Using the MASS CANS Page 3

What is the Virtual Gateway? Page 4

MASS CANS Community of Practice Page 7

The UMMS CANS Training Program Page 8

“News for CANS Community” Volume 1 Number 1 January 2010
CANSNews

Welcome to the CBHI MASS CANS Newsletter

A bi-monthly e-newsletter to keep MASS CANS users in touch and up-to-date
F
or many of us, December 2009 marked the first anniversary of our use of the MASS CANS tool. As we have worked during the past months to support providers who are implementing the MASS CANS, we have realized that a need exists to disseminate useful news and support information focused around the MASS CANS.
During the past year providers have told us about the challenges of integrating the MASS CANS into daily practice. At the same time, many interesting ideas are emerging about the potential of the CANS from discussions taking place around the state. It seems that people are engaged in creative discussion about using the MASS CANS. In our view, a bi-monthly e-newsletter is a must to highlight these new ideas, share best practices, and keep MASS CANS users in touch and up-to-date. We are excited about the prospect and hope you will be also. We are pleased to introduce this first issue of the electronically distributed

MASS CANS Newsletter for all users of the MASS CANS: clinicians using it as Certified Assessors, administrative staff entering MASS CANS data as Data Entry Operators, and supervisors or administrators of programs who may see the MASS CANS used in clinical supervision, program planning, quality improvement, or to support the planning and funding of services. In time, we also hope to share information of interest to other important stakeholders, including state agency staff and family members, through this newsletter.
We anticipate that contributions to the newsletter will come from a variety of state sources, including MassHealth, the CBHI office, the Virtual Gateway help desk, and the University of Massachusetts Medical School (UMMS) CANS Training Program. We are also hopeful that over time providers, family members, and others involved in using the MASS CANS will be willing to share their insights.
In addition to regular issues of the MASS CANS newsletter, we will continue to share information through other methods including periodic conference calls, Community of Practice discussions,

topic-specific webcasts, the CBHI website, and other publications. In addition, we welcome your suggestions of other ways to keep you informed.
This newsletter will be distributed through a listserv maintained by UMMS and you may unsubscribe at any time. If your colleagues are interested in receiving the newsletter, please encourage them to subscribe by sending an e-mail request to masscans@umassmed.edu. The MASS CANS Newsletter will be archived on the CBHI website. Thus, past contents will always be available.

CBHI Mission

The Children’s Behavioral Health Initiative (CBHI) is an interagency initiative of the Commonwealth’s Executive Office of Health and Human Services. Our mission is to strengthen, expand and integrate Massachusetts state services into a comprehensive community-based system of care to ensure that families and their children with significant behavioral, emotional and mental health needs obtain the services necessary for success in home, school and community.
CANSNews

About the CANS in Massachusetts
The CANS tool used here in Massachusetts is referred to as the MASS CANS because it is a version of the CANS tool copyrighted by the Praed Foundation and John Lyons, Ph.D., that has been modified to meet specific requirements in Massachusetts. The website is:
https://masscans.ehs.state.ma.us
The UMMS CANS Training Program refers to the CANS Trainings offered through the University of Massachusetts Medical School.

YourQuestions
How do I retrieve my certification key?	•
To retrieve your certification key:

•	Login to the MASS CANS Training and Certification website at 
https:// masscans.ehs.state.ma.us.
•	If you are certified, you will have a username and password for this website.
•	If you do not remember your user-name, you can call the UMMS Training Program staff at 508-856-1016.

If you do not remember your password, you can retrieve it using the ‘forgot password’ prompt on the login page.
Once you login, click on the ‘edit my information’ link in the menu on the right side of the screen.
Your certification key will be the first item listed directly above your contact information.

MASS CANS Statistics

Number of:	July	August	September	October	November	December	
UMMS CANS trained clinicians	8,282	8,328	8760	9,202	9,145	9,224	
UMMS CANS trained certified clinicians	7,780	7,827	8,265	8,557	8,682	8,763	
MASS CANS records in CANS database	10,008	13,038	15,624	17,942	22,445	26,825	
Organizations submitting MASS CANS records	188	199	207	219	221	226	

A collaborative effort of CBHI, Virtual Gateway &
UMass Medical School
Send your comments and suggestions about this
Newsletter to:
CANSnews@state.ma.us Editor
Rose Reith
Design, Layout & Production
Ranjana Verma
Photography
Cassandra Perry

Table of Contents		
Using the MASS CANS	3	
Sending the Consent Fax: Three Easy Steps	3	
Tech Buzz	4	
What is the Virtual Gateway?	4	
Interactive Tutorials	5	
MASS CANS Community of Practice	7	
The UMMS CANS Training Program Announces		
Training Enhancements	8	
CANS Rating Tips: Webcast Series	8	
CANS Birth-4 Webcast Now Available	9	
MASS CANS CoP Meeting Participants	10	

January 2010 CANSNews  2

Using the MASS CANS

About the Fax Cover Sheet
Q
“Help, I’m having trouble understanding which cover sheet to use when sending the MASS CANS consent form. Where do I get the required cover sheet, and why can’t I just use my agency’s cover sheet to fax like I always do?”
A
You must use the Consent Information Sheet which prints directly from the CBHI CANS application as your fax cover sheet when you submit the MASS CANS consent form. It is extremely important to use the Consent Information Sheet as your fax cover sheet because it contains pre-populated information about the child (and provider) that is read and recorded by a receiving computer. You can’t use your organization’s fax sheet, make your own, or fill this information in yourself because the receiving computer is not able to recognize your (human) writing. If you would like more information about faxing the consent cover sheet, see page 5 of the CBHI Data Entry Operator Reference Guide.
Sending the Consent Fax: Three Easy Steps
Here are 3 easy steps to remember when faxing the CBHI consent fax:
1
Print the Consent Information Sheet from the CBHI CANS application.
It will automatically print with the correct client name, MassHealth member ID and provider agency name.
2
Fax the two-page consent form to either of the two fax numbers listed on the consent information form.
Use the Consent Information Sheet as your fax cover sheet.
Never use your organization’s cover sheet or make-up your own.
3
Save the signed consent form.
Keep the original copy for your records.
Remember: If the MassHealth member declines consent, you do not need to fax in a consent form.

“It is extremely important
to use the Consent
Information Sheet as your
fax cover sheet 	 ”

Continued on page 6 January 2010 | CANSNews3

Tech Buzz
I have completed the MASS CANS certification exam and am now a Certified Assessor (CA). What are my next steps to access the CBHI CANS application on the Virtual Gateway?
After completing the training program and passing the MASS CANS certification exam, your next step is to apply for access to the CBHI CANS application on the Virtual Gateway (VG).
1.	If you work in an agency/organization: your registration is generally the responsibility of your organization’s designated VG Access Administrator. You should contact your Access Administrator to make sure they have requested access to the CBHI CANS application on the VG for you. Your Clinical Director will know who the designated Access Administrator for your agency/organization is.
2.	If you are in private practice: you are responsible for registering your private practice as an organization with the VG and applying for VG access.
Complete the following 3 forms and email them to VirtualGatewayCBHI@state.ma.us:
1.	Virtual Gateway Services Agreement
2.	Access Administrator Designation
3.   User Request Form
For more information on Becoming a VG User, click Becoming a Virtual Gateway User.
Please contact Virtual Gateway Customer Service for CBHI CANS information at VirtualGatewayCBHI@state.ma.us or Phone: 1-800-421-0938.

What is the Virtual Gateway?
The Virtual Gateway (VG) is an internet portal designed by the Executive Office of Health and Human Services (EOHHS) to provide the general public, medical providers, community-based organizations, and EOHHS staff with online access to health and human services programs. By consolidating information and online services in a single location on the internet, the VG

Simplifies the process of connecting people to critical health and human services programs and information.
The Children’s Behavioral Health Initiative (CBHI) CANS application is one of many “business services” within the VG. One such service is Common Intake, an online tool that registered providers can use to submit a single application on behalf of clients for multiple programs and services. Another is the
Enterprise Invoice/Service Management (EIM/ESM)
system, which streamlines and consolidates contract management, reporting, and billing activities for certain providers servicing Massachusetts residents.

January 2010 |CANSNews 4

Tech Buzz continued from page 4
What do I need to do when I receive my New User Email from the Virtual Gateway?
As a new user, open the New User Email and follow the instructions provided. Click the link to the Welcome Virtual Gateway User page. From the Welcome Virtual Gateway User page, enter your VG Username (User ID) and Temporary Password, as provided to you in the New User Email. Follow the instruction screens to complete the login process using the Virtual Gateway Login Job Aid as a guide.
I’ve used the Virtual Gateway before. What happens if I forget my password?
If you know your VG Username and have previously successfully logged into the CBHI CANS application, but now cannot remember your VG password, click the Forgot Password link on the Welcome to Virtual Gateway User page. Follow the directions to complete the Password Reset process using the Virtual Gateway Forgot Password Job Aid as a guide.
If you have tried to reset your password by clicking the ‘Forgot Password’ link, or have tried to login several times with your password and still cannot access the Virtual Gateway, call Virtual Gateway Customer Service at 1-800-421-0938. Virtual Gateway Customer Service hours of operation are Monday through Friday, from 8:30 AM until 5:00 PM. A TTY line is available at 1-617-988-3301 for deaf and hearing impaired individuals.

Where can I go for additional assistance on understanding and using the CBHI CANS application within the Virtual Gateway?
•	Information on using the CBHI CANS application on the Virtual Gateway can be found at: www. mass.gov/masshealth/childbehav-ioralhealth. Go to “Information for Providers,” and then go to “CANS Tools” at the top of the page.
•	Any questions or difficulties accessing the Virtual Gateway can be directed to: VirtualGateway-CBHI@state.ma.us or Phone: 1-800-421-0938.
•	For more policy related questions, or if you are having difficulty navigating within the CBHI CANS service, please email CBHI: 
cbhi@ state.ma.us.
Visit the CBHI website for a complete listing of Frequently Asked Questions.
Interactive Tutorials
Interactive Tutorials for CBHI CANS Application Users
D
id you know tutorials for CBHI CANS application users are available on the CBHI website? These interactive sessions provide easy to follow step-by-step directions for Certified Assessors and Data Entry Operators who use the CBHI CANS application on the VG. The tutorials can be found on the CBHI website at www.mass.gov/masshealth. Click CBHI and go to “Training for Providers”, then click on “CANS TOOLS” and scroll down for a list of MASS CANS implementation resources.

January 2010 |CANSNews 5

Using the MASS CANS
YourFeedback 	
Did You Know …?
C
onsent forms are available in the following languages:

•	English	
•	Spanish	
•	Russian	
•	Portuguese	
•	Chinese	
•	Vietnamese	
•	Khmer	
•	Lao	
•	Haitian Creole	
The consent form is only available in English within the CANS application. However, translated forms are available on the CBHI website for providers serving non-English speaking families. To download, visit the CBHI website (www. mass.gov/masshealth, click the “CBHI” link and click the “Information for Providers” link). On the “Information for Providers” page, click the “CANS Tools” link. On the CANS tools page you will find Massachusetts CANS Consent Documents in the above languages.

Continued from page 3
Helpful Hint: When entering a reassessment, copy the MASS CANS!
W
hen performing the 90-day re-assessment, copy the previous record and then edit it to update only those questions and add additional text that reflects any clinical or life changes that have occurred since the previous MASS CANS. Don’t spend your time entering data that the application could copy for you! This also works if the child or youth has a MASS CANS assessment entered by another service within your organization (e.g., he /she had a MASS CANS assessment done in your outpatient clinic and now he/she is in your CBAT).
Note that if the member has reached age 5 since the last MASS CANS, the application will copy only the demographic information and the SED Determination because the MASS CANS tool itself is different for children over the age of 5.

Verifying MassHealth Member Eligibility, Claim Status and More: Provider Online Service Center (POSC)
Have you registered to use the Provider Online Service Center (POSC)?
T
he POSC is a Web-based environment that automates functions such as member eligibility verification, claim submission and status, claims processing, prior authorization, referrals, pre-admission screening, online remittance advices, and reports. A username and password are necessary to access many POSC services.
Current MassHealth providers and business partners received a Provider PIN Registration Letter from MassHealth earlier this year. That letter included a personal identification number (PIN), a 10-digit NewMMIS Provider ID and service location number, and instructions on how to register online.
For more information visit www.mass.gov/ eohhs and select the MassHealth Provider Online Service Center link found under “Online Services.”
If you already have a VG User ID to access the POSC service portal, you do not need to have another VG User ID created for the CBHI CANS application. You will need to have your Access Administrator (AA) submit a User Request Form (URF) to add the CBHI application to your user profile.
If you have any questions, please contact Virtual Gateway Customer Service at 800-421-0938.

A CANS Newsletter box has been established to receive your feedback on the CANS Newsletter. Send your MassCANS Newsletter comments, suggestions, and contributions to CANSnews@state.ma.us.
January 2010 |fJiXi'News 6

Each bi-monthly publication we will review something of interest to the CANS Community of Practice.
MASS CANS Community of Practice
A Community of Practice (CoP) is defined as a “group of people who share knowledge, learn together, and create common practices.” — Wenger, McDermott, & Snyder, 20021

Left to right: Mary Innis (UMass Memorial Medical Center), EJ Thomas (Community Services Institute), Catherine Balletto (Community Services Institute), Deborah McDonagh (CBHI), Jack Simons (CBHI)
I
n September CBHI, in partnership with the UMMS CANS Training Program, initiated a series of Community of Practice teleconferences and workgroup meetings to address issues surrounding using CANS in Practice.
An initial kick-off teleconference occurred on September 18, 2009. At that time, clinicians learned about planned activities and had the opportunity to join a live discussion with a panel of colleagues who shared their experiences using the MASS CANS in daily clinical work.
Provider meetings focusing on the interface of CANS and treatment planning started in October. The group has met twice; our December meeting was snowed out and was rescheduled for Wednesday, January 6. While we are already enrolled
CANS Teleconference Rescheduled: February 5th, 2010 (previously scheduled for January 15th)
Time: 12:00 pm — 1:00 pm
Phone: 866-565-6580
Passcode: 9593452

to capacity for that meeting, we will publicize openings for future meetings.
Attendees at these meetings have represented a broad spectrum of MASS CANS users, from solo practitioners to large, multiservice, multisite organizations, at a variety of levels of care. In response to provider questions, we have added representation from MassHealth and its managed care entities so we can achieve a better common understanding of CANS implementation and impact at multiple levels and across a variety of services and settings. The meetings have illuminated the complexity of CANS implementation in Massachusetts and have helped to identify opportunities and challenges in CANS implementation for the near future (see page 10 for a full list of meeting participants).
Our previously scheduled January 15 teleconference call to provide a summary of the workgroup discussions has been rescheduled to February 5th, 2010.

Left to right: Gretchen Hall (UMMS Training Program), Kelly English (Office of Behavioral Health for MassHealth), Jack Simons (CBHI), Deborah McDonagh (CBHI)
We invite you to send questions and/or comments regarding your experiences integrating the UMMS CANS into your practice to MassCans@umassmed.edu.

1   Wenger, E., McDermott, R., & Snyder, W. (2002). Cultivating communities of practice: A guide to managing knowledge. Boston, MA: Harvard Business School Press.
January 2010 |CANSNews 7

The UMMS CANS Training Program Announces Training Enhancements

Acknowledgement and respect for the range of knowledge and expertise of the audience
A
s a result of feedback from trainings and the extensive technical assistance provided to people participating in UMMS CANS training, the UMMS CANS Training Program launched a new and improved online MASS CANS certification training. The new program includes the following features:
•	Engages learners in an item-by-item explanation of the MASS CANS tool
•	Learners gain an understanding of the rating scale and rating distinctions for each item

Provides learners with an opportunity to test their mastery of the subject through item-level quiz questions
Very easy navigation using the right     For more information and to use the en-
hand menu bar	hanced Distance Learning Program, visit
the UMMS CANS Training Program at Multiple opportunities to practice at    https://masscans.ehs.state.ma.us. • the MASS CANS item level
Recognizes that users have different learning styles and allows learner to receive information in a variety of ways

CANS Rating Tips: Webcast Series

A
webcast series to augment CANS support will be available soon. (A webcast is a pre-recorded multimedia presentation that you can view on the Web, at your own pace, whenever you wish.) The series will include two components: Item Definitions unique to MASS CANS and Ratings Review. These webcasts are intended to clarify rating

questions and provide additional information     Please feel free to call the UMMS CANS on items about which providers     Training Program office at 508-856-1016 have frequently had questions.    Please     with any CANS training-related questions. visit the UMMS CANS website at
 https:// masscans.ehs.state.ma.us
 to access all of these webcasts.
       We hope you will find these tools helpful and that they will support your use of MASS CANS in your organizations.

CANSCalendar

In-person UMMS CANS Training Schedule	■	March 19, 2010 — UMass Amherst	CANS Conference Call Schedule:	
The following training session	■	April 14, 2010 — Taunton	„    February 5, 2010	
dates and locations are open to the public. Please visit the UMMS		Holiday Inn	„    March 12, 2010	
CANS training site to register:
https://masscans.ehs.state.ma.us	■	May 11, 2010 — Boston Transportation Building	„    May 14, 2010	
	■	June 17, 2010 — UMass Medical		
„     January 27, 2010 — Peabody		School, Grafton		
Holiday Inn				
„     February 24, 2010 — UMass				
Medical School, Shrewsbury				
January 2010 |CANSNews 8

CANS Birth-4 Webcast Now Available

T
he UMMS CANS Training Program is also pleased to announce the launch of a MASS CANS Birth-4 webcast. (A webcast is a pre-recorded multimedia presentation that you can view on the Web, at your own pace, whenever you wish.) This module is an important addition to the UMMS CANS Training Program and provides support for currently certified providers who use MASS CANS with children from birth through age four. The webcast reviews the Birth-4 Domains, key characteristics, and the ratings as they apply to the Birth-4 application. Items specific to the Birth-4 application are reviewed in this overview, as they are designed to respond to the developmental levels of young children. The goal of this presentation is to enhance your use of the Birth-4 MASS CANS, and is specifically for those who already hold a MASS CANS certification. All Certified Assessors can access the Birth-4 program at the UMMS CANS Training website at: https://masscans.ehs.state.ma.us. The Birth-4 MASS CANS webcast is an enhancement to the certification training and is not a preparation course for certification.

CANSConference

PRAED FOUNDATION SAN FRANCISCO DEPARTMENT OF PUBLIC HEALTH
Present the sixth annual
CANS CONFERENCE
PRODUCING OUTCOMES, ENCOURAGING BEST PRACTICES AND BUILDING FAMILIES
April 18th through April 20th, 2010
Hotel Nikko
San Francisco, California
On-line hotel registration will be available at www.praedfoundation.org
January 2010 |CANSNews 9

MASS CANS CoP Meeting Participants
Catherine Balletto, Community Services Institute
Gina Battaglia, MBHP
Michelle Blanchard, Advocates Community Counseling
Ben Cadet, Willis Center
Branilda DeLeon, Gandara Center
America Ducasse, Arbour Counseling
Nancy Gajee, May Institute
Erin Schotanus, Family Continuity
Debra Grollman, Community Healthlink
Jim Haugey, BHN
Debbie Howard, Northeast Center for Youth
Margaret Howell, Multicultural Wellness Center
Mary Innis, UMass Memorial Medical Center
Amanda Jablonski, South Bay Mental Health Center
Melissa King, MBHP
Michelle Machado, St. Vincent’s Home
Mary McCarthy, Child and Family Services
Susan McCarthy, St. Vincent’s Home
Kara Sabalauskas, The Home for Little Wanderers
Sara Schieffelin, Northeast Center for Youth
Mary Lou Shewchuk, Family Continuity Dr. Carl Skeene, Private Practice in Springfeld
Linda Smith, BHCHP
Edward Thomas, Community Services Institute
Janice Tortoriello, River Valley Counseling Center,
Courtney Ungechauer, Strattus, TILL’s Behavioral Health Centre
Ivy Velez, Walden School for the Deaf
CANSContact
Children’s Behavioral Health Initiative                                 Virtual Gateway	UMMS CANS Training Program
(CBHI)                                                            Customer Service	508-856 -1016
Mailbox:                                                              800-421-0938	Mailbox:
CBHI@state.ma.us                                               TTY: 617-988-3301	MassCans@umassmed.edu
Website:	Training Website:
www.mass.gov/masshealth                                               MassHealth	https://masscans.ehs.state.ma.us
Click on CBHI link	Customer Service Center
800-841-2900 TTY: 800-497-4648
The University of Massachusetts Medical School is the contracted provider for MASS CANS Training and Certification for the Children’s Behavioral Health Initiative (CBHI) of the Massachusetts Executive Office of Health and Human Services
January 2010 |CANSNews 10