickgender.16. ClicktheSexualPreferencedrop-downandclickpreference.17. ClicktheEthnicitydrop-downandclickEthnicity.18. ClicktheRacedrop-downandclickRace.19. ClicktheActiveMilitarydrop-downandclickstatus.20. ClicktheLanguagedrop-downandclicklanguage.21. ClicktheOtherLanguagefieldandenterotherlanguage.22. ClicktheTribalAffiliationdrop-downandclickaffiliation.23. ClickSaveandContinue.

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24. ClicktheAddress1fieldandenteraddressorclicktheHomelesscheckboxtoselect.25. ClicktheAddress2fieldandenteraddress.26. ClicktheCityfieldandentercity.27. ClicktheStatedrop-downandclickstate.28. ClicktheZipCodefieldandenterzipcode.29. ClickthePhonefieldandenternumberorclicktheNoPhonecheckboxtoselect.30. ClicktheMessagedrop-downandclickYesorNo.31. ClicktheOtherPhonefieldandenternumber.32. ClicktheMessagedrop-downandclickYesorNo.33. ClickSaveandContinue.

34. ClicktheNamefieldunderParent1andenteraname35. ClickthePhoneNumberfieldunderParent1andenteraphonenumber36. ClicktheRelationtoClientdrop-downunderParent1andselectarelationshipstatus37. ClickthetextboxunderParent1anddescribetherelationshipif‘Other’isselectedinstep#3638. ClicktheNamefieldunderParent2andenteraname39. ClickthePhoneNumberfieldunderParent2andenteraphonenumber40. ClicktheRelationtoClientdrop-downunderParent2andselectarelationshipstatus41. ClickthetextboxunderParent2anddescribetherelationshipif‘Other’isselectedinstep#3642. ClicktheNamefieldunderLegalRepresentative/Guardianandenteraname43. ClickthePhoneNumberfieldunderLegalRepresentative/Guardianandenteraphonenumber44. ClicktheRelationtoClientdrop-downunderLegalRepresentative/Guardianandselectarelationship

status45. ClickthetextboxunderLegalRepresentative/Guardiananddescribetherelationshipif‘Other’is

selectedinstep#3646. ClicktheNamefieldunderEmergencyContactandenteraname47. ClickthePhoneNumberfieldunderEmergencyContactandenteraphonenumber48. ClicktheRelationtoClientdrop-downunderEmergencyContactandselectarelationshipstatus49. ClickthetextboxunderEmergencyContactanddescribetherelationshipif‘Other’isselectedinstep

#3650. ClicktheNamefieldunderNon-medicalpersonandenteraname51. ClickthePhoneNumberfieldunderNon-medicalpersonandenteraphonenumber52. ClicktheRelationtoClientdrop-downunderNon-medicalpersonandselectarelationshipstatus

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53. ClickthetextboxunderNon-medicalpersonanddescribetherelationshipif‘Other’isselectedinstep#36

54. ClicktheNamefieldunderOtherandenteraname55. ClickthePhoneNumberfieldunderOtherandenteraphonenumber56. ClicktheRelationtoClientdrop-downunderOtherandselectarelationshipstatus57. ClickthetextboxunderOtheranddescribetherelationshipif‘Other’isselectedinstep#3658. ClickSaveandContinue.

59. ClickDateofInitialRegistrationcalendarandclickdate.60. ClickVeterandrop-downandclickstatus.61. ClickMaritalStatusdrop-downandclickstatus.62. ClickPregnantdrop-downandclickstatus.(AppearsforFemaleclients)63. ClickLivingArrangementdrop-downandclickarrangement.64. ClickEducationdrop-downandclickstatus.65. ClickSchoolAttendanceStatusdrop-downandclickstatus.66. ClickEmploymentStatusdrop-downandclickstatus.67. ClickSourceofincomedrop-downandclicksource.68. ClickLegalStatusatAdmissiondrop-downandclickstatus.69. ClickReferralSourcedrop-downandclicksource.70. ClickArrestinPast30daysdrop-downandclick#ofarrests.71. ClickHealthInsurancedrop-downandclickinsurancecarrier.72. ClickSMIdrop-downandclickstatus.73. ClickSEDdrop-downandclickstatus.74. ClickCodependentdrop-downandclickstatus.75. ClickSubstanceAbuseProblemand/orMentalHealthDiagnosisdrop-downandclickstatus.76. Additionalfieldswilldisplayforentryasneeded.77. Completetheentry/selectionforthedisplayedrequiredfields.

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78. ClickFinish.79. TheClientDashboard/ProjectsTabisdisplayed.

4. ClientFindTip:Findisusedtofindclientsregisteredatyourprovideronly.FromtheHomescreen:

1. ClickClient,FindClient.2. ClicktheFirstNamefieldandentername.3. ClicktheLastNamefieldandentername.4. ClicktheDateofBirthFieldandenterDOB.5. ClicktheIndividualIDfieldandenterID.6. ClicktheLast4SSNfieldandenterthelast4digitsoftheSSN.7. ClickMedicalRecordNumberandenternumber.8. ClicktheMedicaidIDfieldandenternumber.

Tip: Not all fields are required to Find a Client. You can Find by First Name only as an example.

9. ClickFindClient.10. ClicktheClientIDoftheindividualfoundonthelistofpossiblematches.

11. TheClientDashboardisdisplayed.

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5. ClientContactInformationFromtheClientDashboard:

1. ClickProfile,Address&Phone,orContacttab.2. Clickanyofthefieldsandenter/edittheinformation.3. ClickSave.4. TheClientDashboardisdisplayed.

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6. ClientMandatedData 6.1 Add Update: FromtheClientDashboard:

1. ClickMandatedDatatab.2. ClickAddAssessmentdrop-downandclickUpdate.3. ClickDateofUpdatecalendarandclickdate.4. ClickVeterandrop-downandclickstatus.5. ClickMaritalStatusdrop-downandclickstatus.6. ClickPregnantdrop-downandclickstatus.7. ClickLivingArrangementdrop-downandclickarrangement.8. ClickEducationdrop-downandclickstatus.9. ClickSchoolAttendanceStatusdrop-downandclickstatus.10. ClickEmploymentStatusdrop-downandclickstatus.11. ClickSourceofincomedrop-downandclicksource.12. ClickHealthInsurancedrop-downandclickinsurancecarrier.13. ClickSMIdrop-downandclickstatus.14. ClickSEDdrop-downandclickstatus.15. ClickCodependentdrop-downandclickstatus.16. ClickSubstanceAbuseProblemand/orMentalHealthDiagnosisdrop-downandclickstatus.17. Additionalfieldswilldisplayforentryasneeded.18. Completetheentry/selectionforthedisplayedrequiredfields.

6.2 Add Discharge FromtheClientDashboard:

1. ClickMandatedDatatab.2. ClickAddAssessmentdrop-downandclickDischarge.3. ClickDateofLastContactcalendarandclickdate.4. ClickDischargeReasondrop-downandclickreason.

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5. ClickDateofDeactivationcalendarandclickdate.6. ClickVeterandrop-downandclickstatus.7. ClickMaritalStatusdrop-downandclickstatus.8. ClickPregnantdrop-downandclickstatus.9. ClickLivingArrangementdrop-downandclickarrangement.10. ClickEducationdrop-downandclickstatus.11. ClickSchoolAttendanceStatusdrop-downandclickstatus.12. ClickEmploymentStatusdrop-downandclickstatus.13. ClickSourceofincomedrop-downandclickincome.14. ClickHealthInsurancedrop-downandclickinsurancecarrier.15. ClickSMIdrop-downandclickstatus.16. ClickSEDdrop-downandclickstatus.17. ClickCodependentdrop-downandclickstatus.18. ClickSubstanceAbuseProblemand/orMentalHealthDiagnosisdrop-downandclickstatus.19. Additionalfieldswilldisplayforentryasneeded.20. Completetheentry/selectionforthedisplayedrequiredfields.

7. ClientProjectParticipation 7.1 To add a client to a Project: FromtheClientDashboard:

1. ClickProjectstab.ProjectstheProviderparticipatesinandtheclientiseligibleforaredisplayed.2. ClickActivateforaprojecttoaddtheclienttothatproject.Anyprojectspecificrequiredfieldsare

displayedforentry.3. EntertherequiredfieldsandclickApplyStatus.

7.2 To remove a client from a Project: FromtheClientDashboard:

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1. ClickProjectstab.ProjectstheProviderparticipatesinandtheclientiseligibleforaredisplayed. 2. ClickStatusfortheproject.(Someprojectswillnothavethisbuttontoremoveclientsasdesigned) 3. ClickactionDatecalendarandclickdate. 4. ClickActionTypefieldandclicktype.Additionalrequiredfieldswillbedisplayed. 5. EntertherequiredfieldsandclickApplyStatus.

8. ClientNotes

FromtheClientDashboard:

1. ClickNotestab.2. CurrentNotesfortheclientwilldisplay.

Tip: As notes are added the (0) on the tab will update. 8.1 To add a Note:

1. ClicktheNotessectionandenternotes.2. ClicktheDatecalendarandclickdate.3. ClickAddNote.4. ThenewlyaddednoteisdisplayedintheCurrentNotestablewithdate,text,andenteredby.

9. ProjectTrackingItems 9.1 Data Uploads: FromtheHomescreen:

1. ClickTakeAction.2. ClickFileTypedrop-downandclickfiletype.3. ClickBrowseandfindthefileonyourPC.4. ClickSubmitFile.5. Recordsaccepted/unacceptedaredisplayedbelow.6. ClicktheErrors(ifindicated)toseeanyerroredrecords.7. Makethenecessarycorrectionstotherecordsandre-submitthefile.

9.2 Attendance Updates:

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Tip: Attendance Updates should be completed on a regular basis by Providers to insure that reschedules and no shows can be recorded and reported for the Treat First program.FromtheHomescreen:

1. ClickTakeActionunderAttendanceUpdate.2. Individualsrequiringanattendanceupdatewillbedisplayed.3. ClicktheStatusUpdatedrop-downandclickstatus.4. ClickUpdatefortheclient.

9.3 Individuals with No Visits FromtheHomescreen:

1. ClickTakeActionunderIndividualswithNoVisits.2. Individualsregisteredbutwithnovisitswillbedisplayed.

3. ClickaClientID.4. ClientDashboardisdisplayed.

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9.4 Reports FromtheHomescreen:

1. ClickRunReportdrop-downandclickreport.2. Click/SelectReportCriteria.3. ClickRunReport.4. Reportdetailsaredisplayed.

10. ClientVisits 10.1 Adding and Completing Visits: FromtheClientDashboard:

4. ClickTreatFirstVisitstab.5. ClickStartNewVisit.6. SelfCheck-inquestionsaredisplayed.

Tip:ChildQuestionswilldisplayiftheClientis<18yearsold.Tip:SpanishQuestionswilldisplayiftheLanguageselectedduringregistrationwasSpanish.

7. Clicktheappropriateresponseforeachquestion.8. ClickSave.9. Thecompletedquestionsarethendisplayedonthevisitandthegraph.Tip:Thelanguagecanbechangedforthequestionsbyselectingthedrop-downonthelowerrightsideofthescreen.

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10. ClickSessionCheck-in.11. TheSessionCheck-inquestionswilldisplay.

12. Clicktheappropriateresponseforeachquestion.13. ClickSave.14. Thecompletedquestionsarethendisplayedonthevisitandthegraph.Tip:Thelanguagecanbechangedforthequestionsbyselectingthedrop-downonthelowerrightsideofthescreen.

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15. ClickCompleteVisit.

16. ClickWasthereasonforthevisittodaycompletelyaddresseddrop-downandclickYesorNo.17. ClickWasanothervisitscheduleddrop-downandclickYesorNo.18. ClickIfyes,whenistheappointmentfieldandclicknextappointmentdate.(NotrequiredifNois

answeredabove)19. ClickVisitDatecalendarandclickvisitdateifitoccurredonadaydifferentthantoday.20. ClickCompleteVisit.21. Thecompletedquestionsarethendisplayedonthevisit.

Tip: Most recent Visit is displayed on top. Click a Visit Date to expand and view visit details. Tip: A new vist can be added even for a client that states another appointment is not needed. Tip: Visits can be edited and deleted by clicking on the vist and clicking edit visit or delete visit. 10.2 Exporting Visit Information: FromtheClientDashboard:

1. ClickaVisitDatetoviewdetails.2. ClickExport.3. ClickOpen.4. Apdfversionofthevisitwilldisplayandcanbesavedlocally.

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11. Questions [email protected].

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