Access to Recovery Iowa USER GUIDE Care Coordination by mjs76967

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									Access to Recovery 
       Iowa 
 Voucher      Government
Management    Performance
  System     and Results Act
  (VMS)         (GPRA)


  USER GUIDE
 Care Coordination



    September 2008
ATR – IA Voucher Management System USER GUIDE                           September 2008


                                 Table of Contents
Introduction……………………………………………………………………………… 3
        Technical Assistance / Contact Information……………………………………… 3
Getting Started …………………………………………………………………………... 4
Home Page………………………………………………………………………………. 5
Client List……………………………………… ………………………………………... 6
        Client Search……………………………………………………………………… 6
        Adding a Client……………………………………………………………………. 6
Client Profile……………………………………………………………………………… 7
Activity List………………………………………………………………………………. 8
        Intake / Episode………………………………………………………………….. 8
Government Performance and Results Act (GPRA) …………………………………... 9
        Interview Guidelines………………………………………………………………. 9
        Methamphetamine Clients…………………………………………………………. 9
        GPRA Intake Interview…………………………………………………………… 10
        GPRA Discharge Interview……………………………………………………….. 11
        Administrative Discharge………………………………………………………….. 11
        GPRA Follow Up Interview………………………………………………………. 11
        GPRA Follow Up Interview Guidelines…………………………………………… 12
        Completing Discharge and Follow Up interviews together………………………… 12
        Scripts for GPRA Follow Up by Phone……………………………………………. 13
        Techniques and Sources of Information…………………………………………… 15
        Ethics and Confidentiality…………………………………………………………. 15
        Services Accountability Improvement System (SAIS)……………………………… 16
Care Coordination Voucher……………………………………………………………... 16
        Care Coordination provider voucher ……………...………………………………. 16
        Creating the voucher for services at Care Coordination provider …………………. 17
        Adding services to the voucher……………………………………………………. 17
        Increasing / decreasing units on an existing voucher……………………………… 18
        Deleting services on a voucher……………………………………………………. 18
        Closing a voucher…………………………………………………………………. 18
        Re-Opening a voucher…………………………………………………………….. 19
Referral Voucher…………………………………………………………………………. 19
        Adding a client consent record……………………………………………………. 19
        Reviewing existing consent records……………………………………………….. 20
        Adding a client referral……………………………………………………………. 21
        Adding a client referral voucher…………………………………………………… 22
        Adding services to the referral voucher…………………………………………… 23
        Increasing / decreasing units on an existing referral voucher……………………… 23
        Deleting services on a voucher……………………………………………………. 23
        Closing a voucher…………………………………………………………………. 24
        Re-Opening a voucher…………………………………………………………….. 24
        Viewing referrals made and received………………………………………………. 24
        Viewing all vouchers for a client…………………………………………………… 26
Encounters………………………………………………………………………………... 27
        Adding an encounter………………………………………………………………. 27
        Reviewing encounters……………………………………………………………… 28
        Adjusting / deleting encounters…………………………………………………… 29
Closing a case…………………………………………………………………………….. 29
Staff Administration……………………………………………………………………… 30
Billing Report…………………………………………………………………………….. 31
Government Performance and Results Act (GPRA) Frequently Asked Questions…… 32


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 ATR – IA Voucher Management System USER GUIDE                                September 2008


 Introduction
 The Access to Recovery – Iowa (ATR) Voucher Management System (VMS) is a Web-based
 Infrastructure Treatment System (WITS) developed by FEI and purchased by the Iowa
 Department of Public Health (IDPH) in order to manage client involvement in ATR.

 The VMS is used by:
    1. Care coordination providers
    2. Recovery support service (RSS) providers
    3. Iowa Department of Public Health staff
    4. FEI

 The VMS is used for the following activities:
    1. Record client profile information (name, address, contacts)
    2. Input GPRA interview data to submit to the Substance Abuse and Mental Health
       Services Administration (SAMHSA)
    3. Input client voucher information
    4. Send referrals from care coordination to recovery support service providers
    5. Enter encounters when client services are provided
    6. Manage grant funds available for client vouchers
    7. View reports to determine what services are used

 The VMS consists of two separate Web sites:
    1. Training Site: used by all providers of ATR in order to learn the system. The training
       site should not contain actual/real client information
    2. Production Site: after staff navigate the training site, and the organization is ready to
       begin providing ATR covered services, an account is created for them on the
       production site. The production site is the “live” site that actual client information is
       entered


Technical Assistance:

ATR Training Site:                    http://iaatr-training.witsweb.org

ATR Production Site:                  https://iaatr.witsweb.org

Technical assistance:                 1-866-923-1085
                                      1-515-281-0926
                                      kschnoor@idph.state.ia.us

ATR General Information:              www.idph.state.ia.us/atr




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ATR – IA Voucher Management System USER GUIDE                                September 2008


Getting Started
1.        Contact ATR staff in order to set up an ATR training (training must be done prior
          to providing ATR covered services!).
2.        Provide ATR staff with the following:
                        i. First and Last Name of each staff member that will provide ATR
                           covered services
                       ii. E-mail address of each staff member that will provide ATR covered
                           services
3.        ATR staff will establish an account for each individual providing ATR services
4.        Provider staff members will receive the following:
                        i. E-mail from “ATR” with Username, Password and Pin
                       ii. Welcome e-mail from IDPH with an attached ATR Provider Manual
5.        Provider staff should login to the Training Site with the username, password and
          PIN that was sent to them
6.        At the first login, users are to change their password and PIN to something they can
          remember (Please write down and keep your username, password and PIN!)
7.        Be sure to bring your login, password and PIN to any VMS training


     Throughout the VMS, you will see the following buttons:

            Clears all information entered and returns to the previous screen

            Takes you to the previous screen

            Saves the information and proceeds to the next screen

            Saves the information on the current screen


            Saves the information on the current screen and returns you to the most recent
            list screen

     (Export) Allows user to export the corresponding information into a Microsoft Excel
           spreadsheet




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ATR – IA Voucher Management System USER GUIDE                              September 2008


Home Page




  User, Loc and Client:
  1. User: indicates what user is logged in
  2. Loc: indicates what agency and facility is currently logged in
  3. Client: indicates which client file you are currently working in (any action that you
     take may reflect on the client that appears here)

  Menu List:
  1.   Home Page: allows you to return to the home page
  2.   Agency: contains information about billing and agency profile
  3.   Client List: access to all client files
  4.   System Administration: provides system information
  5.   My Settings: allows user to change facility and password
  6.   Reports: provides billing and other various reports

  Announcements and Schedule:
  1. IDPH staff will make announcements regarding new services available, new
     providers, and contact information for technical assistance
  2. Providers have the ability of maintaining an ATR-specific schedule in order to track
     client appointments, follow up interviews, etc.




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ATR – IA Voucher Management System USER GUIDE                              September 2008


Client List




  Client Search:
  1. Search criteria include Name, Social Security Number, Client ID, Facility, etc.
     Choose any search criteria and click Go
  2. To search ALL clients, do not select any search criteria and click Go

  Client List:
  1. Review the Client List (the Client List is automatically alphabetized by the last name
     of the client; you may change the sort order by clicking on the column title: Client
     ID, Full Name, DOB, SSN, Gender)
  2. Under the Actions column, click on Profile or Activity List (depending on what
     actions you wish to make)

  Clients with Consents from Outside Agencies:
  1. Clients that have been referred by another ATR provider will appear in this list (In
     order to view the referred Client’s Profile, refer to Page 17)

  Adding a Client:
  1. To enter a NEW CLIENT into the VMS, click Add Client
  2. Complete the Client Profile




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ATR – IA Voucher Management System USER GUIDE                                 September 2008


Client Profile




  Client Profile:
  1. Complete the client profile by entering information on the following pages:
         a. Client Profile
         b. Alternate Names
         c. Additional Information
         d. Contact Info
         e. Collateral Contacts (can replace the Collateral Contacts form in the ATR
            Provider Manual)
         f. Other Numbers
  2. ALL YELLOW FIELDS ARE REQUIRED
  3. White fields are not necessarily required, but may be helpful to complete (e.g., race,
     language, collateral contacts)




  History:
  1. By selecting History under Client Profile, all the actions taken in this client file are
     shown on one screen
  2. Date, Staff Person and Description are shown




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ATR – IA Voucher Management System USER GUIDE                                September 2008


Activity List
The Activity List will show all the activities that have completed for a client—with the
exception of care coordination vouchers




   Intake / Episode:
   1. The client must enroll in the ATR program
   2. In order to do this, click on Activity List
   3. Click on Start New Episode




   4. Complete the required fields:
          a. Initial Contact
          b. Intake Date
   5. Complete non-required fields (optional)
   6. Click Finish and return to Activity List

 Note: A GPRA Intake Interview MUST be completed prior to the voucher process.




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ATR – IA Voucher Management System USER GUIDE                               September 2008


Government Performance and Results Act (GPRA)

  Introduction:
  GPRA interviews are required for each client served by Access to Recovery – Iowa.
  GPRA collects information from the client through the administration of the GPRA
  data collection tool. Care coordination providers are required to conduct three GPRA
  interviews with every client. The information obtained during the GPRA interviews
  must be entered into the VMS GPRA module. A paper GPRA interview form (CSAT
  GPRA Client Outcomes form) can be completed with the client however the data must
  still be entered into the VMS.

  The three GPRA interviews are conducted with the client at:
             1. Intake (when the client enters the ATR program)
             1. Discharge (when the client leaves the ATR program)
             2. Follow-up (between 5 and 8 months after the client enters the ATR
                program)

  Interview Guidelines:
  1. Ask ALL QUESTIONS AS THEY APPEAR ON THE FORM. Explain to the
     client the purpose of this interview is to obtain their information and that you are
     required to ask the full question (even though the answer may be obvious or you
     may already know it)
  2. You cannot click Save and return to the interview later. SAMHSA requires the
     interview be done in one sitting. If you click Cancel, your entry will not save.

  Methamphetamine Clients:
  SAMHSA requires that 25 percent of ATR funding in Iowa is provided to clients who
  are Methamphetamine (meth) users. Their use can be primary, secondary or tertiary.
  Please answer Yes to any use of meth by the client in the 90 days prior to the
  interview. The guidelines are as follows:
    1. In the GPRA interview (Section A, first page) it asks “Is this a Methamphetamine
        user?”
            a. answer Yes if:
                  i. client has used meth in any form in the last 90 days
                 ii. client has been in a restricted setting (jail, hospital, residential
                     treatment) and used meth within the 90 days PRIOR to entering the
                     restricted setting
            b. answer No if:
                  i. client has not used meth in any form in the last 90 days
                 ii. client has been a restricted setting, but did not use meth 90 days prior
                     to entering the setting




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ATR – IA Voucher Management System USER GUIDE                                  September 2008


   GPRA Intake Interview:
   This interview is completed at the time the client enters the ATR program. It should be
   done at the same time as the ATR Assessment. Typically, this interview will last about
   20-30 minutes. REQUIRED FACE-TO-FACE.
   1. To complete the Intake GPRA Interview, click:
           a. Activity List
           b. GPRA
           c. Add GPRA Intake
   2. Complete the interview (refer to the Question-by-Question Guide for instructions
       regarding the interview)
   3. Click Finish when completed

 Note: the ATR covered service for which an encounter should be entered is ATR
 Assessment with GPRA Intake Interview (this covers the client’s eligibility screening,
 ATR assessment, paperwork completion, and GPRA Intake interview).


   GPRA Discharge Due:

   The GPRA Discharge Due screen provides a helpful list of the clients at your agency
   that still must have a GPRA Discharge Interview completed. Every client that has not
   had a GPRA Discharge will be listed on this screen, regardless of how long they have
   been in the program. The screen will provide the “Last Activity Date,” which states the
   last day that an encounter was entered for client services. Monitor the “Last Activity
   Date” in order to maintain compliance with discharge policy (i.e. 30 days of no activity).

   To view the GPRA Discharge Due screen, click:
          1. Agency
          2. GPRA Discharge Due
          3. Go

   GPRA Follow Up Due:
   The GPRA Follow Up Due screen provides a list of clients whose “window” has opened
   for the GPRA Follow Up interview. The client’s name will appear on this list 5 months
   after the intake date and will remain on the list until the interview is completed, or until 8
   months after the intake date. This screen is very helpful to monitor GPRA Follow Up
   interviews and should be used by the Care Coordination provider very frequently.

   To view the GPRA Follow Up screen, click:
          1. Agency
          2. GPRA Follow Up Due
          3. Go




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ATR – IA Voucher Management System USER GUIDE                                September 2008


   GPRA Discharge Interview:
   This interview is completed at the time the client leaves the ATR program. Typically,
   this interview will last about 20-30 minutes. REQUIRED FACE-TO-FACE. If for
   some reason the care coordinator is unable to locate the client (after several attempts in
   locating them), the care coordinator should do an administrative discharge (described
   below).
   1. To complete the GPRA Discharge Interview, click:
       a. Activity List
       b. GPRA
       c. Add GPRA Discharge
   2. Complete the interview (refer to the Question-by-Question Guide for instructions
       regarding the interview)
   3. Click Finish when completed

   Administrative Discharge:
   For clients that have left the program without notice, the care coordinator should
   attempt to locate them to conduct the Discharge GPRA Interview. After 30 days of no
   activity (no encounters entered) the client MUST be discharged. The care
   coordinator has 14 days to locate the client in order to conduct the face-to-face
   interview. If the care coordinator is unsuccessful in locating the client during
   those 14 days, the care coordinator should do an Administrative Discharge.
   1. To complete an Administrative Discharge, click:
           a. Activity List
           b. GPRA
           c. Add GPRA Discharge
   2. On the first screen of the Discharge record, answer “Was an interview conducted?”
       (the answer is No)
   3. Complete the other required fields
   4. Click Finish

 Note: the ATR covered service for which an encounter should be entered is Care
 Coordination with GPRA Discharge Interview. This service should only be entered
 as an encounter if a face-to-face interview is conducted.


   GPRA Follow-up Interview:
   This interview is completed at six months after the client’s intake into the ATR program.
   Typically, this interview will last about 20-30 minutes. A face-to-face meeting is
   preferred however this interview may be completed by phone. The client will receive a
   $20 gift card when they complete the interview in the required time frame (the care
   coordination provider administers the gift card to the client).
   1. To complete the GPRA Follow-up Interview, click:
           a. Activity List
           b. GPRA


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ATR – IA Voucher Management System USER GUIDE                             September 2008

          c. Add GPRA Follow-up
   2. Complete the interview (refer to the Question-by-Question Guide for instructions
      regarding the interview)
   3. Click Finish when completed

 Note: the ATR covered service for which an encounter should be entered is Care
 Coordination with GPRA Follow-up Interview. This service should only be entered
 as an encounter if a face-to-face or telephone interview is conducted.


   GPRA Follow Up Interview Guidelines:
   1. Follow Up Interview goal:                       100%
   2. REQUIRED Follow Up Interview rate:              85%
   3. Follow Up GPRA Interview can be completed between: five months and eight
      months
   4. care coordination providers can only receive ATR reimbursement when the
      interview is conducted face-to-face during this time frame
   5. when clients complete the face-to-face interview during the required time frame, they
      should receive their $20 gift card and the care coordinator should document in the
      client file

    Example: John Smith enters the ATR program on July 16th. At that time, John’s care
    coordinator asks John for “collateral contacts” in case John can’t be located later on.
    They should also schedule his follow-up interview and give John a reminder card, also
    letting him know he will receive a $20 gift card when he completes his follow-up. The
    care coordinator should maintain regular contact with John (using Care Coordination
    sessions) in order to remind John of his follow-up appointment. On his interview
    date of January 20th, John completes his interview and receives his $20 gift card.
Completing Discharge and Follow-up interviews together:

   SAMHSA allows Discharge and Follow-up GPRA interviews conducted at the same
   time. This can occur ONLY if the client leaves the ATR program between five months
   and eight months after intake. The following guidelines should be followed:

   1. care coordinators can conduct ONE interview instead of two separate ones
   2. care coordinators should use the GPRA paper form (CSAT Client Outcomes) in this
      situation—this is because the care coordinator will need to enter the interview
      responses in both the GPRA Follow-up and GPRA Discharge interviews in the
      Voucher Management System
   3. on the GPRA paper form, complete sections B through K
   4. enter the responses in the VMS (both GPRA Discharge and GPRA Follow-up
      MUST be completed)
   5. enter an encounter for:
          a. Care Coordination with GPRA Discharge Interview
          b. Care Coordination with GPRA Follow-up Interview



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ATR – IA Voucher Management System USER GUIDE                               September 2008


  Scripts for GPRA Follow-Up by Phone:
  The following scripts are designed as guides to contact clients by telephone or in person
  at their place of residence. Although they may be modified to suit the needs of
  individual GPRA interviewers or agencies, the following must be strictly adhered to:

  •   Never mention ATR or substance abuse treatment until you have validated
      the identity of the client
  •   Never leave messages that may identify you or your agency as part of ATR or
      substance abuse treatment

  Scripts for Locating Clients by Telephone:

  •   SCRIPT #1 - Reaching the Client:

  Interviewer (you): "Hello, my name is ___ and I am calling from [name of Provider
  Agency]. Make sure the name does not include reference to ATR services or
  substance abuse treatment. May I speak with [name]?"

  Answer: "This is [name]."

  Interviewer: "You may remember that you took part in an intake interview with us
  about [time] ago. It's time for the follow-up interview and since we’ve not been able to
  schedule a face to face interview, I’d like to complete it with you now.” The client may
  volunteer information about the previous interview such as the location or
  interviewer's name.

  Interviewer: "In order to protect your confidentiality, I need to confirm that I'm
  speaking to the right person [name]. What is your date of birth? (Client responds). Fine,
  and what are the last four digits of your social security number?" (Client responds). Fine,
  we will begin the interview."

  If the client is unable to provide adequate validation of his/her identify, stop the
  conversation at this point. Explain to the client that you are only allowed to
  discuss the study with an identified participant. You may leave a message for the
  client to call back for more information.

  IMPORTANT: Many clients will be hesitant to respond to unsolicited phone calls and
  may use family members, etc. as "gatekeepers" over the phone. If the client is available,
  refer to script #1. Be sure to write down any information that comes up during a
  telephone conversation (e.g., work hours, the name of someone who might know where
  the client is, how long it has been since the client moved away, etc.).




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ATR – IA Voucher Management System USER GUIDE                             September 2008


  •   SCRIPT #2 - Reaching a Family Member, Roommate, etc.

  Scene A:
     Interviewer: "Hello, my name is ___ and I am calling from [name of Provider
     Agency]. Make sure the name does not include reference to ATR services or
     substance abuse treatment. May I speak with [name]?"

      Answer: "What's this about?"

      Interviewer: "[name] has been participating in a research/health study and we are
      trying to contact him for a follow-up interview. Is he available?"

      Answer: "No, he's not here."

      Interviewer: "Can you tell me when the best time is to call back and talk to him?"

      Answer: "I don't know when he'll be around."

      Interviewer: "Can I leave a message for him? He agreed to participate in our study
      and it's important that we reach him." Leave a message that only refers to the
      research/health study follow-up interview and the number for the client to
      call for more information. Always thank the person for their time.

  Scene B:
     Interviewer: "Hello, my name is ___ and I am calling from [name of Provider
     Agency]. Make sure the name does not include reference to ATR services or
     substance abuse treatment. May I speak with [name]?"

      Answer: "He doesn't live here anymore."

      Interviewer: "Can you tell me how I might reach him? He gave us this number so
      we could get in touch with him."

      Answer: "I can't tell you anything more."

      Interviewer: "Could you please take a message for him? He agreed to continue to
      participate in our study and it's important that we reach him.” If the respondent
      still has contact with the participant, leave a message using the guidelines
      above. If there is no longer any contact, refer to other phone
      numbers/sources on the locator.

  •   SCRIPT # 3 - Leaving a Voice Message

      Often the client's locator phone number will be valid, but the client is not
      home when called.




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ATR – IA Voucher Management System USER GUIDE                            September 2008

       Interviewer: "Hello, this message is for [name]. This is ___ and I'm calling from
       [name of Provider Agency]. You participated in our research/health study about
       [time ago]. We would like to schedule the follow-up interview with you. To schedule
       an interview, or to receive more information, please call us at [number]. You can
       reach us between [hours]. Thank you, we look forward to hearing from you."

  Techniques and Sources of Information:
  1. ATR providers the client has received services from
  2. Mail contacts
         a. Regular mail
         b. E-mail
  3. Telephone contacts
         a. Client’s phone numbers
         b. Collateral contacts phone numbers
         c. Free directory assistance:
                   800-Free-411
                   800-Goog-411
  4. Internet searches
         a. www.phonenumber.com
         b. http://internetpeoplesearch.com
         c. www.virtualgumshoe.com
         d. www.infobel.com
  5. Home visits
  6. Public information sources
  7. Specialized institutional information systems
         a. Federal Bureau of Prisons: 202-307-3126
         b. Federal Prison Inmate Records: www.bop.gov/inmate.html
         c. Iowa Department of Corrections: www.doc.state.ia.us/OffenderInfo.asp
         d. County jail records
  8. ATR staff for technical assistance: 866-923-1085

  Ethics and Confidentiality:
  1.   Maintain client confidentiality
  2.   Know your organization’s policies
  3.   Know your Federal, State, and Tribal laws
  4.   When calling individuals without a client-signed release of information:
          a. Do not identify your agency
          b. Block what appears when you make outgoing calls (use *67 or call the phone
              company to change what appears on others’ caller ids when you make
              outgoing calls)
          c. If you leave a message, say that you are trying to conduct an information
              interview (or research interview) with the client
          d. DO NOT BREAK YOUR CLIENT’S CONFIDENTIALITY




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ATR – IA Voucher Management System USER GUIDE                             September 2008


   Services Accountability Improvement System (SAIS)
   Each GPRA record is uploaded to SAIS nightly. SAIS requires specific information be
   submitted when the records are uploaded. On a regular basis, follow these steps to
   ensure the GPRA records have uploaded correctly:
   1. Click on System Administration
   2. Click SAIS Batch Errors
   3. Click Go
   4. Review any records in which the Record Status indicates “Rejected”
   5. Click Fix next to the rejected records
   6. Complete the incomplete fields and re-submit the GPRA record


Care Coordination Voucher




   Care Coordination provider voucher:
   1. Click on Client Profile, then Voucher
   2. Click Add New Voucher Record

 Note: The client should have ONE active voucher for each agency he/she is receiving
 services. For example, client Dave should have an active voucher at his care coordination
 provider. Dave chooses to receive services at XYZ Child Care Center and ABC Mental
 Health Center. Dave’s care coordinator will set up the following vouchers:
     1. 1 voucher at the care coordination provider (for care coordination and any other
         services Dave wishes to receive at that provider)
     2. 1 voucher at XYZ Child Care Center for child care
     3. 1 voucher at ABC Mental Health Center for family therapy




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ATR – IA Voucher Management System USER GUIDE                              September 2008


  Creating the voucher for services at care coordination provider:
  1. Complete the following fields:
         a. Effective Date: typically the date of intake or other date client needs to begin
             services
         b. End Date: the date the voucher will expire. This date is set automatically to
             90 days past the Effective Date. Vouchers can be active for a maximum of
             90 days. Care coordinators should review ATR services with the client
             toward the end of the 90 day period. At that time, the care coordinator may
                  i. Re-set the “Effective Date” which will extend the “End Date”
                     another 90 days
                 ii. Allow the voucher to expire and create an entirely new voucher
                iii. Allow the voucher to expire (if client is leaving the ATR program)
                iv. Care coordinators may re-open the voucher after it expires
         c. Agreement: will pre-fill with the Agreement name
         d. ATR Intake: will pre-fill with the Intake date
  2. Click Save

  Adding services to the voucher:




  1. After the voucher is created, the care coordinator should add all the services to the
     voucher that the client will be receiving at the care coordination agency. This
     voucher must include:
         a. ATR Assessment with GPRA Intake Interview
         b. Care Coordination
         c. Care Coordination with GPRA Discharge Interview
         d. Care Coordination with GPRA Follow Up Interview
  2. Complete the following fields:
         a. Service: choose from the list of services your organization is able to provide
             (these services are based on the IDPH Cooperative Agreement)
         b. # Voucher Units: enter the number of units to be provided to the client over
             the course of their involvement with ATR. Refer to the Provider Manual on
             unit definition and limits
  3. Click Save and repeat the process for each service the client is to receive at the care
     coordination organization
  4. Review the summary of services listed on the client’s voucher. The Voucher will
     sum all the selected services (viewable at the bottom right of the Voucher or on the
     Voucher List screen).




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ATR – IA Voucher Management System USER GUIDE                               September 2008



    Note: be sure to include all planned services in order to ensure the client does not
    spend more than total authorized by the ATR Provider Manual (the limit includes
    services provided at all the organizations the client chooses)




  Increasing / decreasing units on an existing voucher:
  1. To access an existing client voucher, click:
         a. Client Profile
         b. Voucher
         c. Profile (located on the right side of the screen)
  2. To increase the number of service units, click Edit (next to the selected service)
  3. Enter the # of Vouched Units to accurately reflect what the client will receive during
     their involvement with ATR

  Deleting services on a voucher:
  1. To access an existing client voucher, click:
        a. Client Profile
        b. Voucher
        c. Profile (located on the right side of the screen)
  2. To delete a service on a client’s voucher, click Delete (next to the selected service)

  Closing a voucher:
  1. To access an existing client voucher, click:
         a. Client Profile
         b. Voucher
         c. Profile (located on the right side of the screen)
  2. Under Actions, click Close


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ATR – IA Voucher Management System USER GUIDE                                September 2008


   Re-Opening a voucher:
   1. To access an existing client voucher, click:
          a. Client Profile
          b. Voucher
          c. Profile (located on the right side of the screen)
   2. Under Actions, click Re-Open
   3. Click Save (the available amount will not appear until Save is selected)


Referral Voucher
Referral vouchers are created by care coordinators in order for clients to receive recovery
support services at organizations outside of the care coordination provider. During the ATR
Assessment, the care coordinator reviews the available ATR services and providers with the
client. The client should select the services they feel will most benefit their recovery. After
the client chooses the services and providers of those services (generally, a client must have
at least TWO options from which to choose within a 150 mile radius), the care coordinator
will complete Consents (Releases of Information) and Referrals to each agency the client
chooses.

 Note: Consents and Referrals should not be created for services that are to be provided
 by the care coordination provider. Those services should be added to the care
 coordination voucher.

 Consent records (Releases of Information) MUST be completed prior to a referral


   Adding a client consent record:




   1. To add a client consent record (for each organization the client is to be referred),
      click:
          a. Client List
          b. Activity List
          c. Consent
          d. Add New Client Consent Record




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  2. Complete the following fields:
       a. Disclosed to Agency: select the agency to which the client agrees your agency
           may release information
       b. Purpose for disclosure: generally, this would completed by entering, “ATR
           Referral”
       c. Consent Date: enter the date the consent begins
       d. Client Information Options: this should fill automatically. If it does not,
           select ONLY “Client Information (Profile)”
       e. Consent Expires Upon: select the option of when the consent should expire
           (generally, it expires upon date signed or discharged) and the number of days
           which it should expire. Click the right arrow to move the selected
           information to the box on the right
       f. Print Screen: select this option in order to print and have the client sign the
           consent.
       g. Consent Signed: after the client signs the paper consent, select Yes

  Reviewing existing consent records:




  1. In order to locate an existing consent (Release of Information) for the client, click:
         a. Activity List
         b. Consent
         c. Review (of the selected agency)
  2. While in the selected consent record, you may click on “Create Referral using this
     Disclosure Agreement” and taken directly to the referral module
  3. While in the selected consent record, you may “Revoke” the consent (bottom right-
     hand corner)



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  Adding a client referral:




  1. To add a client referral record (once the consent is completed), click:
        a. Client List
        b. Activity List
        c. Referrals
        d. Add New Client Referral Record




  2. Complete the following fields:
       a. Reason: select ATR Referral
       b. Is Consent Verification Requested?: select Yes
       c. Is Consent Verified?: if the client has signed, or will sign, a paper Release of
           Information, select Yes
       d. Continue This Episode of Care?: select Yes
       e. Referral Status: do not change
       f. Referral Date: change only if referral date should be different
       g. Signed Consents: choose the selected agency from the list of consents in the
           system (this will automatically complete the Agency field)
       h. Facility: choose the facility of the agency you selected for this referral
       i. Staff Member: if you choose, you may select a specific staff member at the
           referral agency to send this referral
       j. Appt Date: if you have arranged an appointment for the client to be seen at
           the referral agency, you may record that date here
       k. Click Save


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  Adding a client referral voucher:
  1. After creating and saving the referral record (be sure you are in the client referral
     record), click on Vouchers under Referral on the menu list
  2. To add a client referral voucher when not already in the referral record, click:
         a. Activity List
         b. Referrals
         c. Review (next to the appropriate referral)
         d. Vouchers (on the menu list—left side of the screen)
         e. Click Add New Authorization Record




  3. Complete the following fields:
         a. Effective Date: typically the date of intake or other date client needs to begin
             services
         b. End Date: the date the voucher will expire. This date is set automatically to
             90 days past the Effective Date. Vouchers can be active for a maximum of
             90 days. Care coordinators should review ATR services with the client
             toward the end of the 90 day period. At that time, the care coordinator may
                  i. Re-set the “Effective Date” which will extend the “End Date”
                     another 90 days
                 ii. Allow the voucher to expire and create an entirely new voucher
                iii. Allow the voucher to expire (if client is leaving the ATR program)
         c. Contract: select the only option
         d. Date Approved: enter the date the voucher was initially approved
  4. Click Save




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ATR – IA Voucher Management System USER GUIDE                               September 2008


  Adding services to the referral voucher:




  1. After the voucher is created, the care coordinator should add all the services to the
     voucher that the client will be receiving at the selected referral agency.
  2. Complete the following fields:
         a. Service: choose from the list of services the referral organization is able to
              provide (these services are based on the IDPH Cooperative Agreement)
         b. # Voucher Units: enter the number of units to be provided to the client over
              the course of their involvement with ATR. Refer to the Provider Manual on
              unit definition and limits
  3. Click Save and repeat the process for each service the client is to receive at the
     referral organization
  4. Review the summary of services listed on the client’s voucher. The Voucher will
     sum all the selected services (viewable at the bottom right of the Voucher or on the
     Voucher List screen).

    Note: be sure to include all planned services in order to ensure the client does not
    spend more than total authorized by the ATR Provider Manual (the limit includes
    services provided at all the organizations the client chooses)

  Increasing / decreasing units on an existing referral voucher:
  1. To access an existing client voucher, click:
         a. Activity List
         b. Referral
         c. Review
         d. Voucher
         e. Profile (located on the right side of the screen)
  2. To increase the number of service units, click Edit (next to the selected service)
  3. Enter the # of Vouched Units to accurately reflect what the client will receive during
     their involvement with ATR

  Deleting services on a voucher:
  1. To access an existing client voucher, click:
         a. Activity List
         b. Referral
         c. Review
         d. Voucher
         e. Profile (located on the right side of the screen)
  2 To delete a service on a client’s voucher, click Delete (next to the selected service)


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 Note: A service that has been billed cannot be deleted.

   Closing a voucher:
   1. To access an existing client voucher, click:
          a. Activity List
          b. Referral
          c. Review
          d. Voucher
          e. Profile (located on the right side of the screen)
   3. Under Actions, click Close

   Re-Opening a voucher:
   1. To access an existing client voucher, click:
          a. Client Profile
          b. Voucher
          c. Profile (located on the right side of the screen)
   2. Under Actions, click Re-Open
   3. Click Save (the available amount will not appear until Save is selected)

   Viewing referrals made and received:
   1. An indication that a referral has been made to your organization will appear on your
      homepage.




   2. To view referrals received by your organization, click:
          a. Agency
          b. Referrals
          c. Referrals In
          d. Change search criteria (by selecting the criteria and clicking the right arrow)
             or leave blank
   3. Click Go




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   4. Click on Review next to the selected referral
   5. View the referral profile




   6. Change the Referral Status to Placed/Accepted
   7. Click Finish

 Note: by clicking Finish, you’ll be re-directed to the client profile. The following steps
 should be taken to view and approve the voucher created at the client’s care coordination
 provider.




   8. When the Client Profile screen appears, you may review the client information
   9. On the menu bar, click Voucher




   10. Click Profile to view the specific voucher information
   11. To accept or decline this voucher, click:
           a. Accept: accepts the voucher and voucher amount (this will activate the
              voucher for your agency)
           b. Decline: declines the voucher and voucher amount (this will close the
              voucher for your agency)



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 Note: you may decline the voucher for many different reasons, including:
             a. no capacity to serve this client
             b. client has been denied services previously at your agency
             c. amount may not be sufficient to serve the client based on ATR covered
                 service rates
 If declining the voucher, please contact the care coordinator directly at the referring
 agency to inform them of the reason for the denial.


   Viewing all vouchers for a client:
   1. To view the vouchers that have been created for a client, click:
         a. Agency
         b. Billing
         c. Voucher List




   2. Leave the fields blank to search all clients for your organization and click Go
   3. To search a specific client, enter any of the search criteria (First Name, Last Name,
      Client ID, etc) and press Go
   4. Click View for the selected voucher




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ATR – IA Voucher Management System USER GUIDE                                September 2008



 Note: use this screen to see all the current vouchers for your client. Because this screen
 will show vouchers for the care coordination provider, as well as the recovery support
 provider, this should be used to ensure that all of a client’s vouchers do not exceed the
 limit authorized in the ATR Provider Manual. Export this into an Excel spreadsheet to
 easily calculate the total amount of vouchers and encounters.



Encounters
Encounters are entered each time a service is provided to a client. Each provider of ATR
covered services enters their own encounters for the services they provide. Encounters
should be entered when the service is provided to the client (e.g., after a therapy session, at
the end of a month of transitional housing, when the ATR Assessment with GPRA Intake
Interview is done). The ATR Provider Manual states that encounters must be entered within
7 calendar days of the date the service was provided.

   Adding an encounter:
   1. To enter an encounter when a service was provided, click:
         a. Activity List
         b. Encounters
         c. Add Encounter Record




   2. Complete the following fields:
        a. Service: select the service that the client has available on the voucher
        b. Start Date: enter the date the service was provided
        c. End Date: record if the encounter covers more than one day (e.g., housing
            assistance)


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          d. Start Time / End Time: record these times for documentation-purposes
          e. Duration: record duration of service (may be used instead of using Start
              Time / End Time)
          f. # of Service Units/Sessions: enter the number of units provided (refer to the
              ATR Provider Manual for unit specifications)
   3. Click Save
   4. Click Release to Billing (this will allow the encounter to be released to IDPH)




   Reviewing encounters:
   1. To review entered encounters, click:
         a. Activity List
         b. Encounters
         c. Review next to the selected encounter

 Note: the Status of the encounter is viewable from the Encounter List screen. Released
 means the encounter has been sent to IDPH; Not Released means that Release to Billing
 was not clicked on the encounter profile screen.
   Adjusting / deleting encounters:
   After submitting an encounter, staff members may realize there were mistakes made
   (e.g,. a service unit was incorrectly entered, the wrong service was selected, or the service
   wasn’t provided). Encounters can be adjusted after they are released to billing.




   1. To adjust / delete a claim item (encounter), click:
          a. Agency
          b. Billing
          c. Claim Item List
          d. Change “item status” from “All Awaiting Review” to BLANK
          e. Press Go
   2. Click Profile next to the selected claim item (encounter)


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   3. Under Administrative Actions, click:
         a. Reverse: select if the encounter was mistakenly entered
                 i. Click Yes when prompted
         b. Adjust: select if the encounter was intended to be entered, but the units were
            incorrect
                 i. Click Yes when prompted
                ii. Enter the correct amount of units
         c. Reject (Back Out): select in order to delete the claim item (if given the
            option)

Closing a case
Care coordinators are responsible for closing a client’s case. Closing a case should be done
ONLY after the GPRA Discharge and GPRA Follow-up interviews are completed. Closing
a case can be done for the following reasons:
    • client no longer needs ATR services
    • client has not used an ATR service for 30 days (discharge is required by SAMHSA)
    • client has used the maximum set in the ATR provider Manual (exceptions can be
        requested to IDPH by the care coordinator to exceed this amount)
    • care coordinator cannot locate the client and has exhausted all options to contact the
        client

   1. To close a client’s case, click:
          a. Activity List
          b. Intake
   2. Enter the date under the field “Date Closed”
   3. Click Save & Close the Case

 Note: Clients can only be enrolled in the ATR program once. If a case is accidentally
 closed, contact IDPH ATR staff.



Staff Administration
IDPH ATR is able to assign the Staff Administrator role to certain provider staff members
that are fluent in the WITS system. Only care coordination organizations will be assigned
the role of Staff Administration (however, this will be limited to only those care coordination
organizations that are fluent in WITS system). Only one staff member at the care
coordination provider will be given this access.

The Staff Administrator role in the VMS will allow the staff member to:
       • create new user accounts
       • assign user access/roles
       • re-set passwords and pins
       • enable / disable accounts


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To create new staff accounts, click:
          a. Agency
          b. Staff List
          c. Add New Agency Staff Record

Enter information on the following screens:
   1. Staff Profile
           a. first Name
           b. last Name
           c. gender
           d. e-mail address
           e. manager name
           f. staff type (enter agency staff)
           g. start date
   2. Staff Address / Contact Info (the system does not require any information be added)
   3. Staff Language (the system does not require any information be added)
   4. Staff Qualifications (the system does not require any information be added)
           a. click Save
   5. Staff Account
           a. User Login ID (enter the first letter of the staff member’s first name and
              their entire last name)
           b. click Finish
   6. System Access
           a. Job Function Roles (select the following and click the right arrow so that the
              roles move to the Assigned Job Function Roles box):
                    i. ATR Case Manager
           b. Role Attributes: role attributes should automatically fill based on the Job
              Function Role selection (ATR Case Manager). The following role must be
              selected manually:
                    i. Authorization (Full Access)
   7. Click Save (or Finish)

To reset passwords and PINS, click:
   1. Agency
   2. Staff List
   3. Review
   4. System Access
   5. Reset Credentials

To enable accounts that have been disabled (due to entering wrong password / PIN
information), click:
    1. Agency
    2. Staff List
    3. Review
    4. System Access
    5. Enable Account




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To delete a staff member account, click:
   1. Agency
   2. Staff List
   3. Review
   4. Staff Account
   5. Remove Account


Billing Report
At the end of each month, providers are asked to submit an invoice to IDPH (called the
GAX). The following steps will assist the provider in running a report to indicate how much
has been spent on client services by their agency:

   1. To run the Billing Transaction List, click:
            a.    Reports
            b.    Claims Reconciliation
   2. Enter the Start Date and End Date of the date range (typically the first and last of
      the month)
   3. Click Go
   4. Export the file into an Excel spreadsheet
   5. Calculate the CHARGE AMOUNT column total for ALL CLIENTS for ALL
      SERVICES
   6. Enter that amount on the General Accounting Expenditure (GAX) form


 Note: you may need to allow “pop-ups” on your computer from this website. Hold the
 Ctrl key while you click “Export” and click “Open” on the prompt. This action will by-
 pass the pop-up blocker.




  GOVERNMENT PERFORMANCE AND RESULTS ACT (GPRA)
      CENTER FOR SUBSTANCE ABUSE TREATMENT
        FREQUENTLY ASKED QUESTIONS (FAQ)

1. What is the Government Performance and Results Act of 1993?
   The Government Performance and Results Act (GPRA) is a public law that was passed
   by Congress in 1993. GPRA was enacted to improve stewardship in the Federal
   government and to link resources and management decisions with program
   performance. GPRA requires that all Federal departments:
   •    Develop a strategic plan specifying what they will accomplish over a three to five
        year period
   •    Annually set performance targets related to their strategic plan
   •    Annually report the degree to which the targets set in the previous year were met


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   •     Regularly conduct evaluations of their programs, and use the results to explain
         their successes and failures on the basis of the performance monitoring data.

2. Do we have to comply with the Government Performance and Results Act?
   All Center for Substance Abuse Treatment (CSAT) discretionary programs—both Best
   Practices (BP) and Discretionary Services—must comply with GPRA. In their grant
   applications, prospective grantees should state the procedures they will put in place to
   ensure both compliance with GPRA and the collection of CSAT GPRA Core Client
   Outcome Measures data elements at baseline, discharge and at six-month follow-up
   interviews. CSAT designated adolescent programs must also conduct three-month
   follow-up interviews. Previously, 12-month follow-up interviews were required; the 12-
   month follow-up interview is no longer required.

   For a more detailed description of grantees’ GPRA requirements, see CSAT's GPRA
   strategy under General Information on the CSAT-GPRA Web site (www.samhsa-
   gpra.samhsa.gov).

____________________________________________________________
CSAT GPRA Client Outcome Measures for Discretionary Programs

3. What are the Core Client Outcome Measures in the CSAT Government
   Performance and Results Act data collection tool?
   The CSAT GPRA Core Client Outcome Measures in the CSAT GPRA data collection
   tool (the GPRA tool) are client-level data items that have been identified by widely used
   data collection instruments (for example, the Addiction Severity Index and the
   McKinney Homeless Program reporting system). Outcome measures include substance
   use, criminal activity and employment status.

4. How will these data be used?
   These data will help CSAT:
   •    Demonstrate tangible CSAT contributions to meeting GPRA objectives.
   •    Report to Congress via the GPRA Plan/Report, aggregated by program, along
        with a narrative developed by your GPO on the status of grant activities, services
        provided, and client outcomes.
   •    Report to SAMHSA on the National Outcome Measures (NOMs). For more
        information on SAMHSA’s NOMS go to:
        http://www.nationaloutcomemeasures.samhsa.gov.
   •    Make the case to Congress that the money awarded to grantees is being spent
        effectively.

5. Can projects change the GPRA tool, add questions, etc?
   No, the GPRA tool cannot be changed.

   CSAT encourages projects to use other data collection instruments to enhance their data
   collection efforts. However, data from additional questions should not be forwarded to
   CSAT as part of GPRA reporting.



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   However, grantees can submit supplemental data that are population specific, these data
   sets target, for example, Native Americans and clients with or at risk for HIV.

6. Do we have to ask and report the questions as written in the GPRA tool?
   Yes, questions must be asked as written. However, grantees may use their existing
   instruments (in lieu of the GPRA tool) to collect data for GPRA reporting as long as
   their questions have the exact same wording as those in the CSAT GPRA tool and the
   response categories are exactly the same or can be rolled up to the exact same ones in
   the tool.

7. Are grantees responsible for submitting data for the first few months of their
   grant?
   Yes. When grantees do not expect to have clients for a particular time period, they must
   discuss this situation with their CSAT GPO.

8. Do we have to collect information on every person our program serves?
   The designation of an individual as a client is left up to the program, not the individual
   grantee. If the individual meets the designation of client by the program, program staff
   must collect data on all clients served by the CSAT grant.

   CSAT GPRA Core Client Outcome Measures data items must be collected at baseline,
   discharge, and six months post-baseline. Sites should collect follow-up data on all
   clients, regardless of whether a client drops out of the program. When a site cannot
   follow-up on a client, the site must use the GPRA tool to report that information to
   CSAT (see question 16 below) and explain why.

9. Should we use the CSAT GPRA Core Client Outcome Measures elements to
   collect data on adolescents and juveniles even though the Core elements are
   designed for use with adults? Will there be a separate set of GPRA Core elements
   for use with adolescents? Should we just not collect data on adolescents?
   CSAT recognizes the difficult issues involving collecting data on adolescents and
   juveniles. At this time, Discretionary Services grantees are to use the GPRA tool to
   collect GPRA data on all juveniles and adolescents in their programs.
___________________________________________________________
Data Collection Points

10. What are the required data collection points for the GPRA information?
    GPRA data are to be collected face-to-face on each individual client at three specific
    points:
    • Intake/Admission
    • Discharge
    • Six months after the initial collection of CSAT GPRA Core Client Outcome
       Measures data

   It is imperative that grantees begin to collect GPRA data on each client with or as soon
   as possible after the client’s intake assessment.



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   To comply with the requirement to collect data at intake/admission, residential
   programs must collect data on each client as soon as possible after assessment, but no
   later than three days after the client officially enters the substance abuse treatment
   program. All forms of outpatient programs must collect data on each client as soon as
   possible after assessment or intake, but no later than four days after the client officially
   enters the substance abuse treatment program.
____________________________________________________________
Intake/Baseline

11. Who develops the client identification system?
    Each individual grant develops its own client identification (ID). Each client should
    have his/her own unique client ID that is used at all three data collection points (i.e.,
    baseline, discharge, 6 months post-baseline; 12 months post-baseline, if collected; and 3
    months post-baseline for CSAT designated adolescent programs).

12. How should we handle clients who are readmitted for treatment services?
    Grantees have two options for when clients are readmitted. Grantees are only required
    to administer the GPRA baseline one time per client. However, grantees may choose to
    administer a second (or third or fourth etc.) baseline GPRA. In this case, the subsequent
    six month follow-up will be required from the latest baseline only. Each client will only
    count once toward reaching the target number of clients to be seen regardless of the
    number of intakes. The same client identification number should be used regardless of
    the number of times the client presents for services.

13. If a client is discharged and returns for services, does he/she count toward my
    GPRA targets as another client?
    No. Only one intake for each client counts toward your target numbers.
___________________________________________________________
Follow-up

14. Do we have to follow-up on each client? What is the targeted follow-up rate?
    Yes, each site should attempt to follow-up on every client regardless of discharge status
    (i.e., complete, drop-out). The minimum targeted follow up rate is 80 percent.

   For Access to Recovery (ATR) Grants Only: Follow-up and discharge interviews are
   not required for negative-screen clients and will not be accepted in CSAT’s GPRA
   system.

15. What if the objective of our program is such that six-month follow-ups are not
    anticipated or feasible?
    The CSAT GPRA Core Client Outcome Measures data items must be collected from all
    programs funded in the Discretionary Services line item in the budget at each required
    data collection point. Programs will have to modify their protocols accordingly, as was
    clearly stated in the GFA.




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16. What if we locate clients before or after their scheduled six-month follow-up
    date?
    The follow-up interview window is 30 days before and 60 days after the scheduled six-
    month follow-up interview. For example, if you locate a client five to eight months after
    the initial GPRA intake data collection, you may conduct a six-month follow-up, and the
    client will be included in CSAT's report to Congress. If you locate a client for the six
    month follow-up nine or ten months after the initial GPRA data collection, you may
    conduct a follow-up, but the data from the follow-up interview may not be included in
    any analyses reported to Congress.

    [Note for those collecting the 3-month follow-up (adolescent programs) and optional
    12-month follow-up data: The same “window” applies to the 3- and 12-month follow-
    up (30 days before and 60 days after or 11 to 14 months after initial GPRA intake data
    collection. Those programs designated by CSAT as homeless are allowed 60 days before
    and up to 60 days after the intake date.]

17. Do we collect follow-up data on dropouts?            Yes.

18. What if the follow-up period for the last client served is past the funding period of
    the project?
    All grantees are expected to conduct six-month follow-up GPRA data collection for all
    clients who receive grant-funded services. The sole exception to this rule is for follow-
    ups due after the grant ends.

   Grantees who receive no-cost extensions may be required to continue six-month data
   collection past the normal ending date of the grant.
____________________________________________________________
Discharge

19. Does CSAT require a discharge on every client?
    Yes, starting July 1, 2005, CSAT requires you to submit a discharge record for every
    client. The only exception to this rule is when the client is still in the program after the
    grant ends. You will not be responsible for submitting discharge interviews for clients
    who are still in treatment when the grant ends. At the time of a client’s discharge (as
    defined by the grantee), you should complete a face-to-face discharge GPRA interview.
    (See questions 20 and 21 below for more information on discharge).

    For Access to Recovery (ATR) Grants Only: Follow-up and discharge interviews are
    not required for negative-screen clients and will not be accepted in CSAT’s GPRA
    system.

20. How does CSAT define discharge?
    CSAT defines discharge in the following ways:
    • If your program has an existing discharge definition or policy, you should follow it
       and conduct the discharge interview the day of discharge.
    • If you do not have a discharge definition or policy, you must complete a discharge
       interview for all clients for whom 30 days has elapsed from the time of last service.


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       In other words, if the client does not present between May 16th and June 15th, a
       GPRA discharge interview would have to be conducted.
   •   For an administrative discharge when the interview is not conducted, interviewers
       must complete the first four items in Section A (Client ID, Client Type,
       Contract/Grant ID, Interview Type and mark that the interview was not completed),
       Section J (Discharge), and Section K (Services Received). Follow the skip pattern
       instructions on the tool.
   •   If a client is discharged from your program within seven calendar days of his/her
       intake interview, a face-to-face interview is not required. You will be required to
       complete the first four items in Section A (Client ID, Client Type, Contract/Grant
       ID, Interview Type and mark that the interview was not completed), Section J
       (Discharge), and Section K (Services Received). Follow the skip pattern instructions
       on the tool.

    For Access to Recovery (ATR) Grants Only: ATR clients are not discharged until the
    grantee’s program has ceased or completed providing ATR funding for treatment and/or
    services to the client, and the client ATR voucher is deactivated.
21. Is there a window period for conducting and submitting a discharge interview
    record?
    For programs with a discharge policy or definition —
    • If the client is present on the day of discharge, the discharge interview should be
        conducted on the day of discharge.
    • If a client has not finished treatment, drops out, and is not present the day of
        discharge, the project will have to find the client to conduct the in-person interview.
        The grant will have 14 days after discharge to contact the client and conduct the in-
        person discharge interview. If the interview has not been conducted by day 15,
        conduct an administrative discharge (see question 20 above).

   For programs without a discharge policy or definition —
   • If you are using the CSAT policy of discharging a client for whom 30 days has
       elapsed from the time of last service, the grant will have 14 days after discharge to
       contact the client and conduct the in-person discharge interview. If the interview
       has not been conducted by day 15, conduct an administrative discharge (see question
       20 above).

22. The typical episode of care for my clients is very short, so many clients may end
    up with intake and discharge interview dates very close to one another. Do we
    still have to collect both records?
    Yes. Grantees should collect all GPRA data for each data collection point regardless of
    how close they are to one another. But for those clients who are discharged less than or
    equal to seven calendar days from the intake interview, a face-to-face discharge interview
    is not required. In this case you will be required to complete an administrative discharge,
    which means you must complete the first four items in Section A (Client ID, Client
    Type, Contract/Grant ID, Interview Type and mark that the interview was not
    completed), Section J (Discharge) and Section K (Services Received). Follow the skip
    pattern instructions on the tool. If the client receives services eight or more days from
    the intake interview, then a full face-to-face discharge interview is required.


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23. Is there a target discharge rate?
    At this time CSAT has not specified a discharge target rate.
_________________________________________________
Follow-up and Discharge Timing Issues
24. What if the discharge interview is due during the six month follow-up interview
    window? Do we still have to collect both records?
    Yes. There may be cases when the client’s discharge is due during the window of time
    that the six month follow-up interview is due. In other words, if a discharge is done
    anywhere between five and eight months after intake/baseline, this interview could
    double as a follow-up interview. In these cases, you must still enter data for both the
    discharge and the six month follow-up interviews. Conduct the interviews using these
    guidelines: Conduct an interview by completing the appropriate items in Section A
    indicating that an interview was conducted, otherwise you will not be able to enter the
    responses into the system for each section. You may conduct the face-to-face interviews
    simultaneously – completing all sections including I, J, and K. You will then enter the
    data into the system as two records, one for discharge with Sections J and K so that the
    service provided is documented in the GPRA system and the other for follow-up with
    Section I so that the follow-up status is documented in the GPRA system.

   If the client's discharge interview from the program occurs during the six-month follow-
   up window, and you have already conducted the follow-up interview you will need to do
   a separate discharge interview.

25. Do we collect six month follow-up information if the discharge interview is before
    or after the six month follow-up interview?
    Yes, grantees must locate clients and complete the six month follow-up record,
    regardless of when the client is discharged.

26. Do we need to conduct an in-person six month follow-up interview if the client
    could not be contacted to conduct the discharge interview?
    If the client cannot be reached for the discharge interview and receives an administrative
    discharge, a separate six-month follow-up interview must be conducted, completed, and
    entered into the system in order for the follow-up to count toward the program's target
    rate.
_________________________________________________
Data Collection Issues

27. Do we count a client’s reported use of illegal drugs in Question B1c as having
    committed a crime for Question E4 (“In the past 30 days, how many times have
    you committed a crime?”)
    Yes. If a client reports the use of illegal drugs in response to Question B1c but his/her
    answer to Question E4 is not consistent with Question B1c, the interviewer should
    probe the client for clarification. The interviewer must be certain that the number in
    Question E4 is equal to or greater than the number in Question B1c.




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28. Does CSAT allow offering incentives for completed interviews?
    For certain types of interviews, CSAT funding can be used for incentives with a
    maximum cash value of $20 per interview. The incentives can include items such as
    food vouchers, transportation vouchers, or phone cards. Incentives are permitted for
    completion of a six-month follow-up interview. For discharge interviews, the incentive
    cannot be used for routine discharge interviews. They can only be used when program
    staff must search for a client who has left the program or a client has dropped out of a
    program. Since 12-month follow-up interviews are no longer required, CSAT funding is
    not permitted for 12-month follow-up interviews.
____________________________________________________________
Website Use/Technical Issues

29. Is it mandatory to use the online GPRA data entry tool?
    Yes, the staff at each grantee site will be issued their own username and password for use
    in accessing the Web site.
30. How do we report the GPRA data to CSAT and our Government Project Officer?
    The data you enter via the Web site or data upload are automatically submitted to CSAT.

31. How often should we enter our data?
    Grantees are required to have all of their data entered in as close to “real time” as
    possible. Thus, grantees should aim to enter their data within one business day—but no
    later than seven business days—after the interview is conducted.

32. What happens to the data once they are submitted via the Web site?
    The data are stored in a central repository. Grantees can edit submitted records.
    Grantees can also download data in Excel spreadsheet format.

   Grantees, project officers, and contractors associated with grantees can access reports
   that are generated from submitted data.

__________________________________________________________
Voucher Information

1. Do all clients need to receive a voucher?
   Yes. CSAT requires that all positive-screen clients receive a voucher in order to be part
   of your program. NOTE: negative-screen clients do not receive a voucher.

2. Are we required to upload a voucher information record prior to a voucher
   transaction record?
   Yes. There must be a voucher information record in CSAT’s GPRA system before a
   corresponding voucher transaction record can be uploaded.
3. Do we have to let CSAT know when vouchers are closed?
   Yes. When vouchers are closed, grantees are required to upload a voucher cancellation
   record for each closed voucher.

4. When vouchers are closed, do we need to update the $ amount of the voucher?
   When a voucher has expired or is closed by your site, whether all of the money has been
   used or not, grantees must update the voucher information record by indicating that the


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ATR – IA Voucher Management System USER GUIDE                              September 2008

   voucher record is closed. In addition, the grantee must update (if necessary) the voucher
   amount to reflect how much money was actually used on that voucher. For example, if a
   voucher is issued for $100 and it has expired and only $50 was used, grantees
   must upload an update record to the GPRA system to change the voucher amount to
   $50 and include the voucher cancel date.

5. Can we increase the $ amount of a voucher?
   Yes. If grantees decide to add more money to a voucher, the voucher amount must be
   updated to reflect the additional amount.

6. Are we allowed to indicate that multiple services are associated with a voucher?
   Yes. When a voucher is issued, it is possible that multiple services may be associated
   with each voucher.

________________________________
Voucher Transactions

1. Do all providers need a unique provider ID?
   Yes.

2. Can a voucher transaction record be uploaded prior to the corresponding voucher
   information record?
   No. There must be a voucher information record in CSAT’s GPRA system before a
   voucher transaction can be uploaded for a specific voucher.

3. Can multiple services be selected with a voucher transaction?
   No. Only one service can be selected for each voucher transaction.




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