caloms correction prepared by estifanos tsegay sr ... · 5/20/2014 · caloms manual for programs...

CalOMS Manual for Programs V1 5/20/2014

Edwin M. Lee

Mayor

City and County of San Francisco Department of Public Health

Behavioral Health Information Systems 1380 Howard Street, 3rd Floor

San Francisco, CA 94103-2614 e-mail: [email protected]

415-255-3788

CalOMS Correction

Prepared By Estifanos Tsegay

Sr. Business Analyst CBHS-MIS

415-255-3544 [email protected]

May 20, 2014


TABLE OF CONTENTS

1. Introduction……………………………………………………………………………………………………………………………………………………………………..03

2. Running CalOMS Errors By Program Report …………………………………………………………………………………………………….........4-09

3. Report Description…………………………………………………………………………………………………………………………………………………………….10

4. Errors Correction Procedure ……………………………………………………………………………………………………………………………………….11-12

5. Common Errors ………………………………………………………………………………………………………………………………………………………………. 13


INTRODUCTION

California Outcomes Measurement (CalOMS) admission is a collection of Substance Abuse client’s demographics,

treatment, and outcomes data by all counties and direct providers in California.

All San Francisco county direct service providers, Outpatient, Residential, Methadone Detox and Methadone

Maintenance are required to submit accurate and complete CalOMS data via Avatar system to ADP. To meet this

requirement programs need to enter CalOMS data in Avatar via CalOMS Admission, CalOMS Discharge and CalOMS

Annual forms. All fields in this forms need to be answered. Leaving a blank filed will result in rejecting the whole

admission, discharge or annual update record. Every Friday IT will compile the data from programs and submit the

data to ADP. Programs need to designate a user who runs an error correction reports called “CalOMS Admission

Errors By Program” and “CalOMS Discharge Errors By Program “every Monday and correct the errors displayed

in the report by Thursday.

The purpose of this manual is to provide you a guide on how to run the reports and how to correct the errors so that

the corrected records can be included in the next compile date that will be reported to ADP.


Running “CalOMS Errors Reports.

Run a report by selecting your specific program. For example to run CalOMS Admission Errors By

Program follow the following steps. 1. Search for “CalOMS Admission Errors By Program” and double-click to activate the form.

Double-click here

to activate the

report


2. After you double-click on the report name you will be prompted to select your specific program. Then click on the

“Process” button.


3. You will see the below dialog box and click on the “Yes” button to return to the report request screen.

Or Click “No” to exit the report request screen.


4. CalOMS Admission Errors by Program report will be displayed as below. The report will list missing CalOMS and

Annual records in the first few pages then will list CalOMS records with errors. The program in our example doesn’t have

missing CalOMS and annual records and the first two pages are blank. Please pay attention to the number of pages in

your report.


6. Print the report.


CalOMS Errors by Program Report Description

The report displays report name; program name & number; client name and number; Episode #; record type (CalOMS Admission.

CalOMS Discharge or CalOMS Annual Update); and Error Messages. The screen below shows a client with Admission record type

errors.

Record

Type

Error

Messages

Episode #

Client ID

and Name


ERROR CORRECTION PROCEDURE

Correct the errors or complete any missing data using the below procedure. For example the third part of the report shows a client who has

errors in CalOMS admission record. The correction need to be done using “CalOMS Admission” form.

1. Search for client name, Search the “CalOMS Admission” form, click on the client name once and double-click on the form

name.


2. Go over the 9 sub sections and correct the errors or enter any missing data.

3. Click the “submit” button.


Most Common Errors:

1. “Missing required” field is one of the most common error messages in the Cal OMS Error Report. The source of this error is

leaving blank spaces. All CalOMS fields should have an appropriate value. The most common missing fields are Birth First Name

&Birth Last Name; Driver License number and State; Mother’s First Name, Zip Code, Ethnicity, Current Living Arrangements

etc. Please refer to the Avatar User Guide to see the available choices to fill out the missing required fields.

2. Zip Code error. The 00000 value is valid only if client is homeless otherwise enter the current residence zip code. If a client has

a valid zip code please make sure the living arrangement value under family/social data tab shouldn’t be “Homeless”. The choice

should be Dependent Living or Independent Living.

3. “Yes” should be the appropriate choice under the “flag for CalOMS submission” field.

4. Place of Birth-County codes are available only for California State. If a client is born outside California select “other (Born

Outside of CA)” and for the Place of Birth-State select the appropriate state abbreviation. If a client is born outside of US, for

Place of Birth-county select other (Outside of CA) and for Place of Birth-State select “Other (Born outside of US)”.

5. If a client doesn’t have a valid driver license enter 99902 at driving license number and select none (not applicable) for “Driver’s

License State”. Don’t leave it blank.

6. Client unable to answer (99904) choice is used only if the provider is Detox or Residential Detox or if developmentally

disabled is selected under disability question.

7. If the selection is State Drug Court (DOP), Comprehensive or Drug Court Implementation (CDCI) under source referral or under

parole supervision the system requires the CDC # under Criminal Justice tab. For other source referrals enter 99902 in the CDC#

field.

8. Age at first use should be greater than 5.

9. If Primary or Secondary problem is Alcohol the value for Alcohol frequency

Should be “99902”

10. The Medication prescribed question is referring to if your program dispenses

Methadone dosing. If you are not NTP program select “None”

11. Special Services Contract Code shouldn’t be left blank. Select None or Not applicable and enter

“99902” in the Special Service Contract ID field.

12. If Secondary Drug is “None”, the value for Secondary Drug frequency, Secondary Drug Age of first use should be “99902” and

Alcohol frequency should be “0”. If you left blank is will error out.

caloms correction prepared by estifanos tsegay sr ... · 5/20/2014 · caloms manual for programs...

Documents