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BHSDSTAR
ProviderTreatFirstUserGuideVersion1.4
BHSD User Guide Page 1 of 19
UserGuide-ProviderTreatFirst
Version1.4Updated6/15/17
BHSDSTAR
ProviderTreatFirstUserGuideVersion1.4
BHSD User Guide Page 2 of 19
TableofContents1. PurposeandIntroduction....................................................................................................................31.1 GeneralInformation....................................................................................................................3
2. LogInandAccountSettings................................................................................................................32.1 ToLogin:.....................................................................................................................................32.2 ToeditProfileSettings:................................................................................................................42.3 ToeditPassword:........................................................................................................................52.4 TocontactSupportviaEmail:......................................................................................................62.5 ToLogout:....................................................................................................................................6
3. ClientRegistration...............................................................................................................................64. ClientFind..........................................................................................................................................105. ClientContactInformation................................................................................................................116. ClientMandatedData........................................................................................................................126.1 AddUpdate:...............................................................................................................................126.2 AddDischarge............................................................................................................................12
7. ClientProjectParticipation................................................................................................................137.1 ToaddaclienttoaProject:.......................................................................................................137.2 ToremoveaclientfromaProject:............................................................................................13
8. ClientNotes.......................................................................................................................................148.1 ToaddaNote:...........................................................................................................................14
9. ProjectTrackingItems.......................................................................................................................149.1 DataUploads:............................................................................................................................149.2 AttendanceUpdates:.................................................................................................................149.3 IndividualswithNoVisits...........................................................................................................159.4 Reports......................................................................................................................................16
10. ClientVisits....................................................................................................................................1610.1 AddingandCompletingVisits:...................................................................................................1610.2 ExportingVisitInformation:.......................................................................................................18
11. Questions......................................................................................................................................19
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1. PurposeandIntroductionThisdocumentdescribesthebasicsofnavigatingintheBHSDSTARTreatFirstapplication.
1.1 GeneralInformation
1. Youmusthaveyourownuniqueemailaddresstohaveanaccount.2. AllactivitydoneusinganaccountistrackedandrecordedinBHSDSTAR.Donotshareyouraccount
information.3. Itisimportanttoknowyourorganizationsprimaryand/orsecondaryaccountmanagerforBHSDSTAR.
Theywillbeabletoanswermostquestionsforyouabouthowtheywantyoutousetheapplication.4. Onlinevideos,super-quickguidesandcomprehensiveuserguidesareavailableonbhsdstar.org.For
questionthatcan’tbeansweredbytheonlineresourcesoryourprimary/secondarycontact,oranyissuesyoumayencounterinBHSDSTAR,[email protected].
5. AnyidentifyingclientinformationsentthroughemailisaHIPAAviolation.UseonlytheBHSDSTARClientIDwhenneedingtoreferenceaspecificclient.
6. TheTrackingmoduleforanygivenprogramprovidesquicklinksandinformationaboutimportantitemsspecifictotheprogram.Thisislocatedonthelandingpagefortheprogram.
2. LogInandAccountSettings 2.1 ToLogin:
1. Fromthedesktopdouble-clickyourinternetbrowsertolaunch.(ForbestresultswerecommendGoggleChromebutotherbrowserscanalsobeused.)
2. Enterbhsdstar.org/inthebrowserwindowandpresstheEnterkey.
3. ClicktheProviderLoginbutton.4. ClickintheUsernamefieldandenterusername.5. PresstheTabkeyorclickinthePasswordfieldandenteruserpassword.6. ClicktheLoginbutton.
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7. TheHomescreenwilldisplaylistingProgramsontheLeftNavigationwhenselectedtheirTracking
IconsandGraphs.
Tip:ThisscreencanbeviewedatanytimebyclickingProgramsintheupperrightcornerofthescreenorbyclickingtheprogramontheleftnavigation.
Tip:Itemsrequiringactionaredisplayedwithan Iconlistingthe#ofitemsforeachTrackingItemandtheTakeActionbuttonisdisplayed.
2.2 To edit Profile Settings: 1. ClickonyourloggedinNameintheupperrightcorner.2. ClickUpdateProfile.3. Clickthefieldyouwanttoeditandenternewinformation.4. ClickSave.
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2.3 To edit Password: 1. ClickonyourloggedinNameintheupperrightcorner.2. ClickChangePassword.3. Entercurrentpassword.4. Enteranewpassword.5. Re-enterthenewpassword.6. ClickUpdate.
Tip:Password must be changed every 90 days, contain at least eight characters, contain at least one number, contain at least one lower case letter, contain at least one upper case letter, and contain at least one special character.
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2.4 To contact Support via Email: Tip:Neversendaclient’snameinthefreetextsectionoftheemail-refertothembythelast5digitsoftheirBHSDSTARClientID.1. ClickonyourloggedinNameintheupperrightcorner.2. ClickContactSupport.
2.5 To Logout: 1. ClickonyourloggedinNameintheupperrightcorner.2. ClickLogout.
3. ClientRegistration FromtheHomescreen:
1. ClickClient,Register.2. ClicktheFirstNamefieldandentername.3. ClicktheLastNamefieldandentername.4. ClicktheDateofBirthFieldandenterDOB.5. ClickSearch.6. Thesystemdisplayspossiblematchesortheregistrationscreenifnomatchesarefound.(ClickNoneif
Theseiftheclientisnotlisted)
Tip:Registration is used to identify existing records in BHSDSTAR first to avoid duplication of individuals in the system. One individual can be participating in other programs with other providers or have done so in the past.
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7. ClicktheMiddleInitialfieldandentermiddleinitial.8. ClicktheSuffixdrop-downandclicksuffix.9. ClicktheSSNfieldandenterSSNorclicktheNoSSNcheckboxtoselect.10. ClicktheMedicalRecordNumberfieldandenterMRN.11. ClicktheMedicaidRecipientcheckboxtoselect.12. ClicktheMedicaidIDfieldandenterID.13. ClicktheMCOdrop-downandclickMCO.14. ClicktheCCLdrop-downandclickCCL.15. ClicktheGenderfieldandclickgender.16. ClicktheSexualPreferencedrop-downandclickpreference.17. ClicktheEthnicitydrop-downandclickEthnicity.18. ClicktheRacedrop-downandclickRace.19. ClicktheActiveMilitarydrop-downandclickstatus.20. ClicktheLanguagedrop-downandclicklanguage.21. ClicktheOtherLanguagefieldandenterotherlanguage.22. ClicktheTribalAffiliationdrop-downandclickaffiliation.23. ClickSaveandContinue.
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24. ClicktheAddress1fieldandenteraddressorclicktheHomelesscheckboxtoselect.25. ClicktheAddress2fieldandenteraddress.26. ClicktheCityfieldandentercity.27. ClicktheStatedrop-downandclickstate.28. ClicktheZipCodefieldandenterzipcode.29. ClickthePhonefieldandenternumberorclicktheNoPhonecheckboxtoselect.30. ClicktheMessagedrop-downandclickYesorNo.31. ClicktheOtherPhonefieldandenternumber.32. ClicktheMessagedrop-downandclickYesorNo.33. ClickSaveandContinue.
34. ClicktheNamefieldunderParent1andenteraname35. ClickthePhoneNumberfieldunderParent1andenteraphonenumber36. ClicktheRelationtoClientdrop-downunderParent1andselectarelationshipstatus37. ClickthetextboxunderParent1anddescribetherelationshipif‘Other’isselectedinstep#3638. ClicktheNamefieldunderParent2andenteraname39. ClickthePhoneNumberfieldunderParent2andenteraphonenumber40. ClicktheRelationtoClientdrop-downunderParent2andselectarelationshipstatus41. ClickthetextboxunderParent2anddescribetherelationshipif‘Other’isselectedinstep#3642. ClicktheNamefieldunderLegalRepresentative/Guardianandenteraname43. ClickthePhoneNumberfieldunderLegalRepresentative/Guardianandenteraphonenumber44. ClicktheRelationtoClientdrop-downunderLegalRepresentative/Guardianandselectarelationship
status45. ClickthetextboxunderLegalRepresentative/Guardiananddescribetherelationshipif‘Other’is
selectedinstep#3646. ClicktheNamefieldunderEmergencyContactandenteraname47. ClickthePhoneNumberfieldunderEmergencyContactandenteraphonenumber48. ClicktheRelationtoClientdrop-downunderEmergencyContactandselectarelationshipstatus49. ClickthetextboxunderEmergencyContactanddescribetherelationshipif‘Other’isselectedinstep
#3650. ClicktheNamefieldunderNon-medicalpersonandenteraname51. ClickthePhoneNumberfieldunderNon-medicalpersonandenteraphonenumber52. ClicktheRelationtoClientdrop-downunderNon-medicalpersonandselectarelationshipstatus
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53. ClickthetextboxunderNon-medicalpersonanddescribetherelationshipif‘Other’isselectedinstep#36
54. ClicktheNamefieldunderOtherandenteraname55. ClickthePhoneNumberfieldunderOtherandenteraphonenumber56. ClicktheRelationtoClientdrop-downunderOtherandselectarelationshipstatus57. ClickthetextboxunderOtheranddescribetherelationshipif‘Other’isselectedinstep#3658. ClickSaveandContinue.
59. ClickDateofInitialRegistrationcalendarandclickdate.60. ClickVeterandrop-downandclickstatus.61. ClickMaritalStatusdrop-downandclickstatus.62. ClickPregnantdrop-downandclickstatus.(AppearsforFemaleclients)63. ClickLivingArrangementdrop-downandclickarrangement.64. ClickEducationdrop-downandclickstatus.65. ClickSchoolAttendanceStatusdrop-downandclickstatus.66. ClickEmploymentStatusdrop-downandclickstatus.67. ClickSourceofincomedrop-downandclicksource.68. ClickLegalStatusatAdmissiondrop-downandclickstatus.69. ClickReferralSourcedrop-downandclicksource.70. ClickArrestinPast30daysdrop-downandclick#ofarrests.71. ClickHealthInsurancedrop-downandclickinsurancecarrier.72. ClickSMIdrop-downandclickstatus.73. ClickSEDdrop-downandclickstatus.74. ClickCodependentdrop-downandclickstatus.75. ClickSubstanceAbuseProblemand/orMentalHealthDiagnosisdrop-downandclickstatus.76. Additionalfieldswilldisplayforentryasneeded.77. Completetheentry/selectionforthedisplayedrequiredfields.
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78. ClickFinish.79. TheClientDashboard/ProjectsTabisdisplayed.
4. ClientFindTip:Findisusedtofindclientsregisteredatyourprovideronly.FromtheHomescreen:
1. ClickClient,FindClient.2. ClicktheFirstNamefieldandentername.3. ClicktheLastNamefieldandentername.4. ClicktheDateofBirthFieldandenterDOB.5. ClicktheIndividualIDfieldandenterID.6. ClicktheLast4SSNfieldandenterthelast4digitsoftheSSN.7. ClickMedicalRecordNumberandenternumber.8. ClicktheMedicaidIDfieldandenternumber.
Tip: Not all fields are required to Find a Client. You can Find by First Name only as an example.
9. ClickFindClient.10. ClicktheClientIDoftheindividualfoundonthelistofpossiblematches.
11. TheClientDashboardisdisplayed.
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5. ClientContactInformationFromtheClientDashboard:
1. ClickProfile,Address&Phone,orContacttab.2. Clickanyofthefieldsandenter/edittheinformation.3. ClickSave.4. TheClientDashboardisdisplayed.
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6. ClientMandatedData 6.1 Add Update: FromtheClientDashboard:
1. ClickMandatedDatatab.2. ClickAddAssessmentdrop-downandclickUpdate.3. ClickDateofUpdatecalendarandclickdate.4. ClickVeterandrop-downandclickstatus.5. ClickMaritalStatusdrop-downandclickstatus.6. ClickPregnantdrop-downandclickstatus.7. ClickLivingArrangementdrop-downandclickarrangement.8. ClickEducationdrop-downandclickstatus.9. ClickSchoolAttendanceStatusdrop-downandclickstatus.10. ClickEmploymentStatusdrop-downandclickstatus.11. ClickSourceofincomedrop-downandclicksource.12. ClickHealthInsurancedrop-downandclickinsurancecarrier.13. ClickSMIdrop-downandclickstatus.14. ClickSEDdrop-downandclickstatus.15. ClickCodependentdrop-downandclickstatus.16. ClickSubstanceAbuseProblemand/orMentalHealthDiagnosisdrop-downandclickstatus.17. Additionalfieldswilldisplayforentryasneeded.18. Completetheentry/selectionforthedisplayedrequiredfields.
6.2 Add Discharge FromtheClientDashboard:
1. ClickMandatedDatatab.2. ClickAddAssessmentdrop-downandclickDischarge.3. ClickDateofLastContactcalendarandclickdate.4. ClickDischargeReasondrop-downandclickreason.
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5. ClickDateofDeactivationcalendarandclickdate.6. ClickVeterandrop-downandclickstatus.7. ClickMaritalStatusdrop-downandclickstatus.8. ClickPregnantdrop-downandclickstatus.9. ClickLivingArrangementdrop-downandclickarrangement.10. ClickEducationdrop-downandclickstatus.11. ClickSchoolAttendanceStatusdrop-downandclickstatus.12. ClickEmploymentStatusdrop-downandclickstatus.13. ClickSourceofincomedrop-downandclickincome.14. ClickHealthInsurancedrop-downandclickinsurancecarrier.15. ClickSMIdrop-downandclickstatus.16. ClickSEDdrop-downandclickstatus.17. ClickCodependentdrop-downandclickstatus.18. ClickSubstanceAbuseProblemand/orMentalHealthDiagnosisdrop-downandclickstatus.19. Additionalfieldswilldisplayforentryasneeded.20. Completetheentry/selectionforthedisplayedrequiredfields.
7. ClientProjectParticipation 7.1 To add a client to a Project: FromtheClientDashboard:
1. ClickProjectstab.ProjectstheProviderparticipatesinandtheclientiseligibleforaredisplayed.2. ClickActivateforaprojecttoaddtheclienttothatproject.Anyprojectspecificrequiredfieldsare
displayedforentry.3. EntertherequiredfieldsandclickApplyStatus.
7.2 To remove a client from a Project: FromtheClientDashboard:
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1. ClickProjectstab.ProjectstheProviderparticipatesinandtheclientiseligibleforaredisplayed. 2. ClickStatusfortheproject.(Someprojectswillnothavethisbuttontoremoveclientsasdesigned) 3. ClickactionDatecalendarandclickdate. 4. ClickActionTypefieldandclicktype.Additionalrequiredfieldswillbedisplayed. 5. EntertherequiredfieldsandclickApplyStatus.
8. ClientNotes
FromtheClientDashboard:
1. ClickNotestab.2. CurrentNotesfortheclientwilldisplay.
Tip: As notes are added the (0) on the tab will update. 8.1 To add a Note:
1. ClicktheNotessectionandenternotes.2. ClicktheDatecalendarandclickdate.3. ClickAddNote.4. ThenewlyaddednoteisdisplayedintheCurrentNotestablewithdate,text,andenteredby.
9. ProjectTrackingItems 9.1 Data Uploads: FromtheHomescreen:
1. ClickTakeAction.2. ClickFileTypedrop-downandclickfiletype.3. ClickBrowseandfindthefileonyourPC.4. ClickSubmitFile.5. Recordsaccepted/unacceptedaredisplayedbelow.6. ClicktheErrors(ifindicated)toseeanyerroredrecords.7. Makethenecessarycorrectionstotherecordsandre-submitthefile.
9.2 Attendance Updates:
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Tip: Attendance Updates should be completed on a regular basis by Providers to insure that reschedules and no shows can be recorded and reported for the Treat First program.FromtheHomescreen:
1. ClickTakeActionunderAttendanceUpdate.2. Individualsrequiringanattendanceupdatewillbedisplayed.3. ClicktheStatusUpdatedrop-downandclickstatus.4. ClickUpdatefortheclient.
9.3 Individuals with No Visits FromtheHomescreen:
1. ClickTakeActionunderIndividualswithNoVisits.2. Individualsregisteredbutwithnovisitswillbedisplayed.
3. ClickaClientID.4. ClientDashboardisdisplayed.
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9.4 Reports FromtheHomescreen:
1. ClickRunReportdrop-downandclickreport.2. Click/SelectReportCriteria.3. ClickRunReport.4. Reportdetailsaredisplayed.
10. ClientVisits 10.1 Adding and Completing Visits: FromtheClientDashboard:
4. ClickTreatFirstVisitstab.5. ClickStartNewVisit.6. SelfCheck-inquestionsaredisplayed.
Tip:ChildQuestionswilldisplayiftheClientis<18yearsold.Tip:SpanishQuestionswilldisplayiftheLanguageselectedduringregistrationwasSpanish.
7. Clicktheappropriateresponseforeachquestion.8. ClickSave.9. Thecompletedquestionsarethendisplayedonthevisitandthegraph.Tip:Thelanguagecanbechangedforthequestionsbyselectingthedrop-downonthelowerrightsideofthescreen.
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10. ClickSessionCheck-in.11. TheSessionCheck-inquestionswilldisplay.
12. Clicktheappropriateresponseforeachquestion.13. ClickSave.14. Thecompletedquestionsarethendisplayedonthevisitandthegraph.Tip:Thelanguagecanbechangedforthequestionsbyselectingthedrop-downonthelowerrightsideofthescreen.
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15. ClickCompleteVisit.
16. ClickWasthereasonforthevisittodaycompletelyaddresseddrop-downandclickYesorNo.17. ClickWasanothervisitscheduleddrop-downandclickYesorNo.18. ClickIfyes,whenistheappointmentfieldandclicknextappointmentdate.(NotrequiredifNois
answeredabove)19. ClickVisitDatecalendarandclickvisitdateifitoccurredonadaydifferentthantoday.20. ClickCompleteVisit.21. Thecompletedquestionsarethendisplayedonthevisit.
Tip: Most recent Visit is displayed on top. Click a Visit Date to expand and view visit details. Tip: A new vist can be added even for a client that states another appointment is not needed. Tip: Visits can be edited and deleted by clicking on the vist and clicking edit visit or delete visit. 10.2 Exporting Visit Information: FromtheClientDashboard:
1. ClickaVisitDatetoviewdetails.2. ClickExport.3. ClickOpen.4. Apdfversionofthevisitwilldisplayandcanbesavedlocally.
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11. Questions [email protected].