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RSCH Portal User Guide

How to Login to the Clubhouse Portal

How to Enroll a New Youth

How to Update a Youth Record

How to Create a CANS Assessment

How to Create a Youth Profile

How to Take Attendance

How to Create Events

How to Create a Dashboard Report

How to Report an Incident

How to Report an Issue


IRT Portal User Guide


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Page Contents
INTRODUCTION TO THE PORTAL
What is the Portal?
Purpose of the Portal
Objectives of the Portal User Guide
HOW TO USE THE GUIDE
"I am new to the Clubhouse Program."
"I have a question about how to perform a task."
"I have a question about how often I should be entering data in the Portal."
"I need help!"
NAVIGATING THE PORTAL
Accessing Client Records
INTRODUCTION TO THE PORTAL FEATURES
Entering Data
Visualize Client Involvement at the Individual Level
Visualize Client Involvement at the Clubhouse Level
HOW TO USE THE PORTAL
Getting Started
How to Enter Data
How to Visualize Client Involvement at the Individual and Clubhouse Level
TROUBLESHOOTING
WHEN TO ENTER DATA
Data Entry Schedule
Notifications (Pings and Dings)
APPENDICES
Appendix A - Notifications (Pings and Dings)
Last edited by

Yuriy Lukinov
Today at 12:11 AM


Presented by the Center of Excellence for Children's Behavioral Health
Last updated November 2024



¶ INTRODUCTION TO THE PORTAL



¶ WHAT IS THE PORTAL?

The Portal is a web-based system that was created so that Recovery Support
Clubhouse Program (RSCH) directors and staff, the evaluation team, and Georgia
Department of Behavioral Health and Developmental Disabilities (DBHDD) Office of
Addictive Diseases (OAD) could have one place to track and visualize
programmatic data at the youth and clubhouse levels. As youth participate in the
RSCH program, staff use the Portal to capture different aspects of a youth's
experience. These include progress on youth-defined goals, drug test results,
changing needs and strengths (CANS assessment), participation in clubhouse
activities, and other important datapoints. While your clubhouse or organization
likely has their own process for keeping track of client data, each clubhouse is
required to enter all program-related data into the RSCH Portal.



¶ PURPOSE OF THE PORTAL

The portal has two main purposes, 1) to support Clubhouse program management and
quality improvement by enhancing clubhouse-level record keeping and 2) to
facilitate access to data for evaluation purposes.

As a central data repository accessible to multiple stakeholders, the portal
facilitates collaborative knowledge sharing and decision-making. Staff can visit
the portal at any time and use different features to visualize a specific
youth's progress and participation or get a snapshot of how many youths are
enrolled, active, or participating at a given clubhouse during a specified time
period. Additionally, the Center of Excellence for Children's Behavioral Health
(COE) evaluation team downloads program data from the portal to produce reports
and responds to data requests from DBHDD, OAD. The real-time data visualizations
and reports are all tools that Clubhouse staff may find useful when preparing to
meet one-on-one with youth and their families, when they need data to inform or
build upon program offerings, and when they are asked to provide information to
other stakeholders to describe the RSCH program and outcomes.



¶ OBJECTIVES OF THE PORTAL USER GUIDE

The Recovery Support Clubhouse Program Portal User Guide (the Guide) was created
with the following objectives in mind:

 * Describe and explain how the Portal is organized and how to navigate it
 * Describe the data entry tasks staff are required to complete on an ongoing
   basis
 * Describe the features of the Portal that allow staff to monitor client goals
   and outcomes
 * Describe how to access and start using the Portal
 * Describe and demonstrate how to perform data entry tasks
 * Describe and demonstrate how to use the portal to monitor client goals and
   outcomes
 * Describe how often data should be entered and updated in the Portal



¶ HOW TO USE THE GUIDE

The Guide was created with two specific users in mind: 1) new staff members and
2) current staff members responsible for using the Portal. Within these user
groups, individuals may consult the guide for a variety of reasons. Some of
those reasons, along with a suggested strategy for how to use the guide, are
outlined below.



¶ "I AM NEW TO THE CLUBHOUSE PROGRAM."

If you know your job will require you to access the Portal, your first step is
to request a new user account. Visit Getting Started to learn how to request
your user account. 
Once you have access to the portal, we invite you to read through the entirety
of the Guide while you have the portal open in a separate window. As you read
through the Guide, scroll through the various tabs and sections of the Portal as
they are described. This will allow you to familiarize yourself with how the
Portal looks and operates.



¶ "I HAVE A QUESTION ABOUT HOW TO PERFORM A TASK."

Visit How to Use the Portal. This page includes screenshots and written
instructions that explain how to conduct various tasks in the portal such as
entering attendance data, creating a youth profile, and entering a CANS
assessment.



¶ "I HAVE A QUESTION ABOUT HOW OFTEN I SHOULD BE ENTERING DATA IN THE PORTAL."

Timely data entry is important because it allows all stakeholders to get a
precise picture of how a client or clubhouse is doing at any given time. Visit
When to Enter Data to get a sense of how often data fields should be updated in
the Portal.



¶ "I NEED HELP!"

Whether you are new or seasoned staff, you may run into a problem trying to
access the portal. Fear not! Head to Troubleshooting to learn how to get help
with password resets, deactivating a user account, or to report a problem you're
experiencing with the portal.



¶ NAVIGATING THE PORTAL

This section of the Guide provides an overview of what you will see upon
entering and navigating the Portal.



Upon logging into the Portal, you will see the home page with the following
options at the top of your screen:


¶ REPORT AN INCIDENT

The report an incident feature should be used immediately any time something
takes place at your clubhouse or with one of your clubhouse youth that is out of
the ordinary. Per DBHDD's request, err on the side of caution. If an incident
has occurred that Kristal may need to know about, submit it. If you are unsure,
contact Kristal Davidson at kristal.davidson@dbhdd.ga.gov.


¶ (NAME) RECOVERY SUPPORT CLUBHOUSE

This should correspond with your unique Clubhouse name.


¶ HOME

When navigating any page on the Portal, clicking Home brings you back to the
page you saw when you first logged in.

Below the options at the top of the screen on the Home page, you will see the
word, Clients.



Below Clients, you will see four individual tabs that contain records of all the
youth who have ever participated in your clubhouse. These tabs are organized by
a client's current enrollment status and include Currently Enrolled Youth,
Discharged Youth, Enrolled in Aftercare, Aftercare Ended. To the right of those
tabs, there is a tab that will bring you to your Clubhouse Calendar, described
in more detail in How to Create Events.

In the row below, you will find a drop-down field option to select how many
client records are visible at once, as well as a search tool where you can
search for a unique youth by Youth ID, first, or last name, within each
enrollment status category. Please note that only youth whose current enrollment
status matches the selected tab will be returned using this search tool. For
example, if you have the "Currently Enrolled Youth" tab selected, the search
tool will only return results for youth who are currently enrolled.


¶ TAKE ATTENDANCE

This is where you enter attendance data. The process for taking attendance is
described in more detail in How to Take Attendance.


¶ DASHBOARD

This is where you can view and download graphs and charts of youth enrollment,
attendance, and substance use for your entire Clubhouse during a specified
period. For example, you can select to view attendance data from July – October
of 2022. The Dashboard feature is described in more detail in Visualize Client
Involvement at the Clubhouse Level and how to use it is described in How to
Create a Dashboard Report.


¶ HELP

This is where you can go to find a link to this webpage the Guide as well as
where you can go to report any technical issues you are experiencing with the
Portal.



Navigate to the magnifying glass icon to search for an existing client record
using a client's unique youth ID, first, or last name.


¶ NOTIFICATIONS



The bell icon is where you find any recent notifications you have received
alerting you to update client records or submit certain data. To learn more
about the type of notifications you may receive, read Pings and Dings.



¶ ACCESSING CLIENT RECORDS

The data entry tasks described in more detail in INTRODUCTION TO THE PORTAL
FEATURES can only be performed after first opening an individual client record.
Apart from attendance data, all data entry you perform in the Portal will take
place within individual client records. You can access a client's record by
clicking on a client's Youth ID. To search for a client record, click on the
magnifying glass icon in the upper right-hand corner of the home page and type
the youth's Youth ID, first, or last name. Unlike the search tool within the
enrollment status tabs, a search for a youth using the magnifying glass icon
will return a youth record irrespective of their current enrollment status.



In the lower-left corner of the home page, you will see Enroll New Client. The
process for enrolling a new client is described in more detail in How to Enroll
a New Youth.



¶ INTRODUCTION TO THE PORTAL FEATURES

The main features available to clubhouse staff in the Portal can be categorized
into three groups: Data entry, data visualization at the client level, and data
visualization at the clubhouse level. Each of these features is described in
more detail below. If you are looking for more information on how to use these
features, visit How to Use the Portal.



¶ ENTERING DATA

The main responsibility of clubhouse staff related to the Portal is data entry.
Without consistent and accurate data entry, the features that allow you to
visualize and analyze that data won't be very useful to you. As you read through
each section below, we invite you to have the Portal open in another window so
you can familiarize yourself with where each data entry field is located.



¶ BEFORE CREATING A NEW YOUTH RECORD

Before creating a new youth record in the Portal, check to make sure that this
youth does not have an existing record in the Portal. You can do this using the
magnifying glass search tool to search for a youth by their first and/or last
name.



¶ CREATING A NEW YOUTH RECORD

Except for attendance data, all data entry will take place from within
individual client records. To begin to orient yourself to the specific data
captured in the Portal, select Enroll New Client (read How to Enroll a New Youth
to review how to do this) located in the bottom left corner of the home page.
Within the individual client record, you will find the tabs, sections, and
fields described below.



¶ BASIC INFORMATION AND DEMOGRAPHICS




¶ DEMOGRAPHICS



 * Youth ID- This field is assigned by your Clubhouse. Once entered, this data
   point may not be edited.
 * First Name
 * Last Name
 * Date of Birth (DOB)
 * Gender
 * Race
 * Ethnicity
 * Age- This field is autogenerated using the DOB and current date.


¶ DATE OF ARRIVAL

Date of Arrival- This field should reflect the date of the youth's initial
enrollment in the RSCH program. Once entered, this data point may not be edited.


¶ REFERRAL

Referral Source- Select from dropdown menu

Please indicate the referral source- If referral source is not listed as an
option, select "Other" and specify source.


¶ EDUCATION

Date- Select Update Status. Enter the date educational status changed. Once
entered, a status update may not be edited, though a new update can be added. 
Educational Status- Select from dropdown menu.


¶ EMERGENCY CONTACT

 * Name
 * Relationship
 * Phone Number
 * Email Address


¶ ENVIRONMENTAL FACTORS

Environmental factors provide context that helps RSCH staff better understand
the factors outside of a youth's control that may impact their experience in the
clubhouse, their substance use, and their overall health and recovery. Program
stakeholders are aware that many environmental factors may not be known to you
at the time a youth enrolls. As you build a relationship with youth over time,
you may become aware of additional relevant environmental factors of which you
were not aware at the time of enrollment, which you can update at any time in
the portal.


¶ CRITERIA FOR ADMISSION

This should match the SA Treatment Program Status of the youth when they
enrolled in the clubhouse. Consult your Clubhouse director for more information.
Select one option.



¶ PROGRAM DETAILS




¶ ENROLLMENT STATUS

A youth's enrollment status must be kept accurate at all times. This includes
when a youth is currently enrolled, discharged, enrolled into aftercare, when
aftercare has ended, and, if applicable, when a youth is re-enrolled. Please
note that steps have been taken to only allow enrollment status options that are
logical. For example, if a youth is currently enrolled, you will only have the
option to discharge the youth. Complete all fields provided.


¶ ENROLLMENT HISTORY

Enrollment History provides a visual record of all changes in enrollment status,
with options to download as an Excel file or PDF. In terms of data entry, you
only enter data in this section if you need to add notes or to explain a
previous enrollment status change entry.


¶ AFTERCARE NOTES

Select Add Aftercare Notes. Complete all fields provided. This section allows
you to enter notes on an ongoing basis related to a youth's experience and care
plan while enrolled in aftercare. Think of this section as a log that you will
update as you check in with youth who are enrolled in aftercare, noting the work
you are doing with them and the progress they are making. A log of previous
notes is provided.


¶ NUMBER OF DAYS RECOMMENDED

Select Revise Number of Days. Complete all fields provided. Please enter the
number of attendance days recommended per week for the youth, the date the
recommendation was made, and select who made the recommendation using the
pre-populated drop-down list. If the populated drop-down list does not meet your
needs, please select 'Other' and specify the role of the person who made the
recommendation. A log of previous recommendations is provided.


¶ DJJ INVOLVEMENT

Select Log DJJ Involvement. Complete all fields provided. This section captures
a youth's Department of Juvenile Justice (DJJ) involvement. Juvenile justice
involvement is defined as a case that results in adjudication and thus the
creation of a probation status (or a change in probation status for a youth
already involved with DJJ). If a youth is currently involved with DJJ, they will
continue to be counted as involved until you log the date on which they were no
longer involved. For youth who are currently involved in DJJ, whose case
resulted in a new adjudication, please update this field to reflect a new DJJ
involvement.


¶ DFCS INVOLVEMENT

Select Log DFCS Involvement. Complete all fields provided. This section captures
Georgia Division of Family & Children Services (DFCS) involvement. If a youth's
DFCS custody changes at any point, please log that change.


¶ PARTICIPATION LOG

The participation log provides a visualization of a particular youth's
attendance record. Please note that attendance data is not entered in a client
record, but rather by clicking on Take Attendance at the top of the portal
between Home and Dashboard. This process is described in more detail below. If a
specific attendance data point needs to be updated for a specific youth, you can
edit that individual record within the participation log by clicking on the
pencil icon next to the relevant date.


¶ PHASE/STAGE

Select Add Status Update. Complete all fields provided. Clubhouses that
implement a Phases and Stages structure of programming, add Phases and Stages
data for all youth. If your clubhouse does not implement a Phases and Stages
structure of programming, this section is not built out in your portal. If your
clubhouse would like to implement this type of approach to programming, please
notify Kristal Davidson and the COE and request support for how to build and
design this within your clubhouse portal.


¶ CLIENT GOALS

Select Add Goal. Complete all fields provided. To update a previously set goal,
select the pencil icon, and complete all fields provided. Additional guidance on
creating and updating goals includes:

 * Goals should be youth-defined. You can support youth to create their own
   goals but should not create them for, nor on behalf of youth.
 * At least one goal should be related to the youth's substance use, even if
   indirectly.
 * If there are three or more steps per goal, please break these down into steps
   and enter as separate goals
 * Goals and goal notes should not include the youth's name or other identifying
   information.


¶ RELAPSE PREVENTION PLANS

Select Attach Plan. Complete all fields provided. Each youth must have a Relapse
Prevention Plan while enrolled in the program. These must be written by the
youth. You are responsible for uploading these plans into the portal in PDF
format. To help ensure that the correct plans are being uploaded to a youth's
record, we recommend using the following naming convention of the documents
prior to upload: YouthID_MMDDYYYY (example: 5555_07112022). The date should
correspond with the date the document was completed. There are only two types of
plans: 1) Original and 2) Modification.


¶ DRUG SCREENINGS

Select Add Screening. Complete all fields provided. The portal was designed with
the understanding the results are not immediate and labs experience delays. If
the drug screen was administered and you have not received the results, please
select "Pending" as the result. Once you receive the result from the lab, please
update the result accordingly.


¶ OUTREACH

Select Add Activity. Complete all fields provided. Outreach includes efforts to
reach out to and engage with a teacher, social worker, caregiver, parole
officer, or other important individual supporting a youth's recovery. Whenever
this outreach occurs, an entry should be made in the portal.




¶ STAFF INITIATED OUTSIDE REFERRAL

Select Add Referral. Complete all fields provided. Outside referrals are
referrals to other support systems for the youth. For example, medical, dental,
or housing referrals. Whenever steps are taken to make a referral, an entry
should be made in the portal.


¶ BASIC NEEDS DISTRIBUTION LOG

Select Add Distribution. This feature was implemented during the COVID-19
pandemic to document the distribution of various resources such as food,
toiletries, and school supplies to clubhouse youth. Use of this feature is
optional.



¶ ASSESSMENTS



This is where Child and Adolescent Strength and Needs (CANS) assessment data is
entered. RSCH program guidelines require that CANS assessments be conducted 1)
upon enrollment, 2) every 60 days thereafter, and 3) at discharge. You are free
to administer the assessment initially using your preferred method (e.g., on
paper, or in another database), but the assessment scores should be promptly
transferred to the Portal. Please note that assessments may not be uploaded as a
PDF or other document. Rather, you must enter in each individual score next to
the corresponding question number. In the Portal, the date of assessment should
reflect when the assessment itself was initially administered, even if data
entry of that assessment occurred later. For example, an assessment that was
administered on August 1st, but was entered into the Portal on August 3rd should
have the assessment date of August 1st. 


¶ USING AN EXISTING CANS ASSESSMENT

Youth may enter the RSCH program with a recent CANS assessment documented in
their file. If this assessment was conducted within the past 30 days, you may
enter this CANS assessment into the Portal as their baseline assessment,
provided you review the assessment and verify its validity and accuracy. Please
note that the substance use extension module (questions 110-117) must be
conducted by someone on your team to ensure it corresponds with the youth's
current needs upon entering the RSCH program.



¶ DISCHARGE FOLLOW-UPS



A discharge follow-up is used to log information about conversations and
activities that the clubhouse engages in on behalf of youth post-discharge. This
includes follow-up that occurs for youth who are in aftercare. Discharge
follow-ups should be conducted within 30 days after the youth's discharge date.
After clicking on Add Follow-Up, you will be asked to enter the date of the
follow-up, who you spoke with, and any notes about that conversation.



¶ TAKE ATTENDANCE



While all the types of data described thus far are entered within individual
client records, attendance data is not. This data is entered within Take
Attendance. This is accessed from the top left corner of any page on the Portal
website by clicking on Take Attendance (in between Home and Dashboard).
Attendance must be recorded in the Portal one day at a time, but you have the
option to select multiple youth and specify which activities they participated
in, among other details, for that given day. To learn more about how to use this
feature, visit How to Take Attendance.



¶ FAMILY PARTICIPATION

DBHDD OAD requires that each Clubhouse offer an in-person family activity or
program component at least once per month. You must document in the portal the
days on which a given youth's family member participates. You can now save an
attendance record if there was family involvement, but the youth was not present
for that day. For example, youth 75801 was not present on 11/09/2022, but the
family was involved. As long as the "Family involved this day" checkbox is
selected, you can save the record without being required to select the "Youth
attended this day" checkbox.



For the purposes of data collection in the Portal, DBHDD OAD asks that
clubhouses also consider family participation to include going to the home of a
caregiver to check in and review a youth's care plan. While this would not count
toward the requirement of at least one in-person family activity per month, it
should be documented in the portal as an instance of family participation. This
data is captured using the Take Attendance feature.


¶ VISUALIZE CLIENT INVOLVEMENT AT THE INDIVIDUAL LEVEL


¶ YOUTH PROFILE



Youth profiles capture individual-level data of currently enrolled members. They
provide a way to compile youth information that is readily available to
Clubhouse staff (including Family Advocates and counselors), parents or
guardians, and other members involved in the youth's recovery. Youth profiles
contain data specific to each youth with the intention of creating a
point-in-time profile of the youth's experience. The profile can be viewed
within the portal or downloaded as a PDF document. You can access youth profiles
within the individual client record. To learn more about how to create a youth
profile, visit How to Create a Youth Profile.



¶ VISUALIZE CLIENT INVOLVEMENT AT THE CLUBHOUSE LEVEL



¶ DASHBOARD REPORTS



Like the youth profile, dashboard reports allow you to easily visualize program
data. While the youth profile allows you to produce a snapshot of a specific
youth's experience over time, dashboard reports allow you to produce a snapshot
of your entire clubhouse. Currently, the dashboard tool can be used to create
data visualizations that show:

 * The number of youth who have attended your clubhouse at least once a month
   during a specified time (Active Youth)
 * The number of newly enrolled youth during a specified time
 * The number of youth enrolled in aftercare during a specified time
 * The number of currently enrolled youth during a specific time
 * The number of youth who participated in different types of activities during
   a specified time
 * The total number of drug screens administered during a specified time, and
   the number that were positive

The dashboards you create can be viewed within the portal or downloaded as a
PDF. You can access Dashboard Reports by clicking on Dashboard at the top of the
Portal between Take Attendance and Help. To learn more about how to use this
feature, visit How to Create Dashboard Reports.



¶ HOW TO USE THE PORTAL



¶ GETTING STARTED

How to Request a New User Account
How to Activate Your Account
How to Log-In



¶ HOW TO ENTER DATA

How to Create Events 
How to Enroll a New Youth 
How to Create a CANS Assessment
How to Update a Youth Record
How to Take Attendance
How to Report an Incident



¶ HOW TO VISUALIZE CLIENT INVOLVEMENT AT THE INDIVIDUAL AND CLUBHOUSE LEVEL

How to Create a Youth Profile 
How to Create a Dashboard Report



¶ TROUBLESHOOTING

How to Request a Password Reset
How to Deactivate a User Account
How to Report an Issue



¶ WHEN TO ENTER DATA

While each clubhouse has the flexibility to create their own process and
schedule for data entry, there are certain items that should be updated in the
portal on a regular basis. Timely data entry ensures the evaluation team can
download the most up to date data when running reports, and staff are able to
see the most up-to-date information when creating youth profiles and dashboards.
We invite your clubhouse team to reference the table below as you develop an
internal process for timely data entry:



¶ DATA ENTRY SCHEDULE

Table 1. Data Entry Schedule

DATA ENTRY TASK FREQUENCY OF DATA ENTRY Attendance Attendance Record daily for
each in-person or virtual activity. 

Note: If you use a different system to take attendance, ensure that the
Attendance section in the Portal is up to date at least once a week. Family
Participation Record on the days a family member participates in a clubhouse
activity, or when Clubhouse staff interacts with a family member in person or
over the phone in relation to a youth's care plan, or Clubhouse experience.
Basic Information and Demographics Create a new client record When a new client
enrolls, immediately create a new client record in the Portal. 

Note: If a client is re-enrolling, please do not create a new client record. In
this case, the enrollment status should be changed to "reenroll". Demographics
Upon enrollment and if/when a client shares a change in gender. 

Note: All other fields should not change over time. Date of Arrival When the
client enrolls in the clubhouse program for the first time. 

Note: This date should never be changed once entered. Referral Source When the
client enrolls in the clubhouse program for the first time, and if/when the
client reenrolls. Educational Status When the client enrolls in the clubhouse
program for the first time, and whenever there is a known change in educational
status. Emergency Contact(s) When the client enrolls in the clubhouse program
for the first time. Please update as often as you see appropriate. Environmental
Factors When the client enrolls in the clubhouse program for the first time, and
whenever a staff member becomes aware of a relevant environmental factor. 

Note: Environmental factors may become known to clubhouse staff over time as the
client/staff relationship develops. Criteria for Admission Upon enrollment. This
should match the SA Treatment Program Status of the youth when they enrolled in
the clubhouse. If a youth reenrolls, this field should be updated if it differs
from the first enrollment. Program Details Enrollment Status When a client is
discharged, enrolls in aftercare, completes aftercare, or reenrolls. Aftercare
Notes Update as you check in with youth who are enrolled in aftercare. Number of
Days Recommended Within 30 days of enrollment. Update whenever a change occurs.
DJJ Involvement Upon enrollment. Update whenever a change occurs. DFCS
Involvement Upon enrollment. Update whenever a change occurs. Participation Log
Edit only if there is an error in an attendance data point. Phase/Stage Upon
enrollment. Update whenever a change occurs. Client Goals Within 30 days of
enrollment. Update monthly thereafter. Relapse Prevention Plans Within 30 days
of enrollment. Update whenever a change occurs. Drug Screenings Administer and
update results (at least) monthly. Outreach When outreach occurs. Staff
Initiated Outside Referral(s) When staff-initiated outside referrals occur.
Basic Needs Distribution Log This is an optional feature. Record when basic
needs are distributed to youth. Assessments CANS Assess youth within two weeks
of enrollment in the clubhouse program. A follow-up assessment should be
administered every 60 days thereafter. Whenever possible, administer a discharge
assessment upon discharge, regardless of time since most recent assessment. 

Note: Be sure that the "Date of Assessment" reflects the date the assessment was
administered to the client, which may be different from the date the assessment
is entered in the Portal. Discharge Follow-ups Discharge Follow-ups Within 30
days of a youth's discharge



¶ NOTIFICATIONS (PINGS AND DINGS)

Pings and Dings is a notification system created to support you in timely and
accurate data entry. The system alerts you of approaching data entry deadlines
for each youth record. Please see Appendix A, Pings and Dings, for details about
these notifications, which include:

 * Drug screen administration
 * Drug screens pending results
 * Attendance
 * Client goals
 * Relapse Prevention Plans
 * CANS assessments
 * Discharge follow up



¶ APPENDICES



¶ APPENDIX A - NOTIFICATIONS (PINGS AND DINGS)

Appendix A ‐ Recovery Support Clubhouse Notifications (Pings and Dings)

Recovery Support Clubhouse Notifications (Pings and Dings) Field Reason for
reminder Format and information to include Frequency Recipients Drug Screen
Administration To remind staff about youth who are currently enrolled who did
not receive a drug screen in a given month. Portal ping ‐ includes IDs of
currently enrolled youth with no drug screens administered that month.

In‐app notification ‐ states number of currently enrolled youth with no drug
screens administered yet for that month and includes a reminder that clubhouses
are contractually required to randomly drug screen youth a minimum of once a
month. Calendar count. Counts days starting the 1st of each month. Notice 1
(20): on the 20th day of the month

Notice 2 (30): on the final day of month, 28th, 30st, or 31st Notice 3 (35): 5
days after close of month Notice 1: All CH portal users

Notice 2: All CH portal users and CH director Notice 3: all users and Kristal
Davidson Drug Screen Pending Result To alert staff to drug screens with pending
results 30, 35, and 40 days after the date it was administered. Portal ping ‐
includes IDs of youth whose drug screen results have been pending for 30, 35,
and 40 days after test was administered.

In‐app notification ‐ states number of youth with drug screen results still
pending after 30, 35, and 40 days after test was administered. Individual
records. Count from date administered.

Notice 1: 30 days after date administered

Notice 2: 35 days after date administered

Notice 3: 40 days after date administered Notice 1: All CH portal users

Notice 2: All CH portal users and CH director Notice 3: all users, CH director,
and Kristal Davidson Attendance To alert staff to currently enrolled youth who
did not attend the clubhouse that month and serve as a reminder of the clubhouse
definition of "active" which is attending at least once per month. Portal ping ‐
includes IDs of currently enrolled youth that did not attend that month.

In‐app notification ‐ states number of currently enrolled youth that did not
attend that month. Email should include a reminder that if the youth attended,
they should go in and record that youth's attendance and if the youth did not
attend, they should follow‐up to determine the reason for non‐ attendance and
make a note in the outreach/communication log. Individual records. Counts youth
without attendance data point for that month.

Notice 1 (30): on the final day of month, 28th, 30th, or 31st Notice 1: All CH
portal users Client Goals To alert staff to youth who have been enrolled for 30
days or more and do not have any goals entered in the portal. Portal ping ‐
includes IDs of youth who have been enrolled for 30 or more days without goals
populated in the portal.

In‐app notification ‐ states number of currently enrolled youth who have been
enrolled for 30 or more days without goals populated in the portal. Individual
records. Count days from date youth enrolled in the clubhouse.

Notice 1 (30): 30 days after enrollment date. Notice 1: All CH portal users
Relapse Prevent Plans To alert staff to youth who have been enrolled for 30 days
or more and do not have a relapse prevention plan uploaded in the portal. Portal
ping ‐ includes IDs of youth who have been enrolled for 30 or more days without
an uploaded relapse prevention plan.

In‐app notification ‐ states number of currently enrolled youth who have been
enrolled for 30 or more days without an uploaded relapse prevention plan.
Individual records. Count days from date youth enrolled in the clubhouse.

Notice 1 (30): 30 days after enrollment date. Notice 1: All CH portal users CANS
Assessments To alery staff to youth who have not had a new CANS (re)assessment
entered in the past 60 days or more. Portal ping ‐ includes IDs of youth without
a CANS assessment 60 and 75 since the last assessment. In‐app notification ‐
states number of currently enrolled youth without a CANS assessment 60 and 75
since the last assessment. Email includes reminder that CANS are a contractual
requirement and should be occurring every 60 days. Individual records. Count
days from date of most recent assessment.

Notice 1 (60): 60 days after date of most recent assessment Notice 2 (75): 75
days after date of most recent assessment Notice 1: All CH portal users

Notice 2: All CH portal users and Kristal Davidson Discharge follow‐up To alert
staff to youth without a discharge follow-up data point in the portal 30 days
after the youth's discharge date. Portal ping ‐ includes IDs of youth without
any recorded follow‐up 30 days after their discharge date.

In‐app notification ‐ states number of discharged youth without any recorded
follow‐up 30 days after their discharge date. Individual records. Count days
from date of most recent assessment.

Notice 1 (30): 30 days after discharge date

Notice 2 (35): 35 days after discharge date Notice 1: All CH portal users

Notice 2: All CH portal users and Kristal Davidson

Georgia Health Policy CenterAndrew Young School of Policy StudiesGeorgia State
University ghpc.gsu.edu



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