Alcohol & Drug Information System (ADIS) FullADIS AGENCY TRAINING. Information, Analysis & Reporting Unit adishelpdesk@health.vic.gov.

Transcription

1 Alcohol & Drug Information System (ADIS) FullADIS AGENCY TRAINING Information, Analysis & Reporting Unit August 2013

2 FullADIS Training - Introduction

3 FullADIS Training What will we cover today? What is ADIS? Definitions you will need Processing within FullADIS - Enter a New Client - Enter a Course of Treatment (COT) - Record an Episode of Care (EOC) Configuring FullADIS Reporting and Extracting Department of Health Actuals & Targets Report Where to find helpful information

4 What is ADIS? Please feel welcome to ask any questions during this session. The Alcohol and Drug Information System ADIS, is a reporting platform for agencies funded by the Department of Health. FullADIS is the name of the application Reports submitted by agencies provide information on: Drug and alcohol treatment services Drink Drive assessment and education Primary Health Services

5 What is the data used for? Data is received from agencies and merged into the contact database at the Department of Health. Data is used to: monitor agency performance inform service planning and policy development

6 FullADIS Training - Starting FullADIS

7 Start FullADIS - Option 1 1. Using your mouse, click on the Windows Start Menu and highlight Programs. You will see FullADIS in the list. 2. Click on 3. FullADIS will start and the log in screen will appear. Note: Depending on your version of Windows, the Start menu may look different.

8 Start FullADIS - Option 2 1. On the desktop you will see the FullADIS shortcut. 2. Click on the shortcut FullADIS 3. FullADIS will start and the log in screen will appear.

9 Logging in to FullADIS Your Agency Code and Agency Name are displayed on the login screen. The Agency Code is used by the Department of Health to identify which agency the data has come from. Agency Code Agency Name Enter your user ID Enter your password Select the OK button and the Main Menu will display

10 FullADIS User ID s Each new installation of FullADIS will automatically have the user ID ADMIN A User ID and password are required to login to the FullADIS program It is recommended that a unique ID is created for each person using FullADIS

11 Main Menu The Main Menu allows you to access all functions within FullADIS

12 STARTING A NEW CLIENT

13 Main Menu Access Clients To start a new client or view an existing client, click on Clients You can also access the Clients function by clicking on Activities and selecting Clients

14 Starting a new client - Client List window To start a New Client, Click on To open an existing Client, double click on the Client Name To find an existing Client, enter name into the search field

15 New Client Details window All yellow fields are mandatory Select this button for Suburb and Post Code. Tick box in postcode for homeless & inadequately described Always select these fields from the drop-down list (DO NOT TYPE IN AS IT WILL NOT SAVE) All fields in Registration Details (although not yellow) must be completed.

16 Start a New Service window Once you have entered all the required fields in the Client Details window you can start a new service To begin a new Treatment Record click on Services and select New Service Or Select the New Service icon The postcode prompt will display - if current and correct click Yes - if incorrect click No and amend the details

17 Screening window Enter the screening details (if applicable) Until a service is selected the fields will default with this service type: - General / Screening / Not Funded If Start Service button is inactive (greyed out) return to Registration Details

18 Calculation of Waiting Times The Screening/Initial Needs Identification Date and Treatment Commencement Date are critical to the calculation of waiting times. Waiting Times are calculated as: the number of working days from when a client is screened/identified as requiring a particular AoD service and the commencement of treatment.

19 Start Service In the Screening window click Start Service to select the Service Type The Select Service window is displayed

20 Select a Service Type IMPORTANT: Always ensure the Target Group, Service Type and Funding Source details you select are correct. These details are located on your Service Agreement. Your Manager has a copy and can confirm these details. 1. Select the correct Program Type from the Program drop down list 2. When you have confirmed the correct Target Group, Service Type, and Funding Source select it from the Service Window 3. Click OK Target Group, Service Type and Funding source list

21 Registration window part 1 The name of the Service Type you select is on the top of each window Outlet: select correct address if your Agency has more than one sub-outlet

22 Registration window part 2 If applicable the following three dates can be the same Screening/Initial Needs Identification Date: The date the client was identified as requiring this particular treatment Assessment Date: The date the client was assessed for this course of treatment Treatment Commencement Date: The date the actual treatment commenced

23 Registration window part 3 Continue recording into the fields which are still blank IMPORTANT Only select & tick the FORENSIC BOX if you have a TCA Form from ACSO-Coats

24 Registration window part 4 The Save button is not active until all mandatory fields in the Registration window and several in the Drug Problem window are complete

25 Drug Problem window - part 1 Select the Drug Problem window by clicking the Drug Problem tab Enter all the relevant fields remembering all yellow fields are mandatory

26 Drug Problem window part 2 When all the yellow fields are entered in Screening, Registration and Drug Problem tabs Save becomes active. Click Save and you will be returned to the Client Details window If you populate the Concurrent Conditions field in this window you are also required to populate the Concurrent Conditions field in the Termination tab screen

27 Services/Contacts window part 1 Select the Services/Contacts screen by clicking the Services/Contacts Tab Indicate whether an Individual Treatment Plan has been developed and enter the date it started Every Course of Treatment must have at least one contact recorded

28 Services/Contacts window part 2 Recording Yes in (ITP) Individual Treatment Plan Developed activates the Significant Treatment Goals Achieved (STGA) function. Click the select button and the STGA window will appear

29 Significant Treatment Goals Achieved part 1 There is a unique set of STGA for each AoD Treatment type Only the STGA s applicable to the current service will be displayed

30 Significant Treatment Goals Achieved part 2 Tick boxes for Goals achieved during the course of treatment Goals highlighted in blue have a different definition between target groups Click the Help button to view the ADIS on-line help which provides definitions on all STGA s

31 Significant Treatment Goals Achieved part 3 STGA s must relate to: - Client outcomes that are attained through AoD Treatment Services A minimum of 1 (and a maximum of 7) STGA s must be achieved during one Course of Treatment (COT) for it to become an Episode of Care (EOC)

32 Course of Treatment (COT) Definition of a Course of Treatment is: A period of treatment in one service type Occurs between a specialist AoD service provider and a client Involves one or more contacts with the client Has a start date, and an end (termination) date May, or may not, include the achievement of a significant treatment goal by the client

33 Episode of Care (EOC) Definition of an Episode of Care is: A completed Course of Treatment undertaken by a client With at least 1 Significant Treatment Goal achieved under the care of the alcohol and drug worker

34 Client Contacts Select Add to enter the contact details The Contact Details window is displayed. Complete all yellow fields & make notes here

35 Termination window must be completed if any conditions are recorded in the Drug Problem tab When all mandatory fields are completed, click Save. You will be returned to the Client Details window.

36 Completed Treatment The treatment record appears in the client s service history Double click on the record to view or edit it. You have successfully recorded a new client and entered a treatment record for them. If the client returns for further treatment, select New Service to add a new treatment record.

37 Review and Questions 1. We have now successfully entered a new client 2. Recorded a Course of Treatment (COT) 3. We have terminated the COT by entering an end date 4. The COT has Significant Treatment Goals Achieved(STGA s) 5. As our COT has a Start & End Date, has achieved STGA s it becomes an Episode of Care (EOC) Does anyone have questions so far?

38 Configuring FullADIS - Database Set-up - Agency Set-up - Service Set-up - Add / Remove Staff

39 Database Set-Up To locate your Database Set-up - Select File from the Main Menu - Select Database Set-up The Database set-up screen lists the file paths for: - Database - Network - Transfer - Extract - PDF s

40 Agency Details window From the Main Menu. Select Agency Agency Details This screen lists your: Agency Name Agency Code and Sub-Code Multiple sub-outlets in a Region (if applicable) Free text fields available for Agency defined fields. eg: previous surname

41 Agency Service List window Add & de-activate services in this window. - TIP: de-activate services you are not currently using Lists where your data is ed to An Active Service should always have a Y under HO

42 Staff Details window Located in the Main Menu. Select Agency Add Staff De-activate Staff Provide Supervisor access (at least 2) Re-set passwords Staff Details

43 Reporting & Extracting - Generating Internal Agency Reports - Extracting Data for Export to the Department of Health

44 Generate Reports There are several options - by Status / Service Type / Client etc Always click Refresh List between your reports

45 Extracting Data part 1 Preliminary steps prior to exporting your quarterly data: - Close all Courses of Treatment that Terminated during the quarter Extracts Include: - All Open Courses of Treatment - Courses of Treatment that started during the quarter - Courses of Treatment that ended during the quarter Prepare for Export: Users can access the Export Data screen by selecting: Transfer Export Data, from the FullADIS Main Menu screen.

46 Extracting Data part 2 Export Data screen - Start & End dates will default to the start date for the previous reporting quarter - Enter correct start & end dates for the period you require - All courses of treatments recorded during the selected period will be included in the export file Click the Refresh button to update the counts list.

47 Extracting Data part 3 Check the Terminated, Term/SGs and Open column counts are what you expected. Status Window stays blank until the Prepare for Export button is clicked. FullADIS stores all of the information in the Status Window in a log file.

48 Extracting Data part 4 Export data function buttons Click on the Preview button to view the export report before completing the extract process. Print the report and keep a hard copy for your records. Click on the Print button to print a copy of the export report. The Print screen is displayed. Close the preview screen to continue the export process.

49 Extracting Data part 5 Click Prepare for Export or click the Close button to close without running an export.

50 Extracting Data part 6 When exporting, the status field displays a summary of what is occurring: 1. Lists each Service Type being exported 2. How many records were processed 3. The directory path where the file is saved

51 Extracting Data part 7 Details Screen: When the export process has completed, the Details screen is displayed. The Create s button will be inactive and the Selected Details fields will be empty.

52 Extracting Data part 8 To Generate s: details will be displayed in the Selected Details fields and generated for all addresses listed Click one of the Recipient addresses listed in the Details screen. The generated s will be either available as open s, or in your outbox, or drafts folder. Click on Create s button.

53 Extracting Data part 9 Once the s have been generated, the Status field will update to display: 1. Whether or not an message was prepared. 2. An export completed notice including, the date and time of the export, and that a status log was written.

54 Extracting Data part 10 An information screen will also be displayed Click the OK button to close the message and the Export Data screen is re-displayed. Click the Close button to close the screen after the export has completed.

55 Extracting Data part 11 Find s: Display your application screen. The generated s will be either available as open s in your outbox or in your drafts folder If you are using Lotus Notes you should see the following

56 Extracting Data part 12 Check and Send s: Check that the ADZ files are included as attachments for each of the s generated. - You may have to scroll down to see them (see below). There should be one ADZ extract file for each funded service type. Send the s that have been generated to complete the extract process.

57 Extracting Data part 13 Once you have completed the Export, you will be prompted to back-up the ADIS database Click the Start button to backup your data to the nominated directory or click the Close button to skip the backup at this time You should back up your database each time you run an extract.

58 Extracting Data part 14 If the s are not automatically created, you will receive the following message If this occurs then you will need to manually attach the export files to an and send them to Head Office.

59 Extracting Data (if s fail to generate) part 15 When the export files are created they are saved into a data directory. This directory path is displayed for each service whilst the export is being run. You can find the directory in the Database Setup screen. This can be accessed via File Database Setup menu from the Main Menu. The path you need is the one named Transfer Location. Once you have located the most recent ADZ files, attach the files to an and send to adisdata@health.vic.gov.au

60 Extracting Data by Due Date What if I cannot submit the quarterly data on time? We appreciate there are difficulties from time to time. Managers or delegates please contact your agency s Regional Program and Service Advisors / Coordinator, who are regularly advised of agency data submission dates and compliance. Any data received after the due date may not be reflected in the following quarterly report.

61 Department of Health Reports - Data Quality Reports

62 Department of Health - Quarterly data load report Agency name: Training Agency Code:

63 Department of Health Reports - Actuals & Targets Report

64 Quarterly Actuals & Targets Report An Actual can only be achieved if you enter the details via ADIS and you select the correct: Program: Normal, Drug Diversion and other Forensic Target Group: General, Youth, Women s, Family (use activity description) Service Type: if it s not in your Service Agreement, do not select it Funding Source: only DHS will be counted as an actual Episodes of Care that are counted towards Agency targets are specified in Agency Funding and Service Agreements (FASAs)

65 Department of Health - Quarterly Report Actuals and Targets Agency name: Training Agency Code: COTs EOCs Actuals Actuals Trim Target Annual Target Achieved Trim (%) Achieved (%) Forensic General CCCC % 87 % Non_Forensic Agency Total General Youth CCCC % 39 % Home-based Withdrawal n/t n/t Outreach n/t n/t Rural Withdrawal % 78 % Specialist Pharmacotherapy % 0 % Home-based Withdrawal % 0 % Outreach % 45 % % 51 % Reports, only list: Department of Health funded activity Closed Courses of Treatment Actual Data

66 Relevant Documentation - Where to find helpful information

67 Find Relevant Documentation From ADIS: Detailed documents are available on every PC that FullADIS is installed on, please access from: -The Windows Start menu, highlight Programs, then Full ADIS -The ADIS User Manual and Guidelines & Definitions are available here

68 Relevant Documentation ADIS User Manual ADIS Guidelines and Definitions ADIS Forms ADIS Bulletins ADIS Frequently Asked Questions (FAQs) are currently being developed & will available on the web page below in From MHDR Information Website:

69 Website IAR website

70 Need Help? Important Contacts: ADIS Helpdesk ADIS Data: - Exported data is sent to this address MHDR Website: