1. BHSD Service Tracking and Reporting Basic System Functions
BHSD STAR bhsdstar.org
BHSD Service Tracking and Reporting
Basic System Functions

2. Presenters Mark Abeyta Mindy Hale Moderator - Brenda Martinez
Optum Health New Mexico
ATR Clinical and Recovery Support Manager
Mindy Hale
Software Developer
ATR IT Coordinator
Moderator - Brenda Martinez

3. Questions That Have Come Before
When is ASI-MV no longer available?
Jan 1, 2013
Why no longer using ASI-MV?
Moving towards more client and provider friendly system
Costs
Outcome tracking ability, provider level (by client and aggregate) and State level (aggregate)
Identifying client hopping
Tailor treatment based on past experience

4. Questions That Have Come Before, cont.
Is interview face-to-face?
Yes
18,000 + have taken this survey in New Mexico
What is the GPRA?
Tool designed by OMB at the federal government in 1993
Ask questions exactly as written for cross site consistency
Addresses all areas of NOMs (National Outcome Measures)
How much time does it take?
30 minutes: experience decreases time
Reimbursement?
More information coming on this from Optum Health
Fee for use?
None

5. Next Steps Provider Registration Staff Registration
Optum will set up.
No action required by providers.
Staff Registration
Pick your initial staff and submit to
Forms located at atrnm.org (bhsdstar.org starting Jan 1, 2013).
Train your staff on how to administer the survey.
You and your staff complete on-line protocol and system functioning training and quiz.

6. After login, you will see your home page
After login, you will see your home page. This page will list any upcoming trainings that are available and important notices.
Under Staff Access you have a list of all of your staff that have accounts to access this system. It is the responsibility of the primary and /or secondary contact to keep this list current.
You can all see a summary of your activity for the current fiscal year and overall as well as what is being collected around the State.

7. Your first step in BHSD STAR is to complete a Registration.
Enter the client’s first and last names and date of birth. Click on Check Records.
If there is any possible match in the system state-wide, this will be listed. Proceed as directed.
Note: If you know the individual is already registered in your system, you can go directly to FIND or LIST.

8. If there are no possible matches determined, the rest of the fields under registration will be opened for entry.
The State Id is Optum’s customer number. If you do not know Optum’s customer number, enter any number you want to in this field. A number is required.
Once complete, click ADD. The system will do one more check for possible matches based on phone numbers. Proceed as directed if a match is found.

9. Under FIND, enter any of the information and click Find the Individual
Under FIND, enter any of the information and click Find the Individual. A list will be returned with all possible matches based on the information entered.

10. LIST Individual will return all active clients
LIST Individual will return all active clients. You can click on any of the letters at the top of the screen to reduce the list by client last name or you can click on Filter Results to narrow even further.

11. Once you ADD or select an individual, you will be taken to this screen which is the Specific Individual page. Always verify the clients Name at the top before entering information.
Contact Information can be updated by clicking on Contact Information and you can add any client Notes you want by clicking on Client Notes.
Click on Enter New Survey to add a survey.

12. Once the survey opens, this is what you will see
Once the survey opens, this is what you will see. Individual items not yet completed are outlined in red and the different sections not yet completed have yellow check marks.
The initial consent for an individual to participate in the electronic exchange can be opened by clicking on Participation Form.

14. As you move through each item, the red outline will disappear with each successful answer. Answers are cross-checked by the system as you complete them.
Click Save and Continue to move to the next section. You can also Save and Exit to return at a later time.

15. Once a section is successfully completed, it will show with a green check mark.
Any items that are greyed out, are not required based on your answer to a previous question.

16. If you enter an answer that is not allowed based on system checks, the item will stay outlined in red and you will not be able to save the section as completed.
In this case, item 1.b2. can not be greater than 1a.

17. Once completed, the survey will display in the STOT History table
Once completed, the survey will display in the STOT History table. You can view the survey summary to print and you can update the participation response by clicking on Intake.
If this survey had been completed by a different provider, you would print the ROI and have the client sign it and then you would submit that the client has signed the ROI (the submit button will display beneath Does Individual Consent to ROI.) If Yes, you will have access to view the Survey.

18. Requirements for Account
Submit Primary and Secondary account holder for each organization
Take online training on protocols and system functions (this is the complete training)
Complete online quiz (100%)
Additional account holders must be submitted by the Primary or Secondary account holder
Registration form can be found at bhsdstar.org under Forms (note: until Jan 1, 2013 go to atrnm.org)

19. Nuts and Bolts A Computer Web Browser High Speed Internet Connection
Adobe Flash Player
Note: A step by step manual will be available Jan 1, 2013 under Manuals at BHSDSTAR.org.

20. HIPAA Safeguards for Electronic Media
Do not share your account password with anybody for any reason. Ever.
If leaving your computer, logout of and close your browser.

21. HIPAA Requirements for Electronic Exchange System
Multiple providers serving same population
Signed consent attached to survey collection.
Signed release of information to view survey entered by different provider.
Both of these must occur for a different provider to view a survey they did not enter.

22. Communication
Never include a clients name in any communication or via the contact us link.
If ing or using the contact us link to communicate with the management team and you have specific questions about a client, use the individual Id number. No other identification is necessary.