Behavioral Health

Enterprise Information System (EIS) - EIS Communicator - Febuary 12, 2004

Good News Update
By now many of you have discovered some recent changes in the EIS. This issue of the communicator is dedicated to those changes. These changes are welcome additions to the system and enhance everyone’s use of the system. I want to thank the OIS staff for their diligent work in getting us to the next stage of development. Below is a summary of the new additions to the system.

1. Guardianship Relationships – Public and Private
This week the proper relationship types are now available for Public Guardianship as well as Private Guardianship. There are relationships for each appropriate level of public guardianship. In the screen shot below you will see the list of Guardianship Types. It will now be necessary for the proper relationship to be established for each person under guardianship. The good news is that Staci Buck will complete the first round of relationships for our clients under Public Guardianship and Guardianship Paralegal. By doing this, the Public Guardianship Office can establish their own caseload much as you do for those clients assigned to you. It will reduce their need to have complete statewide access all 8,000+ clients. Also special reports can be built to help track activities and actions involving state wards. Jeff Lee will be listed as the Public Guardian and Staci Buck as the Public Guardian Paralegal. ISC’s will continue to be the emergency contact relationship for the client.

EIS frame

The important activity for ISC’s is the correct entry of the Private Guardianship Relationship type. It is critical that EIS have the correct information as to whether the private guardian has full guardianship, limited guardianship, etc. Please proceed ahead to make the proper changes necessary to correct the guardianship relationship. Also after Staci completes the first round of public guardianship relationships, the ISC will be responsible for updating. This is a major effort and we appreciate Staci’s willingness to step up and setup the nearly 700 individuals who are under public guardianship.

2. Individual Support Coordinator Relationships
If you re-examine the relationship screen print above, you will see there are now two ISC relationships. One is for our state case management system and the other is for our community or private case management system. All of our ISC’s relationships have changed and now indicate the client has a state ISC. Soon the community system will kick into gear and some clients will transfer to community case management. When a client is assigned to a community ISC, this new relationship will be used. The state ISC relationship will be ended as the new ISC takes responsibility for services. A separate set of instructions for transfer of case management responsibility will arrive shortly.

3. Notes
There are seven working note types. These are:

  • Common Referral Notes - These notes are used as specific follow-up notes to referrals. They are not used to document MR general note information.
  • MR Crisis Contact Note - This note will be used to document activity around Crisis contacts with MR Clients.
  • MR Crisis Residential Progress Note - This is a note for Crisis Residential documentation.
  • MR General Note - This is a general note that contains information that may not be related to a PCP Action Plan, and may occasionally contain ISC Public Guardianship Activity information.
  • Muskie Other Note - Note type for training. These should not be used for any operational purposes.
  • MR Plan Notes - These will be available to staff but they can only be written from inside the MR PCP Plan in the program. They will be used to document the actions to meet plan requirements.
  • MR Guardianship Program Note - This is a note used exclusively to notify regional staff of actions and decisions made by the Public Guardianship Office. The Public Guardianship Office can only write these notes.

We currently have a problem of staff using the incorrect note type to enter notes. The extent of the problem is significant. Currently there are 58,768 MR General Notes, 1706 General Notes, and 5103 Common Referral Notes. These incorrect General Notes and Common Referral Notes come from all offices and were written by a variety of individuals. To help prevent these mistakes, these two note types have been turned off so that they cannot be used. When staff attempts to add a note in the future, the first five note types above will be only ones available for use. This simplified listing requires only two clicks of the mouse button. One to open the list, and the other select the proper note type. We hope this latest change is helpful in containing this problem. Thanks for your help in this matter.

4. Reports
Today there are several reports available to all staff. These reports are either run from the EIS Main Menu under Reports, or run as Printer Friendly on their appropriate pages. Here is a listing of reports and their locations:

  • People List #161 – Printer Friendly on the People List Page
  • Client Information #87 – Printer Friendly on the Individual Client’s People Demographic Page
  • Notes Detail Report #96 – Printer Friendly on the individual Note page
  • MR Crisis Note with Custom Fields #96a – Printer Friendly on the individual Crisis Note page
  • MR Services and Supports Assessment – Individual Report – Printer Friendly on the MR Services and Supports Assessment General  page.
  • Staff Caseload List #202 – Reports Menu
  • Notes Parameter Report #211 – Reports Menu
  • ISC Notes Report by ISC/ Note Type #207 – Reports Menu
  • MR Case Status Report #205 – Reports Menu
  • Individual Unmet Needs by Region/Class Membership #206a – Reports Menu
  • All Reportable Events Form #236 – Printer Friendly on the individual Reportable Event general page

5. Reportable Events Available
The last report listed above is the new individual Reportable Events form that is now available. Effective Tuesday February 17, Reportable Events forms will no longer be copied and sent around internally. Staff will receive an e-mail that identifies the People ID Number and the Reportable Process Title or Reportable Event ID Number so that staff can locate the Reportable Event and review it on screen. The report can be printed if needed or desired. Should any staff member want the original report they will be welcome to seek out the report and copy it. Please do not ask the Incident Data Specialist to copy and send to you. We believe this will help us reduce our backlog of reportable event documentation by giving them more time to document events and also freeing up time for the documentation of investigation reports from our Adult Protective Services. Feel free to give this new report a try.

Finally, report printing has its perils. The major problem is that many staff attempt to print the HTML version of the report and frequently part of the report is cut off, or it just plain looks ugly. Many forget that the PDF Acrobat Version is a fully formatted to print a beautiful report. The key to PDF printing is to be sure your Adobe Acrobat program is updated. When you see the screen asking if you would like for it to check for updates, this is a good idea. The latest printer drivers and other changes are loaded in the update, thus improving printing efficiency. So give the PDF a try.

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

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