pa wits (teds data entry only) system/pa wits teds data entry user...(teds data entry only) pa wits...

DDAP

(TEDS Data Entry

Only) PA WITS

Last Updated September 20, 2017

Applies to:

WITS Version 18.0+

PA WITS | FEi Systems Intended Audience | i

PA WITS

Preface

This is a quick guide to help data entry users in PA WITS. Data entry users will continue to enter back

data of TEDS information into the PA WITS system.

Intended Audience

This user guide has been prepared for PA Data Entry users. Topics covered include basic navigation

features, system conventions, screen formations, hints, and login information.

System Requirements

PA WITS is a web-based application accessed through an Internet (web) browser using an Internet

connection.

Internet Browsers

PA WITS is compatible with up-to-date versions of most modern Internet browsers such as:

Firefox

Google Chrome

Internet Explorer version 10+

Safari

Pop-up Blocker

Certain features in PA WITS, such as Snapshot and Scheduler, will open in a separate browser window

when selected. Make sure your browser allows pop-ups from PA WITS.

Customer URL Links

Production Site: https://pa.witsweb.org

ii | Preface PA WITS | FEi Systems

Contents

Preface.......................................................................................................................................................................... i

Intended Audience ..................................................................................................................................................................... i

System Requirements ................................................................................................................................................................ i

Internet Browsers ................................................................................................................................................................... i

Pop-up Blocker ....................................................................................................................................................................... i

Customer URL Links .................................................................................................................................................................... i

Part 1: Logging into PA WITS ......................................................................................................................................... 1

How to Setup Your Organization in PA WITS ............................................................................................................................1

First Time Logging In..................................................................................................................................................................1

How to Log In.............................................................................................................................................................................2

Help Logging In ......................................................................................................................................................................3

New Clients vs Existing.................................................................................................................................................. 5

Search for a Client .....................................................................................................................................................................5

Client Search Tips ..................................................................................................................................................................7

Create Client Profile ..................................................................................................................................................................8

Client Profile > Additional Information .............................................................................................................................. 10

Client Profile > Contact Info ............................................................................................................................................... 12

Client Profile > Client Group Enrollment ............................................................................................................................ 14

Client > Activity List > Start New Episode............................................................................................................................... 17

Client > Activity List > Intake .................................................................................................................................................. 18

Client > Activity List > Admission ............................................................................................................................................ 20

Client > Activity List > Outcome Measures ............................................................................................................................ 21

Client > Activity List > Client Status (Initial Outcome)........................................................................................................ 21

Client > Activity List > Diagnosis ......................................................................................................................................... 26

Client > Activity List > Program Enrollment (Start) ............................................................................................................ 28

Client > Activity List > Outcome Measures (Update) ............................................................................................................. 29

Client > Activity List > Outcome Measures (Final) ................................................................................................................. 35

Client > Activity List > Discharge (Close Case) ........................................................................................................................ 37

PA WITS | FEi Systems How to Setup Your Organization in PA WITS | 1

Part 1: Logging into PA WITS

How to Setup Your Organization in PA WITS

PA WITS has been preloaded with all contracted providers and their requested user accounts. To begin

using PA WITS, each Provider must send a signed Qualified Service Organization Agreement (QSOA) to the

PA WITS Service Desk (Email: [email protected] or Fax: 410-715-6538). The approved QSOA can

be found on the DDAP website here: http://www.ddap.pa.gov/Pages/DataSystem_Training.aspx.

First Time Logging In

Once the service desk processes your organization’s signed QSOA, each user identified by your organization

will receive two automated email messages from [email protected]. The first email will include your User

ID and the second email will contain a link to set your credentials. Please note that this link will expire 24

hours after the email was sent. After 24 hours, please contact the PA WITS Service Desk to reset your

credentials and a new link will be emailed to you.

Below is a sample of the email you will receive. Click the link provided in the email.

On the Reset Credentials screen, type your new Password and Pin and then click the Save button.

2 | Logging into PA WITS PA WITS | FEi Systems

How to Log In

Where: Internet Browser > PA WITS Login Screen

1. Open your Internet browser and then type the URL of your PA WITS system (https://pa.witsweb.org).

2. Acknowledge the warning message, shown below, by clicking the OK button.

3. Type your User ID, Password, and Pin, then click the Login button.

PA WITS | FEi Systems How to Log In | 3

4. If your user account is not associated with more than one facility, you will be directed to the Home

Page

If your user account is associated with more than one facility, you will be prompted to select which

facility you will be entering information for. Make your selection by choosing the appropriate option

from the drop-down menu, then click GO. You will then be directed to the Home Page.

Help Logging In

Forgot Password Link

1. If you have forgotten your password, click the Forgot Password link located on the Login screen.

2. Type your User ID and then click the Submit button.

4 | Logging into PA WITS PA WITS | FEi Systems

3. Type the answer to your Security Question and then click the Submit button.

After you click submit, you will receive a reset credentials email like the one you received when your account

was first created, as shown in the First Time Logging In section of this document.

PA WITS | FEi Systems Search for a Client | 5

New Clients vs Existing

Search for a Client

Where: Client List > Client Search

Before creating a new client record, complete a search to make sure the client is not already in PA WITS.

To view clients within your facility, click on the Client List menu item. A blank Client List screen will appear.

Use the fields in the Client Search section to narrow your results.

After entering the search criteria, click Go to view the results.

NOTE • When searching for a client, try to use unique information, such as birthdates or social security

numbers, if possible. You can also enter a partial name followed by a “*”. This is called a wild card

search. For instance, if you search for Last Name of “Smit*”, the search results will display people with

the last name of “Smith”, "Smitty”, “Smithson”, etc.

6 | New Clients vs Existing PA WITS | FEi Systems

Look for your client in the Client List. If you find the right person, view their profile by hovering your cursor

over the pencil icon and clicking on the Profile link under the Actions column. If you do not find your client,

you can create a new client record.

PA WITS | FEi Systems Search for a Client | 7

Client Search Tips

Client Names Use a client’s nickname or alternate names in the First Name or Last Name fields.

Use an asterisk (*) to perform a wildcard search.

Examples:

▪ Find clients whose last name starts with “Jon”: Jon*

Client Date of Birth

Search within a timeframe by separating the two dates with a colon “:”.

Examples:

▪ Find clients born in the year 1990: 1/1/1990:12/31/1990


Create Client Profile

Where: Client List > Client Profile

DDAP Forms Needed to Complete Client Profile:

▪ DDAP-EFM-1000 Screening Tool

▪ DDAP-EFM-1005 Client Admission

Note: You must search for each client before creating a new record. To add a new client to the system,

follow the steps below.

On the left menu, click Client List.

On the Client List screen, click Add Client.

On the Client Profile screen, enter the following information:

DDAP-EFM-1000 Form Field Matching PA WITS Field

Current First Name Current First Name

Current Last Name Current Last Name

Suffix Suffix

Birth First Name Birth First Name

Birth Last Name Birth Last Name

Sex Gender

Birth Date DOB

SSN SSN

County County

Then click Save.

Click the right arrow button.

PA WITS | FEi Systems Create Client Profile | 9


Client Profile > Additional Information

On the Additional Information screen, enter the following information:


Ethnicity Ethnicity

Race Races


Veteran Status Veteran Status

Then click Save.

Click the right arrow button to move to the client’s Contact Info.


Client Profile > Contact Info

On the Contact Info screen, enter the Phone Number, if known.


Phone (Any)

Click Add Address.

On the Address Information screen, enter the following information:


Address Type

Street Address 1 Address Line 1

Street Address 2 Address Line 2

City City

State State

Zip Code Zip

NOTE: If a client reports being homeless, select Homeless as the Address Type and the address line will

auto-populate accordingly. The City, State, and Zip will not be required fields.

Click Finish.

Note: PA WITS uses the United States Postal Service (USPS) Address Standardization Web Tool to

validate the client’s address. If USPS detects any errors in the street address, PA WITS will display the


results from USPS. You can then decide to select the original addressed entered, or the suggested

address from USPS.

If you need to edit the address, you can revise the address from the Address Information screen. Click

Select for the original address.

You will be returned to the Contact Info screen. Hover your cursor over the Pencil icon next to the

address you wish to edit, then click Review.

After you have edited the address, click Finish and you will be directed back to the Contact Info

screen.

Click Save.

Next you will complete a Client Group Enrollment for your client. Do not click Finish. Instead, start

with the procedures on page 12 of this guide.


Client Profile > Client Group Enrollment

A Client Group Enrollment (CGE) must be created before a client intake can be completed in PA WITS. The

CGE is used to capture the client’s funding source, and must be updated any time the funding source

changes.

Click Client Group Enrollment in the left navigation menu, under Client Profile.

Click Add Government Contract Enrollment.

Complete the required fields:

Field Description

Plan Type Read-only. Pre-populates with “Government

Contract.”

Contract Select the SCA providing funds for the client. If the

client is not being funded by an SCA, select the “No

SCA” option.

Plan-Group This field pre-populates with the applicable

information based on the Contract selection.

Subscriber # This field pre-populates with the client’s UCN.

Payor Priority Order The option “1” should be selected for the current

funding source.

Start Date Enter the date the client began receiving funding

from the selected source.

End Date Enter the date the client stopped receiving funding

from the selected source.


Click Save.

If a client changes funding sources, the existing CGE will need to be updated to include the End Date. A

new CGE will then need to be created for the new funding source.

To enter an End Date for a CGE:

Hover over the pencil icon in the Actions column and click Edit.


Enter the End Date.

Click Save.

PA WITS | FEi Systems Client > Activity List > Start New Episode | 17

Client > Activity List > Start New Episode

On the left menu, click Activity List. (Note: this will open the Episode List screen)

Click Start New Episode.

You will be directed to the Client Intake screen.


Client > Activity List > Intake

On the Intake Case Information screen, enter the following information:


Intake Facility

Intake Staff

Admit Date Intake Date

Referral Source Source of Referral

Pregnant Pregnant

The Intake Facility will default to the facility the user is currently logged in under.

The Intake Staff field will default to your name. Please note that for the purposes of entering the backlog of

TEDS data, you do not have to select the actual intake staff name if it is not present in PA WITS.

If the client is male, the Pregnant field will be grey and not required. There are also several fields that will

be visible, but are not required at this time.

Update – 4/10/17 – After a Client Group Enrollment (CGE) is created, the Funding SCA field will pre-

populate with the same SCA that was selected on the CGE screen. These fields must match, and you will

receive an error message if you try to change the Funding SCA field on the Intake screen.

Click Finish.

This will bring you to the Client Activity List screen.

PA WITS | FEi Systems Client > Activity List > Intake | 19


Client > Activity List > Admission

Note: The Admission Profile only needs to be created and does not require any data entry from the PA

DDAP forms.

On the left menu, click Admission.

Enter the Admission Date.

Note – CHANGE IN FUNCTIONALITY: Prior to September 25, 2017, PA WITS auto-populated the

Admission Date using the Intake Date. This is no longer the case, and you must enter the Admission Date.

You should use the Admission Date found on the Admission form, DDAP-EFM-1005 Client Admission.

Click Finish.

You will be redirected to the Client Activity List.

PA WITS | FEi Systems Client > Activity List > Outcome Measures | 21

Client > Activity List > Outcome Measures

DDAP Forms Needed to Complete Initial Outcome:

▪ DDAP-EFM-1005 Client Admission

On the left menu, click Outcome Measures.

From the Outcome Measures List, click Add New.

Client > Activity List > Client Status (Initial Outcome)

The following information will be auto-populated:

• Date

• Type

• Pregnant and Due Date (if the client is a pregnant female)

On the Outcome Measures – Client Status screen, enter the following information:

(See next page for table)


Field

Number


1 Why in Treatment Codependent/Collateral

2 Psychiatric Problem in addition to Alcohol

or Drug Problem

Co-Occurring SA and MH Problem

3 Medication-assisted Opioid Therapy Medication Assisted Tx

4 Prior Treatment # of Prior SA Tx Episodes

5 Frequency of self-help program

attendance in the 30 days prior to

discharge

“# of times the client has attended a self-

help program in the 30 days preceding the

date of admission to treatment services. Includes attendance at AA, NA, and other

self-help/mutual support groups focused on

recovery from substance abuse and

dependence

6 Education Education Status

7 Employment Status Employment Status

(Note: both DDAP fields are combined into

one) 8 Detail not in Labor Force

9 Payment Source Primary Payment Source

10 Marital Status Marital Status

11 Primary Income Source Source of Income

12 Health Insurance Health Insurance

13 Living Arrangement Living Situation

14 No. of Clients Arrests 30 days prior to

Admission

# of Arrests in Past 30 Days

15 PRIMARY DRUG - Substance Abused Primary - Substance

16 PRIMARY DRUG - Frequency Primary - Frequency

17 PRIMARY DRUG - Method Primary - Method

18 PRIMARY DRUG - Detailed Drug Code Primary - Detailed Drug Code

19 PRIMARY DRUG - Age First Used Primary - At what age did the client FIRST

use the substances indicated above (if unknown, enter '97')

20 SECONDARY DRUG - Substance Abused Secondary - Substance

21 SECONDARY DRUG - Frequency Secondary - Frequency

22 SECONDARY DRUG - Method Secondary - Method

23 SECONDARY DRUG - Detailed Drug Code Secondary - Detailed Drug Code

24 SECONDARY DRUG - Age First Used Secondary - At what age did the client FIRST

use the substances indicated above (if

unknown, enter '97')

25 TERTIARY DRUG - Substance Abused Tertiary - Substance

26 TERTIARY DRUG - Frequency Tertiary - Frequency

27 TERTIARY DRUG - Method Tertiary - Method

28 TERTIARY DRUG - Detailed Drug Code Tertiary - Detailed Drug Code

29 TERTIARY DRUG - Age First Used Tertiary - At what age did the client FIRST

use the substances indicated above (if

unknown, enter '97')


10

1

13

12

8 7

4

6

5

3

2

9

11

14


15 18

17 16

19

20 23

22

24

21

25 28

27 26

29


Click Save.



Client > Activity List > Diagnosis

Click Edit Diagnosis.

On the Client Diagnosis screen, enter the following information:

▪ Type: select Behavioral

▪ Diagnosis: type at least two (2) characters for options to appear. Please note that only ICD 10

codes are available in PA WITS. If the diagnosis, either the exact code or wording that is on

your form, is not listed, select Unknown.

▪ Principle Diagnosis: select Yes


N/A Type (select Behavioral)

Diagnosis Diagnosis

Principal Diagnosis


Click Save.

The Diagnosis information will update in the Behavioral Diagnosis section.

Enter the Secondary Diagnosis and/or Tertiary Diagnosis, if applicable and time permits.

Note: TEDS does not collect Secondary and Tertiary diagnoses.

Click Finish.

You are redirected to the main Client Diagnosis screen.

Click Save.



Client > Activity List > Program Enrollment (Start)

On the Program Enrollment screen, click Add Enrollment.

Enter the following information:


Facility

Program Program Name

Clinician Program Staff

Days on Wait List

Start Date Start Date

The Facility will default to the facility that you are currently logged in under.

The Program Staff field will default to your name. Please note that for the purposes of entering the backlog

of TEDS data, you do not have to select the actual program staff name if it is not present in PA WITS.

Enter the number of Days on Wait List. The number of days on wait list would be the difference between

the date on the Screening tool and the Admit Date on the Admission form. For example, if the date on the

Screening tool is 12/2 and the Admit Date on the Admission form is 12/3, the number of days on wait list

would be 1.

The Start Date is automatically populated with the Admission Date. Verify that the date is correct.

Click Save, then click Finish

You will return to the Program Enrollment Screen. Click the Finish button at the bottom of the screen, and

you will return to the Client Activity List.

PA WITS | FEi Systems Client > Activity List > Outcome Measures (Update) | 29

Client > Activity List > Outcome Measures (Update)

Besides initial outcome measures, PA WITS also allows you to create update and final outcomes measures

within the system. DDAP will now be utilizing the update outcome measure when a client is transferring

from one level of care to another within the same facility. A final outcome measure will be completed

when transferring from one facility to another, or when the client is no longer in treatment at your facility.

In the past, to change a level of care within the same facility, you completed a discharge from one level

and an admission to the next level. Within PA WITS, these will be completed as Update Outcome

Measures.

It is possible that you may not enter an Update Outcome Measure, and would proceed directly to the Final

Outcome Measure.

From the client activity list, click Outcome Measure, and then click Add New.

The Date will be the Discharge Date from the current program.

The Type will be Update and Date of Last Contact will be the Last Treatment Date. Both dates are found

on form 1007, Client Discharge.

Review the remaining fields and make any changes based on the client discharge form.

The following fields will not auto-populate from the last Outcome Measure, so be sure to enter:

• PROFILE - # of times the client has attended self-help program in 30 days

• LEGAL - # of Arrests in Past 30 Days

• SUBSTANCE ABUSE – Frequency (Select the frequency that is indicated on the discharge form.)

Under Substance Abuse, you can only change the frequency. You should not try to change any other field

in this section.

When finished, click Save and then the right arrow.

You will then proceed to the Client Diagnosis screen.


You are now on the Program Enrollment screen. To change the program, you must first terminate the

enrollment in the existing program. Hover your cursor over the Pencil icon of the current program and

click Review.


Enter the End Date, which is the Discharge Date on the Client Discharge form.

Select the Termination Reason. This is also found on the Client Discharge form.

If there are any comments in Additional Information they will be added in the notes section of PA WITS.

When finished entering data, click Finish.

On the Program Enrollment Screen, click Finish. You should be directed to the Client Activity List.

Now you must enter the Outcome Measure for the admission into the new program. Click Outcome

Measure in the Left Navigation menu.

Click Add New.

The Date will be the Admission Date to the new program, found on the Client Admission form, form 1005.

The Type will be Update and Date of Last Contact should auto-populate with the date from the Outcome

Measure that you just completed.


Review the remaining fields and make any changes based on the client admission form.




• SUBSTANCE ABUSE – Frequency (Select the frequency that is indicated on the admission form.)


in this section.

When finished, click Save and then click the right arrow.

You are now on the Client Diagnosis screen.

If the diagnosis has not changed, click the right arrow. Otherwise, click Edit Diagnosis and enter that

information.

On the Program Enrollment screen, click Add Enrollment.


Select the new program from the drop-down menu. The new program is found on the new Client

Admission, form 1005.

Enter the number of Days on Wait List. Here, the number of days on wait list would be the difference

between the Discharge Date from the previous program and the Admit Date to the new program.

The start date will default to today’s date, so be sure to change this date to the Admit Date on the Client

Admission.

Click Finish. You will be taken back to the Program Enrollment main screen.

Click Finish and you will be taken to the Client Activity List.

PA WITS | FEi Systems Client > Activity List > Outcome Measures (Final) | 35

Client > Activity List > Outcome Measures (Final)

After you have entered all changes in programs, or levels of care, you will need to complete the Final

Outcome Measure and discharge the client from your facility.

From the client activity list click Outcome Measures, then Add New.

This will be a Final Outcome Measure, and we will use the Client Discharge form from the final program.

The Date will be the Discharge Date from the Client Discharge form.

The Type will be Final.

The Date Last Contact will be the Last Treatment Date from the Client Discharge form.

Review the remaining fields and make any changes based on the Client Discharge form.




• SUBSTANCE ABUSE – Frequency (Select the frequency that is indicated on the discharge form.)


in this section.

Click Save and then right arrow.


You are now on the Client Diagnosis screen. If the diagnosis has not changed, click the right arrow.

Otherwise, click Edit Diagnosis and enter that information.

You are now on the Program Enrollment screen. Hover your cursor over the pencil icon of the current

program and click review.

The End Date should auto populate so make sure it is correct.

Enter the Termination Reason and Additional Notes.

Then click Finish.

On the Program Enrollment screen, click Finish. You will be redirected to the client activity list.

PA WITS | FEi Systems Client > Activity List > Discharge (Close Case) | 37

Client > Activity List > Discharge (Close Case)

On the left menu, click Discharge.

Select the Discharge Staff from the drop-down box.

Click Finish.

In the upper left corner of the page, above the words “Home Page” click on the small x to close the client

profile.

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