Sandbox Tour Guide - Santa Cruz Health PM... · 2015. 5. 15. · Tour Guide Script March 2012 This document is to be used in conjunction with the Netsmart Sandbox environment as a

Netsmart Sandbox Tour Guide Script

March

2012 This document is to be used in conjunction with the Netsmart Sandbox environment as a guide. Following the steps included in this guide will allow you to get a sense for the general workflow for your role and how you will interact with the Netsmart solutions, once your own system build is completed. It will provide you with a foundation for understanding the required data collection and making any design decisions associated with the project.

Netsmart Sandbox Tour Guide

Copyright ©2012, Netsmart Technologies. All Rights Reserved.

Avatar PM – Call Intake through Pre-Admit Discharge

Table of Contents

Purpose .............................................................................................................................................................................................. 1

Call Intake ........................................................................................................................................................................................... 3

Assign Permanent MR# ...................................................................................................................................................................... 3

Pre-Admit ............................................................................................................................................................................................ 5

Pre-Admit Discharge ........................................................................................................................................................................... 8


1 | P a g e Copyright ©2012, Netsmart Technologies. All Rights Reserved.

Purpose

This workflow exercise will walk you through the basic steps of the discharging a client from a pre-admit episode. You will start at

the beginning of the process performing a call-intake process and will continue through the end of the process to discharging your

new client from their pre-admit episode of care.

Steps you will complete in the process:

Call Intake

You will track a base set of information about a potential client that may have an interest in receiving services from your

organization.

Assign Permanent MR #

You will assign your client a permanent medical record number.

Pre-Admit

You will track demographics, basic physical and mental health history about your client.

Pre-Admit Discharge

You will end a client’s episode of care from a pre-admit status.

Terminology

Chart View – a view for quick access to the client’s stored medical record information. The Chart View is comprised of

three main sections:

o The Chart Widget View – like the Home View, displays windows of information pertinent to the client and their

overall status.

o The Chart Overview – located on the left side of the Chart View, the Chart Overview provides links to forms in

Avatar pertinent to the user’s workflow. This allows the user to quickly navigate to stored data and forms they

use in their job on a daily basis for an individual client.

o The Chart Inquiry View – works in conjunction with the form links in the Chart Overview. When a form link is

clicked by a user, the Chart Inquiry view becomes available to the user and they are able to see any stored data

on file for the client for that specific form. From the Chart Inquiry View, a user can easily edit an existing record or

add a new record.

Episode – In Avatar, a client is admitted into an episode of care. An episode starts with a new Admission (Inpatient or

Outpatient) and ends with a Discharge that follows that Admission. Many client activities (services, assessments,

treatment plans, progress notes) may happen within one episode.

Forms – the data entry screens in Avatar that are used to track medical record information.

Home View – a user’s main navigation screen. The Home View allows a user to view their caseload, search for clients,

access forms, or navigate to the client Chart View.

Pre-Admit – the form utilized in Avatar to track demographic, basic physical & mental health history about a client that

has not yet been admitted into an Admission Program in Avatar.

Pre-Admit Discharge – the form in Avatar used to end a client’s episode of care from a pre-admit status. The client will

either not receive services from your organization or will be moved into an Admission program to receive services for

treatment.

Widgets – windows of information that display information about key Avatar functionality, a client, a program, or your

organization.



Logging into Avatar

1. Launch Avatar from the provided URL address: https://sandbox.asp.ntst.com/plexus/pm

2. Click the Start button to launch the application.

3. Log in by selecting the Server you are going to log in.

4. Type “SAMPLE” in the System Code field.

5. Type your username in the Username field. You will use INTAKE1, INTAKE2, INTAKE3, INTAKE4, or INTAKE5 as the

Username.

6. Type you password in the Password field. The password for all the Intake users is INTAKE99

7. Click the Sign In button.

Section Recap:

You have now logged into Avatar.

https://sandbox.asp.ntst.com/plexus/pm



Call Intake

This is the potential first stage of tracking a new client’s information. Avatar will track a base set of information about the potential

client that may have an interest in receiving services from your organization.

1. Type “Call Intake” in the Search Forms field in the Forms & Data widget on the Home View.

2. Select Call Intake.

3. View the Select Client window.

4. Enter a last name in the Last Name field.

5. Enter a first name in the First Name field.

6. Select a sex from the Sex drop-down list.



7. Click Search.

8. Click OK to the No Matches Found notification.

9. Click the New Client button at the bottom of the Select Client window.

10. The Call Intake form will open. Write down the alpha numeric temporary ID number assigned to your client:

____________________________________

11. Begin to complete the Call Intake form by clicking the Call radio button from the Call Or Walk-In field.



12. Click the Caller Type drop-down list. Select Referral.

13. The field Client Name will become populated.

14. Click T (for today) in the Call Date field.

15. Click Current in the Call Time field.

16. Click the Program drop-down list and select Call Intake Psych.

17. Click the Disposition drop-down list and select Other.

18. Click the Demographics section in the form tree on the left side of the screen.

19. Type ”111 Center St.” in the Address – Street field.

20. Type “48105” in the Zipcode field.

21. Hit Tab on your keyboard to initiate the auto-population of the City and State fields.

22. Click Submit to complete the form and save the information you entered.

Section Recap:

You have now performed a call intake for a new client.

Your client now has the following information saved in Avatar:

Call Intake



Assign Permanent MR# You’ve determined that you are ready to move forward with assigning the new client with an actual permanent medical record

number in your Avatar system to track information against. The Assign a Permanent MR# is the simple process of assigning the

unique identifier to the client.

1. On the Home View, locate the Recent Clients section of the Client and Staff widget.

2. Click your client from the Recent Clients section. This will highlight the client name.

3. Their name will have a P number next to it. (ie. P01).

4. Locate the Forms and Data widget on the Home View.

5. Type “Assign Permanent MR #” in the Search Forms field.

6. Select the Assign Permanent MR # form by double-clicking on the name.

7. When the form opens for your client, click the Assign Permanent MR # button.



8. Click Yes to Auto Assign Next ID Number. If you say “No” you will have to manually enter in your own numeric identifier

for the client.

9. The Assigned ID field will now be populated.

10. Write down your client’s assigned Avatar ID number & last name: ___________________________________________

11. Click Submit to complete the form.

Section Recap:

You have now assigned your client a permanent medical record number.


Call Intake

Permanent MR



Pre-Admit

Pre Admission form (Pre-Admit) is used to gather information about the client before truly admitting them to a specific level of care

program. Allows you to gather and track screening information, assessment information, financial information, and authorization

information.

1. On the Home View, locate the Forms and Data widget.

2. Type “Pre Admit” in the Search Forms field in the Forms & Data widget.

3. Double-Click Pre-Admit.

4. Enter a last name in the Last Name field.

5. Enter a first name in the First Name field.

6. Select a sex from the Sex drop-down list.

7. Click the Search button.

8. Click your client’s name, then click the Select button.



9. The Pre Admit form will open.

10. Click the Type of Admission drop-down list. Select Pre-Admission.

11. Click T (for today) in the Pre-admit/Admission date field.

12. Click Current in the Pre-Admit/Admission time field.

13. Click the Program drop-down list and select Screening/Access.

14. Type “Gibson” in the Admitting Practitioner field.

15. Click on the Demographics section in the form tree on the left side of the screen.

23. Enter an address in the Address – Street field.

24. Enter a zip code in the Zipcode field.

25. Hit the Tab key on your keyboard to initiate the auto-population of the City and State fields.

26. Click the Submit button on the left side of the screen to save the form.



Section Recap:

You have now performed a pre-admit on your client by gathering and tracking screening information, assessment information,

financial information, and authorization information.


Call Intake

Permanent MR #

Pre-Admit



Pre-Admit Discharge

Pre-Admit Discharge discharges a client from a Pre-Admission program.

1. Select your client from the Recent Clients field in the Client and Staff widget on the Home view.

2. Type “Pre Admit Discharge” in the Search Forms field in the Forms & Data widget.

3. Double-click Pre-Admit Discharge.

4. The Pre Admit Discharge form opens.

5. Click T (for today) in the Discharge date field.

6. Select Current in the Current time field.

7. Click the Type of Discharge drop-down list and select Pre-Admission Discharge.

8. Type “Gibson” in the Discharge Practitioner field.

9. Click the Submit button on the left side of the screen to save the form.



Section Recap:

You have now ended your client’s episode of care from a pre-admit status. Your client now has the following information saved in

Avatar:

Call Intake

Permanent MR #

Pre-Admit

Pre-Admit Discharge



SANDBOX NOTES

Documents

Sandbox Tour Guide - Santa Cruz Health PM... · 2015. 5. 15. · Tour Guide Script March 2012 This document is to be used in conjunction with the Netsmart Sandbox environment as a