ADDICTIONS AND MENTAL HEALTH DIVISION Adult New Investment Quarterly Reports Wendy Chavez, MPA April 23, 2014 Developed By: Wendy Chavez, MPA Adult New Investment Coordinator

Mental Health New Investments In 2013, the Oregon Legislature made an unprecedented investment in mental health services. These new investments provide an opportunity for the Oregon Health Authority to work with new partners. Together, we aim to fill gaps in the mental health system and promote child/youth, adult, community behavioral health and wellness. As a recipient of these investments, you are an important part of helping people get the services they need. ADDICTIONS AND MENTAL HEALTH DIVISION 2

Program Participant Required Information ADDICTIONS AND MENTAL HEALTH DIVISION 3 All New Investment Mental Health Programs are required to enter client demographic & service information into Measures and Outcomes Tracking System (MOTS). MOTS has not been modified to include some fields to collect information about Jail Diversion, Supported Housing and Supported Employment. Until MOTS is modified to include all program information, the contractor must provide some individual client demographic information in the separate reporting template. For more information about MOTS client data entry, the most current MOTS Client Entry User Guide, FAQs, and Data Entry Cheat Sheet can be found at the COMPASS Enhanced Data Capture website:

Programs Using the Adult Quarterly Report Template The following programs will use this template: Jail Diversion Supported Housing Supported Employment ADDICTIONS AND MENTAL HEALTH DIVISION 4

Reporting Periods & Due Dates Calendar Quarters: January - March (report due May 15) April - June (report due Aug 15) July - September (report due Nov 15) October - December (report due Feb 15) Due Dates: The report is due forty-five (45) days after the reporting period ends; on the 15th of the second month after the end of the period. If the 15th falls on a weekend or holiday, the report is due on the first business day after the weekend or holiday. ADDICTIONS AND MENTAL HEALTH DIVISION 5

Template Navigation ADDICTIONS AND MENTAL HEALTH DIVISION 6 Jail Diversion, Supported Housing, and Supported Employment will use the Adult New Investment Template for quarterly reporting. Each program has at least two (2) tabs in the spreadsheet and a ‘Tip Sheet’ that explains what is to be entered into the main reporting sheet for each program. Supported Employment Tip Sheet Individual Data Entry Sheet Supported Housing Tip Sheet Summary Individual Data Entry Sheet Jail Diversion Tip Sheet Summary Individual Data Entry Sheet *To access a reporting template worksheet for a program, click on the tab with the appropriate name.

Required Information: Summary Sheet Organization Enter your organization’s name, point of contact (POC) for reporting, and reporting period on each program summary sheet. The information that is entered into the summary sheet will automatically fill the corresponding cells in the Individual Data Entry Sheets for the appropriate program. ADDICTIONS AND MENTAL HEALTH DIVISION 7

Required Information: Individual Data Entry Sheet Program Participant ADDICTIONS AND MENTAL HEALTH DIVISION 8 The Client ID for each client must be entered into the individual data entry sheet. This is your organization’s internal identification number. It is the same number that is entered into MOTS in the ‘Client ID’ field shown above. *This is not the client’s Social Security Number (SSN) or the client’s Medicaid ID Number.

Required Information: Program Participant ADDICTIONS AND MENTAL HEALTH DIVISION 9 *The example provided above shows the required information that must be entered for an individual into the reporting template for the Supported Housing and Jail Diversion Programs. It is a good practice to enter individual client data into the individual data sheets at the time that the client is entered into MOTS. The individual information sheets should be filled out first because they will feed into the summary sheets (either manually or if it is linked in a protected cell). The summary sheets may be completed using the information that is compiled in the individual sheets after the quarter has ended.

Required Information: Program Participant ADDICTIONS AND MENTAL HEALTH DIVISION 10 The Supported Employment Reporting template requires the entry of client’s Social Security Number (SSN). No other program that uses this template workbook requires the entry of an SSN. *Enter the actual General Fund expenditures for the reporting period in the cell supplied.

Program Summary Sheets ADDICTIONS AND MENTAL HEALTH DIVISION 11 Program Summary Sheets will summarize all of the information that is entered in the Individual Data Entry Sheet plus other information that your organization will be responsible to collect (per program requirements).

How to Name the Quarterly Report and Send it to AMH ADDICTIONS AND MENTAL HEALTH DIVISION 12 To help organize the incoming reports on a quarterly basis, please include the following information in the name of your quarterly report when you save it and send it in to AMH: April14_AdultOrgname(JD_SH_SE).60.xlsx Initial Version =.60 Organization Name Month and year of submission (ex: April14) Template Type Program Initials

Submission of Reports Reports must be sent electronically to AMH, in a secure way, that meets HIPAA. This may be accomplished by: Sending the document in a secure ; or Password protecting the Excel document The password for the template must be sent in a separate to the same address as the template Reports must be submitted by the close of business on the 45 th day following the report period end to: ADDICTIONS AND MENTAL HEALTH DIVISION 13

Data Analysis and Reports for Contractors ADDICTIONS AND MENTAL HEALTH DIVISION 14 Quarterly Report Submission to AMH Contract Administrator AMH will notify the contractor that the report was received via Program Staff will review the report and let the contractor know if the report has been approved If the report requires revisions, the Program Staff member who is the lead for the specific program, will work directly with the contractor until the document is approved

AMH Reports and Data Sharing ADDICTIONS AND MENTAL HEALTH DIVISION 15 Statutory Authority: ORS Oregon Administrative Rule 407 ‐ 014 ‐ 0060 (6) Uses and Disclosures of Protected Information for Research Purposes The Department may use and disclose information without individual authorization for studies and data analysis conducted for the Department’s own quality assurance purposes or to comply with reporting requirements applicable to federal or state funding requirements in accordance with the definition of “health care operations” in 45 CFR part

AMH Reports and Data Sharing Cycle ADDICTIONS AND MENTAL HEALTH DIVISION 16 Data Collection Summary Report Data Matching Data AnalysisReportsData Sharing Quality Improvement

Questions? If you have questions about this reporting process, we are here to help. Please contact: Wendy Chavez, MPA Adult New Investment Coordinator Desk: ADDICTIONS AND MENTAL HEALTH DIVISION 17