M A R Y L A N D A L C O H O L A N D D R U G A B U S E A D M I N I S T R A T I O N

I N S T I T U T E F O R G O V E R N M E N T A L S E R V I C E A N D R E S E A R C H

B A L T I M O R E S U B S T A N C E A B U S E S Y S T E M S

O C T O B E R 2 0 1 2

TEDS/NOMS Program Enrollments

S M A R T W I L L C O N V E R T A L L P R O G R A M S T H A T R E Q U I R E A S M A R T A D M I S S I O N T O T E D S / N O M S

P R O G R A M S E F F E C T I V E T H U R S D A Y , 1 0 / 2 5 / 1 2 A T 6 P M .

A S S E S S M E N T O N L Y , C O N T I N U I N G C A R E ,

S T A T E W I D E C A R E C O O R D I N A T I O N , A N D A T R E N R O L L M E N T S A R E N O T A F F E C T E D .

N O U S E R I N T E R V E N T I O N I S R E Q U I R E D T O

C O N V E R T P R O G R A M S O R P R E V I O U S E N R O L L M E N T O R D I S E N R O L L M E N T R E C O R D S .

ADAA will move to TEDS/NOMS programs effective 10/25/12

TEDS/NOMS enrollment records have more data elements than regular enrollment records. Most of these elements will copy from the admission or a previous enrollment.

TEDS/NOMS dis-enrollments also have more data elements. Most will copy from the previous enrollment.

OLD ENROLLMENT RECORDS

Enrollments that were started and ended before 10/25/12 will be converted by SMART. No user intervention is needed. Users do NOT need

to go back and complete any missing values for these existing completed enrollments

Old enrollment records that are still open (no disenrollment date) will also be converted. Users will need to include additional data elements when disenrolling. Start a disenrollment by completing the Days on

Wait List and the End Date. Then click the “Complete TEDS/NOMS Disenroll Status” hyperlink.

1 . I N I T I A L E N R O L L M E N T S A R E C R E A T E D B Y C L I C K I N G “ A D D P R O G R A M E N R O L L M E N T ”

2 . S U B S E Q U E N T E N R O L L M E N T S A R E C R E A T E D T H R O U G H H Y P E R L I N K S O N T H E E N R O L L M E N T I T S E L F .

3 . A L L Y E L L O W F I E L D S O N T H E C L I E N T P R O F I L E , I N T A K E , A N D A D M I S S I O N M U S T B E C O M P L E T E F O R T H E E N R O L L M E N T T O

P R E - P O P U L A T E C O R R E C T L Y .

4 . M O S T D A T A E L E M E N T S W I L L C O P Y F R O M T H E A D M I S S I O N R E C O R D .

5 . “ T O B A C C O U S E T H E L A S T 3 0 D A Y S ” W I L L I N I T I A L L Y B E B L A N K ( N U L L ) . E V E R Y 1 0 M I N U T E S , S M A R T W I L L U P D A T E T H A T

F I E L D W I T H A V A L U E F R O M T H E A D M I S S I O N R E C O R D ’ S T O B A C C O S C R E E N .

Enrollment records created by users after 10/25/12 at 6 PM

1 . I F I T I S T H E F I R S T P R O G R A M E N R O L L M E N T , C L I C K “ A D D

E N R O L L M E N T . ”

Enrolling a client in his first program after 10/25/12

Enrolling a client in a concurrent level of care after 10/25/12

For a concurrent enrollment, click the “enroll in concurrent level of care”

link on the initial enrollment screen. DO NOT CLICK “Add new program” again. That is only for the initial enrollment.

Disenrolling a client after 10/25/12 and enrolling in another program – Part 1

1.Complete medication module first if pharmacotherapy was used as a part of the treatment plan.

2. Complete Days of Wait List just to move forward. This value is pulled from admission. 3. Enter program disenroll date.

4. Click “Save.” 5. Click hyperlink “Complete TEDS/NOMS Disenroll Status.”

Disenrolling a client after 10/25/12 and enrolling in another program – Part 2

1. Complete all yellow fields (most will pre-fill from admission or enrollment screen).

2. Click “save” then click “Transfer to another program.”

Disenrolling a client after 10/25/12 and discharging

Follow all steps to disenroll as in previous two slides, but click “discharge” hyperlink instead of “transfer to another program”. Discharging remains the same, but some elements copy from the

disenrollment.

1 . T E D S / N O M S E N R O L L M E N T S C A N N O T B E D E L E T E D .

2 . O N L Y T H E F I R S T E N R O L L M E N T I S C R E A T E D

B Y C L I C K I N G “ A D D E N R O L L M E N T ”

3 . M A N Y E N R O L L M E N T F I E L D S F I L L F R O M T H E A D M I S S I O N . I F Y O U H A V E G R A Y B L A N K

F I E L D S O N T H E E N R O L L M E N T , G O B A C K T O T H E P R O F I L E A N D A D M I S S I O N A N D

C O M P L E T E A L L Y E L L O W F I E L D S . ( T O B A C C O U S E T H E L A S T 3 0 D A Y S W I L L F I L L E V E R Y 1 0

M I N U T E S O R S O . )

Changes to enrollments

Frequently Asked Questions

1. Do I need to do anything to convert my old programs to TEDS/NOMS programs? A. No, this will happen automatically. Remember that assessment only, continuing care, statewide care coordination and ATR programs will not be converted and will not include TEDS/NOMS data elements.

2. Will there be any change to the Agency Reconciliation process? A. Yes, your additional TEDS/NOMS data elements will also be included automatically in your monthly download process for TEDS/NOMS programs. This will be transparent to the user, however, so the process will look the same to you.

3. Will there be any changes to the Client Profile, Intake, or Admission process? A. No, all will remain the same. Remember to complete all dark and light yellow fields. 4. Days waiting is a light yellow (state-required) field on the TEDS/NOMS program enrollment. How will I complete that on a transfer enrollment or a disenrollment? A. If there was a wait time for a transfer enrollment, you may complete that number of days. Otherwise, place a 0 in this field. 5. # of Times You Have Participated in a Self Help Group in the Last 30 Days is blank and grayed out on my TEDS/NOMS program enrollment screen. I can’t save the program enrollment. What should I do? A. Look back at the Admission record to the field with the same name. Complete that field and the value will transfer to the enrollment record. 6. I just created a new TEDS/NOMS enrollment. The field “Tobacco Use in the Last 30 days” is blank. How can I complete that field? A. SMART will complete that field for you within about 15 minutes by copying information from your client’s admission record. If you need to dis-enroll, you will need to wait until SMART has pre-filled that field with a Yes or No.

Getting Help after Today

Visit IGSR’s website for TIP sheets, this Powerpoint,

flowcharts and more. Review the recorded Webinar. ADAA’s website will have a

link to view the webinar by Friday, October 26. Call your SMART trainer. Call the IGSR Help Desk at 301-405-4870 Email the IGSR Help Desk at igsrsupport@umd.edu.

Adjourning

Any questions? Thank you for your attendance!