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BMCASE Software Tutorial Bluewater Management Systems Presented By 69 Garden Cr., Paris, ON Canada

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1 BMCASE Software Tutorial Bluewater Management Systems Presented By 69 Garden Cr., Paris, ON Canada

2 Welcome to BMCASE Software Tutorial. This tutorial is meant to help you understand the logical flow of the software. You will learn how to: Sign onto BMCASE and Change your password Set-up a client and/or search for an existing client Assign Case # and/or Select A Case # Administer assessments Admit a client Prepair treatment plans Prepare aftercare plans Discharge the client Follow-up There are many detailed options and screens within the subjects covered in this tutorial that are not explained shown in detail. The main purpose of this tutorial is to give you the general flow of events and how the main options work. Use the buttons at the bottom of each page to either move forward or backward through the tutorial. You may also use the Menu on the next screen to access a specific tutorial screen.

3 BMCASE TUTORIAL MENU How To Sign-on CLIENT Set-upSet-up / SearchSearch Assign CASE # Find A Case # Assessments Client Admission DSM IV Assignment Insurance Verification Treatment Planning Follow-up Discharges Follow-ups Data Dictionary The sequence shown by the menu boxes shows the standard events as they should happen within BMCASE for a Client End Tutorial Click on words inside the boxes to view specifics.

4 The first thing you will do after you start BMCASE is log on to the software. You must have a USER ID and a PASSWORD. Your security officer will assign you with these two components and you will have the ability to change your password at anytime after the initial log in. If you do not have a USER ID and PASSWORD see your security officer to have one set-up for you. How To Change Your Password: While in the Main Menu click on Change Password icon. You should change your PW regularly for security purposes. If you forget your password contact your security officer to have it reset for you. SIGN-ON Tutorial Menu View Security Set-up

5 The Security Officer has authority to set-up users with USER IDs and PASSWORD to access the software and data. While signed on as Security Officer select the Data Dictionary Tab on Main Menu. From the Data Dictionary Menu select Users – User ID, Password Authority SECURITY SET-UP Return ADD A USER Click on ADD NEW USER Enter A User Name (example: use first initial and last name ) Enter Password: Initially use same as User ID and user can change once logged on) Enter the user’s actual Name Enter user’s title such as Counselling Supervisor Click SAVE AUTHORITY: The authority screen allows you to check off areas the user can and cannot use or view. View Authority Screen

6 SECURITY – User Authority Return

7 CLIENT SET-UP / SEARCH New Client: Click on the CLIENTS tab on the Main Menu and select ADD New Client to start entering demographic information. All clients require a master demographic record before you can do anything else with them in the software. Demographics include such things as Name and address as well as Ethnicity, Contacts, Billing and Insurance Information, Employment History and possibly a photo ID. NOTE: Some of the data entered throughout the screens will populate to other areas within BMCASE to allow consistency and eliminate duplication of typing to speed up completion. Example: When you complete the Contact Referral or Billing Information screens the data will populate to the comprehensive assessment screen and/or the Insurance Verification screen. Anytime any of this information changes such as address you should retrieve the client’s master and update the information. (See Search Clients)Search Through out the software you will find many data boxes contain a dropdown box with predefined answers. When this occurs select the answer from those provided. This maintains standardization. Use the option boxes available to you to access the other areas such as Contacts etc.. Enter as much information as possible during the initial set-up of the client to save going back in as well as to populate other areas within the software. Tutorial Menu View Client Screen View Search

8 CLIENT MASTER SCREEN Complete information boxes. You can move from one box to the next simply by pressing the Enter Key or the Tab key forward, Shift + Tab Backward. Drop boxes such as the Marital Status shown in the sample contain valid answers, select from the drop box to complete. Return View Ethnicity View Other Contacts View Billing Info

9 ETHNICITY INFORMATION Information is selected from pre-defined drop boxes and will be populated to other areas within the software such as Comprehensive Assessment. For this reason it is important that this information be filled in to save time later. This data remains with the client and will appear complete if the client is readmitted at a later date after discharge. Contact information such as Emergency Contact, Parent information and Other Contacts can be entered from here also (use the Contact Information Tab. Also, Spouse and Children information. Return

10 OTHER CONTACTS There are nine available contacts on this screen. Each requires a name, address and phone number. The first time you select this screen you will be able to check off and select the Emergency Contact (from Ethnicity screen) to auto fill the Referent info. The Referent is also auto filled on the Admission screen if completed here prior to admitting the client. Return

11 BILLING And INSURANCE INFO Complete the Billing info for person responsible for bill. You must click SAVE BILLING INFORMATION to complete this section. If you completed Emergency Contact information you can optionally select to have that information populate the Billing Persons info if it is the same. Return View Primary Ins

12 INSURANCE INFORMATION These screens lets you set-up the Primary and Secondary (if applicable) for the client billing. Select the insurance company from the list at the bottom of the screen. Insurance Masters should be set-up for all companies used for billing This is either done from the Data Dictionary or by clicking on the Add New Insurance Master button on this screen. If you add from this screen you must Refresh Insurance List when you return. Complete the Insured’s Group #, ID# and Group Name and then click SAVE Primary or Secondary Insurance button. Return

13 CLIENT SET-UP / SEARCH Search For A Client: Click on the CLIENTS tab on the Main Menu and select one of the available Search ICONs. Clients that meet the criteria you use for selection will be listed in the area provided on the screen. Select the client you want to work with and then select one of the options available to you to proceed to that area. Tutorial Menu Return

14 ASSIGN CASE # Each client being treated must have a unique Case # assigned prior to administering any assessments or being admitted. There are two areas where you can assign the Case # from. From the Client Demographic screen select Initial Screening From the Intakes And Assessments Main Menu Both require that you assign a Case # (you can check what the last Case # used in the system was by clicking on the Last Case $ option in the upper tool bar of the screen you are in), the Assessment Date (mm/dd/yyyy) and the Interviewer/Counselor (from those available in the drop box). NOTE: All previous Cases for the Client must be CLOSED after discharge before you can add a new Case #. The Discharge screen allows you to close a Case #. Tutorial Menu

15 SEARCH CLIENT’s CASE #’s If a client has been assigned a Case # or if you want to find a previous Case # for a specific client simply use the Client Search option to find the Client and then select INTAKES And ASSESSEMTS option. This will open the Intake And Assessment Menu where all Case #’s assigned to the Client will be listed for you to select from. Click in the box to the left of the specific Assessment Date/Admit Date you want and the assigned Case # will appear in the box provided. Always be sure you have selected the correct Case # before continuing. Now you can proceed to use any of the available options for the selected Case #. Tutorial Menu Alternatively you can select one of the searches from the Main Menu such as Admitted Clients, Discharged Clients etc.. View Alternate Search

16 ALTERNATIVE SEARCH For CLIENT’s CASE’s There are four alternate searches available from the Main Menu under the CLIENTS tab. Review Refused Admissions (Clients with a case # but refused admission for some reason) Review Potential Admissions (Clients with a Case # but not yet admitted) Review Active Admissions (Admitted Clients not yet Discharged) Review Discharged Clients (All discharged Clients) Return Click on the client in the list to activate the option buttons at the bottom of the screen. Select one of the options to proceed to either the demographics or the detailed case information.

17 ASSESSMENTS & Notes There are several assessments and audits available in BMCASE. The actual ones you use is entirely up to you. (click links below to view) Those available are: Comprehensive Assessment Health And Wellness Historical Background Custom Audits Other Assessments and Audits Progress Notes Group Notes Tutorial Menu NOTE: Assessments can be electronically signed after completion. Once signed the data is locked from changes. If changes are required the data can be unlocked by the use of a password which only the security officer should know.

18 COMPREHENSIVE ASSESSMENT This assessment includes General Information, Medical Status. Employment Status, Drug And Alcohol Use, Legal Status, Family / Social History, Emotional Status and Prior CD Treatment. If the client has been admitted and discharged previously there is an option when you start the comprehensive assessment that allows you to populate the assessment with prior information from the last case # for the client. This option saves you time by not having to re-apply the assessment completely. You should still verify the information and change anything that has changed. Also available are options to access the DSM Assignment, Assessment Summary and Substance Assessment RETURN ASAM Dimensions

19 HEALTH And WELLNESS The Health and Wellness information may be completed by either a counselor or possibly a nurse if one exists within the organization. See screen below for complete list of available options on the menu. Once completed the information can be electronically signed to lock the data. If this is a new Case for a client that was previously set-up and Health and Wellness information exits there will be an option on this screen to Retrieve Previous Case Information to eliminate the requirement to re-enter all this information. The assessment should be verified for any changes that may have occurred since last taken though. RETURN View Chemical/Substance Screen

20 All Six Dimensions Have A Set Of Screens For Detail Input RETURN

21 Chemical / Substance Use Screen Sample RETURN

22 Historical Background The Historical information is taken in the ASAM Six Dimensions as well as an area for Case Manager’s consideration. When a client is assigned a new Case # and has been a previous client with history background existing the data is forwarded to the new Case # automatically for you. There are option buttons available on these screens such as Chemicals Used etc.. Historical Background information automatically remains with the Client data from Case to Case thus eliminating duplication and re-entry of data. RETURN

23 CUSTOM AUDITS BMCASE allows you to set-up your own custom audits and assessments complete with scoring. The software comes with a Pre-Treatment Audit and a Post Treatment Follow-up. These can be accessed from the Audit Interviews menu. They can also be modified to use your own questions and scoring if you prefer. In addition to the two custom audits mentioned you can set-up your own additional audits. This option is found on the Main Menu under the Custom Audits tab. There is an option for Audits during treatment and one for Follow-up audits. RETURN Add/Select Audit Audit Questions

24 CUSTOM AUDITS Add/Select When you select to work with the Custom Audits from the Main Menu you can ADD a new Audit or select an existing audit to maintain. There is no limit on the number of Custom Audits that can exist in BMACSE. Once set-up they can be used by all counsellors for any client. ADD: Click NEW AUDIT SET-UP and enter a name for the audit that is self explanatory in the box provided and then click SAVE TITLE. Make sure your new audit is selected and then click REVIEW AUDIT to start setting up the questions, answers and scoring. MAINTENANCE: Select an audit from those listed by clicking on it and then click REVIEW AUDIT RETURN

25 CUSTOM AUDITS QUESTIONS 1.Click ADD QUESTION. Enter a Seq No (hint: start with 01) 2.Enter a question 3.If question requires a free form text answer check the box TEXT ANSWER and click SAVE/UPDATE and start with #1 above for the next question. If the question you set-up will use a multiple choice answer then click SAVE/UPDATE and proceed to next step. 4.Click ADD ANSWER and enter the first choice (ie: NOT AT ALL ) then enter a score for the answer (ie: 0 or 1 or 2 or 3 etc.. Where the highest score denotes a problem ) 5.Click SAVE and repeat #4 and #5 for all valid answers for this question. 6.When completed you can print a blank copy of the audit. RETURN

26 OTHER ASSESSMENTS And AUDITS These audits are accessed from the Audit Interviews and Intakes menu by selecting Pre-defined Assessments. There are several pre-defined assessments available within BMCASE including: Level Of Functioning (ie: Peer Relations, Opposite Sex Relations etc) Psychiatric Status (ie: Depression, Delusional Thinking, Anxiety etc ) Substance Addictions (ie: Substance Overview and Assessment) Other Addictions (ie: Gambling, Sex, Internet, Shopping and Food) Other Intakes (ie: Adolescent Intakes, Employment History, Legal Background ) RETURN

27 Each client is automatically set up with a Tertiary guarantor of SELFPAY and also allowed a Primary and Secondary Guarantor that may be insured. Each of the Primary and Secondary are assigned to their Insurer and can be verified using this screen. Insurance Masters are set-up once with contact info for this purpose. There are further screens available for Ins amounts and self pay information. INSURANCE VERIFICATION Tutorial Menu

28 The treatment planning section of BMCASE consists of two parts. The first screen is used as the overview and access to the detailed TP and Reviews (up to 20 reviews can be made) INITIAL TP: click on INITIAL Goals And Objectives to go to the Detailed Plan. NEW Reviews: When a review is made of the TP simply enter a Review date in the area provided and click on NEW REVIEW which will populate with the last TP details. To see a specific review date plan click in the appropriate date box and click on SELECT REVIEW TREATMENT PLANNING Tutorial Menu TP Goals & Objectives

29 The detailed TP consists of the ASAM six Dimensions. These windows also allow for selection of pre-defined statements that can be set-up for each dimension and section within allowing you to save time typing redundant statements and make it easy for others to understand the plan. TP Goals And Objectives Return Predefined Statements

30 Each of the six dimensions has a detail area to explain the Problem, Goals, Objectives and Method to be used. You can enter free form details as well as select from any pre-defined statements that exist to paste into the form. To see how to set-up pre- defined statements click on the button below. TP DETAILS By AREA Return Set-up Pre-defined Statements

31 This option is available to the Security Officer from the Dictionary Menu. To enter a new statement click on NEW, enter the Dimension (1 thru 6), select the type by clicking on PROBLEM, GOAL, METHOD or OBJECTIVE. Enter a CODE that distinguishes the statement (ie DEP may mean Depression etc.. ) Enter the statement in the box provided and SAVE the statement. You can modify an existing statement by selecting it from the list, make the change and Saving the change. Set-up TP Pre-Defined Statements Return

32 PROGRESS NOTES Return View Pre-Defined Notes Selecting Pre-defined Note

33 PROGRESS NOTES – Set-up Pre-defined Notes Return Pre-defined notes can be set-up for selection while entering Progress Notes. This option is found on the Main Menu Tab Miscellaneous. When you are setting up a predefined note be sure to give the subject a name that will distinguish the note. Enter the note detail in the free form area and SAVE SUBJECT. These notes can then be selected by anyone while entering Progress Notes to save time and keep consistency through the note process. An example might be a note stating: Client missed session on this date and did not call in to report.

34 PROGRESS NOTES Select Pre-defined Notes Return Pre-defined notes can be selected and pasted into the Progress Notes to save time and promote consistency across all notes. Find the pre-defined note in the list at the bottom of the screen and click in the box at the left of it. The note will appear in the NOTE box. Click SELECT to retrieve the note. When the Progress Note screen re- appears click PASTE to insert the pre-defined note and Subject. You can then add your own free form note to the Progress Note in addition.

35 GROUP NOTES Clients can be assigned to a group when admitted. Notes entered here apply to the group but are linked to the individual client also. You can set-up your own Groups. If a client was not present for a session you can eliminate them from the group note also. Return To AdmitReturn To Assessments

36 CLIENT ADMISSION Tutorial Menu When ready you can admit the client. The client can be assigned to a group through this screen also. See Group NotesGroup Notes

37 CLIENT DISCHARGE Return When ready to discharge select Discharge client from the Audit Interviews and Intakes menu. If this is a new discharge the actual discharge screen will appear. If the client has been discharged you will first see a selection screen to choose the actual discharge you wish to review. Other options from the select screen are Case Disposition, Print Discharge record and follow-up Outcomes.

38 DICTIONARY MENU Tutorial Menu As the Security Officer you may access the Dictionary Menu from the Main Menu and maintain many pre- defined dictionary answers and codes that are used throughout BMCASE to assist in answering and completing forms. Simply click on the menu item you want to work with and the new window will open for you. Some of these dictionary items should be set-up prior to anyone using the software. Things like Admit to Locations, Group Descriptions, User IDs, Counsellors, Treatment Setting, Departments are just a few.

39 DISCHARGE SUMMARY AND AFTERCARE PLAN Discharge Client You should complete your Aftercare Plan and Discharge Summary prior to actually discharging the client. The Discharge and Aftercare Planning is done through this screen and pertains to the six dimensions. Once completed you can discharge the client --  Tutor Menu

40 Client Follow-up And Outcomes TUTOR MENU Results are used in the analysis portion of the software. NOTE: If no outcome data exists you will have nothing to analysis.

41 DSM IV ASSIGNMENT TUTOR MENU The DSM IV codes are pre- defined in the dictionary and can be added to if required by the Security Officer. Select the AXIS, type in a partial description of the DSM IV and click search. Find the correct DSM IV and click in the box to the left of the description to populate the AXIS. Proceed for the AXIS as required.

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