AVATAR. Behavioral Health Electronic Health Records CSI TRAINING MANUAL. COUNTY OF SONOMA Department of Health Services Behavioral Health Division

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COUNTY OF SONOMA

MANUAL V.1.0

Behavioral Health Electronic Health Records

CSI TRAINING MANUAL

For information and updates,

email the BHEHR Team at

BHEHR@sonoma-county.org

AVATAR

Department of Health Services

Behavioral Health Division

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Table of Contents

Lesson Objective

3

Understanding CSI

3

Who Can Perform This Function?

3

CSI Required Fields

4

CSI Admission

5

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CSI Data

In this lesson you will learn about required CSI Data, when it needs to be submitted and where they are located on Avatar forms. You will also learn to use the CSI Admission form, which is for collecting client demographic data that must be submitted to state.

Lesson Objectives

• Learn to which fields are required

• Learn the how to submit CSI Admissions

• Learn which fields need to be updated annually and where they are located

UNDERSTANDING CSI DATA

 The Client & Service Information (CSI) and the Data Collection Reporting Systems both collect client-level service utilization data about California's county mental health programs. Data are provided monthly by county mental health programs (MHPs) and summarized at the state level.

 Timely & accurate reporting to Department of Mental Health is mandatory

 Required for data compliance to the federal Uniform Reporting System (URS); data not submitted means we do not qualify for federal Data Infrastructure Grant

 Data used to evaluate if County is meeting Mental Health Service Act plan which is part of Prop 64 and provides funds to MHPs meeting MHSA standards.

 Data is required at admission, annually and at discharge

WHO CAN PERFORM THIS FUNCTION?

Different data elements are enter by different staff. Only licensed staff can provide a diagnosis, most other fields can be entered by any staff member.

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CSI Required Fields

CLIENT DATA ELEMENTS

(Data reported once but may be corrected as needed.)

Data Element Avatar Form

Birth Name Primary Language

Mother’s First Name Preferred Language Date of Birth Ethnicity Place of Birth Race Gender CSI Admission Admission (Outpatient) CSI Admission CSI Admission CSI Admission CSI Admission CSI Admission CSI Admission Admission (Outpatient)

PERIODIC DATA ELEMENTS

(Data reported at admission, annually, and at formal discharge.)

Data Element Avatar Form

Education Employment Status Conservatorship / Court Status

Living Arrangement Caregiver

Update Client Data Update Client Data CSI Admission Admission (Outpatient) CSI Admission

SERVICE/ENCOUNTER DATA ELEMENTS (Data reported for each contact/service.)

Data Element Avatar Form

Current Legal Name / Beneficiary Name Social Security Number

Date of Service Place of Service Mode of Service Service Function Units of Service Units of Time Special Population Provider Number

Fiscal Responsible County

Evidence-Based Practices / Service Strategies Trauma

Client Index Number (CIN) Axis I Diagnosis

Axis I Primary

Additional Axis I Diagnosis Axis II Diagnosis

Axis II Primary

Additional Axis II Diagnosis

General Medical Condition Summary Code

Admission (Outpatient) Admission (Outpatient)

Progress Note or Client Charge Input Progress Note or Client Chare Input Progress Note or Client Charge Input Progress Note or Client Chare Input Progress Note or Client Charge Input Progress Note or Client Chare Input CSI Admission

Progress Note or Client Chare Input CSI Admission

Client Charge Input Diagnosis Financial Eligibility Diagnosis Diagnosis Diagnosis Diagnosis Diagnosis Diagnosis Diagnosis

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General Medical Condition Diagnosis Axis-V / GAF Rating

Substance Abuse / Dependence

Substance Abuse / Dependence Diagnosis District of Residence Diagnosis Diagnosis Diagnosis Diagnosis CSI Admission

CSI Admission

You use this form every time a client is admitted to a program to capture their CSI data. If the client has had CSI Admission submitted for another episode you will get a message that says “Would you like to default CSI Information from a previously entered Mental Health episode?” Click Yes and choose the episode you want to populate the data from, click OK. This will populate the CSI Admission form and you can make changes as needed.

MENU PATH

Avatar PM->Client Management->Client Information->CSI Admission

1.

From the home view, type CSI Admission in the search forms box.

2. The select client pre-display will come up

3. Type client last name; click on correct client; choose select. 4. Select episode you are doing CSI Admission for

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5.

Fill in required fields

a.

Birth Name (First and Last)

b.

Mother’s First Name

c.

Place of Birth

d.

Date of Birth

e.

Gender (Sex)

f.

Substance Abuse/ Dependence Issue

g.

Conservatorship / Court Status

h.

Special Population (no special population is most common)

i.

Preferred Language

j.

Ethnicity

k.

Race (Choose Up to 5)

l.

Both fields for Caregiver (Under 18/Over 18) (

Needs update annually also

)

o

00 = None

o

01 through 98 = Number dependents.

o

99 = Unknown / Not Reported

o

Cannot be left blank

6.

Click Submit

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Annual Data Elements

The State requires that certain data elements be updated annually; traditionally with the annual client plan. This only needs to be done for a client that has been opened to the same program for over a year without being discharged. If there are no changes to the client data you must opening the

corresponding form and click Submit. This will give the episode a new time stamp to show that the data was verified and correct.

The required elements and their corresponding locations in Avatar are as follows:

CSI Data Elements

On which form in Avatar

Employment Status

Update Client Data Form

Education

Update Client Data Form

Living Situation

Admissions OP

Care Giver Under/Over 18

CSI Admission

Conservatorship / Court

Status

CSI Admission

Axis 5 (GAF)

Diagnosis Form (update)*

Figure

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References

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