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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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

Start at PSYCKES website: www.psyckes.org

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

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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

print

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: www.psyckes.org

“Using PSYCKES” in All Sections

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

▪ PSYCKES-help@omh.ny.gov

▪ ITS Help Desk (Login, Token & SMS support)

– OMH Employee ITS Helpdesk:

– 1-844-891-1786; fixit@its.ny.gov

– Provider Partner ITS Helpdesk:

– 1-800-435-7697; healthhelp@its.ny.gov

▪ Webinars

▪ Live webinars: Register on PSYCKES Calendar

▪ Recorded webinars: Posted on PSYCKES Website