WITS Implementation Toolkit. For All Substance Use Disorder Network Service Providers

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1 WITS Implementatin Tlkit Fr All Substance Use Disrder Netwrk Service Prviders February 20, 2013

2 WITS Implementatin Tlkit 1 Overview Beginning July 1, 2013, all SUD netwrk prviders will be required t utilize WITS as their billing recrd t track and submit claims fr payment. This WITS Implementatin Tlkit is intended t prvide yu with tls t assist in the transitin frm yur current system t WITS fr tracking client demgraphics, services, and billing. WITS is the acrnym fr Web Infrastructure fr Treatment Services. WITS is the web based applicatin that has been chsen t be the Idah statewide data cllectin and management system, as well as the Electrnic Health Recrd (EHR) system fr state funded substance use disrder treatment in Idah. WITS was develped by FEI under a SAMHSA prject which started in WITS is currently used in many states and cunties fr Substance Use, Mental Health and Criminal Justice agencies. WITS is fully cmpliant with HIPAA and CFR 42, Part 2. The WITS Implementatin Tlkit gives prviders sme guidance n the fllwing areas: Assessing Agency Readiness Assessing Staff Readiness Scheduling Training Preparing fr July 1, 2013 Mnitring WITS Utilizatin after July 1, 2013 The WITS Implementatin Tlkit is nt a requirement and yu will nt be asked t turn in any f the nted tables. The Tlkit is prvided simply as a useful tl. Nte that the Tlkit may nt cntain all the items yur agency will need fr successful implementatin. The SUD Prvider WITS emanual will be very useful in helping yu understand hw the system wrks and hw yur agency will best utilize yur staff and resurces. It can be fund by clicking the abve link. Timelines fr expected cmpletin f each targeted area are nted. Trainings will be ffered twice per mnth that will address targeted areas t assist yu in preparing fr implementatin. T register, g t If yu have questins, please cntact the IDHW WITS Help Desk at , r Additinal infrmatin n Health Infrmatin Technlgy (HIT) can be fund at: TIP fr successful implementatin: In rder t imprve efficiency f staff, it is critical t encurage a mve away frm dcumenting n paper frms and transferring the infrmatin int WITS later. 1) Assessing Agency Readiness (March) Evaluate Management Buy-in Management buy-in and participatin is an essential element f a successful implementatin. Ensure that management and supervisrs have an understanding f their rle in the successful implementatin f WITS. Please direct questins t the WITS Help Desk at r

3 WITS Implementatin Tlkit 2 Determine hw yu will plan fr yur implementatin A cmmittee designated t make decisins abut the use f WITS in yur agency is a wrthwhile investment f staff time. Nte which f the fllwing are planned fr yur ffice r facility. Have Plan N Dne T D Plans Establish a multidisciplinary team t d prject planning Map ut key wrkflws such as intake, medical recrds Identify prgram inefficiencies, prblems Discussins at staff meetings t ensure staff awareness Identificatin f wh will lead EHR implementatin Determine the best persn t mnitr and set plicies fr the rganizatin arund the use f the system Cmplete a wrkflw analysis and pssible redesign The first task is the determinatin f hw yu will use WITS and wh will enter data int WITS mdules. This determinatin shuld be made prir t cmpleting the wrkflw analysis. Cnsider wh will enter data such as client prfiles, intake and prgram enrllments (e.g., ill yu use all clerical staff r will clinical staff enter this data). Nte that GAIN will cntinue t be entered by GAIN certified staff. Determine staff wh will be respnsible fr: cnnectin issues resetting user passwrds setting up new staff with WITS User Accunts submitting security access frms accepting referrals and authrizatins billing generating billing reprts T assist yu with these decisins, yu can attend the mnthly WITS Q & A sessins (see the WITS Training Calendar). The secnd task is t cnsider hw the use f WITS will change yur current wrk prcedures. Analyze existing paper wrkflws fr Client Referral, Client Check-in, Intake, and Discharge. It is critical that yu cnsider yur current wrkflws and determine if yur prgram will need t make changes in the prcess in rder t Please direct questins t the WITS Help Desk at r

4 HAS A/OR HAS ACCESS TO A COMPUTER AND/OR PRINTER DOES NOT HAVE A /OR HAVE ACCESS TO A COMPUTER AND/OR PRINTER NEEDS ACCESS TO A COMPUTER NEEDS ACCESS TO A PRINTER NEEDS OTHER EQUIPMENT IF NEW EQUIPMENT NEEDED, WHAT TYPES DOES NOT NEED ANY ADDITIONAL EQUIPMENT WITS Implementatin Tlkit 3 facilitate the use f WITS. The mst effective way t d this is thrugh prcess mapping r wrkflw diagram. Belw is a mini wrkflw diagram f a typical intake prcess as an example (yur prgram s prcess will likely differ frm this example). New Client cmes int agency Staff checks t see if client name in system Staff enters client name in system Staff recrds client demgraphics data Additinal samples f wrkflw diagrams t assist yu in develping effective wrkflw analyses can be fund n the Department f Health and Welfare website, under WITS Decisin Trees fr SUD Prviders. Helpful instructins fr Wrkflw redesign can be fund n page 8. Assess availability f equipment, such as cmputers and printers, fr thse needing t enter data. Determinatin f wh will enter data shuld be made prir t cmpleting the equipment analysis. Based n yur wrkflws assess yur equipment needs. Yu may need mre cmputers and pssibly printers, r yu may need t relcate cmputers and printers s that they will accessible by staff that will be entering data int WITS. See the example belw. Yu will find a blank table yu can use fr this assessment n page 9. Fill in the infrmatin abut equipment that is pertinent t yur prgram. OFFICE STAFF OFFICE MANAGER OTHER STAFF Assess wireless r ther internet cnnectins The fllwing are basic requirements fr perating WITS: Windws 2000 r later. Please direct questins t the WITS Help Desk at r

5 VERY LIKELY LIKELY NEITHER LIKELY OR UNLIKELY UNLIKELY VERY UNLIKELY WITS Implementatin Tlkit 4 Internet Explrer 6.0 r higher (IE versin 10 wrks nly in cmpatibility mde when it is running in cnjunctin with Windws 8. IE 10 stand alne will nt wrk.) Screen Reslutin: 1024 x 768 r higher. Adbe Reader installed. Silverlight brwser plug-in (WITS will prmpt yu t dwnlad the plug-in the first time the Scheduler r the GAIN SS is accessed. Cntact yur technical supprt if Silverlight des nt dwnlad.) Pp-up Blcker must allw access t the WITS and GAIN ABS secure websites. Trusted sites must allw access t the WITS and GAIN ABS secure websites. NOTE: WITS will nt wrk with: Ggle Chrme r Firefx. Evaluate the bstacles t implementatin at yur agency. See the example belw. Yu will find a blank table yu can use fr this assessment n page 10. Fill in the bstacles that are pertinent t yur prgram. POSSIBLE OBSTACLES RESISTANCE ADMINISTRATIVE STAFF RESISTANCE INSUFFICIENT TIME FOR TRAINING LACK OF COMPUTER EQUIPMENT 2) Assessing Staff Readiness (April) Fr each f yur staff, assess if they are very supprtive, smewhat supprtive, ambivalent, smewhat unsupprtive, r very unsupprtive. Include Prgram Managers in the assessment. See the example belw. Yu will find a table yu can use fr this assessment n page 11. Please direct questins t the WITS Help Desk at r

6 EXTREMELY COMPETENT VERY COMPETENT COMPETENT LITTLE COMPUTER EXPERIENCE VERY LITTLE OR NO COMPUTER EXPERIENCE VERY SUPPORTIVE SUPPORTIVE AMBIVALENT UNSUPPORTIVE VERY UNSUPPORTIVE WITS Implementatin Tlkit 5 OFFICE STAFF OFFICE MANAGER OTHER STAFF Cnsider basic PC/internet training fr anyne wh is cmputer phbic r needs additinal help. Remember that WITS is accessible thrugh a basic internet cnnectin, and is fairly self-guided as lng as staff are cmfrtable navigating a cmputer. Cnsider hw cmfrtable each staff will be using a cmputer r if they will need additinal training r supprt. See the example belw. Yu will find a table yu can use fr this assessment n page 12. OFFICE STAFF OFFICE MANAGER OTHER STAFF Designate tw (2) staff members as WITS Agency Administratrs. Agency Administratrs prvide basic technical supprt t the agency and manage staff security access. It is suggested that agencies select staff with a prpensity tward technlgy that can be easily cntacted by ther staff thrughut the wrk day. Cnsider wh will attend the Idah WITS User Grup (IWUG) meetings. Develp a plan fr current client data t be entered int the system (after training). Please direct questins t the WITS Help Desk at r

7 AGENCY ADMINISTRATOR TRAINING CORE TRAINING BILLING TRAINING DISCHARGE TRAINING WITS Implementatin Tlkit 6 3. Training A cmprehensive training plan is crucial t a successful implementatin. Based n the wrkflws fr yur agency, determine wh will need t attend training and decide n a date fr the training sessin fr that staff. Set aside the time fr the staff t g t training and als fr when they return s that they have sme practice time t get cmfrtable using what they learned in the training. Make sure they will have access t the equipment they need when they return frm training. Types f training that will be ffered are: a) Agency Administratr Training Tpics include: Hw t prvide basic technical supprt t the agency, Manage staff security access. b) Basic Agency Mdule Training 1. Cre Mdule Client Prfile, Intake, Prgram Enrllment fr nn-treatment and treatment prgrams, Viewing and Linking Client Recrds, Accepting Referrals and Authrizatins, Admissin. 2. Billing Mdule Tpics include: Ntes (Grup, Encunter, Miscellaneus), Billing Reprts, Cnsenting Client Recrds. 3. Discharge Mdule Tpics include: Prgram Disenrllment, Discharge, Clsing the Intake. Check the WITS Training Calendar and nte dates by training participant. See the example belw. Yu will find a table yu can use fr this infrmatin n page 13. OFFICE STAFF OFFICE MANAGER OTHER STAFF Use the Preparing fr WITS Implementatin dcument fr guidance n registering fr training. Please direct questins t the WITS Help Desk at r

8 WITS Implementatin Tlkit 7 4. Prepare fr July 1, 2013 (May, June) Set plicies fr data entry f current clients in WITS. Set plicies and prcedures fr accepting referrals and authrizatins fr certain clients in WITS. Include a plan fr hw t handle hybrid recrds (recrds that may be partially hard cpy and partially electrnic). Identify active clients prir t initial training t allw the WITS Help Desk staff t assist with clsing recrds. Set data entry dates and enter client data in WITS. Staff wh attended training will begin entering data in accrdance with dates set by agency. Agency representative wh attended training in June shuld cnduct an agencywide training fr apprpriate staff. Plicies regarding use f WITS, nging entry, and reprting shuld be in-place and infrmatin shuld be cmmunicated t all staff. 5. After July 1, 2013 Mnitring the effectiveness f yur implementatin. Prgrams shuld plan ahead t have mnitring in place nce they implement WITS. Examples f what shuld be mnitred include: Staff have cmpleted all training Staff wh have cmpleted training are using WITS Staff wh have nt been trained are nt using WITS All state funded clients are being entered int WITS A tl with suggested items include in the Tlkit. See page 14. Ensure that yu have a mnitring system in-place t check that all staff are using their wn WITS staff user accunts (user ID, passwrd, and pin) and n accunt sharing amngst staff is ccurring. Please direct questins t the WITS Help Desk at r

9 WITS Implementatin Tlkit 8 Wrkflw Tips Fr each wrk flw Identify every staff member wh is part f the prcess Have each staff member nte every specific actin they perfrm fr that prcess Avid having smene ther than the persn wh des the wrk fill ut steps in prcess as details may be verlked r frgtten Have each actin recrded n a pst-it nte Write nly ne actin per pst-it nte Arrange the pst-it ntes in rder Yu nw have an accurate template fr yur wrkflw Identify changes that will ccur due t implementing WITS What steps will nt change? What steps will nt ccur in the future? What new steps need t be added? While yu are assessing yur wrkflw yu may als cnsider the fllwing: Are there any steps that are redundant and culd be taken ut f the prcess? Wrkflw tls can be fund under Shapes in Wrd r in Visi. Sample Wrkflw fr client referral: Yes Client makes phne call t agency Admin cllects dx, demgraphics etc. Client eligible fr prgram? Admin accepts referral N Admin cmpletes Client Prfile Referral made t external prgram Please direct questins t the WITS Help Desk at r

10 HAS A/OR HAS ACCESS TO A COMPUTER AND/OR PRINTER DOES NOT HAVE A /OR HAVE ACCESS TO A COMPUTER AND/OR PRINTER NEEDS ACCESS TO A COMPUTER NEEDS ACCESS TO A PRINTER NEEDS OTHER EQUIPMENT IF NEW EQUIPMENT NEEDED, WHAT TYPES DOES NOT NEED ANY ADDITIONAL EQUIPMENT WITS Implementatin Tlkit 9 Equipment Needs OFFICE STAFF OFFICE MANAGER MANAGEMENT OTHER STAFF Please direct questins t the WITS Help Desk at r

11 VERY LIKELY LIKELY NEITHER LIKELY OR UNLIKELY UNLIKELY VERY UNLIKELY WITS Implementatin Tlkit 10 Obstacles t Implementatin ISSUES THAT COULD BE AN OBSTACLE RESISTANCE ADMINISTRATIVE STAFF RESISTANCE INSUFFICIENT TIME FOR TRAINING LACK OF COMPUTER EQUIPMENT Please direct questins t the WITS Help Desk at r

12 VERY SUPPORTIVE SUPPORTIVE AMBIVALENT UNSUPPORTIVE VERY UNSUPPORTIVE WITS Implementatin Tlkit 11 Staff Readiness Assessment Tl #1 Please direct questins t the WITS Help Desk at r

13 EXTREMELY COMPETENT VERY COMPETENT COMPETENT LITTLE COMPUTER EXPERIENCE VERY LITTLE OR NO COMPUTER EXPERIENCE WITS Implementatin Tlkit 12 Staff Readiness Assessment Tl #2 OFFICE STAFF OFFICE MANAGER MANAGER OTHER STAFF Please direct questins t the WITS Help Desk at r

14 AGENCY ADMINISTRATOR TRAINING CORE TRAINING BILLING TRAINING DISCHARGE TRAINING STATEWIDE TRAINING WITS Implementatin Tlkit 13 Staff Training Plan OFFICE STAFF OFFICE MANAGER OTHER STAFF Please direct questins t the WITS Help Desk at r

15 Strngly agree Agree Unsure Disagree Strngly disagree NA Cmments WITS Implementatin Tlkit 14 After July 1, 2013 Mnitring Item All staff have been trained All trained staff are using WITS Any staff wh have nt been trained are nt using WITS A clients are being entered int WITS All cmputers and printers are wrking Staff has access t the equipment they need Staff are cping well with the change t using WITS Clients are reacting psitively t the use f WITS Billing is ccurring in WITS as expected Client infrmatin is accessible as needed Use f WITS has imprved the efficiency f staff Please direct questins t the WITS Help Desk at r

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