Medical Mental Health How Do I … Guide June 18, 2021
The Florida Safe Families Network (FSFN) How Do I Guide helps you understand the steps to complete your work in the FSFN system. It is a desk reference and companion document to other supporting resources such as, User Guides and Online Help. Visit the DCF FSFN Website (http://fsfn.dcf.state.fl.us) for additional resources.
How Do I …
Create Medical Mental Health page ...... 2 Access Medical Mental Health page ...... 4 Complete Medical Mental Health page tabs ...... 5
Medical Mental Health FSFN Page 1 of 10 June 18, 2021 Create Medical Mental Health page
How Do I…? Selections Tips & Guidelines
Create the Medical • From Desktop FSFN Banner, click Create The Medical Mental Health page can be Mental Health page Case Work. created and/or accessed using one (1) of from the Desktop five (5) ways: • Create Case Work page displays. ■ Create Case Work page which can • From Medical Mental Health drop down, be accessed from the Desktop or select . Medical Mental Health from the Case Book page. • Select appropriate Case from list of ■ From the Case Book page by cases. clicking the Medical Mental Health hyperlink in the Actions List Box. • Select appropriate Case Participant. ■ From the Person Book page by • Click Create. clicking the Medical/Mental Health • On Medical Mental Health page, hyperlink in the Actions List Box document all required fields. ■ From the Title IV-E Adoption Eligibility page, if one exists for the • Enter all required and appropriate fields. case participant. • Click Save. ■ From the Adoption TANF page, if one exists for the case participant. • Click Close.
The worker who created the Medical Mental Health page or the supervisor of the worker who created the Medical Mental Health page can only update a Medical Mental Health page.
A Medical Mental Health page cannot be edited from Utility Search.
A Medical Mental Health page cannot be created for a closed case.
FSFN Medical Mental Health June 18, 2021 Page 2 of 10 Create Medical Mental Health page
Create the Medical • From Case Book page, click Create Mental Health page Case Work hyperlink from top of page. from Case Book • Create Case Work page displays.
• Select Medical/Mental Health from the Medical/Mental Health drop down.
• Select appropriate Case Participant.
• Click Create.
• Enter all required and appropriate fields.
• Click Save.
• Click Close.
OR
• From Case Book page, within Participant Actions (Create Case Work) List Box, click Medical Mental Health hyperlink.
• On Create Case Work page, select appropriate Case Participant.
• Select Create.
• On Medical Mental Health page, document all applicable information on all tabs.
• Enter all required and appropriate fields.
• Click Save.
• Click Close.
FSFN Medical Mental Health June 18, 2021 Page 3 of 10 Access Medical Mental Health page
How Do I…? Selections Tips & Guidelines
Access the Medical • From Desktop, expand Cases expando. The Medical Mental Health page can be Mental Health page accessed using one (1) of five (5) ways: from Desktop, • Select appropriate case to drill down to ■ Medical Mental Health hyperlink Case Book, or Medical Mental Health icon. Person Book page from the Desktop. • Select appropriate Medical Mental ■ Medical Mental Health hyperlink in Health hyperlink from list of existing the Medical Mental Health group Medical Mental Health records. box from Case Book page. • Page opens from hyperlink selected. User ■ Medical Mental Health hyperlink in with appropriate security can modify the Medical Mental Health group information contained on page. box from Person Book page. • Enter all required and appropriate fields. ■ Referenced via hyperlink within Title IV-E Adoption Eligibility page. • Click Save. ■ Referenced via hyperlink within • Click Close. Adoption TANF page.
OR .
• From Case Book page associated to a case, within Medical Mental Health group box, click Medical Mental Health hyperlink.
• Applicable Medical Mental Health page opens upon clicking hyperlink. User with appropriate security can modify information contained on page.
• Enter all required and appropriate fields.
• Click Save.
• Click Close. OR
• From Person Book page, within Medical Mental Health group box, select Medical Mental Health hyperlink.
• Applicable Medical Mental Health page opens upon selecting hyperlink. User with appropriate security can modify information contained on page.
• Enter all required and appropriate fields.
• Click Save.
• Click Close.
FSFN Medical Mental Health June 18, 2021 Page 4 of 10 Complete Medical Mental Health page tabs
How Do I…? Selections Tips & Guidelines
Complete the To add Primary Care Providers Information to The Medical Profile tab provides a current Medical Profile tab Medical Profile tab: “snapshot” of the case participant’s medical status. The Primary Health Care Providers • In Primary Health Care Providers group group box allows the user to view and box, enter all applicable information. update the participant’s current health care • Click Save. professionals, emergency contact, and the Medicaid number for the participant. The To add Basic Medical Information to Medical Basic group box provides the ability to Profile tab: document specific health problems and allergies. It also allows the user to indicate • In Basic group box, document specific whether immunizations are up-to-date. health problems and allergies.
• Click Save.
• Click Medications tab. Complete the The Medications tab is a brief summary of a Medications tab • View or Insert/Add medication information. case participant’s prescribed medication(s) information. To create these records, the • Insert button and Edit hyperlink allow user must click on the Insert button, which user to insert a new, or edit an existing, will prompt a pop-up page to enter all of the medication record. necessary data. The Medications tab pre-fills - When user clicks Insert button, with the data entered in the pop-up. Add New Medications page displays. Each record provides a read-only summary - When user clicks Edit hyperlink, of a participant’s prescribed medications, Edit the Medications page including the physician who prescribed the displays. medication, name of the medication, if the medication is for psychotropic purposes, the Both pages are identical other than date the medication was prescribed, and the the page name. date the medication was stopped (if applicable). If multiple medication records exist, a scroll bar appears to allow the user to peruse the records. Users may view and edit the full details of each record by clicking the Edit hyperlink.
FSFN Medical Mental Health June 18, 2021 Page 5 of 10 Complete Medical Mental Health page tabs
Complete the • Click Mental Health Profile tab. The Mental Health Profile tab provides a Mental Health current “snapshot” of the case participant’s Profile tab • In Evaluation Type group box, click mental health status. The Evaluation Type Insert. group box provides information on any mental health and behavioral health • Select the Evaluation Type evaluation that has been requested, the from the drop down. type of evaluation, the purpose of the evaluation, the date the evaluation was • Enter the Purpose of the requested, to whom the referral has been Evaluation. made, the date the evaluation was completed, if a Placement is • Enter Date Requested recommended, and an Upload hyperlink for supporting documentation. • Enter the Evaluator completing the evaluation. Evaluator Type is a required field. Future dates are not allowed in the Date Requested • Enter Date Completed or Date Completed fields.
• Select the Placement Upon inserting an Evaluation Type of Recommendation from the Suitability and entering a date in the Date drop down, if enabled. Completed field, the Evaluator and Placement Recommended fields become required. • Click the Upload hyperlink to Placement Recommendation field remains add any supporting disabled for all other types. documentation, if applicable. Upon clicking the Upload hyperlink from an • Click Save. evaluation entry, the Imaging page launches with the following fields prefilled: • In group box, select Substance Abuse • Image Category: Medical Records check box next to applicable drug, and • Image Type: dependent on Evaluation select frequency (Daily, Weekly, or Type selected on evaluation entry. Occasional) from corresponding drop • ‘Baker Act’ prefills as Baker Act Doc down. • ‘Behavioral’ prefills as Behavioral Evaluation and expandos are - Axis I Axis II • ‘Biopsychosocial’ prefills as not user enterable. Biopsychosocial Assessment • • Click Save. ‘CBHA’ prefills as Comprehensive Behavioral Health Assessment • Click Close. • ‘Neuropsychological’ prefills as Neuropsychological Evaluation • ‘Psychiatric’ prefills as Psychiatric Evaluation • ‘Psychoeducational’ prefills as Psychoeducational Evaluation • ‘Psychological’ prefills as Psychological Evaluation • ‘Psychosexual’ prefills as Psychosexual Evaluation • ‘Suitability’ prefills as Suitability Assessment
Upon deleting a file on the Imaging page that is associated with an evaluation entry, FSFN displays a new Upload hyperlink for the evaluation row. This allows the user to upload a new file for that entry.
The Substance Use group box provides substance abuse information about the participant. The Last Updated By and Date Updated fields are read-only and are pre-
FSFN Medical Mental Health June 18, 2021 Page 6 of 10 filled by FSFN. They are derived based on the last modification to the Mental Health information.
Complete the • Click Medical History tab. The Medical History tab documents specific Medical History tab medical services received by case • Click . Insert participants. To create these records, the • In Treatment History group box, select user must click on the Insert button, which condition type from drop down. opens a new blank record on the Medical History tab. • Enter Service dates.
• Click FSFN Provider Search hyperlink. Each record provides details of a participant’s treatments with a particular • Search for a treatment provider. provider, including service dates, provider • Click Save. name, FSFN Provider, Other Provider, Provider Type, Type of Service, • Click Close. Procedure(s), and Diagnosis(es). If multiple treatment records exist, a scroll bar appears to allow the user to peruse the records. Users may edit all treatment records directly on the Medical History tab.
To enter a provider, the user clicks the Search hyperlink to access the Provider Organization Search page. The Other Provider field documents non-FSFN providers.
FSFN Medical Mental Health June 18, 2021 Page 7 of 10 Complete Medical Mental Health page tabs
Complete the • Click Disability and Pregnancy tab. The Disability and Pregnancy tab contains Disability and specific information regarding the child's • In Medical/Mental Health Conditions Pregnancy tab disability, pregnancy and parenting group box, select Yes or No from drop information, and caregiver(s) information at down to reflect if child is clinically time of intake. diagnosed. The Disability and Pregnancy tab includes a • Click Insert. Medical/Mental Health Conditions group box, • Enter following: which supports the documentation of specific clinically diagnosed medical and mental Diagnosed Condition Category - health conditions. The data captured is
- Diagnosed Condition Type required for AFCARS reporting. - Begin Date The 18+ Other is selectable as the End Date - Diagnosed Condition Category if the case • In Pregnancy and Parenting participant is age 18 or older. If 18+ is Information group box click Insert. selected, you must enter a description in the Diagnosed Condition Type narrative. The • Enter following: 18+ information is not required data - Date elements for AFCARS reporting. The Disability and Pregnancy tab includes a - Expecting a child? (Yes or No) Pregnancy and Parenting Information group - Fathered or gave birth to a child? box that allows the worker to identify when a (Yes or No), if applicable. child participant is expecting a child and when they are no longer expecting. It also - Is this child and his/her child(ren) allows the worker to identify a child placed together? (Yes, No), if participant that has fathered or gave birth to applicable a child and if the participant is placed with • In Caregiver’s Information at the Time his/her child. of Intake group box, select Yes or No from drop down for each field. Upon inserting a row in the Pregnancy and Parenting Information group box, the ‘Date’ • Click Save. and ‘Expecting a child?’ fields become • Click Close. enabled and required. The ‘Fathered or gave birth to a child?’ field is enabled but not required. Upon selecting ‘Yes’ for ‘Fathered or gave birth to a child?’, the ‘Is this child and his/her child(ren) placed together?’ field is becomes enabled and required.
If a row has been inserted in the Pregnancy and Parenting Information group box, upon clicking the Save button without entering a value in the ‘Date’ field or ‘Expecting a child?’ field, the following applicable validation message displays: “Please enter data in the required field – Date” or “Please enter data in the required field – Expecting a child?”.
Upon inserting a new row in the Pregnancy and Parenting Information group box, the current date is populated in the 'Date' field. The Date field remains enabled and is user
FSFN Medical Mental Health June 18, 2021 Page 8 of 10 modifiable.
Upon entering a future date in the ‘Date’ field on a row in the Pregnancy and Parenting Information group box and clicking the Save button, the following validation message displays: “Date entered must by equal to or prior to the Current date.”
Upon clicking the Save button, if ‘Yes’ is selected for the ‘Fathered or gave birth to a child?’ field and no response has been selected for the ‘Is this child and his/her child(ren) placed together?’ field, the following validation message displays: “Please enter data in the required field – Is this child and his/her child(ren) placed together?”
Upon selecting Insert in the Pregnancy and Parenting Information group box, if the max date row has a ‘Yes’ response in the ‘Fathered or gave birth to a child?’ field, the ‘Yes’ response refills and the ‘Is the child and his/her child(ren) placed together?’ field is enabled and required.
Upon inserting a new row in the Pregnancy and Parenting Information group box if the answer to 'Fathered or gave birth to a child?' is Yes, the 'Expecting a Child' field is prefilled with the answer to 'Expecting a Child' on the max date entry.
The Disability and Pregnancy tab includes the group box, "Caregiver(s) Information at Time of Intake". Data in the group box is modifiable and is used for NCANDS reporting.
Access the CBHA • On Medical Mental Health page, within In the Text List Box, there are two Text Referral and Text List Box, click CBHA Referral and hyperlinks, CBHA Referral and Authorization Authorization Authorization hyperlink. and Consent to Medical Treatment. Template • CBHA Referral and Authorization The CBHA Referral hyperlink launches the template launches. CBHA Referral and Authorization template.
• Click Close and Return to FSFN. The Consent to Medical Treatment launches the Consent to Medical Treatment template. There are no Actions hyperlinks for the Medical/ Mental Health page.
FSFN Medical Mental Health June 18, 2021 Page 9 of 10
Access the • On Medical Mental Health page, within Consent to Medical Text List Box, click Consent to Medical Treatment Treatment hyperlink. Template • Consent to Medical Treatment template launches.
• Click Close and Return to FSFN.
FSFN Medical Mental Health June 18, 2021 Page 10 of 10