Page# WTL054

Wait List

DESCRIPTION

The Wait List function in Clinical Management for Behavioral Health Services (CMBHS), page WTL053, gives providers a single place of access to information needed to manage their census and admissions. The Wait List allows programs to coordinate services for clients, and allows referring agencies to work together with treatment providers seamlessly, with the ultimate aim of optimizing the timeliness of services.

 

The Wait List automatically prioritizes clients, based on their length of time on the Wait List and the client’s Priority Population designation.

Business Rules for the Wait List Entry Page

• DSHS sets the requirements for the CMBHS Wait List according to laws, rules and funding source requirements applicable to the provider type.
• The client’s Priority Population designation is calculated by CMBHS based on the data contained in the client’s most recent Screening or Assessment and applicable laws and rules.

How to Access the Wait List:

• After logging in to CMBHS, go to the Administrative Toolbar at the top of the page. Hover over the Provider Tools menu, then the Occupancy Management sub-menu, and CLICK on Wait List.
• The Wait List page, WTL053, will display.

How to Use the Wait List Page

When the Wait List page opens in CMBHS, it displays all clients that are currently on the Wait List for the current Location. If there are too many records to display on a single page, you can navigate to other pages using the page numbers at the bottom of the list. If there are no clients on the Wait List, No Records Found will display.

The Placement Status will automatically update as soon as a slot becomes available for the client, and will show whether or not a slot has been reserved for the client.

The Wait List displays each client’s:

• Age
• Gender
• Priority Population designation
• Service Type
• Number of Days Waiting
• Name
• City
• Contact Number
• Placement Status

Filters

• The Wait List may be filtered according to the categories listed below.
• To activate the filters, CLICK ON the column headings.
• To return to the unfiltered view, CLICK the Show All button.

Wait List Filters

• Age Group
• Priority Population
• Number of Days Waiting
• City
• Slot Availability
• Gender
• Service Type
• Client Name
• Client’s Contact Number

View

• From here, you can view an individual Wait List Record by highlighting the record within the list and then CLICKING the View button.
• When the individual Wait List Entry record displays, you can make changes to the Wait List Entry.

How to Remove an Entry from the Wait List

You can remove the Wait List Entry from the Wait List by CLICKING the Remove button. This will remove the client from the Wait List for this Location and Service Type.

If a client has been added to the Wait List for more than one Service Type, the other record(s) on the Wait List must be removed separately, if necessary.

Client Profile

• You can also view the Client Profile for any client in the Wait List by highlighting the client’s name in the Wait List Entry in the list and CLICKING the Client Profile button.

Client Workspace

• You can also navigate to the Client Workspace for a client by highlighting the client’s Name on the Wait List (the Wait List Entry) and CLICKING the Client Workspace button.

Create/View Reservation

• If the Placement Status indicates that a slot is available, and you wish to create a Client Reservation, or if the Placement Status indicates that a Client Reservation already exists for this client, you can proceed to the Client Reservation for this client by highlighting the client’s Wait List Entry and CLICKING the Create/View Reservation button.

How to Create a Wait List Entry

• The Wait List Entry page allows you to place a client on a wait list, and allows you to document the types of interim services that the client will be receiving while waiting for Admission. The Wait List Entry page is WTLO52.

Before You Start

• The user must have access to the Wait List Entry function.
• The following roles include write access to the Wait List Entry function: Clinician, Para-Professional, Local CMBHS Security Administrator, Para-Professional Supervisor, and Authorization Approver.
• The following roles have read-only access to the Wait List Entry function: Business Manager, Case Manager, Oversight, Program Clerk, Clinical Supervisor, and Authorization Requester.
• You must have already selected the client you wish to add to the waiting list using the Find/Add client function or from the Clinician Workspace.
• The selected client must have a valid screening on file prior to placement on the Wait List. (See business rules below for more information on this requirement).

Business Rules for the Wait List Entry Page

• Some fields in the Wait List Entry are required, others are optional. Required fields are designated by a red asterisk *.
• The client’s priority population will be calculated based on the data contained in the most recent assessment or screening in the client’s record. Therefore there must be a screening or an assessment in the client’s CMBHS record for this episode of care or from another that is less than 30 days old.
• If the screening or assessment was completed by another provider, then the new provider must have the needed consent in CMBHS to access the screening or assessment and it must have been created 30 days prior to the date of admission.
• When putting a client on the Wait List, if there is not an open episode of care with this provider, then the system checks the most recent screening or assessment for the priority population status to determine the priority population designation for the Wait List.
• Clients put on the wait list – client from priority population category (for MH – current Medicaid recipient) gets added to the list based on the priority population category list and in order of addition to the list.

How to Access the Wait List Entry Function

• From the Client Services toolbar on the left side of the page, go to Intake sub-menu, and pick Wait List Entry by CLICKING ON it.
• You will be taken to the Wait List Entry page WTLO52.

How to Use the Wait List Entry Function

• Once on the Wait List Entry page, WTLO52, enter correct information into the following fields to create an entry and put a client on the Wait List Entry.

Wait List Start Date

• This field represents the date on which the client is added to the Wait List Entry.
• To enter the date TYPE in the eight (8) numbers that represent the date (mmddyyyy) or you may enter them as (mm/dd/yyyy) with the slash marks.

Priority Population

• This field represents the client’s priority population designation and will pre-populate, based on information in the most recent screening or assessment in the client’s record.
• If the Priority Population is not correct, you may change it. If you change the Priority Population designation, you must document a valid reason for making the change in the Comments section below.

Service Type

• This field reflects the Service Type that the client is waiting for.
• Pick from the available answer choices in the dropdown list.
• If the Service Type that you wish to pick is not in the list of choices, it may be because that Service Type is not available for this client at this location.
• If this appears to be in error, contact your Local CMBHS Security Administrator for assistance.

Interim Services

• If the client is or will be receiving Interim Services until they can be admitted, document this by identifying the interim services from the list.
• You may pick more than one answer.
• The answer choices are:
  • HIV Risk Reduction Counseling
  • Referral for HIV Antibody Testing
  • Referral for Pre-natal Care
  • Referral for TB Screening/Treatment
  • Referral to HEI or HIV Program for Interim Services
  • Substance Abuse Education for Pregnant Women
  • Tuberculosis
  • Other

INFORMATION FOR OSARs ONLY:

Client’s Provider Choice

• • An OSAR should document the client’s choice of provider or provider location.
• • Use the arrows to move your selection to the box on the right.
• • Be sure to CLICK the Save button before navigating to another page, in order to save the record.

CLICK HERE for information on 'How to Create A Wait List Entry'

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