BHSDSTAR Vendor Methadone User Guide Version 1.1 User Guide-Vendor Methadone Version 1.1 Updated 02/13/18 BHSD User Guide Page 1 of 16
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BHSDSTAR Vendor Methadone User GuideVersion 1.1
User Guide-Vendor MethadoneVersion 1.1
Updated 02/13/18
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BHSDSTAR Vendor Methadone User GuideVersion 1.1
Table of Contents
1. Purpose and Introduction.................................................................................................................................. 32. Log-In, Account Settings, and Notifications.......................................................................................................3
2.1 To Log in:.................................................................................................................................................. 32.2 To edit Profile Settings:............................................................................................................................. 42.3 To edit Password:..................................................................................................................................... 42.4 To contact Support via Email:................................................................................................................... 52.5 To Logout:................................................................................................................................................. 5
3. Find a Client...................................................................................................................................................... 54. Edit Client Contact Information.......................................................................................................................... 75. View Active Clients............................................................................................................................................ 76. Data Uploads..................................................................................................................................................... 87. Reports.............................................................................................................................................................. 88. Mandated Data.................................................................................................................................................. 9
8.1 Add Initial Registration:............................................................................................................................. 98.2 Add Check-In:......................................................................................................................................... 118.3 Deactivate Client..................................................................................................................................... 12
9. Questions........................................................................................................................................................ 13
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1. Purpose and Introduction
This document describes the basics of navigating in the BHSDSTAR Methadone module including log in, finding clients, uploading data, and viewing service and dosage data for clients.
2. Log-In, Account Settings, and Notifications
2.1 To Log in:
1. From the desktop double-click your internet browser to launch. (For best results we recommend Google Chrome but other browsers can also be used.)
2. Enter bhsdstar.org/ in the browser window and press the Enter key.
3. Click the Provider Login button.
4. Click in the Username field and enter user name.5. Press the Tab key or click in the Password field and enter user password.6. Click the Login button.
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7. The Home screen will display listing Tracking Items such as Data Uploads, Active Clients, and Reports as well as 2 graphs that can be clicked to display Clients by Length of Service and Dosage.
Tip: This screen can be viewed at any time by clicking Programs in the upper right corner of the screen.
Tip: Items requiring action are displayed with an Icon listing the # of items for each Tracking Item and the Take Action button is displayed.
Tip: Providers with more than 1 Site can change sites by clicking on the Site drop-down and clicking a Site.
2.2 To edit Profile Settings:
1. Click on your logged in Name in the upper right corner.2. Click Profile Settings.3. Click the field you want to edit and enter new information.4. Click Save.
2.3 To edit Password:
1. Click on your logged in Name in the upper right corner.2. Click Profile Settings.3. Click change password.
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4. Enter last password.5. Enter a new password.6. Re-enter the new password.7. Click Save.
Tip: Password must be changed every 90 days, contain at least eight characters, contain at least one number, contain at least one lower case letter, contain at least one upper case letter, and contain at least one special character.
2.4 To contact Support via Email:
Tip: Never send a client’s name in the free text section of the email-refer to them by their ID number.
1. Click on your logged in Name in the upper right corner.2. Click Contact Support.
2.5 To Logout:
1. Click on your logged in Name in the upper right corner.2. Click Logout.
3. Find a Client
Remember: Always search for a new Client to insure they are not already registered and receiving services at another provider before uploading their data to the Methadone Central Registry in BHSDSTAR.
From the Home screen:
1. Click ClientBHSD User Guide Page 5 of 13
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2. Click Find Methadone Client.3. Click the First Name field and enter name.4. Click the Last Name field and enter name.5. Click the Date of Birth Field and enter DOB.6. Click the Last 4 SSN field and enter the last 4 digits of the SSN.7. Click Driver’s License Number and enter number.8. Click Find Client.
Tip: Not all fields are required to Find a Client. You can Find by First Name only as an example.
9. Possible Clients are displayed or a message stating: No client found. Please try again is displayed.
10. Click the Client ID of the individual found on the list of possible matches.11. The Client Dashboard is displayed listing services.
Tip: Most recent Visit is displayed on top.
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4. Edit Client Contact Information
From the Client Dashboard:
1. Click Profile or Contact tab.2. Click any of the fields and enter/edit the information.3. Click Save.
The Client Dashboard is displayed.
5. View Active Clients
From the Home screen:
1. Click Take Action under List of Active Clients.2. Clients registered at the Provider Site are displayed.
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3. Click a Client ID.4. The Client Dashboard is displayed.
6. Data Uploads
From the Home screen:
1. Click Take Action under Data Uploads.2. Click File Type drop-down and click file type.3. Click Browse and find the file on your PC.4. Click Submit File.5. Records accepted/unaccepted are displayed below.
6. If corrections are required, make the necessary corrections to the records and re-submit it.
7. Reports
From the Home screen:
1. Click Reports drop-down and click Methadone Provider Statistics.BHSD User Guide Page 8 of 13
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2. Report details are displayed.
Tip: To see details click on the underlined number in the Active Clients, Last File Upload, or Find Operations Column.
Tip: Click the Back button on the title bar to return to the summary report.
8. Mandated Data
8.1 Add Initial Registration:
From the Client Dashboard:
1. Click Date of Initial Registration calendar and select date.2. Click Veteran drop-down and click status.3. Click Marital Status drop-down and click status.4. Click Pregnant drop-down and click status (female clients only).5. Click Family Member / Significant Other drop-down and select option.6. Click Living Arrangement drop-down and click arrangement.
a. If ‘Place not meant for habitation’ is selected, click Length of Time in this Arrangement drop-down and click status.
7. Click Education drop-down and click status.8. Click School drop-down and click status.9. Click Employment Status drop-down and click status.
b. If ‘Not in Labor Force’ is selected, click Not In Labor Force drop-down and click status.10. Click Source of income drop-down and click source.11. Click Voluntary/Involuntary at Admission and click status.12. Click Referral Source and select option.
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c. If ‘Court/Criminal Justice Referral/Dui/Dwi’ is selected, click Criminal Justice Referral drop-down and select option.
13. Click Arrest in Past 30 days drop-down and click # of arrests.14. Click Health Insurance drop-down and click insurance carrier.15. Click SMI drop-down and click status.16. Click SED drop-down and click status.17. Click Substance Abuse Problem and/or Mental Health Diagnosis drop-down and click status.
d. If any option other than ‘None’ is selected:i. Click Drug Code drop-down and select option.
ii. Click Route of Administration drop-down and select option.iii. Click Frequency of Use drop-down and click status.iv. Click Age at First Use and select option.v. Click Days Waiting to Enter SA Treatment and select option.
vi. Click Attendance at SA Help in last 30 Days and click status.vii. Click Opioid Therapy drop-down and click status.
viii. Click Substance Abuse Diagnosis and enter code (must be a valid code).ix. Click Substance Abuse Problem (Secondary) and select option.
1. If any option other that ‘None is selected’, repeat steps 19.a.i – 19.a.ix
18. Click Is There a Mental Health Diagnosis? and click status (system enforces ‘Yes’, if SMI and/or SED is set to ‘Yes’).
19. Click Save.
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8.2 Add Check-In:
From the Client Dashboard:
1. Click Mandated Data tab.a. Mandated Data tab will have an orange exclamation indicator if Initial Registration is missing,
or if the last record occurred over 210 days ago.b. After clicking the Mandated Data tab, the remaining days until the client’s next Check-in is due
is displayed.2. Click the Client Check-In button.3. Click Date of Check-In calendar and select date.4. Click Veteran drop-down and click status.5. Click Marital Status drop-down and click status.6. Click Pregnant drop-down and click status (female clients only).7. Click Family Member / Significant Other drop-down and select option.8. Click Living Arrangement drop-down and click arrangement.
e. If ‘Place not meant for habitation’ is selected, click Length of Time in this Arrangement drop-down and click status.
9. Click Education drop-down and click status.10. Click School drop-down and click status.11. Click Employment Status drop-down and click status.
f. If ‘Not in Labor Force’ is selected, click Not In Labor Force drop-down and click status.12. Click Source of income drop-down and click source.13. Click Arrest in Past 30 days drop-down and click # of arrests.14. Click Health Insurance drop-down and click insurance carrier.15. Click SMI drop-down and click status.16. Click SED drop-down and click status.17. Click Substance Abuse Problem and/or Mental Health Diagnosis drop-down and click status
g. If any option other than ‘None’ is selected:i. Click Drug Code drop-down and select option.
ii. Click Route of Administration drop-down and select option.iii. Click Frequency of Use drop-down and click status.iv. Click Age at First Use and select option.v. Click Days Waiting to Enter SA Treatment and select option.
vi. Click Attendance at SA Help in last 30 Days and click status.vii. Click Opioid Therapy drop-down and click status.
viii. Click Substance Abuse Diagnosis and enter code (must be a valid code).ix. Click Substance Abuse Problem (Secondary) and select option.
1. If any option other that ‘None is selected’, repeat steps 19.a.i – 19.a.ix18. Click Is There a Mental Health Diagnosis? and click status (system enforces ‘Yes’, if SMI and/or SED is
set to ‘Yes’).19. Click Save.
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8.3 Deactivate Client
From the Client Dashboard:
20. Click Mandated Data tab.a. Mandated Data tab will have an orange exclamation indicator if Initial Registration is missing,
or if the last record occurred over 210 days ago.b. After clicking the Mandated Data tab, the remaining days until the client’s next Check-in is due
is displayed.21. Click the Deactivate Client button.22. Click Date of Last Contact calendar and select date.23. Click Deactivation Reason and click status.24. Click Date of Deactivation calendar and select date.25. Click Veteran drop-down and click status.26. Click Marital Status drop-down and click status.27. Click Pregnant drop-down and click status (female clients only).28. Click Family Member / Significant Other drop-down and select option.29. Click Living Arrangement drop-down and click arrangement.
h. If ‘Place not meant for habitation’ is selected, click Length of Time in this Arrangement drop-down and click status.
30. Click Education drop-down and click status.31. Click School drop-down and click status.32. Click Employment Status drop-down and click status.
i. If ‘Not in Labor Force’ is selected, click Not In Labor Force drop-down and click status.33. Click Source of income drop-down and click source.34. Click Arrest in Past 30 days drop-down and click # of arrests.35. Click Health Insurance drop-down and click insurance carrier.36. Click SMI drop-down and click status.37. Click SED drop-down and click status.38. Click Substance Abuse Problem and/or Mental Health Diagnosis drop-down and click status
j. If any option other than ‘None’ is selected:i. Click Drug Code drop-down and select option.
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ii. Click Route of Administration drop-down and select option.iii. Click Frequency of Use drop-down and click status.iv. Click Age at First Use and select option.v. Click Days Waiting to Enter SA Treatment and select option.
vi. Click Attendance at SA Help in last 30 Days and click status.vii. Click Opioid Therapy drop-down and click status.
viii. Click Substance Abuse Diagnosis and enter code (must be a valid code).ix. Click Substance Abuse Problem (Secondary) and select option.
1. If any option other that ‘None is selected’, repeat steps 19.a.i – 19.a.ix39. Click Is There a Mental Health Diagnosis? and click status (system enforces ‘Yes’, if SMI and/or SED is
set to ‘Yes’).40. Click Save.
9. Questions
For any questions email [email protected].
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