Client>Edit Client Data> EBP & Measure https://exym1.zendesk.com/hc/en-us/articles/4416230702363-Manage-EBP-Guide
#1 EPBs and Measurement is based on the admit date to the program, not on the date when EBP program started. For example, if the admit date was 1/1/21 but the EBP services started on 1/22/21 (after assessment was completed), the EBP and Measurement would indicate that EBP OMA is due based on 1/1/21, not 1/22/21. A more obvious issue is if a client transfers to another program, EBP and Measures will still show the initial admit date from the previous program.
>>>>that is correct, but if we go with the EBP service start date you will lose the tracking for CANS and PSCs that are required during the assessment period. The EBP specific tools are held to the first treatment date of the EBP and that we don't have built into this table, but the EBP specific tools may be collected as early as 7 days prior to the first treatment date, so that allows for overlap into the assessment period. Also as a client transfers from one EBP to another, per DMH guidance, the client is to stay with the initial programs start date and continue on that schedule for the CANS, so another reason to why we don't want to default to the first service date of EBP.
#2 Even if this is the same program/location, EBP programs require outcome measures that follow different time frames. So, unless Exym is programmed to follow each EBP differently, this feature may be potentially misleading. To make it even more challenging, PPP OMA, for example. is not due within a certain period of time but when a certain stage of services is completed. It may take 3 months or … 8 months. >>>Correct, in those cases we allow for the manual add feature. If this becomes to cumbersome, please provide me with a list of EBPs that don't automatically follow the 6 mo. update schedules and I can dig into it further.
#3 Yes, one can change the date due manually, and how it is done at EV now. This requires an old-fashioned spread-sheet that keeps all accurate dates intact >>>>Totally get it. Please let me know which EBPs and what the update schedules are.
#4 The Session counts feature appears to be problematic. It counts the number of sessions from the admit date (even before the EBP services start) and counts ALL billable services. Except for CPP, all other EBPs include only a certain type of services. For example, PPP can count collateral/individual sessions but not MSS, TCM, or others. In the example we checked, the Session Count was 41 while the accurate number of PPP sessions (counted manually) was 17. In other words, to complete EBP reports, clinicians would need to count relevant sessions manually >>>> This session count isn't complimentary to what the EBP-PEI programs ask for (as you know). For EBP/PEI, I have learned from other customers their best practice is to number their progress notes/activities right in the body of the progress note, as they go. So when they need to count the sessions, they open up the latest note and voila.
#5 Also, even if we change the due date manually, it will not change the number of sessions completed as it seems to be connected to the admit date, not the EBP date.
>>>>The number of sessions feature serves many customers not just one's with EBPs so the functionality/logic can not be changed.
Three features of this report -- 1) the date; 2) type of EBP; and 3) session counts -- are not accurate, and, therefore, this report does not appear to be ready at this time.
Is that helpful for clinicians to utilize it in the current format? Yes and No.
No – because of the issues above, and I hope programs keep using their current monitoring tools to assure accuracy and timeliness of submitting EBP OMA forms.
Yes – for chart review/audit purposes, it is nice to see a list of entered EBP OMAs (one glance gives an idea of what is happening; assuming info is accurate). And Yes – for supervision purposes; again, it is nice to see a list of completed/entered EBPs (vs. going through “busy” External Documents to check if it was done or not).
The session count keeps track of session between the start date and end date (once added).
Activities can be edited to not be included on these counts
Settings:
Agency's usually use this feature to track the session for EBP programs.
Since some EBP's have timeframes and sessions counts associated with the modality