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FaCTSTM
Comprehensive clinical case management software for Family Support and mental health providers to manage client referral and clinical data through multiple programs in a non-profit setting. Designed and built over seven years of real world use - modelling the workflow and intricacies of Family Paths in Oakland, California.
Features: hotline, new client intake and program referral routing, in-built external resource database, Alameda county CANS assessment integration, family constellations, clincal assessements, diagnosis, treatment plans, service events, auditing/billing features and customizable dashboards with task tracking, HIPAA compliance.
"Jonathan worked with my agency on a complex database project and built us an amazing product. He designed and delivered much more than was expected, he was affordable (we're a nonprofit too!), and great to work with personality-wise. I would hire him again without hesitation"
Marcella Reeves, Executive Director (former): Family Paths
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Dashboard - Tasks:
FaCTS dashboards provide high-level views of the organization and quick access to relevant information for the logged in user and are configurable based on position.Here you can see your assigned Tasks. Tasks can be sent to individuals or groups and the status can be tracked by the sender. Some tasks are recurring and are generated automatically by the system. Tasks can be emailed as reminders with a link back to the relevant record in the system.
Dashboard - Progress Notes:
Progress notes dashboards are designed with the viewer in mind (Clinician, QA, Billing) and are pre-filtered based on position of the user.- My Notes - for the clinician to see progress notes for actively assigned clients and respond to QA feedback.
- QA Notes - progress notes that need to be QA'ed.
- Billing Notes - progress notes that need to be billed to the county
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Click to zoom!
Dashboard - Clinician Status :
The clinician can see their own progress toward their service goals and respond to QA on their notes. Managers can see their team's progress and the progress of individual members of the team.The clinical director can see every clinician and the details of their workload.
- Billing Gauge - Gauge and charts to show the clinician if they are keeping up with their required hours.
- My Team - List of service providers (clinicians) that are managed by the currently logged in manager.
- My Agency - Comprehensive List of Service Providers (clinicians) so the clinical director can view the billing hours and workload of clinicians. The list can be filtered by manager and program.
- Referrals - List of referrals that is customized to the postion of the viewing user.
- Audits - List of audits on the current clinicians's work.
- County Updates - Episodes and CSI that need to be directly entered into the County System
"Our new database is fantastic. It saves enormous amounts of time, and allows us to track more data more accurately and even our most technologically shy staff say they feel comfortable using it. Overall, we wonder how in the world we ever managed without it. Thanks! "
Tesser Call, Records and Data Entry Coordinator: Family Paths
24 hour Hotline Support:
Usually before a client is referred to a program they call the 24 hour hotline, which is staffed in shifts by volunteers.The hotline is linked to the internal phone system so previous hotline call records that match the incoming phone number will be retrieved automatically to help the hotline volunteer place the call in context despite the general anonymity of the call. The hotline features also handle callback requests and respite requests on the hotline dashboard.
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External Resources / Resource Detail:
If the hotline determines that the caller might be better helped by another local organization they can search in FaCTS own internal resource database by keyword, category and proximity and send a list of relevant reources to the caller via email.Referral Process / Referral Detail
When the hotline determines that the caller would benefit from becoming a client they start the intake and referral process.The referral process starts by checking the program availability. Multiple new and/or existing clients can be referred to different programs individually. An example might be that the parent is referred to Parent-Ed and the children are referred to FIT - families in transition. The family unit relationships are maintained.
Program managers are notified with a task and a reminder email with a link to the referral. They can see the status of all the referrals in their program in the referral list, where they can assign the referral to a clinician.
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"Thanks Jonathan.................have I mentioned how much I truly enjoy your product! You did an amazing job with all of our 'what ifs and yes buts'!!"
Janet Beaty, Administrative Program Manager: Family Paths
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Clinical Overview / Clinical Search Screens:
If the client requires confidential counseling and clinical assessment, the clinician opens the Clinial Overview for that client.The clinical overview provides quick access to all Assessments. CANS Assessments, Diagnoses, Treatment Plans, Services, Dcouments and Attachments and Audits for the current Referral (Opening) for that client. All objects are also searchable from the top level through the clinical search menus.
CANS Assessments
The Child and Adolescent Needs and Strengths (CANS) from the Praed Foundation is a multi-purpose tool developed for children's services to support decision making, including level of care and service planning, to facilitate quality improvement initiatives, and to allow for the monitoring of outcomes of services.Alameda County requires that all service provider organizations enter regular CANS assessments into their systems. FaCTS collates CANS internally then allows for an approval process and transactional uploads with a CANS validation error workflow.
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Click to zoom!
Clinical Diagnoses/Assessments and Treatment Plans:
This triplicate is integrated within the Clinical Overview with bi-directional linkage between objects. This is best explained through an online demo.All Clincal objects are designed to reflect the lastest understanding on mental health management. Axis I-IV diagnoses are easily edited without leaving the page thorugh popup windows. You never lose your context in FaCTS. All objects are printable so they can be shared with the client, signed and re-uloaded as binary documents (Word, PDF etc) and attached to the Clinical Overview.
Reporting
Ad-hoc reporting allows access to all views in the database. Every attribute is available for filter or display. Numeric columns (hours and values) can be grouped and easily summarized. Ad-hoc reports can be saved as templates and shared between users. More complex reports are included and more can be built to your specifcation.
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System Administration:
The Authorization Profile allows for editing granular access to different parts of the system. You can add unlimited user profiles to give access to staff. All lists (dropdown and checkbox) are editable through the lookup maintenance. Sessions and IP addresses are monitored for unauthorized access."Life is so much easier! Everything I need is at my finger tips, no more running around trying to hunt for information in different places. I feel more efficient. User friendly! Can I have one for my home?"
Rebecca Gonzalez, CalWORKs Billing Specialist: Family Paths