Disc Village

Information Gathering

Disc Village Overview



DISC Village, Inc. is a private, non-profit corporation that provides a full continuum of services from prevention and intervention to residential treatment and aftercare services for individuals adversely affected by alcohol and other drug abuse, and those who may be involved in the criminal and/or juvenile justice systems.

DISC Village partners with local service providers across the Big Bend Region and collaborates with multiple state and federal departments to provide a broad array of services for the multiple and diverse needs of the community. DISC Village is licensed by the State of Florida, Department of Children and Families, and is accredited by the Commission on Accreditation of Rehabilitation Facilities (CARF).

DISC Village consistently serves individuals and families throughout North Florida with a multidisciplinary staff of trained professionals and paraprofessionals dedicated to the growth and wellbeing of our community.

FASAMS: Financial and Services Accountability Management System

This data is needed, at the federal, state and local levels, to answer the management question “who received what services from whom at what cost to achieve what outcome”

User Stories

  1. Supervisor
  2. Counselor
  3. All staff (TA, counselor, supervisor, etc.)
  4. Medical staff 
  5. Quality Assurance person

Supervisor

As a supervisor, I want to…

Gerneate census report 

Bill bed days

Generate Pregnant/postpartum report

Generate TANF report

Generate report of how many people are in which funding source

Generate a report to me of when counselors have a few days before due date of reports (i.e. treatment plans, reviews, etc.) and when they are late

Track room assignments for the clients and move them around building if need to

Create report of how many bed days are being billed for each program


Counselor

As a counselor, I want to…

Generate a report weekly of how many group and individual counseling hours the client has each week (M-Sun) (I have a form that you can use to look at to see what the report looks like)

Progress notes

Group notes

Treatment plans

Treatment plan reviews

Reminders of when a treatment plan review, treatment plan, or progress note is coming due and once it is past due

Change level of care (i.e. move from Res II to Res IV

be able to see client fees for myself

delete services that are incorrectly entered

correct errors more easily when entering data (certain fields will clear out all the previous work if left blank or entered wrong; some fields, once you start entering a service, won't let you go back/exit that section unless you completely exit SAMH - for example, if i have the wong MIS as i'm putting in a service, i have to scrap the entire service rather than just go back and edit the number)

see all services billed for a client of mine (not just the services I have entered for that client)

Be able to view and update appointments

Print client treatment schedules

Generate reminders of milestone events during client's treatment (ie. treatment plan reviews, continued stay, monthly referral feedback due, etc)

Attach outside-agency contact records to clients (ie. probation officer or DCF case worker contact info)

Generate new client ID (MIS)

Automatically generate correctly formatted pseudo-SSN for clients w/o SSN

Access and complete adult assessment forms (MHSF-III, SA Screener, Biopsychosocial, Interpretive Summary)

Access and complete juvenile assessment forms

Perform Medicaid checks in Availity from within the client record

Track missed appointments and generate a 'red flag' type of notification or alert for 'at risk' clients, and the ability to generate a report of 'at risk' clients

Complete individual / group progress notes and case notes within the client record

Attach a color photo ID of the client

Generate a 'schedule of fees' for each client based on their income and our sliding scale (ie. "Your office visit co-pay is this much, drug tests are this much, and the estimated total for your treatment program is this much."

Send referral feedback directly from contact records within client record

Link to Norchem from within client record to view / import / attach drug test results and initiate new collections

Import and attach case-related documentation (such as referral forms)

Ability to sign docs electronically

System notifications to QPs when a document is awaiting QP / Supervisor signature

Ability to run a file audit which would notify if certain docs are missing (photo ID, Medicaid check for particular treatment dates, progress notes, etc)

Ability to send SMS messages to clients or client groups ("office closed for emergency", "OP group cancelled", appointment reminders, etc)

Shared views and calendars for clients who are also receiving MAT services

Track changes to primary counselor 

Admission and Discharge SISARs from within client record

Admission and Discharge ASAMs from within client record

In-app coordination between clinical staff members (ie. I ask Marlena to add client to SIS waiting list, she replies with estimated wait time, all this is captured in the client record)

Visibility to client file status (active, at risk, discharged, closed, etc)

Visibility to client's most recent discharge status (successful, incarcerated, abandoned treatment, etc)

Ability to enter superbill directly into client record

Ability to track and update client's diagnostic criteria throughout duration of treatment (add new Dx, add remission modifiers, etc)


All Staff

As all staff (TA, counselor, supervisor, etc.) I want to…

Log book entries (at least every 30 mintues updating what is going on in the program) Cannot be deleted as it is a legal document

Progress notebook entries (each client has their own page to document when they have major life events, leave the program for home pass, job search, meetings, dr. appointments, etc.)

Intake paperwork (clients sign and intake coordinator signs)


Medical Staff

As a medical staff, I want to…

Flag or pop up when someone completes med call if a client has missed meds (and have to input why they missed them)

Flag or pop up if someone gives a 1/2 dose or try to give an extra dose

MAR sheets (including where staff and clients should initial)

Generate med error report


Quality Assurance

As a Quality Assurance person, I want to…

Be able to view scheduled appointments, as well as see which appointments showed up and which ones cancelled or no-showed

Generate caseload reports by counselor and program, ideally indicating when their last contact/service was

View services delivered YTD by client

Create billing reports showing, by payer, which services were billed during a time period.

Be able to view client records, including all assessments, treatment plans, progress notes, group notes, and discharge documents

Easily be able to see critical information on a client, like for whom they have signed release of info forms, which ones have translation needs, etc.

Search for clients using multiple ways (SSN, Client ID #, DOB, Name)

Run reports showiong numbers of active clients by location, county, diagnosis, treatment modality, or other factor

Run reports showing clients whose monthly Treatment Plan Review is overdue.

Be able to identify documents that are missing required signatures

User Stories: Health and Wellness Servcices - Cristin Dobrowolski

This is a non-client specific program seeing individuals primarily in the school setting or in an outreach capacity. We use the term "client" when referring to these individuals receiving services even though they do not have an MIS number. All units are billed to grant funding, no insurance involved. All school programs will need to opperate as their own hub, there will not be a central hub that communicates to each school in terms of scheduling and "appointments". Each staff person develops a schedule based on in school availability with the student so making strict appointments may not always be feasible - alot of services we provide are considered "walk-in". Our program has a Department head (Cristin Dobrowolski) and 2 program coordinators that function as direct supervisors.

  1. Program Director
  2. Specialist Coordinator
  3. Specialist
  4. Client


Program Director

As Program Director , I want to…

Be able to view specialist's weekly schedules to track numbers served, time worked, timeliness of service completion, fidelity of curriculum

Generate monthly reports of units billed for direct service and support together and seperately (by program whole and individual specialists)

Generate monthly reports of units by service provided code to see general make-up of services completed (by program whole and individual specialists)

Generate monthly reports of number of individuals served by age, service code for required quarterly reporting (by program whole and individual specialists)

Generate monthly reports of tracking requirements provided by Specialists on numbers served in specific improvement areas (i.e. anxiety, depression, behavior…)

See proof of service in form of client signature (funding requirement)

See daily service report of Specialists that identifies services completed to determine number of billable hours claimed


Specialist Coordinator

As a Specialist Coordinator, I want to…

Be able to view specialist's weekly schedules to track numbers served, time worked, timeliness of service completion, fidelity of curriculum

Generate monthly reports of units billed for direct service and support together and seperately (by program whole and individual specialists)

Generate monthly reports of units billed for direct service and support together and seperately (by program whole and individual specialists)

Generate monthly reports of number of individuals served by age, service code for required quarterly reporting (by program whole and individual specialists)

Generate monthly reports of tracking requirements provided by Specialists on numbers served in specific improvement areas (i.e. anxiety, depression, behavior…)

See proof of service in form of client signature (funding requirement)

See daily service report of Specialists that identifies services completed to determine number of billable hours claimed


Specialist

As a Specialist, I want to…

create a weekly schedule that is flexible to allow for walk ins and emergency situations

have clients "sign in" for proof of services (funding requirement)

Have daily service report that identifies services completed to determine number of billible hours claimed

Bill for support services not directly related to a specific client

Record monthly tracking requirements on numbers served in specific improvement area (i.e. anxiety, depression, behavior…)

Keep client record of service (Contact log)

Track client progress in NH program (goal sheet)

Document services related to "emergency situations" for individual clients in the program and individual clients not in the program.


Client

As a Client, I want to…

be able to provide a signature for proof of services