Behavioral Health

Enterprise Information System (EIS) - EIS Communicator - July 26, 2004

EIS  The Maine Documentation
July 26, 2004

Good News Update – V5 Operational

The new MR Services and Supports Assessment – V5 is now online and available for use. Below are hyperlinks that when used will take you to the instructions for the use of V5.

Basic rules to keep in mind are:

  • Review V5 for the accuracy of the data load to your client’s assessment;
  • Remember the V5 Start Date is 06/01/2004 and should be updated from that date;
  • Please watch for the new items in V5 that now need to be answered if appropriate; and,
  • Remember the target date for having V5 updated for your clients is September 1.

The printer friendly report for printing the assessment is Report #299. It is now being tested and we hope that it will be online by the end of this week. The first objective is to see that all assessments are current and accurate.

Considerable thanks go to the OIS team that worked on completing the assessment data load, to Jen Sanborn and Lisa McGrath for their intense work to create the assessment, to Lisa for preparing the instructions and quick reference guide, and to all of you who have had to wait for the development to reach completion. The V5 is our main tool for counting, tracking and projecting service and supports.

Hyperlink to EIS Instructions (V5 Instructions last three sets of instructions):

http://www.maine.gov/dhhs/bh/EISinstructions\Index.html

Please be patient when downloading the instructions they are quite large files.

Intake and Eligibility

This coming week the new updated MR Intake and Eligibility Process V 3.2 is coming online on Monday July 26. Improvements in the process are simplifying many elements of the process. The changes include a new shortened MR Service Request/Permission Assessment replaces the Common Service Request Assessment. The MR Case Status Assessment reflects the addition of community child and adult case management. The new V5 Assessment replaces the old V4. Many activities are gone as we plan for ticklers to come online in the next week or two. The last three steps are now one step at the end that closes the process.

The updating of the Intake and Eligibility Process was important as we prepare to implement Rancourt Settlement Reporting to the Rancourt attorneys.

Speaking of Ticklers

Ticklers are now being tested and should be released in the next two weeks. The ticklers that are coming first include:

  • Reportable Events 1 - Upon entry of the Report Event (Restraint and Medication Error), the client’s Individual Support Coordinator, Advocate and Regional QA Manager are to receive messages in their EIS My Events Inbox.

  • Reportable Events 2 – Upon c ompletion of Step 1 of the reportable event process, Individual Support Coordinator, Regional QA Manager, Advocate, Regional Supervisors by Regional Office Location, Adult Protective Manager, Adult Protective Investigator, Regional Team Leader are to receive messages in their EIS My Events Inbox.

  • MR Crisis Team Note – Upon completion of a MR Crisis Note, Individual Support Coordinator and MR Crisis Team Supervisor are to receive messages in their EIS My Events Inbox.

  • MR Crisis Initial Contact Process – Upon completion of Step 5, the Individual Support Coordinator, MR Crisis Team Supervisor by Region Location and Regional Supervisors by Regional Office Location are to receive messages in their EIS My Events Inbox.

  • MR Crisis Intermittent Contact Process - Upon completion of Step 4, the Individual Support Coordinator, MR Crisis Team Supervisor by Region Location and Regional Supervisors by Regional Office Location are to receive messages in their EIS My Events Inbox.

  • MR Intake Process – Upon saving Step 3, the tickler should be sent to Regional Supervisors assigned to ISC starting the intake process.

  • MR Eligibility - When the MR Eligibility Determination Assessment has been added in Step 11 of the process, the tickler should be sent to Regional Supervisors assigned to ISC starting the intake process.

There will be many more ticklers developed in the future. We are waiting for additional support contract funding to expand the use of these helpful tools in the EIS.

MR General Notes (Contact Sheet)

The latest changes in the MR General Note are coming. The note updates include a checkbox for billable note and checkboxes for the type of contact being recorded in the note. The preliminary list for type of contact is as follows:

  • Office Visit (Face-to-Face)
  • Home Visit (Face-to-Face)
  • Program Visit (Face-to-Face)
  • Employment Visit (Face-to-Face)
  • Telephone Contact with Client
  • Collateral Contact with Family
  • Collateral Contact with Provider
  • Collateral Contact with Medical/Dental Provider
  • Collateral Contact with Crisis Service
  • Collateral Contact with Other
  • Coordination Contact
  • Law Enforcement Contact
  • Crisis Contact

The purpose in these changes is to find a way to automatically produce the “Class Member Contact Sheet” that has been developed manually for a number of years. We have added the annual exam date, the dental exam date, and the vision exam date to the V 5 assessment. These additions bring us close to the contact sheet report development over the next two months. By having the program compose the report, the CAB and Office of Advocacy can run the reports at their discretion without any requirement on your part to manually prepare the report and mail it to central office. When you are doing your regular work in the EIS, the report data builds through your documentation. You will be notified when this reporting is available.

Text Box: The Promise For the EIS tools and instruments reported on this issue of the MR EIS Communicator, we promise not to make any changes to them for one year, unless there is a court mandated requirement or significant change in a new release of the EIS.


We realize this is a substantial promise, but our experience this past 18 months leads to us to believe a stable level of documentation is possible. There are many other components and activities in the EIS that need our attention and shifting to those challenges can occur as the result of the stability of these instruments and tools. As always, be ready for announcements of the updates and new additions to the system, particularly in the areas of public guardianship communication and reporting, waiver and service authorization, and funding requests. There is still considerable work to be completed in the reworking of the reportable events process that will improve responsiveness and ease of effort by DHHS staff. Finally, there is the big challenge of bringing providers online for community case management; reportable events and person centered planning. Your support and work with us is productive and extremely helpful. Thanks to everyone for your support.

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