DESCRIPTION
The Set Up Residential Services page allows the user to set up an electronic record of residential program’s client capacity, including the ability to add or subtract from the number of clients you are able to accept, and the ability to specify gender, adult or youth, service type, and funding source for each bed in the Clinical Management for Behavioral Health Services (CMBHS) system.
This allows users to actively manage their client census, as well as making this information accessible to any agency responsible for referring clients, without release of protected client information.
You can use this function dynamically, on a daily or weekly basis, to expand or contract your location’s client capacity, making more or less beds/slots available, according to your individual location’s needs and capabilities at any given time.
Before You Start
- Your provider entity must have access to this function. This function is currently available to substance abuse service providers only.
- The CMBHS user must be assigned a role in CMBHS that provides access to the Setting up Residential Services page.
The following roles include write access:
- Clinician
- Para-Professional
- Local CMBHS Administrator
- Program Clerk
- Clinical Supervisor
- Para-Professional Supervisor
The following roles have read only access:
- Business Manager
- Oversight
Business Rules
- Some fields in the Capacity Maintenance page are required, others are optional. Required fields are designated by a * red asterisk.
- This section must be completed in order to access the other Occupancy Management functions available to you within CMBHS. For example, clients cannot be admitted to specific beds/slots, and Client Reservations to specific beds/slots cannot be created until those slots have been identified here.
How to Get to the Residential Services Page
- First, make sure that you are in the location where you need to set up the residential services.You can always verify your current location by looking at the information in the upper left of the screen, just below the logo. There you will see your current Provider and Location documented.
- If you are not in the correct Location, go to Account Management on the same Administrative Services Toolbar and select Change Location. Select the new Location from the drop down list and then CLICK on the Select button. You will now be at the CMBHS Location you selected. To verify that you are at the correct Location, by looking at the information in the upper left hand corner of the screen, just below the CMBHS logo. There you will see your current Provider and Location documented.
- From the Administrative toolbar, go to Provider Tools, then the Occupancy Management sub-menu, and pick the first selection, Setup Residential Services.
How to Use the Residential Services Page
- Before you start, you will need to gather information about your location’s client capacity, including room/bed numbers, service types, age group (adult or youth), whether the bed is currently in or out of service, and funding types for each bed.
- The Setup Residential Services page opens in View mode, displaying all current bed/slot locations at the selected location.
How to Edit and Add Slots
- The CMBHS system automatically enters a slot number for each residential bed, beginning with slot number 1.
- The user must complete the following Data Fields.
Data Fields
Funding Source (Required)
- Select a Funding Source from the list. Select one only. If there is more than one funding source, pick the greatest or primary funding source.
- If you pick “Other”, a text box where you must TYPE IN the name of the other funding source not listed, will display.
Slot Status (Required)
- This selection is used to put a bed/slot “in service” and to temporarily remove a slot “out of service”, thereby preventing it from being reserved or selected for use.
- Pick a Slot Status:
- In Service – means the slot/bed is available for reservation or use.
- Out of Service – the slot/bed can not be reserved or selected for use because it has been taken out of service.
Residential/Inpatient Service (Required)
- Pick whether or not the Bed/Slot is for Residential/Inpatient Service.
- (For programs whose Residential Wait Lists / Capacity is managed by another outside entity, checking this box will make the slot visible to the managing entity.)
Bed/Slot (Required)
- Enter an alphanumeric (letters and/or numbers) Bed/Slot identifier.
- This can be any value, up to five characters, which designates the specific Bed/Slot for your organization’s internal business purposes.
Service Type (Required)
- Pick one or more Service Type(s) from the available list.
- CLICK the up/down arrows on the screen to move your selection to the lower box.
- This indicates that that this Bed/Slot can be used to provide this/these service types.
Gender (Required)
- Pick the Gender identification for the bed. Select one only.
- The answer choices are:
- All
- Female
- Male
Age Group (Required)
- Pick an Age Group for the bed.
- Select one only.
- The answer choices are:
- Adult
- Adolescent/Youth
- Child
Number of Copies (This is a tool not a required data field)
- This tool is used as a time saving devise for users who must put many beds into the CMBHS system.
- If you wish to add more than one identical bed to a location, you can type in the number of identical beds in the “Number of Copies” field.
- The beds will display as identical.
- If you wish to add more bed that are similar but not identical to a location, you can type in the number of identical beds in the “Number of Copies” field.
- The beds will display as identical, however, you can make changes to each bed so that they are no longer identical.
- To finish all the information fields or making changes, CLICK the Add button. Even if you are just editing the slot, you must CLICK the Add button to preserve your changes.
- When you have finished Adding to or Editing slots and have CLICKED the Add button, CLICK the Save button to preserve your changes.
NEXT,
CLICK HERE to go to the 'PROVIDER CENSUS BOARD'