Behavioral Health

Enterprise Information System (EIS) - EIS Communicator - September 05, 2003

EIS - The Maine Documentation
September 05, 2003

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 be knowledgeable you can on the system through this newsletter. Thanks

Great News 1
Release 1 is now fully installed and working. Many of you have discovered the new defaults. Your name, organization and the day’s date are automatically entered when you begin a note, business wizard, or assessment. The date can be adjusted to match the actual of the event being recorded, but this much easier than having to put the complete date in. These default changes should save substantial time and aggravation. We have received many thank you’s for these changes.

Great News 2
The Client Information Report is now fully working. You read or print the report from the People Demographics page in the EIS. This report replaces the “Master File Card” and the “Critical Information Sheet” from the MRMIS.

To get the Client Information Report:

  1. Select and Anchor on the client;
  2. On the People Demographics page, go to the EIS Header and select “Printer Friendly”;
  3. From the report menu, select either the “HTML” or “PDF” version of the report;
  4. Click on the report title on the menu to run the report;
  5. When the Report opens, you may just read the report, or may print the report;
  6. To print; go “File” on the menu, open and then select “Print”, a Printer screen will open and then select print;
  7. The report will print from the printer you normally use;
  8. After reading or printing the report, close clicking on the red “X”;
  9. When you return to the report menu, select “OK” and that close the report menu.

Please remember the “HTML” Version is an editable version of the note for printing or copying purposes. The “PDF” Version is a formal report that cannot be changed.

Finally, keep in mind the accuracy of this report is dependent on the accuracy of staff documentation. This is a good function report that will eventually be better in the October Release 2 when the ability to change and update relationship addresses and phone numbers is available. As always, if you have problem running this report, contact the Helpdesk, BDS for assistance.

Great News 3
Note Printing is now available for MR General Notes. This done through a report called the “Notes Detail #” report. This report prints all of the information in a note including all added descriptions. IT comes in two versions just like the Client Information Report above – “HTML” for copying/editing or “PDF” for formal reporting.

To print the note:

  1. Select and Anchor on the client;
  2. Then go the notes list page by selecting “Notes” from EIS Menu on the left;
  3. Select the note you wish to print and open the note from the list page;
  4. Then go to the EIS Header and select “Printer Friendly”;
  5. From the report menu, select either the “HTML” or “PDF” version of the report;
  6. Click on the report title to run the report;
  7. When the Report opens, you may just read the note, or may print the note;
  8. To print; go “File” on the menu, open and then select “Print”, a Printer screen will open and then select print;
  9. The report will print from the printer you normally use;
  10. After reading or printing the report, close clicking on the red “X”;
  11. When you return to the report menu, select “OK” and that close the report menu.

Remember there is no requirement to print notes for a paper record. All that is required is the capability to print them when needed. This note report now gives us that function. The EIS is the accepted final version of the note. Reading it from the screen or printing makes no significant difference at this time. The printer friendly is an option that allows a person to read the note from the screen without having to use the scroll buttons on the screen.

Great News 4
The EIS is very stable and clearly provides accurate reports of the data entered. A high confidence level is building around the accuracy of information coming from the EIS. For those who have been waiting for the EIS to stabilize in order to begin really using the program, well that time has arrived. The only report errors that seem arise now are those coming from report code writing. The information coming from the EIS accurately reflects the information stored in the program.

Bad information found in these reports now have more to do with the following:

  • Incorrect instruction for documenting certain pieces of information
  • Failure to document in manner prescribed in the case management practice manual; consent decree, or settlement agreement
  • Updated documentation is not present
  • Inaccurate documentation
  • Reluctance to use the EIS
  • Over the next few months, we will be designing reports that will guide supervisors and human services aides when supervising or assisting staff with the EIS. More user tools will be coming as the next two releases come online. It is important that all staff see that their documentation is in the EIS and up to date.

NEEDED IMMEDIATE ACTIONS
I have used a section such this in my newsletters to communicate needed documentation for some important report for the consent decree, Rancourt Settlement or the legislature. Apparently, some people choose not to read the newsletter and some others seem to have ignored the immediate need for the documentation.

After this newsletter, Documentation Directives will be issued as direct instructions to all staff to complete the needed documentation for required reporting. I will continue to send the newsletter as an effort help with understanding the EIS and its processes. The Data Directive will be just that a directive to handle a needed report.

I appreciate your help, but the demands for reporting are now built in the exit planning for the consent decree and the ongoing meeting of the Rancourt Settlement. The EIS is the documentation centerpiece of these expectations. My friendly efforts to move things forward will continue, but other demands will have to be met and thus the Documentation Directives will be created.

The following actions must be taken to update and correct information in the following EIS components and assessments:

1. People Relationships: Non-CAB Appointed Relationships must be reviewed to determine if these are correct. If they are actually appointed by the CAB, then the incorrect relationship needs to be ended and a correct one entered.

2. Update People: Living Arrangements
In order to conduct selective mailings and write some reports, we need the correct living arrangement for the person listed. ISC’s should use the following instructions for all active clients and those in the intake process to do this updating:

Anchoring on the person;

  1. Selecting People Living Arrangements from the Show Menu;
  2. Select add;
  3. Select correct drop down item from the list;
  4. Insert the date;
  5. Leave end date open;
  6. Add a description that clarifies the living arrangement;
  7. Then select OK.

To update a changed living arrangement:

  1. Anchor on the person;
  2. Open the current living arrangement and add an end date;
  3. Then select OK to close;
  4. Then Select add;
  5. Select correct drop down item from the list;
  6. Insert the new date (Remember, the previous end date cannot be the same as the new start date);
    Leave end date open;
  7. Add a description that clarifies the living arrangement;
  8. Then select OK.

Here is an example of the outcome of the process of adding a living arrangement. The description can be as long as needed to describe or clarify the living arrangement.

EIS frame

Region 1 must have their updates completed by July 25th, and Regions 2 and 3 by September 30. This information will help us build the mailing list. Without this information, then staff will have to do a hand review each time we need to create these mailing lists. Thanks for the help.

 

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