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FSP DCR Training for Users

FSP DCR Training for Users. Prepared by the Mental Health Data Alliance. Training Overview. FSP Assessment Forms FSP DCR Data Dictionary FSP DCR User Manual for Users. Reference Materials.

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FSP DCR Training for Users

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  1. FSP DCR Training forUsers Prepared by the Mental Health Data Alliance

  2. Training Overview • FSP Assessment Forms • FSP DCR Data Dictionary • FSP DCR User Manual for Users

  3. Reference Materials • FSP DCR User Manual: The Help menu offers links to training materials published on the DMH website as well as contact information for DMH Performance Outcomes and Quality Improvement (POQI) group.

  4. FSP Assessment Forms

  5. This Section Covers: • FSP Data Collection Forms • FSP Age Groups • FSP Outcome Domains • FSP DCR Data Hierarchy • Data Collection Example

  6. FSP Data Collection Forms • FSP data collected on assessment forms: • Partnership Assessment Form (PAF) • A history of the partner • Current status of the partner • Quarterly Assessment Form (3M) • Collection of current partner status every 3 months • Key Event Tracking Form (KET) • Tracks the dates of major events (e.g., arrests, graduation, etc.)

  7. Age Groups • Separate forms exist for each age group: • Child / Youth (Ages 0-15) • Transition Age Youth (Ages 16-25) • Adults (Ages 26-59) • Older Adults (60+)

  8. Outcome Domains • Type A – Collected on PAF & KET • Type B – Collected on PAF and 3M

  9. FSP DCR Data Hierarchy

  10. Data Collection Example

  11. FSP DCR Data Dictionary

  12. This Section Covers: • Data Dictionary Overview • Complete Variable Index • Assessment Form Crosswalks • Data Field Definitions

  13. Data Dictionary Overview • Three main elements: • Complete Variable Index (CVI) • Table of all fields, organized by domain • Crosswalk between form fields and variable names • Annotated forms with data variable numbers • Variable definitions • Field types, sizes and permissible values

  14. Complete Variable Index (CVI)

  15. Assessment Form Crosswalks

  16. Data Field/Variable Definitions • Provides definition of variable name, form question, and permissible values • Example:

  17. FSP DCR User Manual for Users

  18. Introduction to the FSP DCR • Tracks Partnership Outcomes • Partners associated with one: • Program • Partnership Service Coordinator (PSC) • Provider (optional) • Partner Demographics: • Name & Date of Birth • CSI number links all other demographics from CSI database

  19. Introduction to the FSP DCR • Categories of Data: • General Partnership Information & Administrative Data Fields • Internally Generated Fields • CSI-linked Fields • Partner’s History Fields (collected only on PAF) • Domain Type A Fields (collected on PAF & KET) • Domain Type B Fields (collected on PAF & 3M)

  20. Introduction to the FSP DCR • General Partnership Info. & Admin. Fields: • County* • Partner’s FSP Program ID* • Partner’s Partnership Service Coordinator (PSC) ID* • Partner’s First Name and Last Name* • Partnership Date* • Partner’s Date of Birth* • CSI County Client Number (CCN) • County Partner ID • Provider Number / NPI • Who Referred the Partner • Other Programs (FORMER AB2034, GHI, MHSA) • Discontinue Reason (only when a partner is discontinued)

  21. Introduction to the FSP DCR • Data quality rules designed to prevent incorrect data • PAF completion status alerts when missing PAF data • Validation reports identify missing data pieces • Notification lists alert users for • 3Ms due • Partners in temporary residence >30 days

  22. Introduction to the FSP DCR • Online web interface • DCR- BHIS secure data submission and extraction

  23. The Online System Interface Topics • BHIS System Requirements • Adding the BHIS website as a Trusted Site • Configuring Pop-up Blocker • Enabling Cookies in Internet Explorer • Navigating to the BHIS website • BHIS Utilities Menu • BHIS Support Menu • MHSA Information Menu • Accessing the FSP DCR Application • Using the DCR Interface • DCR Menu Options • Support

  24. BHIS System Requirements • Microsoft Windows Operating System using Internet Explorer version 11 or later. • Minimum 1024 x 768 recommended resolution. • The BHIS system should be added as a Trusted Site • Pop-ups must be allowed for the BHIS system • Cookies must be enable for the BHIS website in Internet Explorer

  25. Adding the BHIS website as a Trusted Site • Select: Internet Options • Click on the Security tab. • Select “Trusted sites” from the available security zones.

  26. Adding the BHIS website as a Trusted Site • Click [Sites]. • Enter the BHIS website: https://bhis.dhcs.ca.gov, to Add this website to the zone textbox.

  27. Adding the BHIS website as a Trusted Site Note: Don’t forget that the website address should start with: https (you might have to add the ’s’!) • Click [Add]. This website should now be shown under Websites. • Click [Close] and [OK].

  28. Configuring Pop-up Blocker • In order for the BHIS system to operate correctly, Pop-up Blocker must be disabled for the BHIS website. • Click on the Tools menu by clicking on the Gears Icon • Select: Internet options. • On the Privacy tab, select the check box to “Turn on Pop-up Blocker” under Pop-up Blocker.

  29. Configuring Pop- up Blocker • Click [Settings]on the Pop-up Blocker Settings page, enter the BHIS website: (https://bhis.dhcs.ca.gov) into the “Address of website to allow”field. • Click [Add]. The website should now be shown in the Allowed Sites listing. • Click [Close] and [OK].

  30. Enabling Cookies in Internet Explorer The BHIS website uses cookies. These must be enabled in order for the site to operate properly. If cookies are not enabled, you will not be able to access the system and may receive one of the following messages after entering your username and password. • Error Messages When Cookies Are Disabled • Access to BHIS is denied • Cookies must be enabled • Please login before trying to enter BHIS.

  31. How to Modify Cookie Settings Within Internet Explorer • Click on the Tools menu by clicking on the Gears Icon • Select: Internet options. • On the Privacy tab click [Sites]. • Enter the “address of website: (http://appdir.dhcs.ca.gov/bhis/Pages/default.aspx)

  32. How to Modify Cookie Settings Within Internet Explorer • Click [Allow] and [OK]. • Click [Advanced]. • Select ‘Accept’ for First – and Third party Cookies. • Select the check box for: “Always allow session cookies”. • Click [OK].

  33. How to Modify Cookie Settings Within Internet Explorer • Note: For additional issues with cookies, please Go to the browser’s help. • Note: If cookies are not allowed for the BHIS website, Go to the online help fromMicrosoft.

  34. Support • For further assistance, questions, or concerns contact the corresponding support email(s) provided below: • DCR related questions:MHSADCRSupport@dhcs.ca.gov • BHIS related questions or password resets: BHIS@dhcs.ca.gov • Other questions related to MH Programs or MH Policies:MHSData@dhcs.ca.gov

  35. Accessing the FSP DCR Application • There are two ways to get data in to the DCR system from the counties: • DCR Online system. Enter information directly in the application using the BHIS portal to access the FSP DCR Application. • DCR XML Batch Submission Process (County must be certified and user must have RW role) In BHIS, go to Transfers and select ‘Upload FSP XML Files’ To provide feedback, comments and input regarding the FSP DCR, contact the support group at MHSADCRSupport@dhcs.ca.gov

  36. Logging Into BHIS Website • Once your Pop-up Blocker and Cookie settings are adjusted you may now access the BHIS website. • Open the BHIS website (https://bhis.dhcs.ca.gov/) • Click [Log In] and enter your credentials.

  37. Access to the User Interface • Several roles have been created to allow different access to the application. Note: depending on your role, you will see different option/functionalities in the User Interface.

  38. BHIS Menu Options • BHIS Menu Options: • Home • Applications • My Profile • Change Password • Help • After logging in, the BHIS menu allows users to change their user settings, and it is also the portal to the DCR Web Application Home Page where you can access applications and your DCR profile

  39. BHIS Menu Options • BHIS Menu Options: • Home • Applications • My Profile • Change Password • Help • To access the DCR Home Page: • On the Menu Bare, select the Applications/DCR Web Application submenu

  40. DCR Home Page • Once logged into the DCR website the DCR Home Page will be shown, as seen below.

  41. DCR Menu Options • Depending on the user’s role, the FSP DCR system has up to SIX primary menu options. • DCR Home Page • The Partnerships Menu • The TransfersMenu • The Admin Menu* • The Help Menu • The Return to BHIS Menu *Visibility to the Admin Menu is based on the level of access and authority

  42. DCR Home Page • Access is granted to: All roles. All users can view the Home page (RO). • The DCR Home page allows the user to view: • System Messages. • Pending Partnership Assessment Form(s). • The 30 Day Key Event Notification(s) Table. • Quarterly Assessment(s) Due. Note: As default, the system will show only 5 lines in each table. You can view page by page or click on the link ‘View all’ to expand the tables.

  43. Viewing DCR System Messages • The Home page contains a table for System Messages. • This functionality is available for the CA-RW to inform users of any DCR related announcements. • To view and manage system messages: • Select Home on themenu bar and the DCR Home submenu. (This is also the default webpage you will see at login.) • Review the list of Partners in the System Messages. Notice that there may be several pages listed.

  44. How to View and Manage Pending PAFs • The Home page contains a table for Pending Partnership Assessment Form(s). • On theMenu Bar: select Home /DCR Home submenu. (This is also the default webpage you will see when you log in.) • Review the list of Partners in the “Pending Partnership Assessment Form(s)”

  45. How to View and Manage Pending PAFs • Notice that there may be several pages of Partners listed.

  46. How to View and Manage Pending KETs • On theMenu Bar select: Home / DCR Home submenu. (This is also the default webpage you will see when you log in.) • Review the list of Partners in the 30 Day Key Event Notification(s) Table. • This table shows all the Partners who have been residing in a temporary setting for 30 days or more.

  47. How to View and Manage Pending KETs • Notice that there may be several pages of Partners listed. • To manage the Partners who are listed in this table, you need to update their Residential status. • Once their Residential status is updated and submitted, their name will NO longer be shown in this table.

  48. How to View and Manage Pending KETs • Select a Partner’s name link to access the KET on which the last residential change was made. (KETs submitted with other information subsequent to the KET with the residential change will not be shown from this table.) Note: A dialog box will notify you that the information in the KET shown is read only from this area of the FSP DCR.

  49. Quarterly Assessment(s) Due Table • Displays partnerships 3M due (-15 to +30 days of due date)

  50. How to View and Manage the Quarterly Assessment(s) Due • The Home page contains a table for Quarterly Assessment(s) Due. • On theMenu Bar select Home/DCR Home submenu. (This is also the default webpage you will see when you log in.) • Scroll down to review the list of Partners in the Quarterly Assessment(s) Due.

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