Community of Practice Continues Pages 2 CANS News “News for the CANS Community” Volume 1 Number 4 November 2010 Getting Help with CANS Essential On-line Resources for CANS Users In the 4th issue of CANSNews, we are revisiting some basics as many of you prepare for CANS re-certifcation and continue to learn more about the many necessary components of the web-based, online CANS application. We know from local and national experience that CANS implementation is a long process. CBHI recognizes that this effort requires continuous quality improvement as well as a commitment to making using CANS easy and worthwhile for you and the children and families with whom you work in your practice each day. By providing you with easily accessible, online CANS information that is available 24 hours a day, seven days a week, CBHI continues to actively encourage CANS users to take advantage of the information available on the three CANS self-service websites. In this issue, we will highlight how three distinct websites work together to organize CANS online. The three self-service sites are: (1) The CBHI website is an informational website that provides a broad overview of information for all CBHI stakeholders, plus specifc CANS information for providers. (2) The MassCANS website for all CANS training enrollment, on-line training and certifcation. This site is accessible only with a self-created user name and password. (3) The EOHHS Virtual Gateway (VG) serves as a portal to the web based CANS application system on the VG. This is where the CANS information is recorded and stored for providers’ ongoing use in treatment planning and data analysis. In this issue, we will clarify the function of each site and how they work together. Additionally, we provide information on how to access the various websites in order to become more familiar with all of the resources available at each of these websites. Understanding the value of using these online resources that are available online - 24/7 is critical for you in your daily practice as a MassHealth provider. Also, CBHI will continue to provide periodic technical assistance calls and ongoing CANS Community of Practice (CoP) meetings across the Commonwealth. We hope you fnd CANSNews a solid “go to” resource for all things CANS. Please refer to CANSContact information on page 8 for contact information for these websites. CBHI Mission The Children’s Behavioral Health Initiative (CBHI) is an interagency initiative of the Commonwealth’s Executive Offce 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 signifcant behavioral, emotional and mental health needs obtain the services necessary for success in home, school and community. November 2010 Mass CANS Certifcation Changes its Look Page 3 3 Separate Websites, 3 Separate Resources! Page 4 1 Community of Practice Continues A Community of Practice session was held in September. Advocates, Inc., of Framingham hosted the meeting with 31 people participating from a range of organizations and private practices across the state. CBHI responded to a range of issues including: □ Sensitivity to how Race, Ethnicity, and Language (REL) information is used. □ Concerns regarding confdentiality when seeking consent from a family. Families are sometimes reluctant to provide consent if they do not understand where the information goes. D Interest in access to data for quality Information on many of these issues can be improvement - many programs are obtained at the CBHI website. A quick way now interested in reviewing CANS to get directly to the CBHI website is to go data to move to the next step of to the internet and enter a search for CBHI utilization. Massachusetts. □ How to address and avoid redundancy of CANS at reassessment. The discussion confrmed that organizations are at different levels of incorporating CANS into their operations with variation in resources and capacity for full implementation. It was very encouraging to hear that there is a much greater understanding of the potential uses of CANS, including its value in supervision and working with families. A review of the October 27, 2010 Community of Practice, held in Hyannis, will be included in the next issue of CANSNews. YourFeedback... A CANS Newsletter box has been established to receive your feedback regarding the CANS Newsletter. Send your MassCANS Newsletter comments, suggestions, and contributions to CANSnews@state.ma.us Table of Contents Getting Help with CANS 1 Community of Practice Continues 2 Mass CANS Certifcation Changes its Look 3 3 Separate Websites, 3 Separate Resources! 4 Helpful Hints 7 November 2010 2 A collaborative effort of CBHI, Virtual Gateway & UMass Medical School Send your comments and suggestions about this newsletter to: CANSnews@state.ma.us Newsletter Coordination Deborah McDonagh & Gretchen Hall Design, Layout & Production Ranjana Verma Editors Deborah McDonagh, Gretchen Hall, Rose Reith Mass CANS Certifcation Changes its Look Feedback from the revised certifcation test format has been extremely positive. The success of this new format has been refected in a signifcantly higher pass-rate for all people taking the certifcation exam – whether they are taking it for the frst time or recertifying. We are pleased that this revision represents an improvement for all people who are becoming CANS certifed. Thank you to the feld for all your helpful feedback and input that contributed to these successful changes. 10 Things to Know About Becoming Recertifed In Massachusetts 1. Mexaasms apclhe,u pseetot sp lCe A c eNrSti fceerdt iifnc 2a0ti0o8n wi s ivlla rleidq ufoirre 2 r4e mc eorntitfhcsa. t Fi oonr in 2010 and every two years following that. b. I uf syeornua hmaeveanfodr/goor tpteanssywoourrd M, palsesaCs eA gNoS t oT rtahienihnogm weebpsaigt ee https://masscans.ehs.state.ma.us and access the ‘forgot username’ and ‘forgot password’ buttons. 2. Irnec Me ratsifsaecdh iuns eotrtds,e Cr At oN cSonCteinrtui fe etdo Acossme spsloertes mthues rt ebqeucoirme de CANS behavioral health assessment for children and youth (up to age 21) served by MassHealth. 6. PTrleaainsein dg o W neobt scirteeaatse i ta w niellw a fafecccto yuonut ro an c ctheses t Mo tahsesC CABNHSI CANS application on the Virtual Gateway. 3. Sreicxe wi veee ka ns per-imo ra ti ol nthoeti efxcpaitriaotni o t nh aot f w y iol ul rspceerctiiffyc tahteio enx yaocut dwaitlel your CANS certifcation expires. The e-mail will be sent to the e-mail address you entered when you registered on the MassCANS Training website. 7. Wkehye wn iyllo nu o ct ocmhapnlgetee aynodu yr oruecweritlilf hcaavt ieo cn o ynotiunruoceurst iufncianttieorn-rupted access to the CBHI CANS application on the Virtual Gateway. 8. ACAneNwS acnedr t iimfcpartoiovned a cnedrtriefccearttiiofncaetxioanm i ps rboeciendgu uresefdo.r initial 4. Bhaevfoer ae c tcheess stiox twh ee erke cceerrttiiffccaattioionn s ywsitnedmo.w , you will not 5. Ownilcl eh yavoeu areccceeisvse t toh et h sey rsetecmertgifenceartiaotend e ex-amma.i l reminder, you 9. Ta opebrescoonm me uCs At hNaSveceartsifcoedre o or fre.7c0ert(iifnetrdacinla Ms s acsosrarcehlautsieotnts),. Those seeking CANS certifcation or recertifcation will have up to three test opportunities to receive a passing score. a. Two e bacscitees sa tt hhet tepxs:a/m/m, alosgsc iann tso.e thhse. sMtaates.sm CaA.uNs Su stirnagin itnhge username and password that you created when you established an account with the MassCANS Training website. Please note: The MassCANS Training website is separate from the Virtual Gateway application for CBHI CANS. 10. Tduecrihnngi craelg uaslasri sbtaunscinee fs os rh Co uAr Ns Sb yc ep rhtoifncea: ti(o5n0 8i)s 8a5v6a-i1la0b1l 6e and e-mail: mass.cans@umassmed.edu CANSCalendar In-person UMMS CANS Training Schedule The following training session dates and locations are open to the public. Please visit the UMMS CANS training site to register: https://masscans.ehs.state.ma.us Thurs - Dec. 02, 2010 — UMMS, Shrewsbury Campus/Finland Conf. room, Shrewsbury, MA Wed. - Jan. 12, 2011 — Holiday Inn, Taunton, MA CANS Technical Assistance Conference Call Thurs - Dec. 15, 2010 12:00 - 1:00 pm CANS Community of Practice Mon - Nov. 29, 2010 10:00 - 12:00 pm Lamour by Design 500 N. Main St. Suite D - 1st Floor Randolph, MA Additional conference calls and Community of Practice meetings will be announced in future issues of CANSNews and through email alerts. Confrm participation by email to: mass.cans@umassmed.edu November 2010 3 CANSTechnology Buzz 3 Separate Websites, 3 Separate Resources! There are three distinct websites that you should be aware of, and familiar with as a CANS user. Each of the following websites is designed to address various aspects of the Massachusetts CANS implementation process. While these three websites are similar in appearance, each has a specifc purpose. You will have different reasons to access each of them. CBHI Website The Children’s Behavioral Health Ini- for MassHealth members, primary care pro- to get directly to the CBHI website is to go tiative (CBHI) website, www.state.ma.us/ viders and providers who deliver behavioral to the internet and enter a search for: CBHI masshealth/childbehavioralhealth, provides health services to MassHealth-enrolled chil- Massachusetts. a wide array of information and resources dren and youth under age 21. A quick way The CBHI website provides a wide array of information and resources The CBHI website is found in the www.mass.gov site. You can do a web search for “CBHI Massachusetts” to go directly to the CBHI site. November 2010 4 For providers using the Child and Adolescent Needs and Strengths (CANS) tool, the CBHI website offers the following materials and information: □ Massachusetts CANS Forms □ CANS FAQs □ CANS Rating Sheets □ Training and Certifcation Link □ CANS User Guides □ Helpful Contact Information □ CANS Consent Documents □ Additional Resources/Links □ CANS Race, Ethnicity and Primary Language Information □ Information on Using the CANS Application on the Virtual Gateway (Instructional Reference Guides) CANSTechnology Buzz'til? CBHI Website (Continued) To locate the CANS forms and information, go to either the “Information for Providers” or the “Training for Providers” sections of the CBHI homepage and click the “Child and Adolescent Needs and Strengths” link: Behavioral health providers and other individuals who are using the Child and Adolescent Needs and Strengths (CANS) tool can also fnd helpful information under the “CBHI Related Materials” section of the website including: □ Medical Necessity Criteria □ CBHI Brochure and Companion Guide □ Performance Specifcations □ CANS Newsletter Archive □ Materials for CANS Conference Calls The CBHI website is currently undergoing improvements to ofer a more user-friendly format. The Mass CANS Website The MassCANS website is the place to go for all training and certifcation needs and resources. You need to create a user name and password to log in to the MassCANS website for the frst time. You should keep a record of this user name and password for future access to the MassCANS website. It is important to note that the user name and password for the MassCANS website is not the same as your log in information for the Virtual Gateway. At the MassCANS website you can: □ Enroll in live training □ Complete your certifcation tests □ Access answers to Frequently Asked Questions regarding training and certifcation. D Access the on-line training program □ Update your contact information □ View training webcasts □ Change your password and/or security question November 2010 5 CANSTechnology Buzzk The Mass CANS Website (Continued) www.masscans.ehs.state.ma.us The Virtual Gateway Website The Virtual Gateway is the portal to access the CANS application on-line. This website is where you enter data from CANS assessments and retrieve information from previous CANS reports. www.mass.gov/vg and click the Logon link November 2010 6 CANSTechnology Buzzk The Virtual Gateway Website (Continued) If you are associated with more than one organization, you may be directed to the following page prior to the Business Service page: Choose the appropriate organization from the drop down list and click [Select] to continue. You will be directed to the appropriate business service page. Helpful Hints When Entering a Reassessment, Copy the Mass CANS! Providers can copy a CANS previously completed within their organization and edit it when doing a reassessment. When performing the 90-day re-assessment, you must save a copy of the most recent CANS. Using the copy of the previous record you may then edit it to update only those questions and add additional text that refects 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. continued on page 8 November 2010 7 Helpful Hints continued from page 7 Rating Sheets May be Used to Document the CANS on Paper Providers can use the Rating Sheet when documenting on paper. This shorter rating sheet saves a lot of paper and is available at the CBHI website under “Cans Tools” Member Action Report is Helpful Tool CANSContact Children’s Behavioral Health Initiative Virtual Gateway UMMS CANS Training Program (CBHI) Mailbox: Customer Service 508-856 -1016 CBHI@state.ma.us 800-421-0938 Mailbox: TTY: 617-988-3301 mass.cans@umassmed.edu Website: www.mass.gov/masshealth MassHealth Click on CBHI link Customer Service Center Training Website: 800-841-2900 https://masscans.ehs.state.ma.us TTY: 800-497-4648 The University of Massachusetts Medical School is the contracted provider for MASS CANS Training and Certifcation for the Children’s Behavioral Health Initiative (CBHI) of the Massachusetts Executive Offce of Health and Human Services November 2010 If you obtain member consent to enter the CANS into the CBHI CANS application on the Virtual Gateway, you can then use the CBHI CANS application to generate a print copy or an electronic copy for your medical record. However, if the member declines consent, then you must include a paper copy of the CANS in the medical record, or you may attach an electronic image of the CANS to an electronic health record. As of March 15, 2010, MassHealth will also accept documentation of the CANS with a seven-page Rating Sheet (“bubble sheet”) which captures demographic information, determination of Serious Emotional Disturbance (SED), CANS ratings and text (comment) felds. Using this shorter form will save paper and space in provider medical records. Ratings Sheets are available for both the CANS Birth through Four and the CANS Five through Twenty, at the Children’s Behavioral Health Initiative (CBHI) web site: www.mass.gov/masshealth/ childbehavioralhealth. Providers can print or email a convenient 2-page summary of the CANS which includes only items rated 2 or 3, along with comments (text felds). This is currently available within the application as the Certifed Assessor (CA) Action Member Report; it will be renamed Brief CANS Summary in the updated CANS application scheduled for release very soon. A Certifed Assessor ‘Member Action report provides a quick summary of a ‘Complete’ CANS record, showing only items rated 2 or 3, along with the fnal text box containing the clinician’s overall summary or formulation. This report is useful when talking with family and other providers about key issues to be addressed in treatment and in developing a treatment plan. 8