Page# WTL055

Provider Census Board

The Provider Census Board allows Clinical Management for Behavioral Health Services (CMBHS) users to view the client census for each of their substance abuse treatment locations in CMBHS. The Provider Census Board can be used to facilitate occupancy management, service coordination and oversight of discharges. The Provider Census Board page is WTL055.

Before You Start

• The user must be assigned a role in CMBHS that provides Write access to the Provider Census Board page in order to Add or Remove clients from the board.
• The following CMBHS roles have Write access to the Provider Census Board page: Clinician, Para-Professional, Case Manager, Clinical Supervisor, Para-Professional Supervisor, Local CMBHS Security Administrator, and Program Clerk.
• Other users only need to View the Provider Census Board. The following roles provide view or Read-only access to the board: Business Manager, Oversight, Authorization Approver, Authorization Requestor, Drug Court Administrator and Drug Court user.
• The Provider Census Board can only be accessed when the user is a substance abuse or mental health service/clinic location in CMBHS. If you are at the administrative/parent location of your organization, and attempt to open a Provider Census Board from the Administrative toolbar, you will receive the following message: "You must be logged in as an MH/SA location to view this screen."
• Make sure that you are in the correct CMBHS Location before you try to access the Provider Census Board. If you are at the wrong location, confusion and entry of incorrect information may result. If you are not in the correct Location, go to Account Management on the Administrative Services toolbar, Hover over Account Management and CLICK on Change Location. Choose the correct Location from the drop down list and then CLICK on the Select button. Do not forget to CLICK on the Select button.

Business Rules for the Provider Census Board

• If your location has more than 20 slots/beds, then the Provider Census Board will display only the first 20 on the first page with additional slots/beds listed on subsequent pages. To go to these additional pages, use the page number links 1, 2, 3, 4 … at the bottom of the list.
• If a client is receiving services at 2 CMBHS Locations within your business entity, their name will appear on the Provider Census Board at both locations.
• Only one client at a time can occupy a bed or slot.
• On the Provider Census Board, the Bed/Room Number field can be edited. When the Bed/Room Number is changed, an Administrative Note labeled “Room Assignment” is added to the Document List on their Client Workspace. The Administrative Note will reflect the old and new room numbers with the date and time of the change. (Temporarily Disabled).
• On the Provider Census Board, the Projected Discharge Date field can be edited. When the Projected Discharge Date is changed, an Administrative Note labeled “Projected Discharge Date” is added to the Document List on their Client Workspace. The Administrative Note will read “Client’s Discharge Date is Projected for (new Date)” will display. (Temporarily Disabled).

How to Use the Provider Census Board

• To see the Provider Census Board, go to the Administrative toolbar at the top of the page, open Occupancy Management and pick Provider Census Board when it displays.
  • NOTE: If Provider Census Board is not listed under Occupancy Management on your computer, the cause is most likely that you are at the CMBHS Administrative/Parent level of your organization. Use the Change Location function to go to the correct Location. If this does not correct the problem, contact the CMBHS HelpLine.
• Once at the Provider Census Board, note the filter boxes at the top of the page. When you first open this page, each filter box will display the word “All”. You can change which clients are displayed on the Provider Census Board by selecting a filter from the drop-down list from one or more of the filter boxes.
• To return to the unfiltered view, showing all slots/beds again, CLICK the View All button.
• The Filters include:
  • Slot Number (Temporarily Disabled)
  • Room/Bed Number (Temporarily Disabled)
  • Service Type
  • Gender
  • Age Group
  • Client Name
  • Begin Service Date and Time
  • Authorized Days/Units
  • Projected Discharge Date (Temporarily Disabled)

The Provider Census Board displays the following information about each client. Temporary view - Disabled items not included.

Uses for the Provider Census Board

• The Provider Census Board can be used by Clinicians and others to quickly access the records of clients not assigned to them to view the record or make a quick progress note.

• The Provider Census Board can be used as a process improvement tool. For example, supervisors can quickly identify the records of clients that have been discharged from services but not discharged in CMBHS. Their names continue to display on the Provider Census Board until discharged.

Temporarily Disabled Information and Functions on the Provider Census Board

Slot Number (Temporarily Disabled)

• This is a CMBHS assigned number that is used for Outpatient Services to represent the capacity of people that can be served at a Location.

Room/Bed Number (Temporarily Disabled)

• A user assigned number to represent the Room and/ or Bed Number assigned to the client.

Projected Discharge Date (Temporarily Disabled)

• To add a Projected Discharge Date for a client, first locate the client on the Provider Census Board.
• CLICK the Edit link in that slot, and enter the date that the bed is expected to become available in 8 digit (mm/dd/yyyy) date format. This will make the bed available to be reserved on the day following the date you entered.

Administrative Notes (Temporarily Disabled)

• CMBHS will place an Administrative Note in a client’s record when the Provider Census Board is edited; either the Slot Number, Room/Bed Number, Projected Discharge Date and Client Reservation.

Client Reservation (Temporarily Disabled)

• Client Reservation is applicable to Residential Services only.

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