Behavioral Health

Enterprise Information System (EIS) - EIS Communicator - April 16, 2003

EIS - The Maine Documentation
April 16, 2003

ISSUE 11 04/16/2003

Launching the EIS Cruise
The ship didn't quite hit the water on Monday. The MR Intake and Eligibility Process used an assessment that failed to perform consistently. I had to scramble yesterday and make the correction is now functioning.

MR Intake and Eligibility 3 – Version 1
This process is now active and ready for use.

MR Crisis Contact Process 3 – Version 1
This process is in the water and ready to go. Keep in mind the process works in the following manner:

Step 1: The referral is completed. It may be started by an ISC but must be completed by crisis team staff. If there is no referral form at the start of the crisis contact, the crisis team member must start and complete.

Step 2: Record client-tracking information showing start of contact.

Step 3: Start and complete the assessment of the crisis situation.

Step 4: Complete Safety Assessment.

Step 5: Complete Medical Assessment.
(Steps 1, 3-5 may all be done as part of the actual contact with the person over the telephone or in face-to-face contact. The items on these assessments may be blended into the conversation and interview.)

Step 6: Is the summary of all steps that proceed. It is the setup step that begins preparing for the prevention plan development.

Step 7: Write and publish MR Crisis Plan as needed.

Step 8: Refer person to other sources of support, service or intervention, i.e. hospital, mental health center, private therapist, etc. and document.

Step 9: Conduct and document post-crisis review.

NOTE: Please pay attention to those who are to be notified at the various steps in the process. Action steps have been included.

MR Crisis Residential Admission – Version 4
This process is in the water and ready to go. This process has been collapsed into ten steps eliminating five steps, however the functions and duties and do not change only the documentation procedure. Keep in mind the process works in the following manner:


Step 1: Routine Notification Procedures (Consumer Rights, House Rules, Consent to Assessment and Treatment, Property Checklist, Medication Administration Setup,)

Step 2: Secure Informed consent for treatment.

Step 3: Complete needed release(s) of information to share or provide information to support the person in crisis.

Step 4: Complete the Medical Information Assessment

Step 5: Hold meeting and then develop Crisis Residential Plan. Begin attaching shift notes to the plan immediately (1 note for 11:00 pm to 7:00 am; 1 note for 7:00 am – 3:00pm, and 1 note for 3:00 to 11:00 pm. Shift times may vary from house to house, but following the three-note format above. Also attach notes regarding significant events that may occur during a shift and complete all required reportable events reports when such an event occurs. )

Note: These are the early steps in the admission process. The following occur in beginning the second day of admission once staff has had some observation time.

Step 6: Update Crisis Assessment in Step 2 above.

Step 7: Complete Safety Assessment

Step 8: In preparation for discharge, hold meeting to prepare and write Crisis Prevention Plan that is to be attached to this process.

Step 9: Complete Client Tracking to indicate discharge from home and referral/placement in another living arrangement.

Step 10: Document the Post Crisis Process. Remember the Individual Support Team Process will be written and tracked as part of the MR Person Centered Plan for the individual.

MR Guardianship Petition Request
This process is in the water and ready to go. This process maintains its three steps, but the first annual guardianship plan must be completed in the MR Guardianship Annual Plan Review and Update process. Keep in mind the process works in the following manner:

Step 1: Complete the MR Petition Request Assessment

Step 2: Go to the Annual Plan Review Process and complete plan Mail all signed documents to the Public Guardianship Office

Step 3: Report back from Public Guardianship Office of court action.

MR Guardianship Annual Plan Review
This process is in the water and ready to go. This process maintains only two steps. Keep in mind the process works in the following manner:

Step 1: Complete the Annual Plan Review Notify Public Guardianship Office of the review once it has passed by the Regional Supervisor

Step 2: Notify the regional offices of any changes in guardianship as a result of the annual review. There is seldom any change, but needs to be appropriately noted.

MR Guardianship Notification
This process is in the water and ready to go. This process maintains only three steps. This special process is for requesting and reviewing significant public guardianship decisions and actions. Simple everyday guardianship approvals should not be reported through the process unless requested by the Public Guardianship Program Manager. The primary purpose of this process is to document the process of decision-making. Keep in mind the process works in the following manner:

Step 1: Write note and notify Public Guardianship Office of the Note.

Step 2: Public Guardianship Office sends response.
These two steps can be repeated many times until reaching a final decision or concluding point.

Step 3: Close the notification process.

Rack, Ruin and Wreck Cruise
April 15 to June 15

Beginning April 15, 16, 2003, MR Services is launching the next expansion of the EIS. This expansion is the shakedown cruise of the EIS. The program is quite stable at this time and with the additional hardware that has been added it is improving in speed. On the 15th, 16th most several (see above) of the MR processes will be working and released to staff for use.

The general attitude our adopted for this shakedown cruise is that we want to identify any operational issues or concerns that may exist. Knowing that staff will be using the program full time and in almost all its capabilities, we will learn whether the program and its hardware can take use and abuse that will occur between April 15th and June 15th. Forgiveness for mistakes and errors will be generously given to everyone as we observe the functioning and responsiveness of the program.

During this time everyone should work straightforwardly with the program and not fear any problem that may arise. All that we ask is that problems be reported to the BDS Helpdesk with a copy to me. The BDS Helpdesk will help if possible or triage your problem and refer it to the appropriate staff member.

While the shakedown cruise is underway, there will be releases of new solutions to problems as well as updates to processes that may demonstrate some limitation. Watch your e-mail for updated information, and most importantly watch for alerts on the EIS Login Page.

The Data Center has a limited number of staff who appreciate your patience as they work to solve operational problems. They have the challenge of getting Children Services online at the same time, plus prepare for Mental Health Services later in the summer.

Important Note:
EIS Logon from the Maine State Homepage is active. This logon is outside the state firewall and only requires your user ID and password. The website address is: http://www.maine.gov/dhhs/bds/co/centra_main.html. Check EIS at bottom of index.

Most Important
When working from your home computer, you must not save any confidential information on your computer. This would be considered a major breach of security and subject to appropriate discipline.

Coming Attractions
The following processes are being opened as follows:
April 15, 16, 2003
MR Crisis Contact
MR Crisis Residential Admission
MR Intake and Eligibility
MR Guardianship Petition
MR Guardianship Annual Review
MR Guardianship Notification

April 15, 2003 – July 1, 2003
Numerous Reports and Printer Friendlies come online

Operation Dates:
1. April 23 1:00 – 4:00 pm – Human Services Aide 3 Meeting to review data management issues
2. April 24 9:30 – 3:30 – MR Expert Users, HAS 3’s, MR co-trainers to review support and ongoing training issues for MR staff.
3. April 29 9:30 – 12:30 MR Management Team and Regional Supervisors Mgt. to discuss report needs from EIS.

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