adult new investment quarterly reports

ADDICTIONS AND MENTAL HEALTH DIVISION

Adult New Investment Quarterly Reports

Wendy Chavez, MPA

April 23, 2014

Developed By:

Wendy Chavez, MPA

Adult New Investment Coordinator

Mental Health New Investments

In 2013, the Oregon Legislature made an unprecedented investment in mental health services. These new investments provide an opportunity for the Oregon Health Authority to work with new partners.

Together, we aim to fill gaps in the mental health system and promote child/youth, adult, community behavioral health and wellness. As a recipient of these investments, you are an important part of helping people get the services they need.


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Program Participant Required Information


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All New Investment Mental Health Programs are required to enter client demographic & service information into Measures and Outcomes Tracking System (MOTS). MOTS has not been modified to include some fields to collect information about Jail Diversion, Supported Housing and Supported Employment. Until MOTS is modified to include all program information, the contractor must provide some individual client demographic information in the separate reporting template.

For more information about MOTS client data entry, the most current MOTS Client Entry User Guide, FAQs, and Data Entry Cheat Sheet can be found at the COMPASS Enhanced Data Capture website:

http://www.oregon.gov/oha/amh/pages/compass/electronic-data-capture.aspx



Programs Using the Adult Quarterly Report Template

The following programs will use this template:

• Jail Diversion• Supported Housing• Supported Employment


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Reporting Periods & Due Dates

Calendar Quarters:

• January - March (report due May 15)• April - June (report due Aug 15)• July - September (report due Nov 15)• October - December (report due Feb 15)

Due Dates:

The report is due forty-five (45) days after the reporting period ends; on the 15th of the second month after the end of the period. If the 15th falls on a weekend or holiday, the report is due on the first business day after the weekend or holiday.


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Template Navigation


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Jail Diversion, Supported Housing, and Supported Employment will use the Adult New Investment Template for quarterly reporting. Each program has at least two (2) tabs in the spreadsheet and a ‘Tip Sheet’ that explains what is to be entered into the main reporting sheet for each program.

Supported Employment

• Tip Sheet• Individual Data Entry

Sheet

Supported Housing

• Tip Sheet• Summary• Individual Data

Entry Sheet

Jail Diversion

• Tip Sheet• Summary• Individual Data

Entry Sheet

*To access a reporting template worksheet for a program, click on the tab with the appropriate name.

Required Information: Summary Sheet Organization

Enter your organization’s name, point of contact (POC) for reporting, and reporting period on each program summary sheet. The information that is entered into the summary sheet will automatically fill the corresponding cells in the Individual Data Entry Sheets for the appropriate program.


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Required Information: Individual Data Entry Sheet Program Participant


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The Client ID for each client must be entered into the individual data entry sheet. This is your organization’s internal identification number. It is the same number that is entered into MOTS in the ‘Client ID’ field shown above.

*This is not the client’s Social Security Number (SSN) or the client’s Medicaid ID Number.

Required Information: Program Participant


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*The example provided above shows the required information that must be entered for an individual into the reporting template for the Supported Housing and Jail Diversion Programs.

It is a good practice to enter individual client data into the individual data sheets at the time that the client is entered into MOTS. The individual information sheets should be filled out first because they will feed into the summary sheets (either manually or if it is linked in a protected cell). The summary sheets may be completed using the information that is compiled in the individual sheets after the quarter has ended.

Required Information: Program Participant


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The Supported Employment Reporting template requires the entry of client’s Social Security Number (SSN). No other program that uses this template workbook requires the entry of an SSN.

*Enter the actual General Fund expenditures for the reporting period in the cell supplied.

Program Summary Sheets


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Program Summary Sheets will summarize all of the information that is entered in the Individual Data Entry Sheet plus other information that your organization will be responsible to collect (per program requirements).

How to Name the Quarterly Report and Send it to AMH


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To help organize the incoming reports on a quarterly basis, please include the following information in the name of your quarterly report when you save it and send it in to AMH:

April14_AdultOrgname(JD_SH_SE).60.xlsx

Initial Version

=.60

OrganizationName

Month and year of submission(ex: April14)

Template Type

Program Initials

Submission of Reports

Reports must be sent electronically to AMH, in a secure way, that meets HIPAA. This may be accomplished by:• Sending the document in a secure e-mail; or• Password protecting the Excel document

The password for the template must be sent in a separate e-mail to the same address as the template

Reports must be submitted by the close of business on the 45th day following the report period end to:

[email protected]


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mailto:[email protected]

Data Analysis and Reports for Contractors


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Quarterly Report Submission to AMH Contract Administrator

AMH will notify the contractor that the report was received via e-mail

Program Staff will review the report and let the contractor know if the report has been approved

If the report requires revisions, the Program Staff member who is the lead for the specific program, will work directly with the contractor until the document is approved

AMH Reports and Data Sharing


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Statutory Authority: ORS 409.050

Oregon Administrative Rule 407‐014‐0060

(6) Uses and Disclosures of Protected Information for Research Purposes

The Department may use and disclose information without individual authorization for studies and data analysis conducted for the Department’s own quality assurance purposes or to comply with reporting requirements applicable to federal or state funding requirements in accordance with the definition of “health care operations” in 45 CFR part 164.501.

AMH Reports and Data Sharing Cycle


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Data Collection

Summary Report

Data Matching

Data Analysis

Reports

Data Sharing

Quality Improvem

ent

Questions?

If you have questions about this reporting process, we are here to help.

Please contact:

Wendy Chavez, MPA

Adult New Investment Coordinator

Desk: 503.945.6197

[email protected]


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mailto:[email protected]

adult new investment quarterly reports

Documents

mental health system

mental health services

program information

program summary sheet

adult new investment

data entry cheat sheet

quarterly reporting

main reporting sheet