AVATAR. Behavioral Health Electronic Health Records CSI TRAINING MANUAL. COUNTY OF SONOMA Department of Health Services Behavioral Health Division

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1 COUNTY OF SONOMA Department of Health Services Behavioral Health Division AVATAR Behavioral Health Electronic Health Records CSI TRAINING MANUAL For information and updates, the BHEHR Team at MANUAL V.1.0

2 Table of Contents Lesson Objective 3 Understanding CSI 3 Who Can Perform This Function? 3 CSI Required Fields 4 5 Annual Update 8 Sonoma County DHS Avatar Training Manual- Update Client Data 2

3 CSI Data In this lesson you will learn about required CSI Data, when it needs to be submitted and where they are located on Avatar forms. You will also learn to use the form, which is for collecting client demographic data that must be submitted to state. Lesson Objectives Learn to which fields are required Learn the how to submit s Learn which fields need to be updated annually and where they are located UNDERSTANDING CSI DATA The Client & Service Information (CSI) and the Data Collection Reporting Systems both collect client-level service utilization data about California's county mental health programs. Data are provided monthly by county mental health programs (MHPs) and summarized at the state level. Timely & accurate reporting to Department of Mental Health is mandatory Required for data compliance to the federal Uniform Reporting System (URS); data not submitted means we do not qualify for federal Data Infrastructure Grant Data used to evaluate if County is meeting Mental Health Service Act plan which is part of Prop 64 and provides funds to MHPs meeting MHSA standards. Data is required at admission, annually and at discharge WHO CAN PERFORM THIS FUNCTION? Different data elements are enter by different staff. Only licensed staff can provide a diagnosis, most other fields can be entered by any staff member. Sonoma County DHS Avatar Training Manual- Update Client Data 3

4 CSI Required Fields CLIENT DATA ELEMENTS (Data reported once but may be corrected as needed.) Data Element Birth Name Primary Language Mother s First Name Preferred Language Date of Birth Ethnicity Place of Birth Race Gender Avatar Form PERIODIC DATA ELEMENTS (Data reported at admission, annually, and at formal discharge.) Data Element Education Employment Status Conservatorship / Court Status Living Arrangement Caregiver Avatar Form Update Client Data Update Client Data SERVICE/ENCOUNTER DATA ELEMENTS (Data reported for each contact/service.) Data Element Current Legal Name / Beneficiary Name Social Security Number Date of Service Place of Service Mode of Service Service Function Units of Service Units of Time Special Population Provider Number Fiscal Responsible County Evidence-Based Practices / Service Strategies Trauma Client Index Number (CIN) Axis I Axis I Primary Additional Axis I Axis II Axis II Primary Additional Axis II General Medical Condition Summary Code Avatar Form Progress Note or Client Charge Input Progress Note or Client Chare Input Progress Note or Client Charge Input Progress Note or Client Chare Input Progress Note or Client Charge Input Progress Note or Client Chare Input Progress Note or Client Chare Input Client Charge Input Financial Eligibility Sonoma County DHS Avatar Training Manual- Update Client Data 4

5 General Medical Condition Axis-V / GAF Rating Substance Abuse / Dependence Substance Abuse / Dependence District of Residence You use this form every time a client is admitted to a program to capture their CSI data. If the client has had submitted for another episode you will get a message that says Would you like to default CSI Information from a previously entered Mental Health episode? Click Yes and choose the episode you want to populate the data from, click OK. This will populate the form and you can make changes as needed. MENU PATH Avatar PM->Client Management->Client Information-> 1. From the home view, type in the search forms box. 2. The select client pre-display will come up 3. Type client last name; click on correct client; choose select. 4. Select episode you are doing for Sonoma County DHS Avatar Training Manual- Update Client Data 5

6 5. Fill in required fields a. Birth Name (First and Last) b. Mother s First Name c. Place of Birth d. Date of Birth e. Gender (Sex) f. Substance Abuse/ Dependence Issue g. Conservatorship / Court Status h. Special Population (no special population is most common) i. Preferred Language j. Ethnicity k. Race (Choose Up to 5) l. Both fields for Caregiver (Under 18/Over 18) (Needs update annually also) o 00 = None o 01 through 98 = Number dependents. o 99 = Unknown / Not Reported o Cannot be left blank 6. Click Submit Sonoma County DHS Avatar Training Manual- Update Client Data 6

7 Sonoma County DHS Avatar Training Manual- Update Client Data 7

8 Sonoma County DHS Avatar Training Manual- Update Client Data 8

9 Annual Data Elements The State requires that certain data elements be updated annually; traditionally with the annual client plan. This only needs to be done for a client that has been opened to the same program for over a year without being discharged. If there are no changes to the client data you must opening the corresponding form and click Submit. This will give the episode a new time stamp to show that the data was verified and correct. The required elements and their corresponding locations in Avatar are as follows: CSI Data Elements Employment Status Education Living Situation Care Giver Under/Over 18 Conservatorship / Court Status Axis 5 (GAF) On which form in Avatar Update Client Data Form Update Client Data Form Admissions OP Form (update)* *required by county annually, but not state Sonoma County DHS Avatar Training Manual- Update Client Data 9