Using PSYCKES For Clinicians We will begin shortly Prabu Vasan, LCSW-R Project Manager PSYCKES Implementation Team To hear the webinar: Call 1-844-633-8697 and enter MeetingPlace ID: 641 173 646#
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Using PSYCKES For Clinicians We will begin shortly
Prabu Vasan, LCSW-R
Project Manager
PSYCKES Implementation Team
To hear the webinar:
Call 1-844-633-8697 and enter MeetingPlace ID: 641 173 646#
▪ All phone lines are muted
▪ Access “Q&A” box in WebEx menu at the right of your
screen; if you expanded the view of the webinar to full
screen, hover cursor over green bar at top of screen to
see menu
▪ Type questions using the “Q&A” feature
– Submit to “all panelists” (default)
– Please do not use Chat function for Q&A
▪ Note: slides will be emailed to attendees after the webinar
Q&A via WebEx
Overview
1. What is PSYCKES?
2. Access to PSYCKES Data
3. Logging in
4. Searching for Clients in PSYCKES
5. Client-level data: the PSYCKES Clinical Summary
6. New: Changing PHI access in recipient search
7. New: Entering safety and care plan information.
What is PSYCKES?
What is PSYCKES?
▪ A web-based platform for sharing…
▪ Medicaid claims and encounter data
▪ Other state administrative data
▪ New: plan information entered by providers
▪ Comprehensive, user-friendly client information
▪ Secure, HIPAA-compliant
▪ Supports:
▪ Quality improvement: provider/population trends
▪ Clinical decision-making: individual client information
Who is in PSYCKES?
▪ Medicaid enrollees
▪ Fee-for-service
▪ Managed care
▪ Medicaid & Medicare: Medicaid data only
▪ Previously enrolled (5-year look back)
▪ Behavioral health population
▪ Mental health
▪ Substance abuse
▪ Currently over 6 million individuals
What Client Information is in PSYCKES?
▪ All Medicaid FFS claims and Managed Care encounter data, across treatment settings
▪ Medications, medical and behavioral health outpatient and inpatient services, ER, care coordination, residential, etc.
▪ Time lag varies from weeks to months, depending on how quickly providers bill and Managed Care plans submit to DOH
▪ “Real time” (0-7 day lag) data sources
▪ State Psychiatric Center EMR data
▪ CAIRS: ACT provider and contact information
▪ TACT: AOT provider and contact information
▪ MAPP: Health Home enrollment and CM provider information
▪ NIMRS: Suicide attempt (not restricted to 5-year lookback)
▪ Managed Care Enrollment Table: MC Plan & HARP status
▪ New feature: Safety plans and other provider-entered data.
Quality Indicators (“Flags”) 1. General Medical Health
2. Treatment Engagement
3. Readmission Post-Discharge from any Hospital
4. Readmission Post-Discharge from this Hospital
5. High Utilization
6. Preventable Hospitalization
7. Polypharmacy
8. Health and Recovery Plan (HARP)
9. BH QARR Improvement Measures
10. BH QARR DOH Performance Tracking Measure
For more information about PSYCKES Flags:
www.psyckes.org
Access to
PSYCKES Data
Access to Client Data in PSYCKES: ProvidersYou will see clients assigned to your hospital/agency/facility:
▪ Automatically: Billed service within the past 9 months
▪ Manually: Provider attests one of the following…
▪ Client is being served at agency
▪ Emergency*
▪ Client has signed PSYCKES consent
Levels of access
▪ Client has signed PSYCKES consent: Access to all data, including data with
special protection** (DSP), for three years after last service.
▪ Emergency: Access to all data, including DSP, for 72 hours.
▪ No consent, no emergency, but has a Quality Flag: Access to data except data
with special protection, while flag is active (up to 9 months after last service).
▪ No consent, no emergency, no Quality Flag: No access to client-level data.
*A medical or behavioral condition for which there is an immediate need for treatment, and symptoms are of
sufficient severity that the absence of immediate treatment would result in serious consequences, (ex., harm to
self or others).
**Substance abuse, HIV, genetic information, reproductive/family planning.
Access to Client Data for Providers: Comparison
Data
Link
Type
Access
Type
Quality
Flag?
Any Client
Data?
Data with Special
Protection (SUD, HIV, Family
Planning, Genetic)
Duration
Au
tom
ati
c
Billed
service in past
9 months
NoNo, client
name onlyNo 9 months after last service
Yes Yes NoWhile flag is active, up to 9
months after last service
Man
ual
(usin
g P
HI A
ccess M
od
ule
)
Attest client is being
served at agency
NoNo, client
name onlyNo 9 months after last service
Yes Yes NoWhile flag is active, up to 9
months after last service
Clinical Emergency n/a Yes Yes, all data 72 hours
Consent n/a Yes Yes, all data 3 years after last service
Access to Client Data in PSYCKES: State/Local Government, Managed Care
▪ See all data, including data with special protection▪ Substance abuse
▪ HIV
▪ Genetic information
▪ Reproductive / family planning
▪ See data for which clients?▪ Managed care plans: individuals currently enrolled or
recently dis-enrolled
▪ State/local government oversight: all clients
▪ Exception: State/county-level providers have provider access
Logging In
Enter User ID & Passcode
For Passcode:
Hard token = enter PIN + token
code into PASSCODE field
Soft token = enter PIN into token,
copy/paste token code into PASSCODE field
First Time User Information Survey
PSYCKES Home Page
Changing your Home Page
PSYCKES Access Management
▪ Access to PSYCKES will be revoked automatically if
a user does not log in for 6 months
▪ Warning emails will be sent directly to these users at
4.5 months, 5 months and 5.5 months after last login
▪ If the user still needs PSYCKES access, the security
manager can restore the user’s access in SMS
21
Searching
for Clients in
PSYCKES
Recipient Search: Individual or Cohort
Search for a Cohort
Search for Individual Recipient
Searching Your Agency by Name
May yield multiple results:
Searching Full PSYCKES Database by Name
▪ Searches all 6 million clients currently in PSYCKES application.
▪ If over 10 results, will be directed to narrow search criteria:
Recommendation: Search by Unique Identifier
▪ Medicaid ID or Social Security Number
or
▪ First Name + Last Name + DOB
The PSYCKES
Clinical Summary
Demographic Info
Medicaid Status
Care Coordination
Alerts and Incidents
Quality Flags
Plans and Documents
Behavioral Health Diagnoses
Medical Diagnoses
Care Coordination
Medication: Behavioral Health
Medication: Medical
Behavioral Health Services
Medical Outpatient Services
Hospital/ER Services
Dental
Vision
Living Support/Residential
Laboratory and Pathology
Radiology
Medical Equipment
Transportation
Clinical Summary Sections
Click Client Name to Access Summary
Reminder: You must have some type of access to a client’s data in
order to view their summary.
If “No Access,” name will not be clickable.
Clinical Summary Header
Select Time Frame
Use Links to Navigate
Levels of Access: Show DSP
Showing
DSP
Levels of Access: Hide DSP
Hiding
DSP
Levels of Access: No Access to DSP
Critical Information
Diagnoses
Sources of Diagnoses
Click any diagnosis to see associated claims
Integrated View as Graph (With DSP)
Integrated View as Graph (No DSP)
Care Coordination
Pharmacy Data: Behavioral Health and Medical
Pharmacy Data: Behavioral Health and Medical
Drill into individual medication orders
Drill into all med orders chronologically
Pharmacy Data: View as a Graph
Utilization trends over time
Outpatient Services: BH & Medical
See Service Details for a Specific Provider
See All Service Details Chronologically
Hospital/ER Services: Integrated Behavioral/Medical
Labs, X-Ray and Other Data Dental, Vision, Living Support/Residential, Laboratory & Pathology, Radiology,
Medical Equipment, Transportation
Export Data to PDF, Excel
All available data = sections will be
“unrolled,” ie., each scrip or visit will
be listed in a separate row.
To select multiple sections,
“Shift ”+ click or “Ctrl”+ click.
Clinical Summary: PDF Printed Report
Save only
to secure
server, or
without
saving!
Value of PSYCKES Data
▪ Comprehensive, user-friendly information across providers over time
▪ Clinical information is updated weekly
▪ Support assessment and treatment planning▪ Clarify behavioral health diagnoses
▪ Identify co-morbid conditions
▪ Review medication history and adherence
▪ Facilitate care coordination▪ Identify other providers
▪ Discharge planning
Limitations of PSYCKES Data
▪ Accuracy dependent on coding and billing
▪ Data elements limited to what is shown on claims▪ See diagnostic procedures/ labs but without results
▪ Time lag between services and billing is variable▪ Service data may lag by weeks or months
▪ Client data affected by loss of Medicaid coverage
56
Changing Access
Level in Recipient
Search
Changing Level of Access to Data
Must Find Client via Unique Identifier
▪ Medicaid ID or Social Security Number
or
▪ First Name + Last Name + DOB
Review match, Select “Change PHI Access”
Step 1: Select Basis for Access to Client’s PHI
Step 1b: If Access is via PSYCKES Consent…
▪ Complete PSYCKES Consent▪ Only the designated form may be used
▪ English and Spanish
▪ Give copy of signed consent form to client
▪ Original (or scanned version) of consent form is retained in the client’s medical record
▪ No need to send PSYCKES the consent.
PSYCKES Consent Form
Ensure that
client checks off
“I give” or “I
deny” consent;
otherwise
consent is invalid
Step 2: Verify Client Identity and Submit
▪ Select 1 forms of photo ID or 2 forms of non-photo ID from
drop-down list, or attest to identity without ID
▪ Submit or Quit without submitting.
Immediately upon entering consent, any PSYCKES user at the
agency can view the client’s data.
64
New Feature!
Entering plans
into PSYCKES
Uploading a Safety/Care/Discharge Plan
Uploading an Existing Plan
1. Complete
fields.
2. Browse &
choose plan.
3. Upload
Creating a New Safety Plan
Type plan into
template.
Complete Plan and Submit
Click “Confirm” to Upload Plan
Click Plan Date to Download Plan as PDF
Getting Access to Plans in PSYCKES:
Within your agency, plans are not specially protected.
Accessible with…
▪ Consent
▪ Clinical Emergency
▪ No consent, no emergency, but has a Quality Flag
For other agencies, plans are specially protected. Accessible
with…
▪ Consent
▪ Clinical Emergency
Resources
PSYCKES Website:
Recorded Webinars for Clinicians
PSYCKES PHI
Access Module
PSYCKES PHI
Access Module Slides
For Further Information▪ PSYCKES website: www.psyckes.org
▪ PSYCKES Help (PSYCKES support)
▪ 9:00AM – 5:00PM EST, Monday – Friday
▪ ITS Help Desk (Login, Token & SMS support)
– OMH Employee ITS Helpdesk:
– 1-844-891-1786; [email protected]
– Provider Partner ITS Helpdesk:
– 1-800-435-7697; [email protected]
▪ Webinars
▪ Live webinars: Register on PSYCKES Calendar
▪ Recorded webinars: Posted on PSYCKES Website
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