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Administrative Oversight: Accessing Client Data in SMART

This training document provides guidance on how an oversight agency can access client data within a funded provider agency using the SMART system. It covers the administrative oversight function, logging in, client group enrollment, client search, and access to client data.

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Administrative Oversight: Accessing Client Data in SMART

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  1. SMART Training TIP Sheets Administrative Oversight This training document focuses on how an oversight agency can access client data within a funded provider agency within SMART Total Pages: 6 Oversight Agency vs. Provider Agency Maryland July 2008 IGSR Technical Support: 301.397.2330

  2. Admission Profile 1 Administrative Oversight • Administrative Oversight (cont’d) • The Administrative Oversight function allows an oversight agency to view client files within a provider/contracted agency in a read-only format. This occurs only when a contract exists between the two agencies within SMART and when the provider/contracted agency adds a Government Contract to the appropriate client’s Profile screen. Note: These contracts will be entered by ADAA/IGSR staff only. • Administrative Agency – to ensure that a contract exists, go to the Home Page, click Agency – Contract Management – Contract List. This will display a list of any contracts established between the agency where the user is logged in and individual provider agencies. 2

  3. Administrative Oversight • Administrative Oversight (cont’d) • Logging In – once logged into SMART, the Oversight Agency user can select any agency where they have a contract established in SMART from the New Agency drop-down. • Once logged, the Oversight Agency sees the same Home Page as the Provider Agency. 3

  4. Administrative Oversight • Administrative Oversight (cont’d) • Client Group Enrollment (Provider Agency) • Each client that an Oversight Agency needs to access must be enrolled into specific Government Contract that exists between the Oversight Agency and the Provider Agency. Note: If any information entered into the fields on this screen do not agree with the existing contract created between the two agencies (i.e., Plan, Group, etc.), the Oversight Agency will not be able to view the client’s record. Therefore, please be sure to enter the correct information on this screen. 4

  5. Administrative Oversight Administrative Oversight (cont’d) • Access to clients: • Client Search: • Provider Agency: Whether single-clicking Go to conduct a search without entering search criteria or searching by using a specific field, any and all clients matching the criteria will display in the Client List area in the middle. • Oversight Agency – once logged into the specific agency and searching for the client, the only clients displayed will be those matching the search criteria and those who also have a Government Contract record entered into his/her Client Profile screen. 5

  6. Administrative Oversight Administrative Oversight (cont’d) • Access to client data (Client Profile, Admission, etc.) • Provider Agency: users whose permission enables him/her to enter data into the agency are able to edit any screen within an open case for that agency. • Oversight Agency – the oversight agency can access any screen in SMART. However, all information is grayed-out; thereby, making the client’s data read-only. 6

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