Uncovering System Connections for Full Use
"Explore how agencies such as Janus and Telecare, and different user types like practitioners and support staff, use Avatar to enhance services. Learn about practitioner setup, form access, user roles, and practitioner categories and roles."
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Presentation Transcript
Avatar User Set-up UNCOVERING THE CONNECTIONS THAT ALLOW FULL USE OF THE SYSTEM
Agencies using Avatar County (ADP, Adult & Child MH) Encompass Front Street Family Services Agency Janus New Life Parent Center PVPSA Sobriety Works Telecare Volunteer Center
There are different types of users Practitioners : Staff who write progress notes, and other forms in the client s chart like assessments, treatment plans. Support staff: who schedule appointments, run reports and bill services.
Complete Practitioner setup includes: Associated Programs Access to Forms Practitioner Schedule Sites System Code
Access to Forms User Roles grant read or write access to specific parts of the system Functional Roles Clinical: Functional Roles Admin: Diagnosing Clinician Contract Admin Support Clinician County Admin Support Clinician need Co-Signature County Billing Clinical Supervisor County Reception Prescriber County IT Prescriber Support County QI
Practitioner Categories and User Roles Practitioner Category MD NP LVN RN RN+MA LPT MA PA OTR OTHER MHRS OTHER LPhD/PsyD PsyD/PsyA LCSW ASW CADAC MFT MFTI LPCC PCCI OTHER Practicioner Categories for Coverage Psychiatrist / Doctor Nurse Practitioner Licensed Vocational Nurse (LVN) Registered Nurse (RN) Registered Nurse with Masters in MH Specialty Licensed Psychiatric Technician Medical Assistant Physician Assistant Registered Occupational Therapist Intern (in Masters Program) Mental Health Rehab Specialist Unlicensed Staff Licensed Clinical Psychologist Waivered Psychologist Associate Licensed Clinical Social Worker (LCSW) Registered Associate Social Worker Certified Alcohol and Drug Abuse Counselor (CADAC) Marriage Family Therapist Registered MFT Intern Licensed Professional Clinical Counselor (LPCC) Professional Clinical Counselor Intern (PCCI) Benefit Representatives User Roles Prescriber Prescriber Prescriber Support Prescriber Support Prescriber Support Clinician Prescriber Support Prescriber Support Clinician Need Co-Signature Clinician Clinician Need Co-Signature Clinician Diagnosing Clinician Diagnosing Clinician Diagnosing Clinician Diagnosing Clinician Diagnosing Clinician Diagnosing Clinician Diagnosing Clinician Diagnosing Clinician Diagnosing Clinician Clinician
Complete Practitioner setup includes: Associated Programs Access to Forms Practitioner Schedule Sites System Code
Associated Programs List of programs where practitioner can work Legal Entity Program Count County 54 Encompass 38 program_code PV-PVAHS PV-PVAHSs PV-PVAJHS PV-PVAJHSs PV-PVPVHS PV-PVPVHSs PV-PVRHMS PV-PVRHMSs PV-PVRHS PV-PVRHSs PV-PVWHS PV-PVWHSs PV-PVP program_code FR-DRAKE FR-DRAKOP FR-FRNT FR-FRNTOP FR-HSTEAM FR-MOST FR-OPOP FR-WHEEL FR-WHLKOP FR-WILL program_value program_value Front 11 Front - Drake-Adult Residential Front - Drake-Adult Outpatient Front - Front St-Adult Residential Front - Front St-Adult Outpatient Front - Housing Support Team Front - Adult MOST Front - Opal-Adult Outpatient Front - Adult Wheelock Residential Front - Adult Wheelock Outpatient Front - Adult Willowbrook Residential PVPSA - Aptos HS-Outpatient PVPSA - Aptos HS-Outpatient SEQ PVPSA - Aptos Junior HS-Outpatient PVPSA - Aptos Junior HS-Outpatient SEQ PVPSA - Pajaro Valley HS-Outpatient PVPSA - Pajaro Valley HS-Outpatient SEQ PVPSA - Rolling Hills MS-Outpatient PVPSA - Rolling Hills MS-Outpatient SEQ PVPSA - Renaissance HS-Outpatient PVPSA - Renaissance HS-Outpatient SEQ PVPSA - Watsonville HS-Outpatient PVPSA - Watsonville HS-Outpatient SEQ PVPSA - Child Counseling Center-OP Family Services Agency 2 Janus 22 New Life 2 Parent Center 3 PVPSA 13 Sobriety Works 4 Volunteer Center 4
Complete Practitioner setup includes: Associated Programs Access to Forms Practitioner Schedule Sites System Code
Schedule Sites Allows opportunity to use the scheduling calendar features
SiteCode SiteName 16 Downtown Outreach Encompass 17 El Dorado Center Encompass 18 Enhanced Support Services - ESS Encompass 19 PACT (Encompass) 20 River Street Shelter (Encompass) 21 Second Story (Encompass) 22 Supported Housing (Encompass) 23 Telos (Encompass) 24 Transitional Age (Encompass) 25 Wellness Support (Encompass) 28 Drake House (Front St) 29 WRC (Front St) 30 Wheelock (Front St) 31 Opal Cliff (Front St) 32 Front St Residential 33 Housing Support (Front St) 34 FSA 35 FSA (second site) 36 Janus Main 42 Parent Center SC 43 Parent Center Wat. 26 PVPSA Counseling Center 27 PVPSA Main Office 44 Sobriety Works 39 Volunteer Center, Com Con North 40 Volunteer Center, Com Con South 45 First Step Santa Cruz 46 First Step Watsonville Sample Site Request for Encompass Agency SiteName Associated Programs Encompass - Child Youth Svcs South OP (EN-YSALT) Encompass - Youth Services South-Child Outpatient (EN-YSEQ) Encompass - Child Youth Services North (EN-YSYES) Encompass - Adult Supported Housing (EN-SH) Encompass Encompass-YouthServices Encompass Encompass-Housing Support 1) Using sample format above, create spreadsheet listing Sites you are requesting. Begin name with Agency. 2) Per site, associate appropriate programs Steps to complete Scheduling Set up Lori.Siegmund@co.santacruzcounty.us Lori.Siegmund@co.santacruzcounty.us 3) Send spreadsheet to: (831)454-5099 4) Identify which staff need access to agency s calendars using the work papers we re distributing today Using form: 5) Once county creates site, agency assigns staff hours per day of the week to each staff Staff Member Hours and Exceptions
Complete Practitioner setup includes: Associated Programs Access to Forms Practitioner Schedule Sites System Code
System Code Subset of the database we are allowed to see, blocking out sequestered programs LIVE LIVESW LIVEAD LIVEPV LIVEEN LIVENL LIVEJN LIVEMH
Definition: Subset of the database that is allowed to be viewed by a particular user Suffix System Code Includes every program without exception. Intended for staff doing billing and other administrative tasks for the whole system. UAT For County ADP Staff (MH Staff we will use MH system code) : 1) Consented and sequestered program in County ADP 2) Consented ADP programs in other entities 3) All MH programs AD UATAD For Encompass ADP Staff (MH Staff we will use MH system code): 1) Consented and sequestered program in Encompass ADP 2) Consented ADP programs in other entities 3) All MH programs EN UATEN For Janus Staff : 1) Consented and sequestered program in Janus 2) Consented ADP programs in other entities 3) All MH programs JN UATJN This code is intended for all Mental Health staff, county and contract, adult and child, who are prohibited from seeing non consented ADP treatment by CFR 42. MH UATMH For New Life Staff : 1) Consented and sequestered program in New Life 2) Consented ADP programs in other entities 3) All MH programs NL UATNL For PVPSA ADP Staff (MH Staff we will use MH system code) : 1) Consented and sequestered program in PVPSA ADP 2) Consented ADP programs in other entities 3) All MH programs PV UATPV For Sobriety Works Staff : 1) Consented and sequestered program in Sobriety Works 2) Consented ADP programs in other entities 3) All MH programs SW UATSW
What We Need to fix User Setup Some of these you ve already provided and we must ask for forgiveness in asking it again in our work papers. Agency user works for Is the user a Practitioner? (Y/N) (Will he/she write progress notes?) If so, Is this practitioner working in the ADP or MH system? For unlicensed practitioners, select which forms need co-signature: None, Tx Plan, Progress Notes. Required Practitioner data: Date of Hire, Gender, Date of Birth, Language, Address, Phone Number, NPI number, Taxonomy Code, License type and Number, original license date In both cases, for practitioners or support users, we also need: User First and Last Name, email address, supervisor Name Will the user have access to the Agency s calendars? (Y/N) Will the user need specialty access? (For example, Managed Care, Non-Provider Trainer or Scanning)
Please direct additional questions on User Set up to Lori Siegmund at Lori.Siegmund@co.santacruzcounty.us (831)454-5099.
