Behavioral Health

Enterprise Information System (EIS) - EIS Communicator - September 03, 2004

EIS - The Maine Documentation
September 03, 2004

It is unusual for two issues of the Communicator to be published in one week, but after the challenge of the past three weeks, we felt an update with good news was warranted. Here is the latest update in the program as well as the latest on the two problems with MR Services and Support Assessment V.5.


MR General Note V.2 Now Available
Even with the complete shutdown of the net this morning, we are pleased to announce the MR General Note has been updated. We do apologize for the delay but the unexpected net shutdown delayed our work. We planned to have the note down for only one hour late yesterday and then have the note open and functioning at 8:00 am this morning. The shutdown stopped us in our tracks.

The new note update now includes two important questions that must be considered for each note written. These two questions move the system very close to being able to automate Case Management Billing and the ISC Contact Sheet. These two reports are manually prepared reports that ISC’s have had to do for several years. Now with the additional questions in the MR Services and Supports Assessment V.5 and this update of the general note, this work will be handled in the future (Coming October or November)by the EIS automatically.

Instructions for the new note are as follows:

  • Start and write the note as in the past – no change has been made.
  • Before closing the note, determine if the note is billable or not.
  • If it is billable, select the radio button for “Yes”
  • Then decide the appropriate contact type involved in this note and select the correct answer.
  • Remember a selection of contact type must be made or all notes without selections will register as a telephone contact, the default answer.
  • Also remember to answer the guardianship question if this note relates to a public guardian decision you made or an action you took as public guardian representative.
  • After answering these questions, close the note. Again make sure an end date is entered that matches the start date of the note.

More detailed instructions are being posted on the web instruction page for MR EIS Instructions. Here is the hyperlink to this page.\Index.html

Should you have any problems please feel free to call Lisa McGrath or Terry Sandusky.

The implementation of the new note has created problem 3. Notes that need to be entered before August 31, 2004 should continue to be entered into the Version 1 of the MR General Note. Unfortunately, the program is not letting us do this entry. There should have been a seamless conversion to the new note. OIS and CNSI are looking into the problem to see if can be corrected by the return to work on Tuesday. We will update everyone on Tuesday.

Problem 1 Solved– Duplicate Answers to the Education Type Question

The fix will be entered today Friday at 4:00 pm. The EIS will go down completely for a short time while the fix is run. EIS should be offline for a short time.

This problem proved to be a technical issue where the program was attempting to enter a text answer from the MR Services and Supports V.4 to a choice box in the V.5. CNSI, our program vendor, tested the program and found the active errors. A fix has been applied to the program as follows in the “Current Services Dimension”:

* Education Type (9174) default answer was made to "No Education Service Needed"
* Transition Plan (9175) default answer was made to "NO"
* Other Mental Health Services (Specify Below)(10654) default answer was made to "NO"

What this fix does is reset the answer to these three questions to the default answer shown above. If this answer is the correct answer for your client, then you need not take any action to change the assessment to correct these answers. However, if the answer above is incorrect, then you will need to update the assessment to make the correction. This fix applies only to the V.4 to V.5 assessments. No conflict in the assessment occurs for any new V.5 entered for new clients.

Thanks to our OIS and the CNSI staff who worked hard to solve this problem that created our current delay.

Problem 2 – Duplicate V.5 Assessments

This is still the fix for the second problem.
The second problem involves ISC’s finding multiple V.5’s for an individual client. We ran a report found that several clients had 2 or more V.4’s. When the V.5 was created from the V.4, there was one created for each open V.4 (No End Date). The fix for this problem is an easy fix. The ISC should open the duplicate V.5 and enter an end date and close the assessment. One V.5 should remain open to be updated as the current valid V.5. The best V.5 to update is generally the one listed last on the assessment list page. It should match the most copy of the recent of the multiple V.4’s.

Date Change

Because of these two problems creating difficulties in the use of the V.5, the deadline dates are being adjusted as follows:
Community Class Members – September 15, 2004
Non-class Members – September 30, 2004

Currently, our reports show over 50 percent completion in the updating. A second report shows a wide range of variability in staff update completions. Many ISC’s have 30 to 36 updates completed, but there are also many who are at the 1-4 level of completion with a number of ISC’s in the middle of this completion range. I thank those who have completed their updates and urge everyone else to get to completion as quickly as possible.

Finally, I want to thank everyone for your patience and struggle with the V.5. It will become a powerful and useful tool when these problems are put behind us. The V.5 will help us automate the monthly case management billing and quarterly contact reports. The time saved from these manual tasks will transfer to EIS time that will speed work performance. We are working to keep our promise to you regarding the V.5. It is a big promise to maintain the assessment as is for one year but it is a promise we plan to keep. Thank you again for all your efforts and all the e-mails we have received. It helped us examine and determine fixes for the assessment.

Text Box: The Promise For the EIS tools and instruments reported on in 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.   

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