Behavioral Health

Enterprise Information System (EIS) - EIS Communicator - October 31, 2002

EIS The Maine Documentation
October 31, 2002

MR EIS Communicator EIS

ISSUE 6 10/31/2002

Supremely Important

Each Regional Access Coordinator has been given a list of staff members who have not completed prerequisites for access to the EIS. They have been instructed to remove these staff members access until prerequisites are met.

Important Notes:
The Office Coverage Function is now working. It is noted on the Alerts prior to EIS Login. Please review all alerts each time prior to entering the EIS.

Relationship addresses and contact information are still not available. WE realize the significance of not having this information available. This information is in the program but opening it for use and editing is critical concern and being resolved. Again stay tuned to the alerts prior to login and future editions of the MR EIS Communicator.

Please do not have staff complete the MR Services and Supports Assessment at this time. The incorrect version is in the EIS Currently, but will be replaced soon. Version 1 does contain the “90-day Unmet Needs Assessment.”

Please do not complete the Common Dx and RX Assessment at the present time. It is not complete. LOV’s for diagnosis and medications are being developed to add to the assessment. This is a high priority completion item.

Operation Reminders:
November 5 – Supervisor Training Session – Greenlaw Computer Lab – 9:00 am to 4:00pm
November 6 – Cohen Senior Center – Augusta - ISIS Convention for BP Trainers, Expert Users, OIS Staff, Decision Support Group, HAS 3’s, Muskie Trainers, Security Access Coordinators, ARD’s and EIS Executive and Implementation Committees.
November 7 – HAS 3’s – Greenlaw Computer Lab – 9:00 am – 11:30 pm
November 7 – Intake Worker Training – Greenlaw Computer Lab – 12:00 am – 4:00 pm

New Additional Case Management Assessment will be completed by the start of the training above.

November 12 – MR Expanded Management Staff 9:30 – 3:00 – Lucerne Inn – Focus on Interregional Placement – including EIS instructions to match business process of transfer.

November 13 – December 9 – Mental Health EIS Introduction Training at all computer labs.

At the October joint Team Leaders and Regional Supervisors meeting, the following decisions were made for the next 90 days:

  • ISC’s will
    - Focus on reviewing and updating the People Component Information for each person on the case load;
    - Continue to enter MR General Notes in the EIS regardless of whether an action plan has been entered; and,
    - Complete the MR Services and Supports Assessment (On hold until replaced with correct version).
  • Regional Supervisors and CO Program Team will meet 2nd and 4th Tuesdays to review implementation of the EIS for MR Services.
  • Paul Tabor, Bill Hughes and Terry will work in training staff and providers on the Person-centered Action Plan format.
  • Terry and Bill will complete the Reportable Events component and process of the EIS.
  • Terry will arrange training for the following specialty staff groups:
    - Intake staff – 1 day – Intake and Eligibility Process
    - Regional Supervisors – All MR Processes and Forms
    - Human Services Aides, MR Administrative Support Staff, and MR Quality Improvement Specialists – All MR Processes, Forms and Help Processes
    - Additional Training as Needed for MR BP Consultants and Expert Users
  • Terry and Bill will complete the Case Management Manual and accompanying Processes Instructions.
  • Resolve all user access issues.

Questions and Answers:
My thanks to the Thomaston and Bangor Offices for the questions of the week that are in this issue.

Or Issue
Question and Answer

Address 1. What do the different address types mean?

(ANS.: Because data came into the EIS from several different sources, there are several different address types. OBS stands for Oracle Bridging System; ICM is Intensive Case Manager from the CMA (Case Management Application); and MIS is our MR Management Information System. These addresses have been coded appropriately using the first three designation and then one of the descriptors – Legal, Temp, or Mailing. Presently, we are asking that all of these addresses be ignored and the current address for Legal, Temp, or Mailing be established. The MIS address is hopefully the most correct because there are no historical addresses in the MIS. OIS staff will be moving the MIS address to “L” for legal. Eventually when the address list opens, only the current types – L, M, or T- will show. The others will available for historical reasons.)

2. Why are wrong addresses listed for a person?

(Ans.: The primary reason is that in one of the data systems a wrong identifier number exists that sends wrong information to the person’s data set. Please review and identifiers to see if they are correct.)

3. Will we be able to add an address without the Residence Type included?

(Ans.: Select the best correct answer for the person’s residence. This list is inaccurate and I will be working with OIS to make adjustments.)

Security 4. Time out length continues to be a concern. Is it possible to increase the length of time of inactivity before time out occurs?

(Ans.: I will discuss with OIS staff, but I would believe that it would only be increased by 5 to 15 minutes. This is a security issue because of staff leaving their work area with confidential information up on the screen and open access to anyone who would like to search through the EIS on staff member’s access.)

5. When timed out, is it possible to have an immediate notice appear? When the staff member re-enter the EIS, is it possible to go immediately to the place where the staff member was working?

(Ans.: I will make the recommendation and work with OIS to determine a lengthened time. As far as re-entering on the page where work was being done, this is most likely not possible due to the web-based nature of the program. Pages are automatically cleared when timed out or logging off the program.)

Notes 6. For notes, is it possible to change the “save button” to save at the time to avoid losing the note during a time out process, and then add a lock button, so that when upon returning and completing the note it can be locked down with having to add description?

(Ans.: I will put this forward as a recommendation.)

Association 7. Is it possible to have to have more than one SP Primary Association? Should ISC’s and HSA 3’s be changing the SP Primary Association?

(Ans.: No. There is only one SP Primary and it should be the lead association with all others as co-occurring that share association and responsibility. Yes the SP Primary must be corrected to what the current status is. Remember the information carried in through the cut over came from several different sources and may not be correct at this time.)

Assessment 8. All consumers should have an MR General Needs Assessment from the MIS cut over. The assessment is dated 11/11/1911. Should ISC’s use the assessment or give that one an end date and create a new version?

(ANS.: No changes to the MR General Needs Assessment should be done. This information was meant to be locked effective 09/06/2002. This information is for ISC reference only. All reports and data gathering will use other assessments and tools in the EIS. The 11/11/1911 date is one that is used to indicate that we do not know the correct starting date of the assessment.)

People Relationships 9. Why are some people not seen on a caseload or not seen by anyone in the office?

(Ans.: There are two known problems for issue. First, there was a creation of a regional main office and a second office by city designation (Example Region 3 Main Office and Region 3 Bangor). Consumers attached to the main office are not initially available, but have to through change in association to the office by Department Responsibility Association. Once this is done then the consumer is available to all in the office. Second, a few consumers who transferred to another region still has identifying information with the sending region and as a result may open to the ISC, but not to the rest of that region while still being associated with the sending region. Again change in the Departmental Responsibility Association to the current office is all that is needed.)

Organizations 10. Consumers receive services from other state departments, such as BEAS, Elder Independence of Maine, and DOL, Vocational Rehabilitation. How do we enter relationships for other State of Maine departments?

(Ans.: I will discuss with OIS staff to determine a working process. Regional finance teams are being given the responsibility to enter basic organization information from which BDS staff will be able to add staff to established organizations as needed. But before that can happen we need to answer the question as to state department establishment.)

Information 11. Some ISC’s are lost without having an updated version of the Critical Information Report that had been coming from the MR-MIS. Do you have any idea when this report will be available?

(ANS.: This is one of the high priority reports that being prepared for release. There are currently approximately 22 reports nearing completion for release in the EIS. AS soon as those reports are ready for release, everyone will be informed on the alert chart prior to entering the EIS login screen. I will try to forward an approximate date as soon as it can be projected.)

Reportable Events 12. When will we see Reportable Events and begin using?

(Ans.: Due to the need to go to public hearing on the rules for Reportable Events, and train staff and providers on the new reporting procedures, as well as ground the MH and children’s system in Reportable Events, the expected engagement of the system will most likely not occur until January or early February. Report Event as a component has not been completed in its development, because Mortality Notification process needs to be added. Until Reportable Events is up and running, present data collection will need to continue.)

Training 13. Will the training version of the EIS ever match the production version we are using in the office?

(Ans.: After completing the next round of acceptance testing, the two working environments will be matched so that trainees will have access in training to all assessments, plan types, note types, and processes. Possibly this will be done by the beginning of the MH Introductory Training scheduled to be begin in two weeks.)

Security 14. Why are certain processes or assessments not available to case management staff?

(Ans.: Security settings for some of the assessments and processes were not set for the direct services profiles. For some reason, some of the security settings did not save, and in others it simply an oversight. We believe these have all been corrected.)

Training 15. Using 1-to-1 techniques, can regional expert staff train new staff or existing staff who did not participate in the introductory training so that staff may gain access to the EIS?

(Ans.: NO. All introductory is exclusively to be done by Muskie staff only. Staff in need of training will have to wait until Muskie is able to schedule training appropriate to the staff. Until trained, supervisors or other staff will have to carry out the untrained staff’s EIS duties. Under no circumstances are untrained by Muskie staff to be granted access through another staff member’s access.)

Remember Notify the Helpdesk of any problems – Each problem will be sent to the appropriate OIS staff for resolution. It is fine to copy me since I receive all MR related problems.

That’s ALL Folks – Do write, call or send smoke signals