DUI/DWAI Reporting System (DRS) - Guide

Transcription

1 PURPOSE OF THE DRS The DUI/DWAI Reporting System (DRS) and the resulting DUI/DWAI Referral Summary (DRS) are used by the Office of Behavioral Health (OBH) to collect Level I and Level II education and treatment data on persons arrested, convicted or receiving deferring sentences for DWAI, DUI, BUI, and FUI. The DRS notifies the courts, probation departments and the Department of Revenue (DOR), Division of Motor Vehicles and Hearings section of a client s education and treatment enrollment, attendance, compliance and discharge status. OBH also utilizes this data for a variety of research and evaluation activities. GENERAL INFORMATION ABOUT THE DRS A DRS must be entered for each DUI/DWAI client enrolled in Level I or Level II education/therapy. An admission Drug/Alcohol Coordinated Data Systems (DACODS) must also be completed with the same admission date as the DRS. This includes DUI clients who have been arrested outside of Colorado. Only enter a DRS on clients who have actually enrolled for DUI services with your agency. Do not enter a DRS or enroll the client in Level I/Level II if the client did not have a DWAI, DUI, BUI, or FUI arrest. DRS data must be accurate and entered in a timely manner. Clients should be entered into the DRS system within 7 days of service or change in status. Agencies must audit their own data on a minimum monthly basis to ensure accuracy in the database (see guidelines for auditing). Each DRS must include attended hours, attended weeks and elapsed weeks for that specific treatment episode. Prior treatment episodes should not be included on the same DRS. If there is no activity in a 30-day period then the client should be discharged. If the client returns to complete Level I or Level II Education/Therapy then you must re-admit them with the new admission date. A discharge DRS must be completed when a client transfers to another DUI agency or to another site within the same DUI agency. If client is on probation a discharged DRS must be given to the probation officer. Agencies shall furnish validated copies of the discharge DRS to the client within 10 days following client s discharge. The DRS must be validated with an authorized staff signature. A copy of the discharge DRS should be retained in the client file. If the client is on probation then the client should have signed a release of information and the agency must also send a copy of the discharge DRS to the probation officer. A discharge DRS shall be provided to clients at no additional charge; each DRS must reflect all DUI services the client received in a given treatment episode; and the DRS shall not be withheld from the client for any reason, including but not limited to collection of outstanding balances. 1. DUI/DWAI Reporting System (DRS) Treatment Center # A four character (alphanumeric) Level I/II Treatment Center identification number for each agency at which the client received education or treatment services. 2. Agency s License # The agency license number is the six-digit (4 digits, hyphen, 2 digits) number assigned to each agency by OBH at the time of licensure/certification. For agencies with multiple locations, the first four digits may be identical, but the last two digits are unique numbers specific to individual locations or sites. 3. Agency Contact Select the name of the person who will be the agency contact for all inquiries regarding this client. 1. To enter the agency contact name into TMS go to the DRS tab, drop down to DRS directory, and enter contact information. 2. To remove someone from the agency contact drop down list, go to the DRS tab, drop down to DRS Directory Search and type in the name of person you want to remove. Next, click on Edit which will take you to the DRS Directory. At the bottom of the screen click Deactivate which will remove agency contact name. 1

2 4 Court Case # (Primary and Secondary) Alphanumeric, up to 16 characters in length possible. Court case number cannot be entered without a selected judicial district. Do not enter any spaces in between a court case #. Ex: 06T If the client has not been to court yet enter DRS under option 2. (This field only applies to Colorado Court Cases) 5. Judicial District (Primary, Secondary or Tribal Government) Alpha/Numeric, 2 characters in length. Only 1-22 or SU (Southern Ute), UM (Ute Mountain) and 2D (Denver District Court) are applicable. Leave blank if the client does not sign a Release of Information or she/he is an out of state or DOR referral. (If you do not select a judicial district, Probation will not have access to that record). 6. Alcohol Evaluator Select the name of the probation officer who completed this client s DWAI/DUI evaluation. If the probation officer is not on the drop down list, that field can be left blank. 1. To add an Alcohol Evaluator to the drop down list, go the DRS Search tab, drop down to DRS Directory and enter your information. 2. To remove an Alcohol Evaluator who has left your district, go to the DRS Search screen, drop down to DRS Directory Search and type in name of individual you want to remove or just click search and the whole list will populate. Next, click Edit next to name you want to remove; now you are in the DRS Directory. Go to the bottom of screen, click Deactivate which will remove evaluator on the list. 7. Supervising Officer Select the name of the probation officer (or private probation officer, when applicable) currently supervising the client s DUI/DWAI probation services. If you do not see the Probation Officer s name on the drop down list you can leave it on the default, <select> until you get the correct name from probation; the probation officer will still have access to the record. 1. To add A Supervising Officer to the drop down list, go the DRS Search tab, drop down to DRS Directory and enter your information. 2. To remove a Supervising Officer who has left your district, go to the DRS Search screen, drop down to DRS Directory Search and type in name of individual you want to remove or just click search and the whole list will populate. Next, click Edit next to name you want to remove; now you are in the DRS Directory. Go to the bottom of screen; click Deactivate which will remove Supervisor Officer on the list. 8. Client Name (USE FULL LEGAL NAME) Last Name up to 40 alpha characters; double last names may include a hyphen or space; last names may have a space followed by jr. or II or some other designation. If the client name contains an apostrophe, leave it out, (Ex: O Donnell becomes Odonnell). First Name up to 23 alpha characters; double first names may include a hyphen or space. Middle Initial only one alpha character; no hyphens, spaces or punctuation allowed. If client does not have a Middle Initial, leave this field blank. 9. Client Date of Birth (DOB) Enter the client s date of birth in order of month (2 digits), day (2 digits), year (4 digits). Always enter leading zeros for months and days designated by a single digit. 2

3 10. Level of Client Participation Check the box (X) associated with the appropriate level of education and/or treatment. If the client is participating in both education and therapy, complete a single DRS to reflect both of these services if it occurs in the same treatment episode. a. Attended Hours is the hours the client actually participated in (Hours do not include outside support groups, homework done outside of group, or other non-clinical activities). b. Attended Weeks is the weeks the client actually attended treatment (ex: if a LII Education client took 20 weeks to complete a 12 week LII Education then the attended hours would be 24 and the attended weeks would be 12). c. Elapsed Weeks is the time from the start of that level of service, including weeks missed. (Ex: if a client was absent 8 times and took 20 weeks to complete a 12 week Level II education the attended weeks would be 12 and the elapsed weeks would be 20). d. Class/Group Clients must be assigned an individual class/group. Alpha/numeric, up to 10 characters in length. The agency is responsible for creating a class/group name for each of their groups. (Ex: LIIED530 for Education conducted at 5:30 or LIITX730 for Therapy conducted at 7:30). The agency can update the status of an entire group at once by selecting the class/group in the maintenance screen. Once in the maintenance screen, select the print button to generate a group roster. e. Completed The box must be checked when the client completes that level of service. 11. Enter up to 4 adjuncts (as identified by the referral source or by client self-report). 1 = Breath testing (Random/daily schedule of breath tests to detect alcohol use) 2 = Electronic monitoring (Court ordered to comply with a home detention or other electronic monitoring system.) 3 = Interlock (Required to install an ignition interlock device on their motor vehicle(s). 4 = Meds to reduce alcohol use (Monitored Disulfiram (Antabuse), Naltrexone or other approved drugs to reduce alcohol use.) 5 = Meds to reduce drug use (Medications to reduce their use of illicit drugs [i.e., Naltrexone for Opioid use].) 6 = Opioid replacement therapy (Medications such as Methadone, Buprenorphine or LAAM). 7 = Random U.A.s (Random schedule of urine screens for detecting alcohol or drug use). 8 = Support group (Clients involved in AA, CA, NA, RR or other substance-abuse related support group program.) 3

4 9 = VIP (Required to attend Victim Impact Panels such as Mother s Against Drunk Driving [MADD].) 10 = Other (Use this code for all clients who are required to participate in adjuncts not listed above.) (To select additional adjuncts you must tab over to each field to select). 12. Treatment Track Assigned There are four separate treatment tracks based on assessed level of severity. Enter the letter of the treatment track RECOMMENDED BY THE EVALUATOR. If there is no track assigned, agencies should follow OBH guidelines for assigning an appropriate track. The track should be blank for clients recommended for Level I Education or Level II Education only. Do not enter the number 0 or the letter O in this field. Clients must complete BOTH the minimum hours AND weeks required for each respective track. Track A - 42 hours of therapy over a minimum of 21 weeks. BAC below the statutorily defined PDD level, no refusal and no prior impaired driving offenses Track B - 52 hours of therapy over a minimum of 26 weeks. BAC at or above the statutorily defined PDD level, or refusal, with no prior impaired driving offenses Track C - 68 hours of therapy over a minimum of 34 weeks. BAC below the statutorily defined PDD level with one or more prior impaired driving offenses Track D - 86 hours of therapy over a minimum of 43 weeks. BAC at or above the statutorily defined PDD level, or refusal, with one or more prior impaired driving offenses 13. BAC (Blood or Breath Alcohol Content) Enter the three-digit number. Record the original or first BAC if two were taken. 888 = Not Taken 900 = Refused 999 = Not Available 777 = Drug Offense 14. Number of Prior DUI/DWAI Arrests Enter the number of PRIOR DUI/DWAI arrests. Not necessarily just convictions; do NOT count the present offense. 4

5 15. DMV Affidavit Check this box if the client is currently enrolled with a DMV Affidavit. Agencies are required to complete an affidavit of enrollment for eligible clients within 7 days of request at no additional charge. Clients must sign a release of information to DMV in order to receive an Affidavit. The Affidavit does not need to be sent to DMV; however the affidavit box must be checked on the DRS record. A copy of the Affidavit must be maintained in the client file. If the client is non-compliant, DMV will only take action once the agency discharge the client in the DRS record with a status other than completed. ***IMPORTANT*** DMV will not accept an Affidavit of Enrollment unless you designate a Track. 16. Client Status In Progress Check this option if client services are in progress. Completed education/treatment Check if client completed all education, and/or education/treatment ordered by the court and recommended by the Evaluator AND are being discharged. Do not check this option if the client is required to complete both education and therapy but has completed only education. (If client completed some of their hours at another agency do not mark completed unless you have copies of completed hours on an official discharge DRS). Did not complete education/treatment Check this option if the client has NOT completed all required education and therapy, AND is being discharged. Transferred Check this option if client is being transferred to another DUI agency. Must enter the 4 character DRS # the client is being transferred to. This also includes site transfers within the same DUI program. The DRS # for programs can be found in the DUI Directory located under the training tab or by clicking on the following link below LI and LII Education and Therapy Directory 5

6 17. Client Monitoring DRS status C Codes Cooperative This code can ONLY be used if Client Status is In Progress. N Codes No contact, New referral This code can ONLY be used if Client Status is In Progress. Clients should not have an n code for more than 30 days, status must be changed or clients should be discharged. M Codes Monitor ALERT to the referral source that something has changed with the client s status. These codes can ONLY be used if Client Status is In Progress. U Codes Uncooperative NOTIFICATION to the referral source that IMMEDIATE action is REQUIRED on this client. Do not rely on TMS for sole communication to probation regarding high-risk clients. These codes can ONLY be used if Client Status is In Progress. D Codes Discharge - If Client Status is Completed, DC can ONLY be used. Use only when all required services are completed. If Client Status is Transferred or DR or DM can only be used. If Client Status is Did not complete a D (Discharge) code must be used. D codes CANNOT be used if client Status is In Progress. Enter the two-letter code most descriptive of clients most current Client Monitoring DRS Status. CC Cooperative with conditions of supervision NC No contact NR New referral MA monitor, attendance MI monitor, intoxicated/impaired MJ monitor, adjuncts ML monitor, lack of progress MP monitor, payment MT monitor, attitude UA uncooperative, attendance UI uncooperative, intoxicated/impaired UJ uncooperative, adjuncts UL uncooperative, lack of progress UP uncooperative, payment UT uncooperative, attitude DC discharged, completed DA discharge, attendance DD discharged, died DI discharge, intoxicated/impaired DJ discharge, adjuncts 6

7 DL discharge, lack of progress DM discharged, moved DP discharge, payment DR discharged, referral DS discharged, military service DT discharge, attitude DX discharged, medical 18. Status/Notes Effective Date Date that is automatically system assigned whenever the Client Monitoring: DRS Status of the client is changed or new information in the Notes field is entered. THIS FIELD DOES NOT REFLECT THE DATE THE RECORD WAS LAST UPDATED. 19. Notes Enter any information pertinent to client s current monitoring status. Whenever clients status becomes ANYTHING other than cooperative, this information will be particularly helpful. Because of confidentiality laws (42CFR part 2 and HIPAA), no clinical or treatment notes are allowed in this field. 20. Admission/Discharge Date. The admission and discharge dates, in order of month/day/year, are required fields. Do not discharge a client if you are attempting to get the client back into treatment. However, do not wait longer than 30 days after your last contact to discharge the client. The discharge date is the last date the client participated in education, treatment, or adjuncts to treatment. The discharge date must be equal to or greater than the admission date. 21. Days Since Last Update. The system will automatically generate the number of days since the there was any update to the record. This number can be found in the DRS Search and Maintenance result screens. 7