CYBER What does CYBER stand for? Children Youth Behavioral Health Electronic Record What is CYBER? A fully functional Electronic Medical Records system, that is also a tool for providers and service level staff to make the maintenance of their medical records more useful. A platform for increased service profiling and outcomes measurement and effectiveness. System Requirements Software Silverlight This is a free plug-in download from Microsoft located at http://silverlight.net/GetStarted/ The user will be required to install upon initial login Hardware Screen Resolution should be at least 1024 x 768 System Navigation To get from one place to another in CYBER just requires the user to point and left-click with their mouse on the appropriate menu item. How do I access CYBER? It is available from anyplace there is internet connection. How do I get there? Go to the website http://www.performcarenj.org/ Left-mouse click the LAUNCH CYBER button to begin. How do I login to CYBER? Every time you launch CYBER, you will be required to enter your user name and password to continue. Where do I get a user name and password? Each provider organization has at least one Security Administrator. Your Security Administrator will assign each user a user name and password. What do I see after I login? The user will be brought to the CYBER Welcome Screen. CYBER Welcome Screen The Welcome Screen is the main access point for all of the different functions that are contained within the system. Your level of security will determine what you have access to. How do I search for a child? Youth/Child Search There are two places within CYBER where you can search for a child. 1. Welcome Search 2. Face Sheet CYBER Welcome Screen By entering any combination of fields and pressing enter on your keyboard, the user can perform a Quick Search and find a child in CYBER. Face Sheet Search To get to the search on the Face Sheet, we first need to left-click the Youth/Child Search button from the CYBER Welcome Screen. Left-Click At the top of the Face Sheet, there are fields in which the user can search for a child. By entering any combination of fields, the user can perform a Search and populate a child in CYBER. What else can I search by? In both types of searches, the user can search using the following fields: First Name Last Name CYBER ID Number Date of Birth Social Security Number The Face Sheet also has more extensive fields in which to search. Other Search Functionality… Partial searches can be performed utilizing more than one field. For example, users can enter in the last name Smith and the First Initial J. CYBER will populate a grid containing all children with that criteria for the user to choose from. Search Results After performing your search, the Face Sheet will become populated with the child’s information. Face Sheet What is on the Face Sheet? The Face Sheet is the center of essential information regarding the child. In order to fully show what is available, we need to first search for a child. For this example, we are going to search on the Face Sheet using CYBER ID 426. After entering the ID 426, left-click the Search button or just press enter on the keyboard. Timeline The Timeline lays out events that happen in Claims, Authorizations, Treatment Plans, Assessments, and Progress Notes. Events Date Scroll The boxes line up by date, and the Timeline is scrollable. The Timeline shows the user events that happened over a given period of time. Hovering over any of the events with your mouse shows a short but precise description of the data behind that event. • Here we can see that there are authorizations for service and progress notes logged on the same day. Double left-clicking a chicklet with your mouse will also bring you to the related data in the record. That record will become highlighted in the grid. Other Face Sheet Items… Below is the menu bar showing what else the Face Sheet has to offer: Demographics Demographics contain the core contact information surrounding the child, such as the address and phone number. This information is added to CYBER upon the initial contact with the CSA and through the information gathering of any person involved in the case. The following information is also stored within demographics: Additional Address Information Living Situations Aliases Languages Additional Contact Numbers School Information Details on those areas can be seen by left-clicking the arrows next to each of them. Additional Address Information Here we have a record of all other addresses that are associated with a child’s record. • To the right are some types of addresses that can be recorded for a child. Living Situations This section lists all living arrangements that a child has had over any given period of time. Without expanding the list, the current living situation appears next to the arrow. Aliases Names in which the child is also known as are displayed in the Alias grid. Additional aliases can be added at any time by leftclicking the plus sign. • At that point, the user can fill in the information and left-click the Accept button to add it to the grid. Languages The languages grid contains all of those known by the child, also indicating what they speak as their primary language. Additional Contact Numbers Here the user is allowed to enter any other contact phone numbers that are needed with the child’s record. More numbers can be added at any time by leftclicking the plus sign, filling in the information, and left-clicking the Accept button. School Information The School Information grid also shows the start and end dates of the child’s attendance, as well as their counselor. Admissions This contains the history of the child in the Out of Home Placements Program. Information is stored in a grid, which contains the following fields: Admit Date and Type Referral Date Discharge Date Program in which the child is participating If the user double-clicks on one of the records in the Admissions grid, the entire record surrounding the Admission will display. Providers In the Providers tab is a list of all Case Managers, therapists, and other treatment providers who are authorized to provide service to the child. Tracking Elements Tracking Elements includes the history of other programs or services in which the child is a participant. •Tracking Elements are added to CYBER by the CSA. Formal/Informal Supports The Formal/Informal Supports grid is a list containing individuals holding an interest in the child. A user may add another Support by left-clicking the Add Family/Support Member button. • After filling in your information, leftclick the Accept button to add the record to the grid. Eligibility The Eligibility tab will show all children active in Medicaid. Each time the user wants to research eligibility, they must search against data that interfaces with Medicaid. Insurance The insurance section of CYBER is where third party carriers, under which the child is covered, are logged as long as they have been reported to the CSA. Information to be documented will include the following: Carrier Name Policy Dates Co-Pays and Deductibles Policy Holder and Contact Information How can I view children that have been assigned to me? Your Caseload All children assigned to a user can be accessed by leftclicking the Your Caseload button from the CYBER Welcome Screen. This will only pull up those children assigned to that specific user and no others. Agency Cases Agency Cases can only be viewed by individuals within each organization who are authorized to do so. Those individuals can left-click the Agency Cases button from the Face Sheet screen and assign workers to the children. Bio Psycho Social Assessments Where do I Access Assessments? The button is located within the menu strip on the left of the Face Sheet. Left-click with your mouse after the child information loads the Face Sheet. Assessments Grid Will I have access to them all? The type of user will determine which assessment you can fill out. For example, an IIC user will be able to enter in a Needs Assessment with Bio/Psyc/Soc. Other types will be disabled if the user is not allowed to enter them. All committed assessments will be available for review. They will be seen by any user who has access to the child’s record. They will be represented with a chicklet in the Timeline. Additional Navigation The Accordion tool lets you move between sections easily and quickly. • Here is an example of what some of the accordions look like when entering a Needs Assessment with Bio Psycho Social What is an Accordion? An accordion is the arrow that expands a heading in an assessment . • Left-clicking the accordion here opened up the Child Behavioral/Emotional Needs section. Demonstration Types of Assessments There are five different types of assessments 1. 2. 3. 4. 5. Needs Crisis Out of Home Bio Psycho Social Strengths and Needs Included in All Assessments Demographics Child Behavioral/Emotional Needs Child Risk Behaviors Life Domain Functioning Caregiver Needs Caregiver Strengths Other Similarities 0-3 ratings scales determining levels of evidence of certain behaviors are selected using radio buttons. Comment fields which need to be completed if the rating is 2 or 3 can be spell checked. Smooth Maneuverability The accordion is the arrow located next to the title area of the assessment function in which you would like to use. • Left-clicking on the arrow expands the accordion. Left-clicking on the arrow again shrinks what is contained within the function. Spell Checker To the right of every Comments box is a button that when clicked, it will check the spelling of what is within the box. The Spell Checker works like it does in Word, where I can ignore or change what was originally typed. Radio buttons? These are used in place of anywhere a user would normally choose a numerical value of 0, 1, 2, or 3. If a radio button is selected that represents the values 2 or 3, the user will be required to fill out comments before the assessment can be saved. Only one radio button can be chosen at a time. Value 2 or 3 How do I save? Have you started your assessment but not had a chance to finish it? Just left-click the Save or Save & Close button. When you want to finish it, select and double-left click on it from your grid. If you are finished with your assessment, you can left-click the Submit button. What does it mean to Submit? Submitting makes the assessment available to others who have access to the child. It places your electronic signature on the record. Submitted status means that the assessment is no longer editable. After Assessments are Submitted Double left-clicking on a record will populate the assessment for to view only. All existing assessments will be listed by type and date. The grid can be sorted by clicking on any column header. The Assessor’s name will also appear in the grid next to the Create Date. Timeline Do not forget that the Timeline shows Assessments. The Timeline will show you all other events that happened the day an assessment was submitted. Double clicking on a chicklet will bring you directly to that assessment. Printing an Assessment Any assessment that is in a submitted status can be printed. Left-clicking on the Print button while in the assessment will perform the action. New Assessment for Same Child? To do a new assessment for the same child, the user can copy all of the data from a previous assessment to the new one. In all types of assessments, the Copy Assessment accordion is always first in the list. When the Copy Assessment accordion is expanded, a list of prior assessments of the same type are available to be copied. Select an assessment by left-clicking on it with your mouse, and then left-click the Copy Assessment button. The data will be copied to all sections of your new assessment. Authorizations The Authorizations button is also located on the Face Sheet menu bar. When the button has been left-clicked, a grid will populate showing all authorizations for the child. Also contained in the grid is the date the information was sent to Unisys. How do I Print an Authorization? There are two report options for printing Provider Letter Parent/Guardian Letter Left-clicking on either option will produce a letter from PerformCare containing information necessary for billing, such as the authorization number, service dates, procedure code, units, and frequency. Your Submitted Questions Thank you for your participation in today’s training!