Birth Date is marked as required, but I believe it is not required anymore -- please check and update this document and report to Joe to take off "*" if not required.

Site (Note, if the sites appearing in the sites list are not from your organization and you're an ISC Agency, the sites are from the individual's residential services provider.)

Eligibility (Note, if unknown, select "Mental Retardation")

Marital Status

Eye Color (Note that you may choose "N/A" if not known at the time of entry)

Hair Color (Note that you may choose "N/A" if not known at the time of entry)

Legal Status (If not known, choose "Adult adjudicated incompetent")

Class Member (If not known, choose "Non Class Member")

Click on "Save" at the bottom of the screen to save the information, or "Reset" to reset it to the way it was prior to adding or editing.

Entering an Individual's Certification Date

· Go to "Individuals"

· Go to "Encounters / Events"

· Click on "View Encounters" if you need to see if the information is already in the system (not necessary on a newly added individual).

· Click on "Add Encounter"

· The required fields have an asterisk beside them.

· If the individual does not have a physician listed, then move down the page to find and click on the "Adding a Physician for an Individual" link and then come back to this section and start over.

· Choose "Certification Date" as the encounter type.

· Fill in the certification date in the date area.

· The time is not important and may be left as-is.

· No other information is necessary to enter for a certification date.

· Click on "Submit"

Entering an Individual's Physical Date

· Enter just as you would a Certification Date, except changing the encounter type to Physical Date

Entering an Individual's Visit Date (PAE Date)

· Enter just as you would a Certification Date, except changing the encounter type to PAE Date (a.k.a. "Pre-Admission Evaluation Date")

Entering an Individual's Admit Date (Waiver Admit Date)

· Enter just as you would a Certification Date, except changing the encounter type to Admit Date (a.k.a. "Waiver Admit Date")

Entering an Individual's Doctor or Dental Appointment

Enter just as you would a Certification Date, except changing the encounter type to the appropriate topic. A regular doctor visit is named “Doctor Visit”. There are other choices such as “Annual Physical” that may apply or “Dental Visit”. Check the list for the type that best describes your needs. If the visit is in the future, then choose “Scheduled” instead of “Completed”. Be sure to come back in to the record after the visit has been completed and change the status to “Completed” as well as being sure to enter any follow-up notes or recommendations. You may also need to schedule a follow-up visit by adding a new encounter/event with a new date and type.

Entering an Individual's County

An individual's County is not entered directly -- it is ascertained from the individual's residential site.

Entering an Individual's MR Level

· Go to "Individuals"

· Select the correct individual.

· Go to "Health"

· Go to "Diagnoses"

· Click on "Add…"

· Select "MR Level" as the type

· Select the correct MR Level

· Save the record.

Entering an Individual's AB Level

· Follow the instructions for entering an individual's MR Level, except choosing the "AB Level" category.

Entering an Individual's Disability

· Follow the instructions for entering an individual's MR Level, except choosing the "Dual-Diagnosis" category.

Linking (Adding) a Physician to an Individual's Record

· Go to "Individuals"

· Select the correct individual

· Go to "Contacts"

· Go to "Professionals"

· Go to "View Prof" to check to see if the physician is already linked

· If not, click on "Link Prof" and type in the physician's last name in the last name box and click on "OK"

· If the physician appears, click on his/her record to link to the selected individual.

· If no physician appears in the results, then the physician must be added into the system from Maintenance.

· To add the physician from Maintenance, click on the "Maintenance" menu choice.

· Go to "Professionals Mgmt"

· Go to "Add Prof" and add the physician's information and save it.

Deleting a Physician from an Individual's Record

· Go to "Individuals"

· Select the correct individual

· Go to "Contacts"

· Go to "Professionals"

· Go to "View Prof" to find the physician you wish to delete.

· Click on the "Delete Link" option to the right of the physician you wish to delete.

Linking (Adding) a Contact (Family member, friend, etc.) to an Individual's Record

· Go to "Individuals"

· Select the correct individual

· Go to "Contacts"

· Go to "View Contacts" to check to see if the physician is already linked

· If not, click on "Link Contact" and type in the person’s last name in the last name box and click on "OK"

· If the contact’s name appears, click on his/her record to link to the selected individual.

· If the contact’s name does not appear in the results, then the contact must be added into the system from Maintenance.

· To add the physician from Maintenance, click on the "Maintenance" menu choice.

· Go to "Contact Mgmt"

· Go to "Add Contact" and add the contact’s information and save it.

Deleting a Contact from an Individual's Record

· Go to "Individuals"

· Select the correct individual

· Go to "Contacts"

· Go to "View Contacts” to find the contact person you wish to delete.

· Click on the "Delete Link" option to the right of the contact you wish to delete.

Other Information

· Discharge Date -- should be entered from "Movements / Transfers"

· Discharge Reason -- should be entered from "Movements / Transfers" on the comments section of the above "Discharge" date record.

· Diagnosis -- could be entered from "DSMIV" type if it exists under the Diagnosis menu under "Health" (like MR Level, AB Level).

· Region -- is already known from individual's agency

· Medicaid Number -- under Personal Demographics