Care Management Tracking System (CMTS) Data Manager Guide

Care Management Tracking System (CMTS) Data Manager Guide

Care Management Tracking System (CMTS) Data Manager Guide Table of Contents INTRODUCTION... 3 DATA MANAGER ROLE... 3 ACCESSING CMTS... 3 SITE NAVIGATION OVERVIEW... 4 DATA MANAGEMENT... 4 Data Exports Page... 5 Data Import Page... 5 MESSAGE BOARD... 5 SYSTEM TIMEOUT... 5 2

INTRODUCTION The Care Management Tracking System (CMTS) is a population-based, disease management registry designed to facilitate collaborative care by tracking treatment outcomes and prompting action based on evidence-based clinical algorithms. Collaborative care requires the coordination of a PCP, care manager and consulting psychiatrist and by definition is patient-centered and accountable. As a care management registry, CMTS is different from electronic health records that collect and store health information, but do little to facilitate clinical decision making or program management. CMTS helps clinicians structure their encounters with patients, identify those who are not improving as expected, prompt changes in treatment as needed, and keep track of a large caseload. Because it is web-based, the program can facilitate consultation from a mental health specialist even if the specialist is not on-site, a useful feature in rural or other resource-poor areas. CMTS facilitates coordination of care across different health care providers and organizations and helps program managers track the effectiveness of treatments across different providers and caseloads. DATA MANAGER ROLE The Data Manager is given all privileges to download patient health information in the registry in the form of data tables in comma separated value (.csv file) format for reporting and analysis. The data included in the downloaded tables will be filtered to include only the patient population and clinical sites that your login account has permission to view. Although CMTS patient records are not explicitly patient medical records, this information should be treated with the same policies as applied to any other patient health information. This role assignment should be restricted to users who require this level of access to complete their duties. CMTS accounts should never be shared; separate accounts with the minimum role access should be created for each user. On the welcome page, you will be prompted for your username and password. Your username and password will be issued to you by your Account Administrator. Account Administrators are responsible for setting and maintaining appropriate permissions for each user account, including your Data Manager account. ACCESSING CMTS Because CMTS is a web-based software application, it requires an internet connection (broadband is recommended), and one of the following internet browsers: 3

1. Internet Explorer (version 7 or higher) 2. Mozilla Firefox (version 4 or higher) 3. Google Chrome 4. Safari (version 3 or higher) SITE NAVIGATION OVERVIEW The navigation toolbar is located in the black bar at the top of the screen. The following options appear in the navigation toolbar: 1. Tools: Manage and administrate site-wide or user-specific actions including: a. Administrative options Message Board: View messages posted by the program manager Print: Open dialogue box to print the current page Preferences: Set site preferences for first page to view on login Password: Reset your user account password b. Data Management: Exports: Download exportable data Imports: This page acts as a placeholder. Imports to CMTS are not currently enabled. 2. Logout: Log out of your account DATA MANAGEMENT There are three pages which contain sets of exportable data tables. The data included in the downloaded tables will be filtered to include only the patient population and clinical sites that your login account has permission to view. Each of the three data export pages contains a set of downloadable tables, each row displayed represents one downloadable table. For each data export, the following information is displayed: a. Name: Name of the data export table b. Description: Description of the data export table c. Attached: List of which database tables are included in the data export d. Elements: List of which columns are included in the data export 4

e. Codebook: Click the Download link to download the data export Codebook in a text (.txt file) format. The Codebook describes the text equivalent for any coded integer values that are included in that data export. f. Data: Click the Download link to download the data export in a comma separated value (.csv file) format Data Exports Page This is the first page seen after logging in, and contains a basic set of exportable tables for use by Data Managers, with data from CMTS. The data included in the downloaded tables will be filtered to include only the patient population and clinical sites that your login account has permission to view. The Data Exports page can also be accessed from the navigation toolbar by selecting the option for Tools > Exports. Data Import Page This page acts as a placeholder. Imports to CMTS are not currently enabled. MESSAGE BOARD Navigate to the Message Board Page by going to Tools > Message Board at the top of the page to view messages posted by the program manager. SYSTEM TIMEOUT As a security measure, CMTS will automatically log users out after 30 minutes of inactivity. 5