1. This document focuses on setting up and maintaining agency information Total Pages: 20 SMART Agency Administration Tipsheet Agency Administration Agency Setup Models Agency List Agency Profile Aliases Contacts Governance Relationships Announcements Referrals Wait List

2. 1 Agency Setup Basic Model 1.There are three points of reference to be kept in mind while making decisions about agency, facility, and program setup: a). The clinical process that a client goes through and related records maintenance and sharing. b).The access definitions for staff members that allow them to view and/or edit client records. c).The cumulative reports to be generated. This section of the tipsheet addresses the first issue that is related to the clinical process and related records that are created and used by different staff and members of the agency. It is important to understand the basic structure of the clinical process and related records as they have been setup in the system. 2. The Client Profile is created when a new client is entered at an agency. This Client Profile is created at the Agency level, this means that there can be only one Client Profile per Agency. Note: Please review your current clinical practice, clinical process, setup, and requirements to assess what works best for you. These models are flexible and can accommodate various scenarios and needs. Agency Administration Agency [Client Profile] Facility [Intake, Admission, Treatment Plan, Discharge Program A [Enrollment, Dis-enrollment, TX. Goals Service Encounter] Program B [Enrollment, Dis-enrollment, TX. Goals Service Encounter] Program C [Enrollment, Dis-enrollment, TX. Goals Service Encounter] Single/shared Intake, Admission, TX Plan, Discharge

3. 2 Agency Setup Basic Model 2. The client Intake, Assessments, Admission, Treatment Plan, and Discharge are entered at the Facility level, meaning: a)The record physically resides at the Facility level where the Intake was first created followed by other clinical records such as Assessments, Admission, Treatment Plan, and Discharge. b)There is one Intake, Admission, and Treatment Plan per client for this Facility that is shared by different programs under this Facility. c)The same client can have open Admission records at different facilities at the same time at the same Agency but they cannot have multiple admissions at the same Facility. d)The treatment episode is defined as beginning with Admission and ending with Discharge. A client can have multiple episodes at the same facility as long as one episode is completed with a Discharge before a new one is started. Agency Administraton Agency [Client Profile] Facility [Intake, Admission, Treatment Plan, Discharge] Program A [Enrollment, Dis-enrollment, TX. Goals Service Encounter] Program B [Enrollment, Dis-enrollment, TX. Goals Service Encounter] Program C [Enrollment, Dis-enrollment, TX. Goals Service Encounter] Single/shared Intake, Admission, TX Plan, Discharge

4. 3 3.Enrollment of a client, treatment goals within a treatment plan, and specific individual service encounters are tied to a program, meaning: a)A client can be enrolled in multiple programs at the same time or at different times within the same treatment episode. b)There is no need for a discharge record to be completed for a client to transition from one program to another program. c)There is a beginning and end of enrollment for each program and the client can be discharged only after an end of enrollment has been recorded for all programs in which the client was enrolled. d)A client can be enrolled in a program at another facility within the same provider agency. However, the record technically resides in the facility where the Intake was completed. Agency Setup Basic Model Agency [Client Profile] Facility [Intake, Admission, Treatment Plan, Discharge Program A [Enrollment, Dis-enrollment, TX. Goals Service Encounter] Program B [Enrollment, Dis-enrollment, TX. Goals Service Encounter] Program C [Enrollment, Dis-enrollment, TX. Goals Service Encounter] Single/shared Intake, Admission, TX Plan, Discharge Agency Administration

5. 4 Agency Setup - Options Model 1 4.This model shows one Agency, with one Facility, and multiple Programs under the Facility. You can also have one Agency, one Facility, and one Program depending on your agency’s setup. 5.This model applies if one or more of the following conditions applies: a)The agency is a small provider with only one program. b)The agency has multiple programs but would like to have one centralized Intake, Admission, Treatment Plan and Discharge record. c)The agency wants to be able to transition clients from one program to another without requiring a discharge. d)The agency wants to be able to enroll clients in different programs at the same time without having to complete a new Intake and Admission. Agency Facility Program A Program B Program C Agency Administration

6. 5 Agency Setup - Options Model 2 Agency Facility 1 Program 1A Facility 2 Program 2A Facility 3 Program 3A 6.This model shows one Agency, with multiple Facilities, and a Program under each Facility You can have one Agency, multiple Facilities, and multiple Programs under one or more of the facilities depending on your current setup (see Model 3 on next page). 7.Under this model, each Facility has its own independent Intake, Admission, and Discharge Process. 8.You would use this model if one or more of these conditions apply 9.: a)If you have multiple locations where services are being provided. b)Certain individual or groups of programs have their own independent Intake, Admission, and Discharge process which would be setup as a Facility irrespective of their location. They could be all in one building but if they have independent Intake process they would be setup as a separate Facility. Agency Administration

7. 6 Agency Setup - Options Model 3 Agency Facility 1 Program 1A Program 1B Facility 2 Program 2A Program 2B Facility 3 Program3A Model 3 10. This model is a combination of Model 1 and Model 2. This shows one Agency, with multiple Facilities, and some facilities have multiple associated programs while others have only a single Program associated with it. You can have any combination of these according to your current setup. 11.Under this model, each Facility has its own independent Intake, Admission, and Discharge Process. 12.Programs that share single common Intake, Admission, Treatment Plan, and Discharge records can be grouped under one Facility. 13.This model could be used if one or more of these conditions apply: a)If there are multiple locations where services are being provided. b)Certain individual or groups of programs have their own independent Intake, Admission, and Discharge process which would be setup as a Facility irrespective of their location. They could be all in one building but if they have independent Intake process they would be setup as a separate Facility. Agency Administration

8. 7 Agency List 14.Overview: A new provider agency is created in the system by a BGR or ADAA SMART administrator. Each new provider agency is created with minimal information about the name of the agency, display name, agency type, county, and address. The SMART Liaison at the agency will then take the initial responsibility for the additional agency, facility, program and staff setup. As part of the initial setup, a login is created for the SMART Liaison which is the first entry point for the provider agency to access the system. Upon receipt of the SMART Liaison he/she can then add and revise all information within the agency modules including setting up all other staff and their access to the system. 15.To access the Agency modules in SMART click Agency from the Left Menu Toolbar. A list of all Agency Sub-Modules are listed under Agency in the Left Toolbar Menu and a list of the Agencies you have access to in the Agency List on the right which is usually only your own agency. Note: Under the Agency menu, it is only required that the Agency Profile and address are completed. All other items in that menu are for the convenience of a provider agency and optional to the functioning of the system. 16.To edit the Agency Profile click the Agency Profile menu item or click the Review hyperlink under Actions next to the appropriate agency. Agency Administraton

9. 8 Agency Profile 17.Agency Name, Display Name, Agency Type, and County are the required fields for the Agency Profile. This information will come pre-filled by the SMART administrator in the process of creating your agency. However, you can change the information as appropriate to your agency. 18.The Display Name is the name that will appear in the LOC field (which stands for Location) in the SMART banner at the top of every screen. This field will populate from the name entered in the Agency Name field. It will only be different if it needs to be shorter to appear in the banner. This can be modified by the user. 19.All other information is optional and can be filled by the agency administrator as necessary. Note: All required fields are highlighted in yellow color. Agency Administration

10. 9 Agency Profile 20.To enter the address information for the agency click Next on the Agency Profile screen. 21.The Addresses list screen will be generated. There will be at least one address documented there by the SMART administrator in the process of creating the agency. 22.Click on Review to edit the address that was created by the SMART administrator. 23.To add additional addresses, click the Add Address hyperlink. 24.Select the Address Type from the drop down list. Enter the Address Line 1 and 2, if needed, City, Sate, and Zip Code. 25.To add phone number information, click the Add Phone hyperlink. 27.Select the phone number Type from the drop down list. Enter the phone number and extension, if needed, and click Finish to save the information. Note: All required fields are highlighted in yellow color. Agency Administration

11. 10 Aliases 28.This section keeps a historical record of all the names that the Agency has had since its inception in the system. 29.This list will remain blank if the name of the Agency has never been changed. 30.This list is automatically filled anytime you edit or replace the name of the Agency in the Agency Profile screen. The previous name of the Agency before you made the change is maintained in this list. Click the Add Comment hyperlink to document any information relating to the corresponding name change. Then either click Save or Finish. Agency Administration

12. 11 Contacts 31.Click Contacts from the Left Menu Toolbar. This screen provides the listing of different contact staff at the provider agency according to their functions and roles within the agency. 32.To add a new contact click the Add Contact hyperlink. 33.Select the Staff, Contact Type, and Status from the drop down list. 34.Enter the Effective Date. 35.Click Save to save the information. The information you entered will now appear in the List at the top of the screen. 36.When you are finished entering contact information, click Finish. 37.To review or edit a previously entered contact click the Review hyperlink under Actions. Agency Administration

13. 12 Governance 39.The general purpose of the Governance menu item is to document your board membership information. 40.To add governance information click the Add New Governance Record hyperlink. 41.Enter the First and Last Name of the Governance/ Board Member. Enter Title, Federal Tax ID, Email, Start Date and End Date as appropriate. 42.Select the appropriate response for Gender, Role, and Board Member Type from the drop down lists. 43.To add an Address for this record click the Add Address hyperlink. Select the Address Type from the drop down list. Enter the Address Line 1 and 2, if needed, City, Sate, and Zip Code. Click Finish to save this information. Note: All required fields are highlighted in yellow color. Agency Administration

14. 13 Governance 44.To add a phone number for this record click the Add Phone hyperlink on the Address screen. 45.Select the phone number Type from the drop down list. Enter the phone number and extension if needed and click Finish to save the phone number information. 46.Once you complete this information and Save, this person’s name gets added to the Governance list. 47.Click on the Add New Governance Record hyperlink for each new member to be added. Note: All required fields are highlighted in yellow color. Agency Administration

15. 14 Relationships- Collaborative 48.This screen records the collaborative or subordinate agencies that are under the current Agency. 49.This list will get populated when the collaborative agency selects you as the Parent Organization on their Agency Profile screen. It is not possible to add a collaborative agency for yourself. Agency Administration

16. 15 Relationships- Disclosure 50.Disclosure: The purpose of the agency level disclosure agreement is to set up standard date that will be disclosed between your agency and other agencies you may make client referrals to. In addition to the agency disclosure agreement, a client consent must be established prior to making a client referral. Once an agency disclosure agreement is created the information will serve as the default on the client consent screen when a client consent is created and can be modified for each client. 51.Click Relationships from the Left Menu Toolar, then click Disclosure. 52.You will see the Agency Disclosure Domain List. 53.To add a new disclosure agreement click the Add Agency Disclosure Domain Record hyperlink. 54.Select the Disclosing and Receiving Agency from the drop down. The disclosing agency is usually only your own agency since you cannot setup policies for some other agency. To set a default policy for all agencies instead of just between your agency and another, choose ‘Global Policy’ in the drop down list for the Receiving Agency. Agency Administration

17. 16 Relationships- Disclosure 55.Select the Consent Options by holding down the CTRL key and clicking on the options (allowing the selection of multiple consent options). Then select the appropriate Consent Expires Upon choice and click the right pointing arrow. The information you selected will now appear in the Selected Options box. 56.Click Finish when you are done. This will take you back to the list screen and you will see the record you added on the list. To review or edit a record click the Review hyperlink under Actions. Agency Administration

18. 17 Announcements 57.Click Announcements under Agency from the Left Toolbar Menu. You will see the Announcement List. You can use this section to post or edit announcements on your home-page. Only staff with the appropriate permissions can create an Announcement. 58.To add a new announcement click the Add New Announcement hyperlink. 59.Enter a summary of the announcement in the Summary field. This will appear on the Announcements List screen in the Agency module and on the Home Page. 60.Enter the details of the announcement, the Priority (from the drop down list), start date and the end date. The start and end date will determine when the announcement is displayed on the Home Page. 61.The Created By and Created Date will be filled by the system and are read only fields. 63.Click Finish when you have entered all of the appropriate information for the announcement. This will take you back to the list screen and you will see the announcement you entered listed. 64.To review the details of an announcement or to edit an announcement you created click the Review hyperlink under Actions next to the appropriate announcement. Agency Administration

19. 18 Referrals In 65.To review a list of clients who have been referred to your agency click Referrals and then Referrals In. 66.A list of all clients who have been referred to your agency will appear. To review the more detailed information for a particular referral click the Review hyperlink under Actions. 67.All clients referred to an agency are designated as “Referral Created/Pending”. To change a client’s Referral Status, click Review and then choose another Referral Status. 68.Appointment status should also be selected to identify whether the client kept the appointment, did not show for the appointment, etc. Click Finish. 69.If the Referral Status ‘Placed/Accepted’ is chosen and the appointment status is ‘Kept Appointment’, the user will be taken to the Intake screen to start a new episode of care at the new agency when the user clicks Finish. Testing Agency Agency Administration

20. 19 Referrals Out 70.To review a list of clients who have been referred to other agencies by your agency, click Agency, Referrals, then Referrals Out. 71.The user can choose to review different statuses for Referrals Out by clicking the drop down box next to “Referrals from….”. This list allows the user to see those referrals pending, placed, etc. 72.A list of all clients who have been referred by your agency will appear. To review the more detailed information for a particular referral click Review hyperlink under Actions. Agency Administration

21. 20 Wait List 73.To review a list of clients on the Wait List for your agency click Wait List. 74.A list of all clients on the Wait List for your agency will appear. The list can be sorted by any of the column headings by clicking on the column heading. Clients are put on the waitlist at your program at the client level and are added to this list. 75.To review the details of a particular record click the Review hyperlink under Actions. 76.If the client is to be admitted to the program, the staff will enter information in the following fields: ‘ Removed from Waitlist by’, ‘Reason’, ‘Comments’ and ‘Waitlist End Date’. When complete the user can click Save or Finish to save the record. If desired, the user can then click ‘Admit Client’ to immediately admit the client to the facility. Agency Administraton