shasta basic avatar treatment plan user guide v1.0

Version 1.2 05/19/09 LB

Shasta County Health and Human Services Agency

Mental Health Division

Avatar CWS Treatment

Plan User Guide

Shasta County Mental Health Avatar CWS Treatment Plan User Guide

Version 1.2 05/19/09 LB

Table of Contents 1. Getting Started in Avatar...................................................................................................1

Logging In............................................................................................................................................................1 Password Format ................................................................................................................................................3

2. Navigating the Home Screen ............................................................................................5 The Menu Options...............................................................................................................................................5

3. Selecting a Client ...............................................................................................................6 My Caseload .......................................................................................................................................................6 Select a Client .....................................................................................................................................................6

4. Update the Diagnosis ........................................................................................................7 7. The Treatment Plan Options ...........................................................................................14

Non-Episodic Treatment Plan............................................................................................................................14 Tab One: Treatment Plan Description ..............................................................................................................15 Tab Two: Problems (Challenges) .....................................................................................................................17 Tab Three: Goals .............................................................................................................................................18 Tab Four: Objectives ........................................................................................................................................19 Tab Five: Interventions.....................................................................................................................................20 Tab Six: Participation ........................................................................................................................................21 Viewing the Treatment Plan Tree ......................................................................................................................23

14. Spell Checking Text Boxes .............................................................................................24 15. The Client Treatment Plan Report ..................................................................................25 16. Logging Off.......................................................................................................................28


Version 1.2 05/19/09 LB Page 1

Avatar is an electronic client management, service billing and clinical workstation system. Avatar integrates the tools necessary for an interdisciplinary approach to the delivery of health and human services, including: Client/Provider Management, Service billing, Electronic Prescriptions, Treatment Planning, Progress Notes, Assessments and Workflow Management. This guide is intended to give the new user a basic overview of how to access Avatar and create/print/modify the Avatar CWS (Client Workstation) Treatment Plan. \\Hipaa\mhshare\MANUALS\MANUAL - Avatar\Introduction to Avatar Video\Avatar Main.html

1. Getting Started in Avatar Avatar is accessed by clicking on the Avatar icon on your desktop.

Avatar

Logging In

1. As soon as the screen below appears, turn your CAPS LOCK on. 2. Be patient and ensure that the screen is fully loaded prior to “Maximizing” it. 3. Maximize your Avatar screen so you can see all the fields by clicking on the

SQUARE icon in the upper right side of the window next to the red “X”.

4. Double click on “User Authorization”.



5. Click on “JPA PM/CWS LIVE”.



6. Enter the following information on the screen (SHASTALIVE USER

ID PASSWORD), then click “Login”.

Password Format The first time you access Avatar and every ninety days thereafter, you will be prompted to change your password.

• Password must be from 4 to 12 characters. • Password is alphanumeric, but must contain at least one number. • Remember the password is also case sensitive so make sure CAPS LOCK is on. • Password will remain in effect for 90 days. • You will be prompted to change your password for 7 days before it expires. • If you leave your session idle for 2 hours, it will time out.

-NEVER SHARE YOUR USERID OR PASSWORD WITH ANYONE-

YOURPASSWORD

YOURUSERID

SHASTALIVE



7. Your Avatar Inbox will display as follows. Please take a few minutes to

familiarize yourself with the main screen.

You will be working with:

• The Avatar menu at the top of the screen • Tasks on the upper left side of the screen • The My Session and My Caseload sections on the left side of the screen



2. Navigating the Home Screen Let’s take a look at how you get around in Avatar.

The Menu Options There are several ways to get to each option. They can be reached through:

• File bar • Icons • The Task List

The clients assigned to your caseload by the business office can be found in the “My Caseload” box.

File Bar

These will all get you to “My Favorites”

Icons

Task Bar

My Caseload



3. Selecting a Client My Caseload In order to perform a function on a client, you must first select a client.

1. You may either click on a client in “My Caseload”. -OR-

Select a Client 1. Click “Select Client” in the “Task” list on the left side of the screen. 2. Enter the chart number or last name or portion of the last name in the “Client

Name/ID#” box that appears. 3. Click “OK”. 4. Click on the name of your client in the list of clients that appears. 5. Click “OK”.

6. The selected client will be highlighted under “My Session” at the left side of the

menu.



4. Update the Diagnosis The Diagnosis screen is attached to the Treatment Plan option and is the first screen you will complete. Whether creating a new Treatment Plan or accessing and printing an existing one, follow these steps AFTER you have selected a client.

1. Select a client. 2. Click “Avatar CWS” at the top menu and drag the cursor down to “Treatment

Planning” then over to “Shasta Treatment Plan”, then release the mouse button (Avatar CWS Treatment Planning Shasta Treatment Plan).



3. Wait for this screen to clear.



4. Select an episode, if applicable.



5. Click “ADD” at the bottom of the screen.

(Important: If there are no changes to the most recent diagnosis listed, you can “Cancel” out of this screen and continue with the Treatment Plan screens—however, it is important that you “ADD” if you are making any changes so that there is a record of changing diagnoses.)



6. Complete pages 1, 2 and 3 of the “Diagnosis” tab.



3. Very importantly, enter yourself as the “Diagnosing Practitioner” on the last

page of the tab.

4. Press the “Submit” button. The next screen you see will be the Treatment Plan screen. (Note: If you wish to access only the Diagnosis option without Treatment Plan, go to Avatar PM Client management Client Information Program Diagnosis)



7. The Treatment Plan Options After the Diagnosis screens have been updated and submitted, the Treatment Plan screens will appear.

Non-Episodic Treatment Plan Shasta County has elected to use the “Non-Episodic” Treatment Plan (TX) which means that the TX plan is not tied to a specific episode or program. Therefore, only a single active TX plan should exist for any one client.

1. If the client has existing DRAFT or FINAL TX plans, you will see a list you can choose from (you won’t be able to make any changes to FINAL plans, but you can read them and bring information forward to a new plan).

2. Displayed will be the plan due date, plan type (selected by the clinician) and name (client chart number and due date). Just double-click on the plan you wish to edit, or click “Add” to create a new TX plan.



3. If there are no existing TX Plans, or you click “Add” you will go directly to the first TX plan tab.

Tab One: Treatment Plan Description

4. Note that all fields with Red headings are required and you won’t be able to progress to the next screen until they have been completed. Steps to completing Tab 1 “Non-Episodic Treatment Plan”:

a. Enter date plan is written, Press “T” for today, “Y” for yesterday, type in the date, or double-click to get a calendar.



b. Type a plan name. It is very important that you Plan Name always follow the format “client ID-date”, i.e., 12345-MMDDYYYY

c. Select a “Plan Type” (if you feel you need more selections than show in the drop-down box, contact Laurie Bell).

d. Enter “Plan End Date”. Typically this is “t+365”, but could be 60 or 90 days depending on the type of plan. The end date should be based on the date the client signs the plan. It can always be changed until the plan is finalized.

e. If you answered “Yes” to any of the Axis IV indicators on the diagnosis screen, enter them and their description in the “Axis IV Stressors” text box (this is temporary until the Diagnosis screen gets modified).

f. Enter description of “Clinical Data/Medical Necessity”. g. In the “Services” text box, “right-click” and select the “Services” template

and complete information at each prompt. (Enter N/A to any that are not applicable.)

h. Enter your plans for “Case Coordination”. i. Do NOT click the “Final” status until the end of the year when this plan

expires and you are ready to create a new one. j. Always finish entry on each tab by clicking the “File” button in the top left.

You can’t go further onto another tab until you FILE each one. k. Then click on the “Problems” tab.

While in DRAFT, the Treatment Plan can be modified to reflect the effective date as the date the client signed it, Goals and Challenges may be added or modified, etc. As a general rule, the plan should remain in DRAFT until it comes due again. Then finalize the current one and create a new one. You may bring forward all or part of the finalized one into the new one.

l. Only “Finalize” the plan after its end date and create a new one for the next period.



Tab Two: Problems (Challenges)

5. When entering more than one problem string, it makes sense to go through each “Problem Goal Objective Intervention” sequence prior to beginning the next problem.

a. If you are editing an existing Challenge, click on the drop-down list and

select it, then edit it in the text box. (To delete a Challenge, select the Challenge from the drop-down box and click the “Delete” button.)

b. To add a new Challenge, select the blank row in the drop-down box and type the new Challenge in the “Impairment or Challenges” text box.

c. The “Date Opened” will default to the date the entire plan was opened. If you need to change it, go ahead.

d. Select a “Status” for this item. e. Always finish entry on each tab by clicking the “File” button in the top left.

You can’t go further onto another tab until you FILE each one. f. Then click on the “Goals” tab.



Tab Three: Goals

a. If you are editing an existing Goal, click on the drop-down list and select

it, then edit it in the text box (note that the linked Challenge will default to the one you just wrote). (To delete a Goal, select the Goal from the drop-down box and click the “Delete” button.)

b. To add a new Goal, select the blank row in the drop-down box and type the new Goal in the “Goal” text box.

c. In the “Strengths” text box, enter strengths as apply to this goal. d. In the “Obstacles” text box, enter the obstacles toward satisfactory

completion of this goal. e. The “Date Opened” will default to the date the entire plan was opened. If

you need to change it, go ahead. f. Select a “Status” for this item. g. Always finish entry on each tab by clicking the “File” button in the top left.

You can’t go further onto another tab until you FILE each one.

h. Then click on the “Objectives” tab.



Tab Four: Objectives

a. If you are editing an existing Objective, click on the drop-down list and

select it, then edit it in the text box (note that the linked Goal will default to the one you just wrote). (To delete an Objective, select the Objective from the drop-down box and click the “Delete” button.)

b. To add a new Objective, select the blank row in the drop-down box and type the new Objective in the “Objective” text box. Remember that the Objective is what the client is wishing to achieve, in their words.



You can’t go further onto another tab until you FILE each one. f. Then click on the “Interventions” tab.



Tab Five: Interventions

a. If you are editing an existing Intervention, click on the drop-down list and

select it, then edit it in the text box (note that the linked Objective will default to the one you just wrote). (To delete an Intervention, select the Intervention from the drop-down box and click the “Delete” button.)

b. To add a new Intervention, select the blank row in the drop-down box and type the new Intervention in the “Intervention” text box.



You can’t go further onto another tab until you FILE each one. f. Then click on the “Participation” tab.



Tab Six: Participation Participants are family, staff, physicians, teachers, etc. who will be part of this client’s support system to achieve their goals.

8. Most important is to select the “Clinician” role and enter yourself as the clinician.

9. Then click “Plan Author” and “Notification Required?”. This is important so that you receive a “To Do List” item when the plan is ready to expire.

10. If you are editing an existing Participant, click on the drop-down list and select them, then change their role or name. To delete a Participant, select the Participant from the drop-down box and click the “Delete” button.

11. To add a new Participant, first select their “Role”. 12. If the Participant is a Staff member who has an ID on Avatar, type their last

name in the “Name” box and then click “Process Search” button to find them.



13. If you wish to add non-Avatar team members, the system knows and will open

up the “Name” box for you to type in.

a. If the Participant is a non-Avatar user, just type their name in the “Name”

box. b. Always click the “File” button in the top left after each entry. c. Then click on the “View Client Treatment Plan” button to get a short

version glance at the plan. d. If satisfactory, you can then click “Exit Client Treatment Plan”, or go the

first Tab and “Print Client Treatment Plan”.



Viewing the Treatment Plan Tree At any time while creating or reviewing your plan, you may press the “View Client Treatment Plan” button to see an at-a-glance view of your Treatment Plan and how the ojbectives and goals are linked together.

Press “Return” to return to the tab you were working on.



14. Spell Checking Text Boxes Whether creating a new Treatment Plan or accessing and printing an existing one, follow these steps AFTER you have selected a client. You may spell-check the text in any text box on any tab:

• When you have finished writing the Note text, put you cursor anywhere in the Notes field and "right-click". You will find the spell checker on the menu. You might want to do it more than once in case because sometimes it doesn't find all the spelling errors the first time.

Adding Words to the Avatar Dictionary:

• If you want the ability to add words (proper names, medication names, etc.) to the dictionary when you spell-check your Progress Notes, just make Microsoft Word your spell-checker.

From the main Avatar screen:

• Select “My Preferences” • Select “Make Word my Spell Checker” • Select “Apply and Dismiss”

From this point on, when you spell-check a Progress Note, you’ll see the Word dialogue box with the button to “Add Word to Dictionary”.



15. The Client Treatment Plan Report When you’re ready to have the TX plan signed, access it on Avatar, then click the “Print Client Treatment Plan” button on the FIRST tab. The report will look like this:



16. Logging Off Remember NEVER to use the Windows “X” box at the upper right to exit Avatar.

1. ALWAYS use one of the two “Logoff” options shown below.

2. Then click “YES” at the bottom of the next screen.

shasta basic avatar treatment plan user guide v1.0

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