Billing – My Avatar User Guide

2011
MyAvatar User Guide
Billing
Monterey County
Health Department
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INTRODUCTION AND BASIC FUNCTIONALITY ............................................................................... 3
HOW TO LOG IN TO MYAVATAR............................................................................................................ 3
DID YOU KNOW................................................................................................................................ 5
FORMS AND DATA............................................................................................................................. 6
CREATING MY FORMS ........................................................................................................................ 7
PREFERENCES ................................................................................................................................... 8
KEYBOARD SHORTCUTS .................................................................................................................... 10
WIDGETS .................................................................................................................................. 11
WHAT IS A WIDGET? ......................................................................................................................... 11
CLIENT/STAFF ............................................................................................................................... 12
HOME VIEW ................................................................................................................................... 13
MY TO DO'S .................................................................................................................................. 15
MY CALENDAR ............................................................................................................................... 16
SEARCHING FOR A CLIENT.................................................................................................................. 17
CHART VIEW .................................................................................................................................. 19
COMING IN TODAY.......................................................................................................................... 22
MESSAGE CENTER ........................................................................................................................... 22
UPDATE CLIENT DATA............................................................................................................... 23
ADMISSION ............................................................................................................................... 25
CSI ADMISSION ......................................................................................................................... 30
DIAGNOSIS ............................................................................................................................... 32
UPDATE DIAGNOSIS ......................................................................................................................... 35
DISCHARGE DIAGNOSIS .................................................................................................................... 36
DISCHARGE .............................................................................................................................. 37
FAMILY REGISTRATION .............................................................................................................. 39
CLIENT RELATIONSHIPS ............................................................................................................. 50
ERROR REPORTING.................................................................................................................... 55
HOW TO CHECK THE STATUS OF YOUR ERROR REPORT .............................................................................. 56
APPENDICES ............................................................................................................................. 57
GLOSSARY OF TERMS ................................................................................................................ 58
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INTRODUCTION AND BASIC FUNCTIONALITY
HOW TO LOG IN TO MYAVATAR
LOCATION
PURPOSE
RULES
STEPS
DESKTOP ICON
My Avatar will provide a single-click view which will allow you to quickly open, view, and
edit medications, treatment plans, progress notes and other options of the client
electronic medical record. You can also customize your home view to quickly see the
information you need to manage all of your clients, including upcoming appointments in
an easy-to-read calendar and reminders in a To Do list.
You will need to change your password every 90 days or as prompted
Your USERNAME is the same as your NTID (how you first log in to your
computer)
1. Click on the Avatar or RadPlus ICON that is on your desktop.
2. Enter your System Code, Username and Password.
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You will see different buttons in avatar, below is a brief description of what they look like and their
functions.
1. SECTIONS
2. REQUIRED FIELDS will be in red. If information is missing, and it is a required field, you will not be able
to submit the information.
3. RADIO BUTTONS will only allow you to select one entry. To erase your entry hit F5.
4. DATE FIELD: you can press T for today or Y for yesterday
5. GRAYED OUT SECTIONS cannot be changed
6. TIME FIELD: you can press the current button to get the current time
7. LIGHT BULBS contain helpful hints that will help you better understand the question or the type of
information that is required.
8. DROP DOWN MENUS will only allow you to choose one item
9. SEARCH BAR or Smart Search; will allow you to enter alpha numeric or Text when searching for a
client or staff member
10. PROCESS SEARCH: once you enter information in a search bar, press this button to process your
search
11. TEXT EDITOR: Double click on this icon to open up the text editor which will allow you to check for
spelling
12. TEXT BOX: this field allows you to enter up to eight (8) pages of information. You may also copy from
Microsoft office Word and paste on to this Text box.
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DID YOU KNOW
The Did You Know section displays:
New Avatar enhancements
Facts that help Staff work faster and efficiently
Click
to display the next message.
In the
View click a widget to open.
Or, select the widget and drag from the Home View tray to open.
Click and drag an open widget to resize.
Click to float the widget.
Click to minimize the widget to the Home View tray.
The following buttons display on most Avatar forms.
Closes the form without saving data
Removes client from the My Clients section, closes any forms associated with the client.
Prints data entered in the form.
Adds the form to the My Forms section
Adds the client to the My Clients section
Zooming
Avatar allows Staff to change the size of text and fields in a Form by zooming.
The zoom bar is located at the bottom right of an open Form. There are different ways to zoom:
Click and hold the zoom slider
Click the plus or minus buttons to zoom in or out by 10%.
Click the zoom level to display the Zoom Level screen
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FORMS AND DATA
Forms can be accessed from the Home View using the Forms & Data Widget.
Dragging a form to the
My Forms section adds
that form as a favorite.
Forms can be accessed from an open form:
Clicking the
icon displays the My Forms screen.
In the Search Forms field, enter the form name, click enter.
Select the form.
Or, click the menu below Browse Forms to navigate to the form.
Click a form to open.
Drag forms to reorder.
The Recent Forms section displays previous form searches.
Browse Forms
In the Browse Forms section, click a menu heading to navigate to a form.
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CREATING MY FORMS
The purpose of adding/creating my forms is to keep all of your frequently used forms and reports in to an
easy to access location
STEPS
1. In your Forms & Data widget, click on Edit
2. Type the name of the form you want to add
3. Select the form by double clicking on the row.
4. Click on Add Form – your form will be added at the bottom
5. SAVE
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PREFERENCES
The Preferences Form can be accessed in the menu bar on the top right of your screen.
This Form allows Staff to define the following basic Avatar functionality.
Spell Checking
Printer Settings
Themes
Calendar
Widgets
Chart
Spell Checking:
The available Spell Checker choices are to the Standard or Microsoft Word Spell Checker. (Select “Use
Microsoft Word Spell Checker”)
Fields with spelling errors are underlined in red
Click F7, or right-click a misspelled field, and select SpellCheck
Themes:
The Themes tab allows you to select a default color theme for the Avatar application. In order for the new
theme to display, you must log out of the Avatar session, close the browser and re-launch the Avatar
system. Restart Avatar to see the new theme.
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Calendar:
The Calendar tab allows you to select Outlook to include personal appointments in the Avatar calendar
display. In addition to showing your Avatar appointments, you can choose to display your Outlook
appointments. This is only a display or view of another calendar. This does not substitute using the Avatar
Appointment Scheduler Option.
Press the Add Source button to add a new calendar source. The current choices available are My
Outlook, Microsoft Exchange and Gmail. Select My Outlook
In the Select External Source dialog, choose the email source.
Click Ok.
Click Apply
The Calendar Widget will now display the appointments from Outlook, as shown below. In addition, the
Calendar integration with the Appointment Scheduling module can be seen when scheduling appointments
for the Staff.
This is a view option only. Other staff that has access to view your Outlook Calendar will not be
able to view it through Avatar.
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KEYBOARD SHORTCUTS
Clicking the “Alt” KEY on your keyboard displays Avatar keyboard shortcut keys
ALT – H: Will Display the
ALT – S: Will
view, which is your home page
a form
Use the Function Keys for the Following
F5 – Clears the selection in a drop down list
or a radio button
field:
F6 – Will highlight the forms section. Use the arrow
the next.
keys to navigate from one section to
F8 – Will Lock Avatar
F9 – Log out from Avatar
Different keyboard combinations may display, depending on the form or widget being displayed
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WIDGETS
WHAT IS A WIDGET?
A widget is a window view of information available on the Home View or Chart View that
contains stored data from Avatar
EXAMPLES OF WIDGETS ARE:
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CLIENT/STAFF
The Client/Staff Widget provides the ability to display a list of current clients and staff.
The CLIENT WIDGET will display a list of all clients assigned to the Practitioner’s Caseload. This assignment
is done through the admitting or attending practitioner field on the Admission screen.
TIP
The STAFF WIDGET is associated with a Practitioner. Their name will appear
under the My Staff section. In addition, clinicians have the ability to add staff for
their current session by selecting ‘edit’ on the top right of the Widget. These
added staff will only appear for the current session. If a user is associated with a
site then all of the staff for that site will display under the My Staff list.
Surprised to see a client on
your caseload?
Run Report “300- Why is
this client on my caseload
Report”
RECENT CLIENTS/RECENT STAFF: is a List of clients/staff you have accessed in this session. This list will be
reset at log out. You can Right mouse click to Display Chart or Remove from List. You can drag and drop a
staff from your Recent Client list up to the My Staff list and it will permanently add that staff person to your
list of staff.
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HOME VIEW
The Home View is associated with a Staff Role. Definitions of Staff roles are:
MD
Clinician
Supervisor
Administrative
The Home View can be accessed any time by clicking
Preferences - displays the Preferences screen.
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Lock - locks Avatar
The Avatar Sign-In screen displays.
Enter the same system code, Staff name, and password used to login to Avatar. Click Unlock.
Sign Out - displays the Sign-out Confirmation dialog. Click Yes to log out
Help - displays the Avatar online help
Client Data Bar
Displays when a client is selected for any client form.
Displays client demographic and health related information.
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MY TO DO'S
Display the Staff’s To-Do items.
Columns
Client - The associated client.
Action – brief description of what staff needs to do
Form - The associated form. Click to open the form.
Sent - The date the information was sent.
Comments - Associated comments.
Note-to-self - Enter information associated with the note.
If the column is blank, the action may be associated with the Group
Default Note form (Avatar CWS).
Right-click menu
View Detail - Displays a report for the To-Do item.
Reassign - Reassign To Do Item - opens the Reassign To Do item form.
Send a To-Do item to another Avatar Staff.
Have an error on this list?
If you need assistance on
how to remove your To Do
List after you have
reviewed or co-signed
documents, Go to Error
Reporting to submit an
error report.
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MY CALENDAR
An appointment must be scheduled for a client associated with the STAFF
To add a new appointment to the AVATAR Calendar, please utilize one of the Appointment
Scheduling options that are found in Chapter 13.
To add a personal appointment to the Calendar, please update the personal calendar (Outlook)
which will update the My Calendar widget in My Avatar. (Outlook)
Drag an appointment to change the appointment time.
Double-click an appointment to edit the appointment summary.
Click Show Personal Appointments to display appointments associated with Microsoft Outlook.
Displays the current date
Moves the calendar view to the next day
Moves the calendar view to the previous day
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SEARCHING FOR A CLIENT
Clients can be added to Avatar through the Admission form.
To search for a client, from the
view
In the Search Clients field, enter the client name or Client ID, press Enter.
Clients that are found and selected are added to the Recent Clients section.
A client will be permanently added to the My Clients list for Staff if:
Staff is listed as the Attending Practitioner
Staff is listed as the Admitting Practitioner
If Staff clicks the edit link and adds a client to the My Clients list, that client will be added to the list
for the Staff’s session. If the Staff logs out of their Avatar session and logs back in, the client will
not display in My Clients.
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To close all open client-related forms, Click Close Open Clients
These CLIENTS are displayed on the Client Data Bar, next to
Or, click Edit to display the Edit My Clients Screen.
Right-click a client
Select Chart to display the client's chart.
Select Remove From List to delete the client from the list.
Double-click a client to display the client's chart.
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CHART VIEW
The CHART is an interactive screen that displays a client’s medical record.
Access a Chart
1. Double-Click a client in the My Clients view.
2. Right-Click a client in the My Clients Section.
3. Choose Display Chart
OR
OVERVIEW - displays the Chart main view
If Quick Forms have been setup, links display on the left side of Chart.
Click a form link to open the form in Chart.
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OPEN A NEW FORM WHILE IN CHART VIEW
Click on this Icon to search and open a Form while in Chart View
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REFRESH CHART VIEW
After selecting to open a client’s Chart, Staff can refresh the view at any time. This is especially necessary
when adding new information into Forms while within Chart View. The refresh button will bring any
recently filed data into display.
OVERVIEW TO GO BACK TO CHART VIEW
In addition, when viewing Form data included in Chart View, the Overview button can be used to bring Staff
back to the original Chart View display with the previously defined Widgets.
EXIT CHART VIEW
At any point, Staff can choose to exit the Chart View using the exit button.
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COMING IN TODAY
Display clients who have appointments scheduled for the day for the entire Site.
1.
2.
3.
4.
Time of the appointment
Client names
Program the client is opened/assigned to
Name of the staff the client is scheduled with
5. The Status of the client - (Each click changes the status)
Not Present
Currently Checked In
Currently In Treatment
Checked Out
MESSAGE CENTER
Important messages display in the Message Center
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UPDATE CLIENT DATA
LOCATION
PURPOSE
RULES
STEPS
CWS  Clinician Menu  Update Client Data
This form is used to make any changes to client information such as their address, phone
number, name etc.
DO NOT use the # sign in the address
Keep this up to date as many people rely on this information.
Billing staff may change information to reflect that of Medi-cal information
Be mindful of ethnicity/race – too many clients with unknown, creates a
challenge
Select the client or if the client is in your recent clients section, make sure he is the
selected client. (it will be highlighted)
1. Enter Client Name (as it appears on their Insurance/Medi-cal/Medicare card) if
applicable
2. Select the clients sex
3. Enter the Date of Birth
4. Enter the social security number
5. Enter the Client’s Address such as Street, Zip Code – City and State will Default in
after entering the Zip Code, and select the County
6. Enter the clients phone numbers
7. Select the clients Marital Status
8. Select the clients Primary Language, Ethnic Origin, Client Race and Religion
9. Enter the clients Place of Birth
10. Select the clients Country of Origin, Employment Status, Education and
Occupation
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STEPS
11. Enter any previously used names as well as any also known as (AKA)
12. Select if the Client is a smoker
13. Enter Electronic Contact Information and the client’s Communication
Preference such as Cell Phone and Email Address
Submit to Save
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ADMISSION
LOCATION
PM Client ManagementEpisode Management Admission
PURPOSE
An admission is required to open/or assign a client to a particular program and also
initiates billing. The services available depend on the program the client qualifies for.
The Admitting Practitioner field generates the caseload list.
The current case manager or case coordinator should be listed in the admitting
practitioner field. This field can be updated at any time to change a clinician’s
caseload.
The Attending Practitioner field should be used to record the client’s
psychiatrist. If the client does not have a psychiatrist assigned please leave this
field blank.
If the client has pre existing admission, you will get a pre display. If you are
creating a New Episode: Click on Add. If you are entering an Admission for a
brand new client, you will NOT get the Pre-Display screen.
To Edit an Existing Episode: Select the episode you want to view/edit, Click on
Edit
If Client is not new: Previously entered information will default in to a new
admission.
1. To Search for the Client, enter the name of the client. You will need to enter at
least three fields for the search button to become enabled. If the client has
never received services, then select NEW CLIENT.
2. Select YES to auto assign the client a NEW Number
3. The client’s name will default in from the Select Client screen. Verify spelling of
Name
RULES
STEPSADMISSION
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4. Select the Clients sex and enter the client’s date of birth. (The client’s age will be
configured automatically after enter the date of birth.
5. Enter the Pre-admit/Admission Date (you can select T for today or Y for
Yesterday. Enter the Pre-admit/Admission Time (you can select current)
6. From the Drop down menus, select the Program, the Type of Admission and the
Source of Admission.
7. Enter the Admitting Practitioner
8. Enter the Attending Practitioner (If applicable-Only for Psychiatrists)
9. Enter the Client’s social security number
10. Select Yes or No to Perform Discharge Alert and select the Type of Alert
(currently only option available is NA).
11. Select the Type of Disposition if available
12. Enter the Primary, Secondary and Tertiary Presenting Problems
13. Select the Client’s Living Arrangements
14. Select the client’s disabilities. If the client has more than one disability,
Disabilities 2 will become enabled.
15. Select yes or no if the client received a copy of client rights. Select if the client
has an Advanced Directive.
16. Enter Advanced Directive notes in this field if applicable and enter Admission
Notes if necessary. Continue to the Demographics section.
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STEPSDEMOGRAPHICS
1.
2.
3.
4.
5.
6.
7.
8.
9.
The clients name will default in from the first section
Enter the client’s street address and zip code (city will default in)
Enter the clients County and State
Enter Phone numbers and email if available
Select the Communication Preference
Select the clients Primary Language, Client Race, Ethnic Origin and religion
Enter the Client’s place of birth and Country of origin
Enter their Maiden name if applicable.
Select their Marital status, Education, Employment Status and Occupation
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STEPSADMISSION ALLERGIES AND
OTHER
INFORMATION
1. Does the client have any drug allergies, select yes or no.
2. Is the client pregnant? Select Yes, No or not reported.
3. Sources of Information EDIF -Multiple select - you can select more than one
response.
4. Select the Agency or Agencies that the client is involved with: Multiple select you can select more than one response.
5. Is the client a veteran? Select Yes, No, Unable to Report or Current Active
Duty.
6. If Current Active Duty, enter the Branch of service
7. If client pregnant, enter the date of the client’s last menstruation date - if
known.
8. Submit
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CSI ADMISSION
LOCATION
DOCUMENTATION
GUIDE LOCATION
PURPOSE
RULES
STEPS
CWS Clinician Menu  CSI Admission
Chapter 1: Introduction
CSI - Client and Services Information System is the reporting system that counties
use to report data on mental health clients and services in California. Data includes
demographic, diagnostic, and limited outcome information. The State Department
Of Mental Health requires this information and uses the data to evaluate counties.
Each episode must have one (1) CSI Admission.
Previously entered CSI Data will populate. Ensure that Data remains
accurate
Select the client or if the client is in your recent clients section, make sure he is the
selected client. (it will be highlighted)
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Select the episode that you will be entering the CSI information to.
Enter the Client Birth last name and first name
Enter the client’s Mother’s First Name
Enter the Client’s Fiscally Responsible County for Client
Enter Place of Birth County, State and Place of Birth Country
Answer questions related to substance abuse, developmental disabilities and
physical health disorders. Is client conserved? Court Status?
Select CSI Ethnicity
Select Special Population
Enter Legal Class and County School and District County Code if available
Select Admission necessity code if known, Preferred Language, Race and the
number of children that are less than 18 years of age, and the number of
dependant adults that are 18 years of age and above that the client is caring
for.
Submit
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DIAGNOSIS
LOCATION
CWSClinician MenuDiagnosis
DOCUMENTATION Chapter 2: Assessment and Diagnosis
GUIDE
PURPOSE
A diagnosis must be present in order to claim for services.
RULES
STEPS
All clients must have an admission diagnosis —An “Admission Diagnosis”
should not be edited
Must be within a staff scope of competence to complete the diagnosis
On the admission diagnosis, the diagnosis date defaults to the admission date
of the episode
A diagnosis can be updated, at any time, by creating a new diagnosis with a
Type as Update
The diagnosis must be updated at least once annually
Select the client or if the client is in your recent clients section, make sure he is the
selected client. (it will be highlighted)
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Select the episode you will be entering a diagnosis for - If the client is opened to
only one episode, the form will open without having to select an episode.
Select the Type of Diagnosis: If selecting Admission, please let the date default
in, DO NOT CHANGE IT.
Enter the date of the diagnosis.
Enter the Time of Diagnosis or Select Current
Enter Diagnosis-Axis I-1 (you can enter additional diagnosis Axis I below or by
selecting the first Supplemental Diagnosis section to the left of the screen).
Enter Diagnosis-Axis II-1 if available (you can enter additional diagnosis Axis II by
selecting the second Supplemental Diagnosis section to the left of the screen.
Enter Diagnosis-Axis III-1 if available (you can enter additional diagnosis Axis III
by selecting the third Supplemental Diagnosis section to the left of the screen).
Select the Principal Diagnosis - the principal diagnosis is the primary disorder
being treated.
Enter Axis IV Diagnosis Codes by selecting yes or no.
Enter Diagnosis Axis-V, as well as the GAF highest and lowest level for the last 12
months.
Enter the Diagnosing Practitioner (you do not need to enter the estimated date
of discharge)
This section is CSI information that is required by the state. Please complete
Prognosis
Trauma
General Medical Condition Summary Code
Substance Abuse/Dependence
Substance Abuse / Dependence Diagnosis
Submit
***DO NOT EDIT AN ADMISSION DIAGNOSIS***
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UPDATE DIAGNOSIS
LOCATION
DOCUMENTATION
GUIDE LOCATION
PURPOSE
RULES
STEPS
CWS Clinician MenuDiagnosis
Chapter 2: Assessment and Diagnosis
An updated diagnosis can be completed at any time in treatment. To complete an
update diagnosis in the EMR, click new diagnosis with the Type of Diagnosis as
Update. The diagnosis must be updated at least once annually
This can be done any time during treatment
Must be within a staff scope of competence to complete the diagnosis
Select the client or if the client is in your recent clients section, make sure he is the
selected client. (it will be highlighted)
1.
2.
3.
4.
Select the episode from the Episode Pre-display
Click on Add in the Diagnosis Pre-display
In Type of Diagnosis, select Update
Complete the rest of the diagnosis as noted in above section
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DISCHARGE DIAGNOSIS
LOCATION
DOCUMENTATON
GUIDE LOCATION
PURPOSE
CWS Clinician MenuDiagnosis
Chapter 2: Assessment and Diagnosis
RULES
A discharge diagnosis must be completed
Type of diagnosis should be “Discharge”
Select the client
1. Select the episode from the Episode Pre-display
2. Click on Add in the Diagnosis Pre-display
3. In Type of Diagnosis, select Discharge
Complete the rest of the diagnosis as you would an admission diagnosis. For
additional instruction see Diagnosis in the Avatar Staff Guide
STEPS
Discharge Diagnosis
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DISCHARGE
LOCATION
CWS  Clinician Menu  Discharge
PURPOSE
This form is used to discharge a client from a specific program or episode
RULES
STEPS
Do not enter # signs into the address section
Enter discharge progress note prior to completing discharge
Make sure there are no pending draft notes prior to discharge
Select the client
1. Select the episode/ program and click Ok
2. Enter the date of discharge
3. Enter the time of discharge
4. Select from the drop down the type of discharge
5. Enter your clinician number or name (last name first)
6. Enter any additional comments or remarks in this notes section
7. Go to the demographics section to update clients demographics if needed
8. Review all the fields to make sure they reflect the clients current information at
discharge (scroll all the way down)
9. Click on the CSI section
10. Select from the drop down the patient status code
11. Select from the drop down the legal class
12. click submit
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FAMILY REGISTRATION
LOCATION
PURPOSE
RULES
STEPS
PMClient Management  Family and UMDAP Management  Family Registration
This form is used to register a Family in the system. For each family, it records the
Uniform Methods of Determining Ability to Pay (UMDAP) financial information. The user
also indicates members of the family
To enter new UMDAP information, a family registration needs to be completed
1. Check whether a family number has previously been assigned to the client by
going into admission (PM, Client management, episode management, and
admission)
Enter the Assigned ID or three data fields to do a search. The result will show the
family number if a family has been registered. If the client has a family number then
write it down somewhere and click cancel in the admission screen. If the client does
not have a family number this means the client does not have a family registration
number.
2. Enter the last name + comma+ first name (of head of household) Note: Family
number is not the same as the client number
If the family is not found, you will need to click on the New button at the bottom of
the screen
3. Family Registration Section- The family name should be populated from the
search option. For Family Name, instead of client name use the following options
if applicable. Also, for the following cases, no need to complete street address,
city nor zip.
REP payee clients: use one of the following options
 Rep Payee Constitution Office + (Client Number)
 Rep Payee Monterey Office + (Client Number)
 Rep Payee King City Office + (Client Number)
Public Guardian Conserved Clients:
 Public Guardian Conserved + (Client Number)
Client who prefer a statement sent to case manager:
 Adult Constitution Office + (Client Number)
 Monterey Office + (Client Number)
 King City Office + (Client Number)
 Children Blanco Office + (Client Number)
 Quad Office + (Client Number)
Homeless clients who’s UMDAP needs to be established:
 Clients Name- HOMELESS
4. Enter a date for the family activation date, which should be the same as the
earliest admission date. For a new client enter the admission date
5. Enter the families address. The address will be used to send a bill for the client’s
services
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6. Enter the zip code and hit Enter, the city and state should automatically fill in
7. Click on the family members tab.
8. Click “add a new item” to create a row in the multiple iteration table. This will
allow you to enter information into the row. Add a row for each family member
9. Enter the client in the “Client ID/#” field and if the client has other family
members who are clients keep adding rows for each family member and enter
their client numbers. If the family member is NOT a client enter their name in the
“ Family Member Name” box
10. Select the family member type from the list provided
Please note that only first two – Head of Household and Family Member (in
Household) – as Type of Family Member will be charged for this Family account
11. Select from the drop down box “ Relationship to the head of household”
12. Enter the relationship start date. This date is the beginning date when all
services rendered to the client will be charged to this family account
13. Click on the UMDAP information section
14. Click “add a new item” to add a row where the new information will be stored.
Click on the “Default UMDAP information from most recent entry” to roll over
information previously entered (if you use this option make sure you update any
information that has changed
15. Enter the start date. For a new client enter the start date of the UMDAP year. For
established clients enter the same dates as previous entries and change the year
16. Enter the financial information into the corresponding boxes (no commas
allowed). For a child, enter the parent’s/guardian’s income. Enter the number of
family members being supported by that income
17. Scroll down to the Asset Determination section and enter assets in the
corresponding fields.
18. Scroll down to the Allowable expenses section to enter expenses in the
corresponding fields
19. Most of the information should already be calculated based on the
information you previously entered in the other fields
You are now given the option to enter an Agreed Monthly Payment to Satisfy above
Liability. (This box will mostly be used by the PAR’s)
20. Enter your name in Approved by and Interviewer (Enter Last name, First initial)
Submit the information
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SCENARIOS
SELF PAY CLIENT
Client Name is Cindy Test and she pays for her own bill
Family Registration section should look like the following for a self pay client
Family Members section should look like the following for a self pay client
Please note that only first two – Head of Household and Family Member (in Household) – as Type of Family
Member will be charged for this Family account
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STATEMENT TO CASE MANAGER
Client name is Test Test and he also pays for his own bill however, he arranged with his case manager to
have his bill sent to Adult Constitution Office
Family Registration section should look like the following for “statement sent to case manager”
Family Members section should look like the following for “statement sent to case manager”
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CLIENT RESPONSIBLE PARTY
Client name is Cindy Test and two of her children are also receiving services from Behavioral Health. Cindy
Test pays for the services provided to all three.
Family Registration section should look like this for the above family
Family Members section should look like this for the above family
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NON CLIENT RESPONSIBLE PARTY
Client name is Cindy Test and her father Senor Test pays for her services. However her father is NOT our
client.
Family Registration section should look like this for the above family
Family Members section should look like this for the above family
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PUBLIC GUARDIAN CONSERVATOR
Client name is Test Test and is conserved. Unfortunately, his case worker at Public Guardian is unknown but
we will send his statement to go to Public Guardian Office.
Family Registration section should look like this for the above family
Family members section should look like the following for the above family
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REP PAYEE
Client name is Test Client and the case manager’s name is Mark Manager (case manager is also the client’s
rep payee). Therefore the statement should go to Monterey Office where Mark Manager works.
Family Registration section should look like this for the above family
Family Members section should look like the following for the above family
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CLIENT RELATIONSHIPS
LOCATION
PURPOSE
RULES
STEPS
CWS  Clinician Menu  Client Relationships
The client relationships option is the central point for all client contacts
including emergency contacts or other providers involved in the client’s care.
This option replaces the emergency contact information form previously used
in Avatar.
Please update as necessary
Only one Client Relationship is created per client
Not every field is required. Please enter the information that is relevant
Select the client
1. Enter the date of entry (today) or click “T” for today and continue to the section
2. Click on Relationships section on the left
3. Click on the Add New Item button as seen in the image below, this will add a
new row to allow information to be entered
4. Select the Type of Relationship from the drop down box AND Enter the persons
Last Name/ Agency Name & the persons First Name
5. Enter the person’s address, City, State and Zip Code Information
6. Click on this button if you would like to see a historical report of the client’s
contact information
7. Enter the person’s telephone information and Email address if available
8. Enter relationship Start and End Dates, and the best time to reach contact.
9. Select from drop down menu “Release Available?” and release of information
dates
10. Select from the drop down menu for the following questions:
Legal Guardian?
Emergency Contact?
Next of Kin?
Enter any notes if necessary
11. Submit
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STEPSDEMOGRAPHICS
10.
11.
12.
13.
14.
15.
16.
17.
18.
The clients name will default in from the first section
Enter the client’s street address and zip code (city will default in)
Enter the clients County and State
Enter Phone numbers and email if available
Select the Communication Preference
Select the clients Primary Language, Client Race, Ethnic Origin and religion
Enter the Client’s place of birth and Country of origin
Enter their Maiden name if applicable.
Select their Marital status, Education, Employment Status and Occupation
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STEPSADMISSION ALLERGIES AND
OTHER
INFORMATION
9. Does the client have any drug allergies, select yes or no.
10. Is the client pregnant? Select Yes, No or not reported.
11. Sources of Information EDIF -Multiple select - you can select more than one
response.
12. Select the Agency or Agencies that the client is involved with: Multiple select you can select more than one response.
13. Is the client a veteran? Select Yes, No, Unable to Report or Current Active
Duty.
14. If Current Active Duty, enter the Branch of service
15. If client pregnant, enter the date of the client’s last menstruation date - if
known.
16. Submit
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ERROR REPORTING
LOCATION
PURPOSE
RULES
STEPS
CWS  Clinician Menu  Error Reporting
This form is used to report errors to Quality Assurance for corrections make suggestions.
We use this form to organize requests.
USERID must be in all caps
1. Enter your USERID in all caps
2. Enter the date of error
3. Select from the drop down box the type of error. You may click on the light bulb
to view a description of the type of categories available. Depending on the
category you select it will make some fields required
4. Enter the date of service (this is for the Delete Note/Service category)
5. Enter all of the information pertaining to the error
6. Type any additional notes that will help speed up the process for the staff
correcting the error
7. Click submit
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HOW TO CHECK THE STATUS OF YOUR ERROR REPORT
LOCATION
CWS  Clinician Menu  Error Reporting
PURPOSE
View the status of entered error reports
RULES
STEPS
Do not type in the “Error Completion” tab
Do not save when you are viewing notes about the completion of the error
1. Enter your STAFFID in all caps
2. Look for a date resolved in the pre display screen
3. Click Edit, If you would like to view the details the person correcting the error wrote
Click on the Error Completion section
Click on the X to exit after you have read the notes
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APPENDICES
AVATAR CONVENTIONS FIELD
DATE
TIME
NAMES
Proper Convention
Avatar always saves dates in MM/DD/YYYY format.
You can type shortcuts as follows:
020609 becomes 02/06/2009
112308 becomes 11/23/2008
Avatar always saves times in HH:MM AM/PM.
You can use military time as follows:
0123 becomes 01:23 AM
1345 becomes 1:45 PM
Type names with the last name first followed by a comma, no space, and
then followed by the first name. Use the following examples as a guide
when entering client names:
LAST,FIRST
LAST,FIRST JR (type a space before the title)
LAST,FIRST MI (type a space before the middle initial)
PHONE NUMBERS
SOCIAL SECURITY NUMBERS
ADDRESS – STREET
ADDRESS – STATE
ADDRESS – ZIP
RED FIELD
BLACK FIELD
Punctuation
You can use hyphens for names such as LOPEZ‐CANTERA,MARIA.
You can use an apostrophe for names such as D’MARCO,ANGELO.
Must be typed in the following format:
650‐555‐1212
If you don’t type the dashes, Avatar adds them for you.
Must be typed in the following format:
555‐12‐4345
You must type the dashes for social security numbers. If not, you will see
a message prompting for the correct format.
Do not use punctuation or special symbols, such as the pound sign (#) in
addresses.
123 MAIN ST APT 3
The following abbreviations are accepted: ST, AVE, BLVD, WAY, CT.
Type the full name of the city with no abbreviations.
King City
Always a 2 letter abbreviation (CA, OR, NV).
Always a 5 number code (94501).
Field is required and must be completed before a form can be submitted.
Field is standard and should be completed if possible.
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GLOSSARY OF TERMS
TERM
Definition
AVATAR
The electronic medical record software used by Monterey County
Behavioral Health
The software company that created Avatar.
The clinical section of Avatar that includes Assessments, Treatment Plans,
and Progress Notes.
The administrative section of Avatar that includes Admission, Discharges,
and administrative reports.
The entire feature selected from the Menu Frame, for example Progress
Notes or Admission.
Divides a window into smaller related pieces.
To save information into the electronic medical record.
A field on the log in screen. Enter LIVE in ALL CAPS or System Code assigned
to your site.
Used in CWS by clinicians when a document must be approved or co‐signed
by another staff member before it is submitted as final. Workflow
generates a To‐Do list item for another user, typically a mentor or
supervisor, who then can review and accept or reject the information.
A comprehensive list of all elements of a client’s chart that can be accessed
from any Avatar window.
A method of grouping together windows serially that are related within a
process, such as the ASOC Bundle (Outpatient).
A form is where you enter data to complete a function such as an admission
form, a diagnosis form, update client data form…etc, etc.
A treatment plan is a document, co-created by the person receiving services
and the provider, to outline the steps needed to achieve a particular goal or
outcome.
A Notice of action is a given to a client and is used when the county or its
providers assess a Medi-Cal beneficiary and decide the beneficiary does not
meet medical necessity and no specialty mental health services will be
provided.
Individual receiving mental health services
Staff responsible for the completion of a coordinated treatment plan and
annual assessment documentation. The purpose of care coordination is to
ensure that the clients are receiving necessary services without duplication
NETSMART
AVATAR CWS
AVATAR PM
WINDOW
SECTION
SUBMIT
SYSTEM CODE
WORKFLOW
CHART REVIEW
BUNDLE
FORMS
TREATMENT PLAN
NOTICE OF ACTION
CLIENT
CASE COORDINATOR