Children’s Mental Health Outcome Measures Reporting System User Manual

Children’s Mental Health
Outcome Measures Reporting System
User Manual
Children’s Mental Health Outcome Measures
Updated 02.24.2014
Table of Contents
Components of the Children’s Mental Health Outcome Reporting
System.............................................................................................................3
Logging into CMH Outcome Measures .........................................................4
1. Enter Client information ........................................................................5
2. Enter Provider Information ....................................................................7
3. Select the Evaluation Period .................................................................7
4. Submission History................................................................................8
Completing Strengths and Difficulties Questionnaire (SDQ) .....................10
Completing Child and Adolescent Service Intensity Instrument (CASII) ..12
Completing the Early Childhood Service Intensity Instrument (ECSII) .....13
Summary Page ..............................................................................................14
Submission Notification Page......................................................................16
CMH Reports Option.....................................................................................16
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Components of the Children’s Mental Health Outcome Reporting System
 Client and Provider Information
 SDQ (Strengths and Difficulties Questionnaire) Entry Forms
 CASII (Child and Adolescent Service Intensity Instrument) Entry Form – includes listing
the services recommended by the treatment team
 ECSII (Early Childhood Service Intensity Instrument) Entry Form – includes listing the
services recommended by the treatment team
 Summary Page – a report of scores for the SDQs and CASIIs or ECSIIs completed
during the current session
 Checklist - shows completed and uncompleted tasks
indicates completed tasks
indicates current task being completing
indicates tasks to be completed
 Submission History – Allows providers to check the submission history of tests for clients.
It will not allow providers to see scores of measures done by other providers.
 CMH Reports – Allows agencies and providers to run reports of the data they submitted
to this system by client, by provider, or by agency.
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Logging into CMH Outcome Measures
1. Log in to MN–ITS to reach the MN–ITS Welcome page (refer to the Login process, if
necessary).
2. Select CMH Outcome Measures from the left-hand menu to complete Children’s Mental
Health Outcome Measures
Note: This is the current location of this link. The menu on the left side of the computer screen changes
as new functions are added to MN-ITS. The “CMH Outcome Measures” link will always be on the left
side.
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Report
Option
Client Information
Provider Information
Client and Provider Information
Field titles with an asterisk (*) indicate the information is required.
1. Enter Client information
Enter ID #: You have 3 options for this number
O MHCP Subscriber ID – if client has this number. This is a numerical field, 8 digits
starting with 0. Only numbers should be entered here. Be sure you are using the
correct ID number. If client does not have a MHCP Subscriber ID, check the small box as
seen below.
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o
CMH ID # - If the client was previously assigned a CMH number. This is an 11
digit number starting with 99--- This number will be displayed in the header of reports
generated from the system (see example below). Do not enter your agency’s internal
case numbers here. Do not enter any letters or numbers that have not been assigned
by this system.
o
Generate a new CMH ID # - If the child does not have an MHCP Subscriber ID,
and has never been entered into this system, check the box and the system will
generate a CMH ID. (Note: Use that number on all future submissions for that client.)
NOTE: A CMH ID will always appear in the header of the report. The system generates a CMH ID
number for all children entered into the system, even if the child has an MHCP Subscriber ID. If
you have entered an MHCP Subscriber ID, continue to use that number for future submissions.
If you receive the error message below, please check to ensure that you have entered the correct
MHCP Subscriber ID as well as the correct birthdate. If these two entries do not match, you will
receive this error message.








Gender
Primary Diagnosis (this is a “text only” field- enter the DSM or DC:0-3 diagnosis)
Race (Enter as many as apply)
Ethnicity
Date of Birth (00/00/0000)
County of Residence
Tribe
Residential Status (this is a dropdown menu)
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2. Enter Provider Information
Both the Clinic National Provider Identifier (NPI) and the Clinician NPI are required.
o
Clinic National Provider Identifier (NPI)
o
Clinician National Provider Identifier (NPI)
Note: The Mental Health Professional (MHP) is responsible for assuring the information is entered
in the system and is correct. If the primary therapist is a mental health practitioner, the NPI number
entered here should be that of clinical supervisor.
If there is more than one MHP involved with the client, the treatment team should designate the
primary therapist who will be responsible for data entry and whose NPI number should be used.
3. Select the Evaluation Period
Evaluation information is entered for specific time frames. Your first entry on an
individual client should be entered in the “Initial” evaluation period. Evaluation periods
cover three-month time frames. If you are unsure of the evaluation period to enter, you
can check the“Submission History”
(See # 4 below) to determine what the appropriate period would be for the current data
The first data you submit on a child should be considered the “initial” evaluation period,
regardless of how long they have been receiving services through your agency.
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Report
Option
Evaluation Period
Submission History
4. Submission History
You have the option to check the submission history of outcome measures for a specific case. This
can be done by following the directions below:
a. Select the submission history link at the bottom of the page.
b. A pop-up box will appear requesting an ID number.
c. Enter a CMH or MHCP Subscriber ID and click on the “Get History” button. (The number listed
below is a sample case not an actual child.)
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d. The submission history for this ID number will be presented.
5. Select
or cancel.
Demographic information overwrite warning: If the demographic information you enter for the child
is different from a previous entry, you will receive the following warning message:
If there is a need to update the demographic information for a child (i.e. a change in placement, an
error in previous submissions) click “ok” and the previous information will be updated. If you did not
intend to change any information, click “cancel”, and return to the demographic section to make the
appropriate amendments.
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Important to Note:
1. Only 1 set of measures (SDQ, CASII or ECSII, & Recommended Services) is allowed each
evaluation period. If you receive a warning that an SDQ, ECSII or CASII has already been
submitted, verify that you are the provider who should be entering Outcome Measures for this
child. Do not overwrite data unless you are certain you are the primary provider for this child.
2. All SDQs and the CASII or ECSII may be entered at the same time or in several data entry
sessions. The summary page only lists the scores for the data entered during that data entry
session. If you would like your summary page to include all SDQs and the CASII or ECSII for
that evaluation period, you may wish to wait to enter data until you have all necessary forms.
Completing Strengths and Difficulties Questionnaire (SDQ)
Complete forms on as many Strengths and Difficulties Questionnaires (SDQ) as obtained
(parents, youth, teacher, etc). There is a limit of one parent and one teacher form for each
evaluation period. Choose the most representative parent or teacher form. If you do not have
an SDQ for this evaluation period, you may choose “Skip SDQ” to move on to the CASII or
ECSII.
1. Select the SDQ Category Type. (Parent, Teacher, Self)
2. Select SDQ Form Age.
3. Enter the Evaluation Date (This is the date the SDQ was completed, not the date the
information is entered into the system).
5. Select a response for each item. If item was skipped, select “N/A.”
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SDQ Item Entry
5. Select “Continue to impact scores for this SDQ form”.
6. Select a response for each item. If item was skipped, select “Not Answered”.
7. If the Impact section was not completed, select “Not Answered” for each item.
SDQ Impact Scores
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8. Click to “Add another SDQ form”; “Continue to CASII Entry”; “Continue to ECSII Entry”; or
“Score, Review and Submit” to move to a new section.
Completing Child and Adolescent Service Intensity Instrument (CASII)
1. Enter the Evaluation Date (This is the date the CASII was completed, not the date the information is
entered into the system.)
2. Select the appropriate options on the form. All items must be completed.
3. Select “Continue to Recommended Services.”
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4. Select the services and hours per month that are currently being recommended by the treatment
team. You must enter this information in order to submit the CASII.
5. Click “Add Additional Services” to add more than one service. Enter the hours/month of each
recommended service. You may enter up to 10 services.
6. Use the “Other” category to list services that are not included in the drop-down list. There is
a 30 character limit in this category. If you enter more than 30 characters in this box
you will receive an error message when you try to submit this document.
7. Select Score, Review and Submit. CLICK THIS BUTTON ONLY ONCE OR YOUR
RECOMMENDATIONS MAY BE DUPLICATED IN THE DATABASE.
Completing the Early Childhood Service Intensity Instrument (ECSII)
1. Enter the Evaluation Date (This is the date the ECSII was completed, not the date the information is
entered into the system.)
2.
Select the appropriate options on the form. All items must be completed.
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7. Select “Continue to Recommended Services.”
8. Select the services and hours per month that are currently being recommended by the treatment
team. You must enter this information in order to submit the ECSII.
9. Click “Add Additional Services” to add more than one service. Enter the hours/month of each
recommended service. You may enter up to 10 services.
10.
Use the “Other” category to list services that are not included in the drop-down list. There is
a 30 character limit in this category. If you enter more than 30 characters in this box
you will receive an error message when you try to submit this document.
11. Select Score, Review and Submit. CLICK THIS BUTTON ONLY ONCE OR YOUR
RECOMMENDATIONS MAY BE DUPLICATED IN THE DATABASE.
Summary Page
This page presents the scores of the forms entered during this session
1. You will receive the following warning.
Warning: Data entered in this session will be submitted and saved only after you click on the
'SUBMIT' button. Please review and then submit this data. If you wish to edit the data, then click on
the 'edit' link provided in the checklist on the right panel of this screen. Once you submit the data,
you cannot make any changes.
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2. Print this page for your records.
Warning: PLEASE PRINT FOR YOUR RECORDS. Data cannot be accessed after submitted. For
your records, it is recommended that you write the date the summary was printed on your
printed copy.
3. Select Submit.
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Submission Notification Page
CMH Reports Option
This button allows an agency to create reports of the data they submitted by client, by clinician caseload,
or by agency. Pushing this button leads you to a menu of reports you can create, depending on how
you are logged into the system.
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•
If you are logged in as an individual provider who does not have full agency permissions, you will
have the ability to print the following reports of:
o
the data you submitted on a specific client
o averages of the data you submitted for the clients in your caseload (at that agency)
•
If you are logged in as an agency representative you will have the ability to print the following
reports of:
o the data your agency submitted on a specific client
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o averages of the data submitted by providers in your agency by providers’ caseloads (if a
provider works in more than one agency, you will only have access to data submitted for
your agency)
o averages of all of the data submitted for your agency.
•
You can return to the data entry page by clicking on the link “Enter data for a new Client.”
How to use these menus
Select the type of report you wish to run.
1. Client Report – Click on “Individual Client Reports”
a.
A pop up box appears. Enter either the CMH ID (11 digits starting with 99) or MHCP ID (eight
digits starting with 0). If your MHCP number is fewer digits, try adding zeros to the front of it)
b.
Select the report you wish to run.
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c.
You will receive a list of visual reports and data tables- Below is a brief excerpt from a
full report
https://mnor-atst.dhs.state.mn.us/reports/cmhom_re...
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2. Clinician Caseload Report – Click on “Provider Caseload: Averages Across Caseload”
You will receive a series of averages on graphs and tables for caseload, depending on which
table was selected.
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3. Agency Caseload Report – Click on “Clinic Caseload: Averages Across Clinic” (Only
available to those with Administrative Privileges)
You can only request reports for the clinic you logged in under.
You will receive a list of graphs and tables of average scores.
Technical Assistance
For technical system questions (i.e. you are experiencing difficulty accessing MN-ITS)
contact the MHCP Provider Call Center
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For assistance or questions about the CMH outcomes application (i.e. entering data or
requesting reports) contact:
Whitney Lester 651-431-2049 [email protected]
Pat Nygaard 651-431-2332 [email protected]
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