Behavioral Health

Enterprise Information System (EIS) - EIS Communicator - October 01, 2003

EIS - The Maine Documentation
October 01, 2003

This week there has been a network problem. The EIS is intact and functioning all right except that users having a problem getting to EIS to use it. Below is the explanation from Rick Hayward, our EIS Project Manager.

BIS has discovered a 'Congestion firewall issue’, which is the possible cause for the performance issues with EIS. As soon as this is resolved the Alerts will be updated. Thanks, Rick

Chad Perkins at BIS reports: We are having some performance issues across the board in terms of the Internet infrastructure; all Internet applications, users and systems are susceptible to some degree. We are scheduling to take a dump and send it to the vendor later this morning. With respect to the issues enumerated, we have no reason to believe that there are any (new) problems in the Unix, Oracle or application environments.

We encourage everyone to be patient while BIS corrects this problem. Depending how long it may take to repair the problem there may be some adjustment in the critical target dates listed below. Thanks to all who wrote and let us know of problems you were encountering.

As a reader of this newsletter, you are asked to encourage your team members to read this newsletter to find out about changes and new procedures with the EIS. This newsletter will be the place to find the news of the moment as well as the current and future status of the EIS. EIS is here to stay, so please read these newsletters to become as knowledgeable as possible with the system through these newsletters. Thanks


Last week, department leadership held their monthly meeting with the court master, the plaintiffs and their attorneys. The meeting results have set a new and accelerated development course for EIS implementation. On Friday a teleconference was held with central office staff, team leaders and regional supervisors to discuss these new and immediate priorities for EIS development. The short summary list of these priorities is:





Priority 1: MR Services and Supports Assessment Version 4 Update October 15, 2003 ISC’s
Priority 2: Reportable Events Documentation Start October 1, 2003 HSA 3’s
Priority 3: MR Case Status Assessment October 15, 2003 ISC’s
Priority 4: Caseload List and Variations Includes class list October 15, 2003 RICK and Terry
Priority 5: Unmet Needs Report October 15, 2003 Rick and Terry
Priority 6: Reportable Events Reports October 15, 2003 Rick and Terry
Priority 7: MR Provider Information October 15, 2003 Resource Coordinators
Priority 8: PCP Action Plan Documentation Start Gould Health System October 15, 2003 Bill, Paul. Terry, Rick,






Priority 9: Waiver Documentation November 15, 2003 Harry Tobey
Priority 10: Waiver Reports November 15, 2003 Rick and Terry
Priority 11: Unmet Needs Reports November 15, 2003 Rick and Terry
Priority 12: Monthly Report Preparation And Distribution November 15, 2003 HSA 3’s


Leadership realizes meeting these priorities are significant challenges. However everyone must understand that the cost to the system for non-compliance will be substantial and would delay the system’s exit from court supervision. The exit strategy’s foundation is a working data system that is superior to the former mix and match set of databases that failed to provide an adequate consumer focused data management system in the past. The next three weeks are critical in the court supervision process. Everyone in MR Services has an important role in meeting these challenges. The Human Services Aides reviewed the EIS materials on Thursday, September 26, 2003 and received instructions regarding the assessments and reportable events documentation above. Below are the general instructions for completing these documentation tasks.


The recent disruption of the statewide area network gave us the opportunity to delay the implementation of the new version 5 of this assessment. Thus, Version 4 that was closed is now open and ready for updating. There are approximately 4600 Version 4 assessments completed. The order of completion is as follows: Consent Decree Class Members updated; Intake and Active clients with assessments updated; and Intake and Active clients without assessments. Inactive clients should have assessments done as they re-contact the office. Please remember the updating of the assessment is done by versioning the assessment and then changing the copy of the assessment.

Hopefully later in October, the Version 4 will be copied into the Version 5 and from that point forward Version 5 will become the permanent version. The other versions will be on the assessment filter list but only Version 5 will show on the assessment add list. There should not be any confusion in adding any assessment since only the currently approved and opened assessments show on the add assessment list.

This assessment was updated as a result of the Rancourt Settlement. There are approximately 3100 MR Case Management Status Assessment Version 2 assessments, but the currently approved assessment is entitled MR Case Status Assessment. Every effort is being made to bring the information from the earlier assessments forward into the new assessment. The order of completion is as follows: Intake and Active clients updated; New clients assessed; Inactive clients; and Closed clients.

Caseload list reports have been prepared. There is a technical bug that prevents the publishing the report for management and staff’s use. The lists will take various formats. Some lists are by regional office and list the ISC and clients by name. Others are similar but add client-mailing addresses. List show consent decree members only and other show non-class members. All of these lists must be reviewed and validated. This process is a one-time process to validate the EIS reports. The addresses must be corrected and maintained from this point forward.

The Reportable Event Process is kicking into action. Restraint documentation back to July 1, 2003 will be documented in the system. Incidents, Rights Violations and Medication Errors will be documented from October 1 forward. For a few more days, the Reportable Events will be a manual system with paper forms being faxed to and from central office, adult protective investigators, and others that may be involved the process. A set of preliminary reportable event reports is waiting for testing. The order of completion is: Reportable Event Printer Friendly for the individual report, Restraint Reports, and then Incident Reports for Adult Protective and Rights Violations. Additional reports will come that track provider actions to correct and/or prevent the types of incidents from happening again.

Shortly David Goddu will send a form to Resource Coordinators for collecting information on providers that will for them to be correctly setup in the EIS so that waiver and funding request tracking can be implemented. The information is straightforward name and address of the base organization along with the same information for all its subsidiary organizations. There is no effort being made to collect the names of staff from providers, however within the use of the EIS pertinent contact staff can be added as needed. David will provide more instructions with forms as to the how the information should be collected.

Consent Decree Record Audit
The record audit will begin later in October after the auditors have received their training in the use of their audit instrument. For the first time, the electronic record for the class members will be included in a record audit. They are receiving their training in the use of the EIS prior to actual office visits to view paper records. The EIS review should provide them with considerable information and shorten their onsite reviews. EIS records need to be kept timely because after this year the EIS will be the primary record for each client served. Paper records will be relegated to holding original documents with original signatures. Everyone is encouraged to make sure EIS records are current and accurate.

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