page #CCP007

Client Workspaces

The Client Workspace

DESCRIPTION

The Client Workspace, page CCP007, is the “face sheet” for the client’s electronic Clinical Management for Behavioral Health Services’ (CMBHS) electronic health record (EHR) and the point of access for finding, viewing and editing documents. The Client Workspace displays important information about the client and ensures the treatment team quick access to viewing and editing documents. “Client documents” in the health record are clinical and administrative records created during the client’s episode of care and between episodes of care.

The documents facilitate continuity of care, improve safety, are needed for billing and provide data for local, state and federal reporting. The data is also available for the provider’s use to manage and improve services. The Client Workspace also displays all messages regarding document updates that are due and other messages sent to the primary clinician or other staff about the record.

From the Client Workspace you can:

• FIND and VIEW documents in the client’s health record;
• ADD documents and information;
• Access health records from previous episodes of care.
• VIEW special precautions and other important information about the client in the Flags window,
• VIEW information about the client’s status in the At A Glance window;

 

Before You Start

• Your business entity and service location must be authorized to access client records in CMBHS.
• The user must be assigned a role that authorizes access to Client Health Records, either view-only or with read-write access.
• Before viewing any client health records, ensure that you are knowledgeable about all rules and regulations regarding confidential client health information and have a legitimate “need” to view the client record.

How to Access the Client Workspace

You can access the Client Workspace from multiple places within the Clinical Management for Behavioral Health Services (CMBHS) application. The most frequently used is to select a client from a list of client names in CMBHS, and then CLICKING ON the Client Workspace button, usually found at the bottom right-hand corner of the list.

 

The following are examples of how the Client Workspace can be accessed.

EXAMPLE 1:

From Find/Add New Client Page (page # CLI015 )

• Select a client from the search results found in the Existing Client List, by CLICKING anywhere in the row.

The row will be highlighted.

• Then CLICK ON the Client Workspace button in the bottom right hand corner of the page.
• This will open the Client Workspace for the client you selected.

EXAMPLE 2:

From the Clinician Workspace (page # DAS016 )

• Select a client from the Client List at the top of the page, by CLICKING anywhere in that client’s row.

The row will be highlighted.

• Then CLICK ON the Client Workspace button in the bottom right hand corner of the page.
• This will open the Client Workspace for the client you selected.

 

 

Using the Client Workspace

The majority of the Client Workspace is for the purpose of viewing information rather than entering it. Once you have access to a document for the purpose of viewing it, you can usually then access it for the purpose of editing if that is within the scope of your job responsibilities and you have been designated that role within CMBHS. There are several places on the client workspace where you are given the option of how you would like the information to display.

 

Display and Information Access on the Client Workspace

The following information is displayed at the top of the Client Workspace page, in the upper right hand corner of the Client Workspace.

 

Client Workspace Display and Data Fields

The following information is displayed at the top of the page, in the upper right hand corner of the Client Workspace.

Client Identification

This box contains client identifying information and a picture. CLICK here for information on uploading the client’s picture into CMBHS.

• Client Name(View only)
  • Displays the client’s name using information from the client profile.
• Date of Birth(View only)
  • Displays the client’s date of birth using information from the client profile.
• Gender(View only)
  • Displays the client’s gender using information from the client profile.
  • Age (View only)
    • Displays the client’s age using information from the client profile.

     

    

 

Messages	Flags
Displays all messages that have been sent regarding this client record.	Displays important information about the client’s health, legal status, precautions ands warnings.
The messages include the need for updates, due dates, expiration dates and other documentation related warnings.	The Flag is similar to a “yellow-post-it – note” and not part of the client record.
Displayed are the Action Due and the Due Date.	To set-up a Flag on the client’s record, CLICK ON the Flag symbol to the right of the work Flag.
These messages are generated by CMBHS.	A box will open where you can set-up the Flag.
If you believe a message is incorrect, contact your Local CMBHS Administrator.	If you believe a message is incorrect, contact your Local CMBHS Administrator.

 

Flags

How to Set up a Flag

• Although CMBHS may allow any user to set up a Client Flag, make sure that you are aware of your business entities rules regarding setting up and removing Flags.
• The White box in front of the word “Flag” can be used to display or hide the client flags. If the box has a plus sign (+) in it, CLICKING ON the plus sign (+) will display the flag.
• CLICKING ON the minus sign (-) will hide the Flag.
• When you CLICK ON the plus sign (+) CMBHS will display the number of records found. If there are none, the message will read “No records Found”.
• CLICK ON the Flag symbol to create a new Flag.
• A box will open where the following information must be entered:

 

Flag Type (Required)

• Select one of the following Flag types from the drop down list.
  • Behavioral
  • Homicidal
  • Medical
  • Suicidal
  • State Hospital
  • Other
    • If you select “Other” as the Flag type, provide additional information about the type of Flag by TYPING it into the text box.

 

Created Date (View only)

• This field will display today’s date.
• This date is generated by CMBHS and you can not change it.

 

Expires On (Required)

• Select one of the 3 options that best describes how and when this Flag should end.
• CLICK IN the circle and a green dot will display for your selection.
• The answer choices are:
  • On Expiration
    • The Flag will expire on the date entered by the user.
  • On Discharge
    • The Flag will expire when the client is discharged.
  • Never
    • The Flag will display whenever the Client Workspace is accessed.
• If you select the first answer choice, On expiration, you must fill in an expiration date in the Expiration Date field that displays.

 

Expiration Date (Required)

• TYPE IN the 8 numbers that represent the date.
• You may TYPE IN the date in the final format with a forward slash between the month and day and the day and year (dd/mm/yyyy) or you may TYPE IN the 8 numbers of the date (ddmmyyyy) and CMBHS will format them for you.
• If the month or day is 9 or less, (a single digit number) insert a zero before the month or day.

 

Narrative (Not Required)

• You may enter a narrative to provide additional information that others may need to understand the meaning of the Flag, such as why the Flag is being flown at this time, how the expiration date was determined or any other information that may help others respond appropriately to the client in regards to this matter

 

Performed By (Required)

• A list of active staff at the service location is displayed.
• Select the name of the staff that requested that the Flag be documented.
• This should be the Clinician with the authority within your organization to set a Flag in the client health record.

 

What Next?

• After completing the required information, CLICK ON the Save button in the upper right hand corner of the screen.
• The Flag box will close and your Flag will be displayed.

 

Allergies and Adverse Drug Reactions (View only)

• This information is “View only” on the Client Workspace and can not be edited or changed here.
• The information that displays is the name of the substance and a description of the reaction.
• The White box in front of the word “Allergies and Adverse Drug Reactions” can be used to display or hide the client Allergy information.
• If the box has a plus sign (+) in it, CLICKING ON the plus sign (+) will display the flag.
  • CLICKING ON the minus sign (-) will hide the Flag.
  • When you CLICK ON the plus sign (+) CMBHS will display the number of records found. I there are none, the message will read “No records Found”.
  • To Add to or Edit the Allergy information, you must go to the Medical Section of the client’s most recent Assessment, or to the Medication Order.
  • The Allergies can not be added to or edited directly on the Client Workspace

 

 

Axis I-V Information (View only)

The next information to display on the Workspace is the diagnostic information for the client for the selected episode of care.

• This information is “display only” on the Client Workspace and can not be edited or changed here.
• The information that displays is the Axis, the code for the diagnosis and the diagnosis. The white square in front of the words “Axis I-V Information” can be used to display or hide the client diagnoses. If the box has a plus sign (+) in it, CLICKING ON the plus sign (+) will display the flag.
• CLICKING ON the minus sign (-) will hide the Diagnostic Information.
• When you CLICK ON the plus sign (+) CMBHS will display the number of records found to the right.
• This means the number of diagnoses documented for this client in CMBHS. If there are no diagnoses documented for the client the message will read “No Records Found”.
• To Edit or Add to the diagnostic information, you must go to the Assessment, select “Update” as the Assessment type, go to the Diagnosis Tab and make changes the diagnoses as part of the update process.
• The Diagnosis can not be edited from the Client Workspace.

 

At A Glance

This section of the Client Workspace provides important information about the services the client is receiving, and the course of treatment. All of the information in this section is view only.

 

Days on Wait List (View only)

• If the client is place on a waiting list, the number of days will display.
• This information comes from the CMBHS waiting list.

 

Primary Clinician (View only)

• The name of the Primary Clinician Assigned to the client will display here.
• This information comes from the most recent version of the client’s treatment plan.

 

Treatment Team (View only)

• The names of the members of the client’s treatment team will display here.
• This information comes from the most recent version of the client’s treatment plan.

 

Funding Source (View only)

• The primary funding source for the client’s services and treatment, displays here.
• This information comes from the most recent CMBHS Financial Eligibility Assessment.

 

Last Assessment Date (View only)

• The date of the last assessment (Initial, Update of Discharge) completed in CMBHS on the client, will display here.

 

Last Treatment Plan Review Date (View only)

• The date of the last Treatment Plan Review completed in CMBHS displays here.

 

 

Episode of Care

• Use this drop down box to select an Episode of Care.
• An Episode of Care is defined by an Admission and a Discharge date in CMBHS.
• If the Client has only a Profile in CMBHS and has never been admitted for treatment or services, there will be no episodes of care.
• The client’s current Episode of Care will display with PRESENT as the end date, instead of a discharge date.

Show Only Open Services

This is an optional filter tool that can make finding documentation easier for the user. This is not a data entry field.

• Check this box if you want to limit the list of documents to only those related to the services “open” current in “open” or “active” status. This means the services for which the client has a current begin service at this location.
• If you do not check the “Show only open services” box, the list of services that will display will include all services offered at your location.

 

 

Service Management

This will display the activities (services) the client has received, including the start and end date. This allows the user quick access to this important information about service utilization.

 

Activity Type (View only)

• This field displays the activity (service) type.

Start Date (View only)

• Displays the date the activity (service) started.

End Date (View only)

• Displays the date the activity (service) ended.

 

Consent (Release of Information)

• No Records Found, will display in the box.
• When there are no Authorizations for Release of Client Information signed by the client, 'No Records Found', will display in the Consents box.

Consent Revoked

• When there are no Revoked Consents,' No Records Found', will display in the Revoked Consents box.
• When you select and CLICK IN the row of a medication.

Medication

• When you CLICK IN the row of a medication to select it,
• When there are no medications prescribed for this client 'No Records Found', will display in the Medications box.

 

Document List

This list displays all the documents that:

• have been developed by this provider for this client;
• are contained in the client’s CMBHS health record that this provider has been given consent by the client to view.

 

Show Only Open Services

This is an optional filter tool that can make finding documentation easier for the user. This is not a data entry field.

• Check this box if you want to limit the list of documents to only those related to the services “open” current in “open” or “active” status.
• This means the services for which the client has a current begin service at this location.
• If you do not check the “Show only open services” box, the list of services that will display will include all services offered at your location.

 

Document Type (View Only)

• This field displays the document type.

 

Description (View Only)

• The description of the document displays in this field.

 

Show all the columns (NOT Required)

• This is an optional filter tool that adjusts the number of columns visible in documentation easier for the user.
• This is not a data entry field.
• The number of records found will display at the top of the table in the right-hand corner.
• When you CLICK ON the All tab the following information will also display on the Client Workspace.

 

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CLICK HERE to go to the 'CLIENT DOCUMENTS'