Netsmart Sandbox Tour Guide Script

Transcription

1 Netsmart Sandbox Tour Guide Script October 2012 This document is to be used in conjunction with the Netsmart Sandbox environment as a guide. Following the steps included in this guide will allow you to get a sense for the general workflow for your role and how you will interact with the Netsmart solutions, once your own system build is completed. It will provide you with a foundation for understanding the required data collection and making any design decisions associated with the project.

2 Avatar CWS Group Appointment Documentation Table of Contents Purpose... 1 Terminology... 1 Logging into Avatar... 2 Schedule a Group Appointment... 3 Group Progress Note... 6 Individual Notes... 10

3 Purpose This workflow exercise will take you through three basic steps for familiarizing you with Group Appointments in Avatar. You will schedule a group appointment using the scheduling calendar. You will create a group progress note for the entire group that just had a group session. Finally every individual in the group will have an individual progress note based on the group note. Terminology Scheduling Calendar Avatar functionality that provides the user the ability to manage appointments at multiple sites for staff members, clients and groups. Progress Notes Evaluate a client s treatment goals and their use of treatment services, to help determine the current and future needs for a client s treatment. They are included in the client s chart, and are used for medical record purposes. Avatar has 4 main types of progress notes- Independent Note, Ambulatory Progress Note, Inpatient Progress Note, and the Group & Individual note. 1 P a g e

4 Logging into Avatar 1. Launch Avatar from the provided URL address.: 2. Click the Start button to launch the application. 3. Log in by selecting the Server you are going to log in. 4. Type SAMPLE in the System Code field. 5. Type in a clinical Username: CLINICIAN1, CLINICIAN2, CLINICIAN3, CLINICIAN4, or CLINICIAN5. 6. Type in the Password for the CLINICIAN username (they all use the same): CLINIC Click the Sign In button. Section Recap: You have now logged into Avatar. 2 P a g e

5 Schedule a Group Appointment Using the Scheduling Calendar a user can schedule a group appointment for a clinician. 1. On the Home View locate the Forms & Data widget and click in the Search Forms field. 2. Search for Scheduling Calendar by typing the form name and select. 3 P a g e

6 3. The Scheduling Calendar will open Select the Practitioner you wish to schedule for on the left, for this exercise we will be using Jack Shephard or Steven Stein. Make sure only one clinician is selected Right click on a white part of the calendar (which represents an open slot) and click Add Appointment. 4. The Appointment Form will open. 5. The Appointment Site, Date, Start & End Times, Duration, Practitioner, Status, & Occurrence will be filled in Select Adult Group (801) in the Service Code field by typing in the group name (Adult Group) or the service code s numeric identifier (801). 4 P a g e

7 5.2. Select O.P. Mental Health Services in the Program field Select East Campus in the Location field Select Depression Support Group (2) in the Group # field. 6. For future reference in this exercise, write down the date of the appointment you are scheduling. Date of Appointment: 7. Click Submit 8. Click Dismiss to leave the Scheduling Calendar Section Recap: You have completed scheduling an appointment for a group for clinician Jack Shephard or Steven Stein. In the next step you will complete a progress note for your group appointment. In Avatar you have saved the following information: Navigated to the Scheduling Calendar Saved a Group Appointment 5 P a g e

8 Group Progress Note The Progress Note (Group and Individual) allows a practitioner (clinician) that has a group appointment to document both the group activity and the group member s progress in one Avatar form. 1. On the Home View locate the Forms & Data widget and click in the Search Forms field. 2. Search for Progress Notes (Group and Individual) and select. 6 P a g e

9 3. The Progress Notes (Group and Individual) form will open. 4. Select Group Default Notes section in the form tree on the left side of the screen. 5. Click the T button (for today) in the Date of Group field. 6. Select your Practitioner in the Practitioner field this is the practitioner (or clinician) you scheduled your group appointment with. You will select Jack Shephard or Steven Stein. 7. Select the Existing Appointment radio button in the Progress Note For field. 7 P a g e

10 8. Select your appointment in the Notes Addresses Which Existing Service/Appointment field. 9. Several fields will automatically populate. 10. Select Progress Note (Co Sign) in the Note Type field. 11. Select a Practitioner, in this case Janet Gibson, in the User To Send Scratch Note To Do Item To field. When the note is saved, Janet will receive a notification to review the Group Progress Note on her Home View. 12. Complete a note about the Group s progress. It is a required field, so you must complete the field. 13. Before you click the File Note button, write down one of the client s name and ID numbers located in the Group Service Member Information field for the next section of this workflow exercise. For example: Name: Jones, Mary Avatar ID: 3 Name: Avatar ID: 8 P a g e

11 14. Click the File Note button. 15. You will now update the individual client s progress notes for the group activity the client s attended. 16. If you have just created the group note, you may stay in the Progress Note (Group & Individual) form and go directly to the Individual Progress Notes section which is located in the next section of this guide called Individual Notes- you may skip to step # However, it is possible to leave the form and come back in, which is documented in the next section of the guide. Section Recap: You have completed the Group portion of the Progress Note for the Group Appointment you scheduled for Jack Shephard or Steven Stein. In the next exercise you will complete the individual progress notes for a group member that was included in the Group Appointment. In Avatar you have saved the following information: Navigated to the Scheduling Calendar Saved a Group Appointment Saved a Group Progress Note for the Group Appointment You Scheduled 9 P a g e

12 Individual Notes In the Progress Note (Group and Individual) the staff member or practitioner can write individual progress notes for a specific client that participated in a Group Appointment. For every client in the group, the group progress notes will default into to the client s progress notes. The staff member can edit this note with specific details about a particular client s treatment progress. 1. On the Home View locate the Forms & Data widget and click in the Search Forms field. 2. Search for the form Progress Notes (Group and Individual) by starting to type the form name [Progress Notes (Group and Individual)] into the search field. 10 P a g e

13 3. The Progress Notes (Group and Individual) form will now open. 4. The Individual Progress Notes section in the form tree on the left should be selected. 5. Select the Client you wish to update. Refer to the client s name and ID you wrote down in step 13 of the previous exercise you completed in this document- the Group Progress Note. For this example, I will use Mary Jones (3). 11 P a g e

14 6. Select Existing Appointment in the Progress Notes For field. 7. Select Progress Note (Co Sign) in the Note Type field. 8. Select your appointment in the Notes Addresses Which Existing Service/Appointment field. 9. Select the Practitioner in the User To Send Co-Sign To Do Item To field. This lets the selected Practitioner know via the To Do widget on their Home View, that there is a progress note waiting for their review. 10. Type any notes in the Notes Field as necessary. It is a required field. 12 P a g e

15 11. Click the File Note button. It will confirm it was completed with a window, click OK. 12. This screen may pop up if you are logged in as Jack Shephard, which notifies of updates to a Practitioner s To Do List. The system is reminding you that you will have follow up work to do on completing the progress note documentation. 13. You may now exit the form by click the Red X below the form tree on the left. Section Recap: You have completed the Group portion of the Progress Note for the Group Appointment you scheduled for Jack Shephard or Steven Stein. In the next exercise you will complete the individual progress notes for a group member that was included in the Group Appointment. In Avatar you have saved the following information: Navigated to the Scheduling Calendar Saved a Group Appointment Saved a Group Progress Note for the Group Appointment You Scheduled Completed an Individual Progress Note about a Group Member s Participation in the Scheduled Group Appointment 13 P a g e

16 SANDBOX NOTES 14 P a g e