Georgia Department of Juvenile Justice Mental Health Management of Juveniles Automation NASCIO Recognition Award Nomination

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1 Georgia Department of Juvenile Justice Mental Health Management of Juveniles Automation 2012 NASCIO Recognition Award Nomination Submitting Agency: Georgia Department of Juvenile Justice Nomination Category: Improving State Operations Contact: Doug Engle, CIO State: Georgia Project Initiation Date: January 2010 Project Completion Date: August 2011

2 EXECUTIVE SUMMARY The Georgia Department of Juvenile Justice (DJJ) provides services to thousands of youth in the juvenile system. With the large number of youth and personal information, DJJ needed a way to maximize efficiency and ensure accuracy at all times. About the Situation: Across 27 facilities and 92 court services offices, more than 4,000 employees work every day to ensure a secure work flow for DJJ. The department realized the need for a system to further improve efficiency, accuracy and compliance for day-to-day work. There was also a need to eliminate paper records and minimize extra help needed to manage and organize piles of paperwork. The automation project was aimed at improving work productivity, statistical analysis, compliance with standards, accuracy of documentation and accountability; however, many more benefits have been realized for the overall system. Innovative Solution: DJJ developed a fully automated mental health record for youth in the juvenile justice system. The project integrated the health records into the Juvenile Tracking System. The intent was to eliminate the need for paper records and replace them with web-based electronic mental health records. The record automation was developed to improve work productivity management, statistical analysis, compliance with standards, accuracy of documentation and accountability. In addition to automating the youth s mental health record, the Office of Technology and Information Services (OTIS) and the Office of Behavioral Health Services (OBHS) have automated training documents and video presentations in order to more efficiently orient staff on the use of the mental health record. The use of training videos and documents has reduced the need for travel and time away from the facilities in order to implement business processes. 1

3 DESCRIPTION The project integrated the health records into the Juvenile Tracking System. The intent was to eliminate the need for paper records and replace them with web-based electronic mental health records. A number of mental health modules were designed to create youth mental health records. The modules track and record mental health statuses and alert notifications that identify risks and treatment needs. For convenience, the results are streamlined business processes that are web based utilizing ASP.NET and Microsoft SQL Server. The modules are as follows: Mental Health Screening records the intake screening on every youth in the system. Initiates and communicates alerts throughout the system for youth s risk of mental health needs. Mental Health Alert identifies and notifies all facility staff of youth who are in need of special or close observation, special management planning, behavioral health placement and caseload designation. Mental Health Assessment contains a fully automated biopsychosocial evaluation of the youth s symptoms, behaviors and treatment needs. Establishes the youth s risk and needs for placement on a caseload with eventual development of a Behavioral Health Treatment Plan. Psychodiagnostic Evaluation an evaluation, conducted by a psychologist or psychiatrist, that formulates the youth s diagnosis and the possible need and monitoring of medication for mental health symptoms. Behavioral Health Treatment Plan compilation of treatment goals, objectives and interventions determined after assessment and evaluation for management and treatment of youth s Mental Health needs. Progress Notes tracks the ongoing progress of the youth s mental health care through process documentation of goal and objective attainment by way of mental Health interventions guided by the Behavioral Health Treatment Plan. 2

4 SIGNIFICANCE The development of the behavioral health modules in the Juvenile Tracking System is intended to reduce the use of paper documenting processes and to structure the documentation requirements for easier access to records. The automated system plays a key role in helping DJJ remain in compliance with department policy and national standards of correctional health care. It also allows for a reduction of manpower, since there is no longer a need to file, retrieve, process and maintain health records. The system allows for more enhanced productivity, statistical tracking and analysis of provider workload. The establishment of work task reports helps streamline and track work requirements for accomplishment in a timely manner. Another important aspect gained is the monitoring of compliance or failure to the mental health process. BENEFIT The automation of the mental health record has allowed for: Improved communication of youth risk assessment and need Reduced volume of physical health records and storage Improved accuracy of records while structuring the data entry process Another important benefit has been the removal and transportation of physical records between facilities, which has allowed for advanced notification to receiving facilities. This has improved productivity, continuity of care and reduced risk when youth are transferred among any of the 26 DJJ facilities. Access to electronic records has enabled improved monitoring of a youth s treatment and care through management reports and statistics. Central office staff can perform quantitative and qualitative review of records reducing time and travel and providing quality assurance and oversight. 3

5 Compliance with the federal Health Insurance Portability and Accountability Act (HIPAA) is improved due to rights of access to health records being defined and limited to providers who have a need to know about information in the youth s health record. The automation project was aimed at improving work productivity, statistical analysis, compliance with standards, accuracy of documentation and accountability; however, many more benefits have been realized for the overall system. In addition to automating the youth s mental health record, the Office of Technology and Information Services (OTIS) and Office of Behavioral Health Services (OBHS) have automated training documents and video presentations in order to more efficiently orient staff on the use of the mental health record. The use of training videos and documents has reduced the need for travel and time away from the facilities in order to implement business processes. DJJ now utilizes video conferencing for remote clinician and psychiatrist youth counseling and behavioral health progress management in all facilities. Staff no longer have to travel long distances to provide these services, which has resulted in more timely behavioral health counseling sessions with reduced travel cost. 4