SDDHS Information Technology

1. SDDHS Information Technology Presented by Holly Arends, RHIT Director of Quality Management South Dakota Human Services Center Welcome and introductionWelcome and introduction

2. Are these the right divisions and agencies???Are these the right divisions and agencies???

3. Division of Mental Health Current Systems STARS- State Treatment and Activity Reporting System Future Plans STARS Further development EHR National Data Sharing STARS- DMH and DAD share this stand alone information system supported by BIT. This is a web based SQL server system that uses HTML Visual Basic for programming language. Individuals are tracked across mental health and alcohol/drug providers using a single unique ID applicable in both systems. Although the system is shared, security levels are in place that limits access to data stored in STARAS to only the area of service of each provider. CMHC can either batch load data or enter data directly into STARS . Medicaid billings are submitted to Medicaid, who then shares the billing file with the DMH to include in STARS. DMH and the CMHC use the data to determine demographics, admit/discharge information, dx, mental health status, and service utilization rates for individuals served in the community mental health system. This information is used to develop the Division’s internal budget, provide required data reports to SAMSHA/CMHS and to share with the CMHS to further develop continuous quality improvement. FUTURE Plans Further development in the next 12 months will focus on the infrastructure capability to collect data on outcomes such as employment, living situation, school participation./attendance, out of home placements, and criminal justice involvement on a client level basis. In addition, we are working with Medicaid to develop a cross walk between STARS and the Medicaid Management Information system (MMIS). This will provide STARS with the capability to check Medical status for payment prior to utilizing general funds for reimbursement of services. Data Sharing: DMH currently shares data on an aggregate level through the participation in the National Outcome Measures with SAMHSA/CMHS and use of the URS (Unified Reporting System) Tables. SAMHSA- Substance Abuse and Mental Health Services Administration / CMHS Center for Mental Health ServicesSTARS- DMH and DAD share this stand alone information system supported by BIT. This is a web based SQL server system that uses HTML Visual Basic for programming language. Individuals are tracked across mental health and alcohol/drug providers using a single unique ID applicable in both systems. Although the system is shared, security levels are in place that limits access to data stored in STARAS to only the area of service of each provider. CMHC can either batch load data or enter data directly into STARS . Medicaid billings are submitted to Medicaid, who then shares the billing file with the DMH to include in STARS. DMH and the CMHC use the data to determine demographics, admit/discharge information, dx, mental health status, and service utilization rates for individuals served in the community mental health system. This information is used to develop the Division’s internal budget, provide required data reports to SAMSHA/CMHS and to share with the CMHS to further develop continuous quality improvement. FUTURE Plans Further development in the next 12 months will focus on the infrastructure capability to collect data on outcomes such as employment, living situation, school participation./attendance, out of home placements, and criminal justice involvement on a client level basis. In addition, we are working with Medicaid to develop a cross walk between STARS and the Medicaid Management Information system (MMIS). This will provide STARS with the capability to check Medical status for payment prior to utilizing general funds for reimbursement of services. Data Sharing: DMH currently shares data on an aggregate level through the participation in the National Outcome Measures with SAMHSA/CMHS and use of the URS (Unified Reporting System) Tables. SAMHSA- Substance Abuse and Mental Health Services Administration / CMHS Center for Mental Health Services

4. Division of Drug and Alcohol Current Systems STARS System KiTS System Future Plans Further development STARS- collects information on clients who receive alcohol and drug tx services from one of our accredited programs. The system also identifies the number of units are provided and the expenditures for these services. The DIV of AD and MH use the same system. The clients are given a unique ID # so the clients in the system are un-duplicated. This is a web based system and is hosted by the state. Kits- is related to prevention. Prevention providers load their annual work plans into this document and they report information monthly into the system on the number of units produced for each prevention area. They are also paid off the system based on the number of units produced. This is a web based system managed by a private corporation. FUTURE STARS- will continue to evolve depending on feedback from the field and based on additional federal grant requirements. In the last year the system was modified to collect National Outcome Measures for treatment. KiTS- same as above.STARS- collects information on clients who receive alcohol and drug tx services from one of our accredited programs. The system also identifies the number of units are provided and the expenditures for these services. The DIV of AD and MH use the same system. The clients are given a unique ID # so the clients in the system are un-duplicated. This is a web based system and is hosted by the state. Kits- is related to prevention. Prevention providers load their annual work plans into this document and they report information monthly into the system on the number of units produced for each prevention area. They are also paid off the system based on the number of units produced. This is a web based system managed by a private corporation. FUTURE STARS- will continue to evolve depending on feedback from the field and based on additional federal grant requirements. In the last year the system was modified to collect National Outcome Measures for treatment. KiTS- same as above.

5. Division of Alcohol and Drug Connectivity STARS connected to Mental Health 24-7 initiative UJS DOC DSS DAD AG’s Office National Data Sharing- YES Larry Long, Attorney General, 24-7 initiative is looking at connecting the above. Judicial system, Dept of Corrections, Dept of Social Service, Div of Alc and Drug, and the Atty Generals office.Larry Long, Attorney General, 24-7 initiative is looking at connecting the above. Judicial system, Dept of Corrections, Dept of Social Service, Div of Alc and Drug, and the Atty Generals office.

6. Division of Rehabilitation ServicesDivision of Service to the Blind and Visually Impaired DH VR FACES Future plans FACES in use since October 1999. Web based system that tracks cases, caseloads, budgets, and casenotes. Authorizations, payments, letters to consumers, emplyement plans, and other documents are created from FACES. Can conduct consumer surveys, case file reviews, and track staff’s progress in obtaining masters degerees. Maintained by BIT. Future- no current development planned, they are open to technological opportunities that would allow for further streamlining of case management functions.FACES in use since October 1999. Web based system that tracks cases, caseloads, budgets, and casenotes. Authorizations, payments, letters to consumers, emplyement plans, and other documents are created from FACES. Can conduct consumer surveys, case file reviews, and track staff’s progress in obtaining masters degerees. Maintained by BIT. Future- no current development planned, they are open to technological opportunities that would allow for further streamlining of case management functions.

7. Human Services Center HSC- Committed to the President’s Commission Goal #6: Technology is used to access mental health care and information. Current systems: AVATAR Practice Management (PM) Client Funds Management System (CFMS) Access Several home grown programs running throughout the hospital for tracking and reporting purposes Incident Tracking Chart Tracking File Director Document Management and Archival system

8. HSC Current Systems Con’t QS1 Pharmacy system Orchard Laboratory Info System Interfaces with AVATAR Has Order Entry functionality that is being used Micromate Lawson RAVEN STARS Excel Statistics Staff Scheduling QS1- this system has been in place for many years. It will interface with AVATAR for demographic information. Orchard-QS1- this system has been in place for many years. It will interface with AVATAR for demographic information. Orchard-

9. HSC Future HSC- Future Plans Orchard Lab system interface with Avera Sacred Heart Hospital Phillips PCR Eleva S Radiology system will interface with Yankton Medical Clinic Omnicell Medication Administration System interface with QS1 Staff Scheduling Software AVATAR Order Entry AVATAR Rad Plus 2006 and PM 2006 Upgrade AVATAR Clinic Workstation Progress Notes Treatment Planner Assessments Work Load Management

10. Near Future connectivity with addition of Order Entry to AVATARNear Future connectivity with addition of Order Entry to AVATAR

11. The Future and Beyond Planning- The Way Out There Stuff Practitioner access outside of the facility E Mar- Electronic Medication Administration Record Information Sharing with CMHCs using File Director and email. National Database involvement Patient Access

12. Developmental Disability Division Level Fox Pro Databases created by BIT CES (Consumer Empowerment Systems) Launch Pad Excel State Drives- K and M Fox Pro- is a database used for rate setting. Some person specific information is included. CES- also a database developed by CES, a consulting firm that supports the database. There is future plans to use them to develop future systems for Home and Community Based Waiver services. Currently this is used to allow consumers eligible for funding through the Family Support and PLANs Medicaid Waivers to identify a specific Plan of Care and then make decisions about how they will spend annually allocated funds. Launchpad- BIT developed and supported databaseFox Pro- is a database used for rate setting. Some person specific information is included. CES- also a database developed by CES, a consulting firm that supports the database. There is future plans to use them to develop future systems for Home and Community Based Waiver services. Currently this is used to allow consumers eligible for funding through the Family Support and PLANs Medicaid Waivers to identify a specific Plan of Care and then make decisions about how they will spend annually allocated funds. Launchpad- BIT developed and supported database

13. South Dakota Developmental Center AVATAR Practice Management (PM) Client Funds Management System (CFMS) Clinic Workstation Limited Assessments Client Assessment report sharing via email export Microsoft Office Access Incident tracking, Dental Service records, Workshop Client payroll

14. South Dakota Developmental Center Microsoft WORD Various reports Microsoft Document Scanning Reports scanned to a person’s electronic folders Microsoft Frontpage/Dreamweaver Intranet library of forms Staff communication and reference tools DH 75 Therascribe QS1 Lawson Web-based Practitioner Desktop via Citrix

15. SDDC Future Plans AVATAR RadPlus 2006 and AVATAR PM 2006 Upgrade AVATAR Clinician Workstation expansion to eliminate Microsoft and Therascribe applications. Treatment Planner Progress notes Assessments Incident Tracking Chart Review AVATAR Order Entry and Pharmacy interface Campus wide wireless technology

16. SDDC Extended Future E-Mar- AVATAR DH75 conversion to AVATAR AVATAR Document Imaging and Archiving Point of Care progress note documentation Enhanced information sharing Consumer access to records Appointment Scheduling National Database Involvement

17. State’s Potential for Connectivity File Director DSS BIT Public Safety UJS Atty General Office Revenue and Regulation DOH DOT DOC Secretary of State BOA- Procurement SDRS DOA DHS at HSC