3D DATARWeb User Manual - Marin Health and Human Services

3D DATARWeb User Manual - Marin Health and Human Services
Drug and Alcohol
Treatment Access Report (DATAR)
DATARWeb
User Manual
January 13, 2010 (last revision)
DATARWeb Application
TABLE OF CONTENTS
PART 1: INTRODUCTION..............................................................................................................................2
ABOUT THIS APPLICATION .......................................................................................................................................... 2
ABOUT THIS DOCUMENT.............................................................................................................................................. 2
GETTING HELP ............................................................................................................................................................ 2
WHAT IS THE DATAR? ............................................................................................................................................... 3
WHO MUST REPORT? ................................................................................................................................................. 3
PART 2: HOW TO USE DATARWEB............................................................................................................4
ACCESSING DATARWEB ........................................................................................................................................... 4
NAVIGATING DATARWEB .......................................................................................................................................... 4
LOGGING OUT.............................................................................................................................................................. 5
SUBMITTING A DATAR REPORT ................................................................................................................................. 5
UPDATING AN EXISTING REPORT .............................................................................................................................. 10
VIEWING HISTORICAL REPORTS ............................................................................................................................... 10
GENERATING REPORTS............................................................................................................................................. 11
CONTACTS LIST ......................................................................................................................................................... 12
SELECTING A PROVIDER ........................................................................................................................................... 13
County Users ......................................................................................................................................................... 13
ADP Users ............................................................................................................................................................. 13
USER ADMINISTRATION ............................................................................................................................................. 14
Adding a County User ........................................................................................................................................... 15
Adding a State User ............................................................................................................................................... 16
Modifying a User ................................................................................................................................................... 17
Finding a User....................................................................................................................................................... 17
Inactivating a User ................................................................................................................................................ 18
CENTRAL INTAKE UNIT ADMINISTRATION.................................................................................................................. 18
Adding or Modifying a Central Intake Unit........................................................................................................... 19
Inactivating a CIU ................................................................................................................................................. 20
PROVIDER ADMINISTRATION ..................................................................................................................................... 20
Setting or Changing the First Report Date............................................................................................................ 20
What if a Provider closes?..................................................................................................................................... 21
SETTING OR RESETTING PASSWORDS ..................................................................................................................... 21
Set a Provider or Central Intake Unit Password................................................................................................... 21
Set a County or ADP User Password .................................................................................................................... 22
DEFINITIONS .............................................................................................................................................................. 22
Department of Alcohol and Drug Programs
i
DATARWeb Application
PART 1: INTRODUCTION
About This Application
The Drug and Alcohol Treatment Access Report (DATAR) is the Department of Alcohol
and Drug Programs (ADP) system to collect data on treatment capacity and waiting lists
and is considered a supplement to the California Outcomes Measurement System
(CalOMS) client reporting system. DATAR assists in identifying specific categories of
individuals awaiting treatment and identifies available treatment facilities for these
individuals. The DATARWeb is an application developed by ADP and can be used by
California providers, counties and state staff.
Federal regulations require that each state develop a Capacity Management Program to
report alcohol and other drug programs treatment capacity, to ensure the maintenance of
the reporting, and to make that information available to the programs. In carrying out this
requirement, ADP established a Waiting List Management Program that includes a
unique client identifier to document applicants who are not immediately admitted to a
program due to lack of capacity.
The Waiting List Management Program consists of two separate reports, the Waiting List
Record (WLR) and DATAR.
Using this application, you will be able to enter DATAR data and submit it directly to ADP.
About this Document
This user guide provides you with step-by-step instructions on how to use the
DATARWeb. The guide provides instruction for Provider, Central Intake Unit, County and
ADP users. The guide is broken into sections by functionality. Note: the functionality you
may access is dependent on the type of user and the type of access.
Getting Help
Contact ADP’s Automation Help Desk if you have questions or problems related to
DATARWeb.
Automation Help Desk
916-327-3010
Monday through Friday
8:00 AM to 4:00 PM
Department of Alcohol and Drug Programs
2
DATARWeb Application
What is the DATAR?
DATAR has information on the program’s capacity to provide different types of Alcohol
and Other Drug (AOD) treatment to clients and how much of the capacity was utilized
that month. If the provider has a waiting list for publicly funded AOD treatment services,
DATAR includes summary information about the people on the waiting list. These are the
applicants who cannot be admitted due to the facility’s lack of capacity. The monthly
DATAR is submitted to ADP.
Who Must Report?
All AOD treatment providers that receive AOD treatment funding from ADP are required
to submit the one-page DATAR form to ADP each month. In addition, certified Drug MediCal providers and Licensed Narcotic Treatment Programs (NTP) must report, whether or
not they receive public funding.
In addition to those facilities listed above, all facilities that receive funding from the
County for SACPA/Prop 36/OTP treatment services must also report their waiting list
data.
Department of Alcohol and Drug Programs
3
DATARWeb Application
PART 2: HOW TO USE DATARWEB
Accessing DATARWeb
DATARWeb is a web based system accessed through the ADP website. To access
DATARWeb, please visit the following website:
https://apps.adp.ca.gov/datar/
You must enter a User ID and Password to access the system. If you do not know your
User ID or Password, contact ADP or your County Administrator.
Once you enter your User Name and Password, the Home page of the application
displays when the system is initiated. The Home page is displayed in Figure 1.
Figure 1: DATARWeb Home Page
Note: the options available on this screen are dependent on your user access type.
Navigating DATARWeb
The links on the grey bar on the left hand side of the screen allow you to navigate from function to
function. The options available to you are dependent on your user access type. The navigation
bar is called out in Figure 2.
Department of Alcohol and Drug Programs
4
DATARWeb Application
Figure 2: Navigation Links
The navigation bar displays no matter where you are in the system allowing you to
navigate easily from page to page.
Logging Out
To log out of the system, click the Logout link on the menu bar. This brings the user to
the Login screen.
Submitting a DATAR Report
Providers and Central Intake Units must submit DATAR reports for each month by the
10th of the following month. For example, for the month of September 2008, the DATAR
report must be submitted by the 10th of October 2008.
To submit a DATAR report, follow the steps on the next page.
Department of Alcohol and Drug Programs
5
DATARWeb Application
1. Click the Submit DATAR Form link on the navigation bar. If you are a Provider or
Central Intake Unit user, a DATAR Form displays (if you are a County or ADP user,
you must first select the provider or Central Intake Unit, see the section on Selecting a
Provider for details).
DATARWeb requires that you submit each form in sequential order. For example, if the
last report you submitted was for June, the report month displayed would be July. Note:
You may enter data for the current month, but will not be permitted to submit the report
until the first day of the following month.
Figure 3 displays the DATARWeb data entry page.
Figure 3: DATARWeb Data Entry Page
2. Enter your DATAR data into the form. Note: you can save your report at any time
during your data entry by clicking the Save Work in Progress button.
DATARWeb displays only the types of services the facility is contracted to provide.
Below are the abbreviations of each type of service that displays on the DATAR form.
Department of Alcohol and Drug Programs
6
DATARWeb Application
ABBREVIATION
DESCRIPTION
NRT/R
Outpatient Drug Free (ODF)
MAINT (METH/LAAM)
Outpatient Methadone
NRDX METH
Outpatient Methadone Detoxification (OMD)
NRDX
Outpatient Detoxification Non-Methadone ODX
RDX, NON HOSP
Residential Detoxification
RT/R
Residential Drug Free (RDF)
NR DAY INTSV
Day Care Drug Free (DCDF/DCH)
Other
Hospital Detoxification, Jail Settings, etc.
Enter the following by type of service:
1. Total Treatment Capacity: Enter the total treatment capacity at this location by
type of service. If a program has two or more types of service, then each entry must
reflect the number of "slots" which can be provided in that service type at any given
time. If the entries across the line were to be added, the result would be the total
program capacity for alcohol and other drug treatment/recovery service at this
location.
For example, total residential treatment capacity should equal the number of licensed
beds. The total treatment capacity for an NTP should equal the number of licensed
slots. The total treatment capacity (or utilization) for an outpatient program (including
Daycare Habilitative) should equal the number of unique clients that can served in the
month, based on public funding.
2a. Public Treatment Capacity: Enter the public treatment capacity at this location
by type of service.
2b. Available Public Treatment Openings at End of Month: Enter, by type of
service, the unused public treatment capacity at this location as of the last day of the
month (e.g., how many publicly funded "slots" were empty). For outpatient programs,
please enter how many more unique clients you could have served, based on current
funding.
3. Number of Days the Program Census/Enrollment Exceeded 90% of Public
Treatment Capacity during the Month: For each service type, enter the number of
days during the month that the program's enrollment exceeded 90 percent of its public
treatment capacity. For example, if a particular service has 100 public treatment slots
available at any given time, and if for 12 days of the report month there were 91 or
more clients enrolled in these public treatment slots, then enter "12" in the appropriate
service field.
4. Applicants on Waiting List during Month: Enter, by service, the number of
applicants that were on the waiting list at any time during the month.
Department of Alcohol and Drug Programs
7
DATARWeb Application
Paper data source: All Waiting List Record (WLR) entries having a check in column 1
"Pub Fund" box, and either a blank or a date within the report month in WLR column
6.
5. Total Number Applicants on Waiting List at End of Month: For each service,
enter the number of applicants still active on the waiting list as of the last day of the
report month.
Paper data source: All WLR entries having a check in column 1 "Pub Fund" box, and
a blank in WLR column 6 on the last day of the report month.
6a. Number of Applicants Admitted to Treatment from Waiting List: Enter the
number of clients that were removed from the waiting list during the report month
because of admission to treatment either at this program or another program.
Paper data source: All unduplicated WLR entries from column 2 with a check in
column 1, "Pub Fund" box; AND a date within the report month in column 6;
AND code 1 (admitted to this program) or code 2 (referred to and admitted by another
program) in column 9, Reason Removed From Waiting List.
6b. Total Number of Days Spent on Waiting List: For all applicants counted on line
6a, enter the total number of days they were active on the waiting list. The intent of
the question is to determine the total days such applicants waited in all months.
Paper data source: For all applicants counted on line 6a; the sum of the number of
days entered in column 7.
7a. Number of IDU on Waiting List: Enter, by service, the number of injecting drug
user (IDU) applicants that were on the waiting list at any time during the month.
Paper data source: All WLR entries having a check in column 1 "Pub Fund" box; AND
a check in column 3 "IDU" box AND either a blank or a date within the report month
posted in column 6.
7b. Number of Pregnant Women on Waiting List: Enter, by service, the number of
applicants on the waiting list at any time during the month that were pregnant.
Paper data source: All WLR entries having a check in column 1 "Pub Fund" box; AND
a check in column 3 "PW" box; AND either a blank or a date within the report month
posted in column 6.
7c. Number of Pregnant IDU on Waiting List: Enter the number of pregnant
women in 7b, who were also Injecting Drug Users (IDU).
Paper Data Source: This is the same as 7b, but limited to those whose column 3
status also contains a check in the "IDU" (injecting drug user) box.
7d. Number of Medi-Cal Beneficiaries: Enter, by service, the number of applicants
on the waiting list at any time during the month who were Medi-Cal beneficiaries,
regardless of whether the services requested are covered by Medi-Cal.
Paper data source: All WLR entries having a check in column 1 "Pub Fund" box AND
a check in column 3 "Medi-Cal" box AND either a blank or the current month posted in
column 6.
Department of Alcohol and Drug Programs
8
DATARWeb Application
7e. Number of CalWORKS Recipients: Enter the number of CalWORKS
beneficiaries who were on the waiting list at any time during the report month.
Paper data Source: All WLR entries having an entry in column 1 "Pub Fund" AND an
entry in column 3 "CalWORKS" AND either a blank or a date within the report month
posted in column 6.
7f. Number of SACPA/Prop36/OTP Court/Probation Referrals: Enter the number
of SACPA Court/Probation Referrals on the waiting list at any time during the report
month.
7g. Number of SACPA/Prop 36/OTP Parole Referrals: Enter the number of SACPA
Parole Referrals on the waiting list at any time during the report month.
3. If you are ready to submit the report to ADP, click the Validate and Submit to ADP
button. If you would like to check that your report passes all edits but you are not
ready to submit your report to ADP, click the Validate button. If you are not ready to
submit the report to ADP and would like to save the draft, click the Save Work in
Progress button.
4. If you selected Validate and Submit to ADP, you will receive the message that your
form has been saved successfully. Figure 4 displays the confirmation message.
Figure 4: Confirmation Message
Department of Alcohol and Drug Programs
9
DATARWeb Application
5. To print the form you just completed click the Print Submittal button. To enter
another report, click the Next Report Period button. If no other reports are available,
the Next Report Period button will not display.
Updating an Existing Report
You may update the last two reports submitted to ADP. Note: ADP users may update any
reporting periods for a Provider or Central Intake Unit. If you need to modify a report that
is not available to you, call your ADP representative.
To update a report that you have already submitted to ADP, follow the steps below:
1. Click the Correct DATAR Submittals link on the navigation bar. If you are a County or
ADP user, you must first select the provider or Central Intake Unit; see the section on
Selecting a Provider for details.
2. Select the radio button for the Report Period and click the Submit button. The form
selected displays and is modifiable.
3. Modify the data as necessary.
4. To submit the updated form, click the Validate and Submit to ADP button. If you are
not ready to submit the form, but would like to check the entry for error, click the
Validate button. Note: You can not save the document without validating it if the form
has already been submitted to ADP.
Viewing Historical Reports
You may view and print any report submitted to ADP for your provider or Central Intake
Unit
1. Click the View Historical Reports link on the navigation bar. If you are a County or
ADP user, you must first select the provider or Central Intake Unit; see the section on
Selecting a Provider for details.
2. Select the radio button for the Report Period and click the Submit button. The form
selected displays but is not modifiable.
3. To print the report, click the Printable Version link at the bottom of the form. The link is
displayed in Figure 5 below.
4. Click the Print button on the upper left hand side of the page.
Department of Alcohol and Drug Programs
10
DATARWeb Application
Figure 5: Printable Version link
Generating Reports
Report access is limited by user type. The following table lists each report, what it
contains and who may access it.
Table 2: DATAR Reports
Description
Report
Statewide Alcohol and
Drug Treatment Access
Report
Displays summarized statewide
treatment access data for each report
month
County Drug and Alcohol
Treatment Access Report
Displays summarized treatment access
for a specific county for each report
month
Dir Prov Drug and Alcohol
Treatment Access Report
Displays summarized treatment access
for all direct providers for each report
month
Statewide Compliance
Totals
State Non-Compliance
Report
County Non-Compliance
Report
Provides ADP users a summary of the
number of providers within a each county
that are compliant by report month
Provides ADP users with a list of
providers within a each county that are
not compliant by report month
Provides ADP and County users with a
list of providers within a specific county
that are not compliant by report month
Access
All Users
Providers, Central Intake
Units and County users can
only access summarized data
for their own county. ADP
users can access data for all
counties
Direct providers can only
access summarized data for
their own provider. ADP
users can access data for all
direct providers.
ADP users only
ADP users only
County users can only
access their county. ADP
users can access any county.
Direct providers can only
access their own data. ADP
users can access any direct
provider.
Dir Prov Non-Compliance
Report
Provides ADP and Direct Provider users
with a list of providers that are not
compliant by report month
Late Notice Letter
Generates late notice letters for providers
ADP users only
that are not compliant
Department of Alcohol and Drug Programs
11
DATARWeb Application
To generate reports follow the steps below:
1. Click the Generate Reports link on the navigation bar.
2. Select the radio button of the report you wish to view or print and click the Submit
button.
3. Depending on the report, you may be required to select a report period. If necessary,
select the radio button of the period you wish to view and click the Submit button.
Note: ADP users may be required to select a County depending on the report type.
4. Once the report is displayed, print the report by clicking the print icon displayed in
Figure 6 below:
Figure 6: Print Icon
Contacts List
The Contacts List page displays the county contacts for your provider or Central Intake
Unit. Note: ADP users may also access the list of ADP users using the Contacts List.
To access the contacts list follow the steps below:
1. Click the Contacts List link on the navigation bar. The list of contacts for your county
are listed. See Figure 7 for a sample Contact list
2. If you are an ADP user, you may select the State Users from the list of Counties in the Select
County box and click Submit.
Department of Alcohol and Drug Programs
12
DATARWeb Application
Figure 7: Contacts List
Selecting a Provider
If you are a County or ADP user, you must select the Provider or Central Intake unit
before viewing or updating data. The steps differ slightly depending on your access.
County Users
County users must select the provider or Central Intake Unit they wish to view or update.
To select a provider or Central Intake Unit, follow the steps below:
1. Select the provider in the Select Provider box or select a Central Intake Unit from the
Central Intake Unit box. Note: The providers that display in this list are providers that
are currently using DATARWeb to submit DATAR records to ADP and must be
assigned to you at the user access level.
2. Click the corresponding Submit button.
ADP Users
ADP users must first select a county then a provider or Central Intake Unit. To select a
provider or Central Intake Unit, follow the steps below:
1. Select a county in the Select County box or select a direct provider from the Direct
Provider box and click the corresponding Submit button.
If you selected a Direct Provider you are done. Note: The direct providers that display
in this list are direct providers that are currently using DATARWeb to submit DATAR
records to ADP and must be assigned to you at the user access level.
Department of Alcohol and Drug Programs
13
DATARWeb Application
If you selected a county, move to step 2.
2. Select a provider in the Select Provider box or select a Central Intake Unit from the
Central Intake Unit. Note: The providers that display in this list are providers that are
currently using DATARWeb to submit DATAR records to ADP and must be assigned
to you at the user access level.
3. Click the corresponding Submit button
User Administration
The user administration functions allow you to add, update and inactivate users for
providers, counties and state users. It also allows you to set and reset passwords for
providers, counties and state users. ADP users can also set and reset the First Report
Period for a provider. See Central Intake Unit Administration for this same functionality
for Central Intake Units.
County administrators can only add and modify County users and reset passwords for
providers within their county. ADP administrators can add and modify any type of user
and reset passwords for any type of user.
Figure 8 displays the User Administration page from an ADP user perspective.
Figure 8: User Administration Page
Department of Alcohol and Drug Programs
14
DATARWeb Application
Adding a County User
Only an ADP or County Administrator can add a County User. To add a county user
follow the steps outlined below:
1. Select the User Administration link on the navigation bar.
2. Click the Add New County User button.
3. Enter the user’s First and Last name and click the Submit button.
4. When you click submit, DATARWeb checks the list of users for a matching name. If a
match occurs, a list of matching names display. If no match occurs, you will see the
screen described in Figure 9.
5. If potential matches are found and the user you want to add is not already in the
system and you wish to continue to add the user, click the Continue to Add New User
button. Figure 9 displays the Add New County User page.
6. If potential matches are found and the user you want to add is already in the system
and you wish to confirm or update the user’s information, click the View/Update
Existing User button. See Modifying a User for further details.
7. Enter the phone number of the user in the format ###-###-####.
Figure 9: Add New County User page
Department of Alcohol and Drug Programs
15
DATARWeb Application
8. Enter an email address for the user.
9. Designate whether or not the user is a primary contact by selecting the appropriate
radio button.
10. Enter an effective date on which you wish the access to begin, if it is other than today.
A through date is not required unless you wish to limit the access timeframe for the
user.
11. Select the access appropriate for the user:
a. a. View Only – Does not allow the user to update any data but gives them view
access to provider data for the providers in the list.
b. b. View and Update – Allows the user to update provider data for the providers
selected in the list.
c. c. View and Update and User Set Up – give the user Administrator rights in
addition to View Update rights.
12. Highlight one or more providers in the Select Provider field and click the right arrow.
13. Click the Submit button to add the user.
14. You will receive a confirmation message displaying the User ID of the new user.
Make note of the user id. You must set the user’s password to allow access to the
system. See the section on Setting or Resetting Passwords.
Adding a State User
Only an ADP Administrator can add a State user. To add a State user, follow the steps outlined
below:
1. Select the User Administration link on the navigation bar.
2. Click the Add New State User button.
3. Enter the users First and Last name and click the Submit button.
4. When you click submit, DATARWeb checks the list of users for a matching name. If a
match occurs, a list of matching names display. If no match occurs, you will see the
screen described in Figure 9.
5. If potential matches are found and the user you want to add is not already in the
system and you wish to continue to add the user, click the Continue to Add New
User button. Figure 9 displays the Add New State User page.
6. If potential matches are found and the user you want to add is already in the system
and you wish to confirm or update the user’s information, click the View/Update
Existing User button. See Modifying a User for further details.
7. Enter the phone number of the user in the format ###-###-####.
Department of Alcohol and Drug Programs
16
DATARWeb Application
8. Enter an email address for the user.
9. Enter an effective date on which you wish the access to begin, if it is other than today.
A through date is not required unless you wish to limit the access timeframe for the
user.
10. Select the access appropriate for the user:
a. View Only – Does not allow the user to update any data but gives them view
access to all provider data
b. View and Update – Allows the user to update all provider data.
c. View and Update and User Set Up – give the user Administrator rights in
addition to View Update rights.
11. Click the Submit button to add the user.
12. You will receive a confirmation message displaying the User ID of the new user. Make
note of the User ID. You must set the users password to allow the access to the
system. See the section on Setting or Resetting Passwords.
Modifying a User
You may also modify an existing user. County administrators can only modify County
users. ADP administrators can modify any type of user. To modify a user, follow the steps
outlined below:
1. Select the User Administration link on the navigation bar.
2. Enter the User ID in the User ID field.
3. Click the View/Update button.
4. Modify the user’s information or access.
5. Click the Submit button.
Finding a User
If you can not remember the user id or can not find the user to update, you can use the
Find a User function. To locate a user, follow the steps outlined below:
1. Enter a name or a part of a name in the Find User field and click the Find User
button. A list of users is displayed.
2. Select the radio button of the user you wish to update and click Submit. The user
information is displayed.
Department of Alcohol and Drug Programs
17
DATARWeb Application
Inactivating a User
There are two ways to inactivate a user. To permanently inactivate a user id you may
user the Inactivate User button. If you wish to inactivate a user temporarily, you may
enter an Authorization Effective Through date on the user’s information page. In this
instance, you can then remove the Through date to reactivate the user.
Permanently Inactive
To permanently inactivate a user follow the steps below:
1. Select the User Administration link on the navigation bar.
2. Enter the User ID into the User ID field.
3. Click the Inactivate User button. Confirm the user name and click the Inactivate User
button on the confirmation message
Temporarily Inactive
To temporarily inactivate a user, follow the steps below:
1. Select the User Administration link on the navigation bar.
2. Enter the User ID into the User ID field.
3. Click the View/Update button.
4. Add an Authorization Effective Through Date.
5. Click the Submit button.
Central Intake Unit Administration
While providers are maintained in the Master Provider File, Central Intake Units are
added and maintained directly in DATARWeb. Only ADP users can set up or modify a
Central Intake Unit. The Central Intake Unit administration page maintains the facilities
first and last report dates as well as the facility’s contact information.
Figure 10 displays the Central Intake Unit Administration page.
Department of Alcohol and Drug Programs
18
DATARWeb Application
Figure 10: Central Intake Unit administration page
To add a new Central Intake Unit, follow the steps outlined below:
Adding or Modifying a Central Intake Unit
1. Select the Central Intake Unit Administration link on the navigation bar.
2. Select a County and click the Submit button.
3. Click the Add New Intake Unit button to add a new facility or select the facility you
wish to modify and click the Update Intake Unit button.
4. Enter or modify the Facility Name
5. Enter or modify the First Report Date. Note: If the first report date is changed to a date
prior to the existing date, any existing reports in DATARWeb will be deleted allowing
the provider to start over from the beginning month. Be sure to print the data for any
months submitted BEFORE changing the First Report Date.
If the first report date is changed to a later month, any reports prior to the revised first
report date will be deleted.
6. Note the facility code; you must set the facility’s password to allow the access to the
system. See the section on Setting or Resetting Passwords.
7. Enter the First and Last Name, phone number and email address of the facility
contact.
8. Click the Save button.
Department of Alcohol and Drug Programs
19
DATARWeb Application
Inactivating a CIU
To inactivate a facility you must enter a Last Report Date. To set the Last Report Date
follow the steps outlined below:
1. Select the Central Intake Unit Administration link on the navigation bar.
2. Select a County and click the Submit button.
3. Select the facility you wish to modify and click the Update Intake Unit button.
4. Enter a Last Report Date.
1. Click the Save button.
Provider Administration
Providers are maintained the in Master Provider File (MPF), but to allow a provider
access to DATARWeb, the ADP Administrator must set the First Report Date in
DATARWeb. This can be done one of two ways.
1. Individually, by setting the first report date using the steps outlined in section Setting
or Changing the First Report Date.
2. Multiple, by contacting the System Administrator to add a first report date using the
database table. Mass changes to the first report date can only be accomplished by
running a script and must be performed by the System Administrator. The script must
also set the passwords for all of the providers.
Once the provider is added to the Master Provider File and the first report date is set, the
MPF dictates the provider relationship with DATAR. The MPF controls the services
available at each provider site and controls the last report month. If a last report month is
added to the Master Provider File, DATARWeb will stop allowing entry of DATAR reports
after the last report month.
Setting or Changing the First Report Date
To activate a provider on DATARWeb, you must first set the First Report Date. This is
the first month in which the provider will report DATAR figures.
If the first report date is incorrect because the provider began services earlier or later
than the date first entered, you can change the first report date. If the report date is
changed to a date prior to the current date, any existing reports in DATARWeb will be
deleted allowing the provider to start over from the beginning month. Be sure to print the
data for any months submitted BEFORE changing the First Report Date.
If the first report date is changed to a later month, any reports prior to the revised first
report date will be deleted.
Department of Alcohol and Drug Programs
20
DATARWeb Application
To set or change the first report date follow the steps below:
1. Select the User Administration link on the navigation bar.
2. Enter the Provider number into the Provider ID field.
3. Click the Add/Update First Report Date button.
4. Enter or change the first report date.
If the first report date is changed to a date prior to the current date, any existing
reports in DATARWeb will be deleted allowing the provider to start over from the
beginning month. Be sure to print the data for any months submitted BEFORE
changing the First Report Date.
If the first report date is changed to a later month, any reports prior to the revised first
report date will be deleted.
5. Click the Submit button. The system will ask you to confirm your change.
If you are adding a new provider, you must set the providers password. See the
section Set a Provider or Central Intake Unit Password for instructions on how to set a
password.
What if a Provider closes?
The MPF controls the last report month. To close a Provider out of DATARWeb, add a
Last Report Month to the Master Provider File. DATARWeb will stop allowing entry of
DATAR reports after the last report month.
Setting or Resetting Passwords
Users can reset their password by clicking the Change Password link and changing their
password. Passwords must be 8 to 13 alphanumeric characters, must be updated upon
first logon, and have a 60 day expiration period.
Only a State or County Administrator can set or reset another user’s password. County
users can only set and reset passwords for users in their county and providers within
their county. ADP users can set and reset passwords for all users.
Follow the steps outlined below to set a new user’s password or reset an existing
password for another user or provider.
Set a Provider or Central Intake Unit Password
To set or reset a Provider or Central Intake Unit password, follow the steps below:
1. Select the User Administration link on the navigation bar.
2. Enter the Provider or Central Intake number into the Provider ID field.
Department of Alcohol and Drug Programs
21
DATARWeb Application
3. Click the Reset Password button.
4. Enter the password in each of the two fields and click Submit. Passwords must be 8
to 13 alphanumeric characters, must be updated upon first logon, and have a 60 day
expiration period.
Set a County or ADP User Password
To set or reset a County or ADP user password, follow the steps below:
1. Select the User Administration link on the navigation bar.
2. Enter the User ID of the ADP or County user.
3. Click the Reset Password button.
4. Enter the password in each of the two fields and click Submit. Passwords must be 8
to 13 alphanumeric characters, must be updated upon first logon, and have a 60 day
expiration period.
Definitions
INJECTING DRUG USERS: A person who is administering, or has administered within
the past year, drugs by injection.
MEDI-CAL BENEFICIARIES: Those persons who have been found eligible for Medi-Cal
benefits by the County Social Services Department. Current eligibility can be proved via
the presentation of the card, a sticker from the card with the current month appearing on
it, or by accessing the Department of Health Services' Medi-Cal Eligibility Data System
(MEDS).
PUBLIC FUNDS: Public funds are those that are allocated to the county drug and alcohol
program as well as certain county generated funds. These funds include (but are not
necessarily limited to) State General (Perinatal, Parolee programs), federal SATP Block
Grant, CSAT discretionary grants, county funds, federal Drug/Medi-Cal, and SB 920, SB
921, and Statham funds.
PUBLIC TREATMENT CAPACITY: The maximum number of clients/participants who
could be enrolled for alcohol or drug treatment at any one time, using the public funds
available to this treatment provider by federal, state, and/or county government.
REQUEST FOR SERVICES: The WLR information is only recorded for those individuals
who would be placed in treatment but weren’t because there wasn’t space in a program.
This means that the applicant has met all placement criteria. Since the date an
applicant's name is entered on the WLR in Column 5 is the date of the Request for
Service, this date would be the date that the assessment of the client's needs is
completed and placement criteria have been met.
Department of Alcohol and Drug Programs
22
DATARWeb Application
SLOT: A "slot" is the capacity to provide treatment services to one individual. Total slots
reflect the maximum number of individuals a provider can serve at any one time, given its
complement of staffing and other resources. While not all treatment programs use the
term "slot", they do have a capacity to treat only a limited number of individuals at one
time. Slots should be counted in a manner similar to other capacity reporting
mechanisms, such as the National Survey of Substance Abuse Treatment Services
(NSSATS) formerly Uniform Facility Data Set (UFDS). Methadone should be reported in
terms of licensed slots; for all outpatient services, the capacity is the number of clients a
provider can accommodate given available resources; residential services are reported in
terms of the available beds. In other words, it is the static capacity that is being reported.
CalWORKs PARTICIPANTS: California Work Opportunity and Responsibility to Kids
(CalWORKs) participants who are waiting to receive substance abuse treatment.
TOTAL TREATMENT CAPACITY: The maximum number of clients/participants who
could be enrolled for alcohol and other drug treatment at any one time, using all sources
of funds (public, Medi-Cal, 3rd party, client fees, etc.) allocated to this treatment unit.
Department of Alcohol and Drug Programs
23
Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertisement