TechCare Manual - Montana Customizations

Box Medications

The box medication widget was designed to give users the ability to manage patients who self-medicate under officer supervision. Medication boxes are distributed weekly to select housing locations and stored in secure mail slots. The box medication feature in TechCare® creates an efficient means to document medications that are loaded in each patient’s box as well as reconcile 7 days of administrations and/or refusals when the boxes are collected.

Ordering Box Medications

On the Drug Order Entry Window a user will indicate a medication order is a Boxed Medication by selecting the Box Med drug profile checkbox before finalizing the order.

Note-If users with the appropriate access add medications to the Box Med drug category TechCare® will automatically check the Box Med drug profile checkbox on order entry.

Prepping Boxed Medications

All normal filtering options exist with boxed medications. Users can use the EMAR filter to show box medications with normal medications or to only show boxed medications. All Box Medications show as orange in the EMAR.

Once a patient has an active boxed medication order showing on the EMAR the Box Medication Prep button at the bottom of the EMAR window will show.

Users will select all medications that were loaded into the patient’s medication box and click the Box Medication Prep button to establish the medications that will show in the reconciliation window after the boxes are collected from the unit.

NoteThe 7 day medication prep window always starts with the following week’s Monday PM dose and includes all administration slots through the following Monday’s noon dose.

Documenting Administration/Refusal

Once the boxes are collected from the unit, users can navigate back to the EMAR to reconcile patient medications. Open the EMAR and filter to find the patients with boxed medications. Then, to open the week’s medication prep click on Open Current Box Prep link.

Users will be presented with a 7 day reconciliation window that will allow them to document administration or refused on each dose.

The “administer all” checkbox in the top right corner of the reconciliation window can be used to quickly administer all open administration times. Then, if there were a few refusals you can change those administration slots accordingly.

The Box Prep History button will show all boxes prepped for the selected patient over various time ranges. Users can use the time filter to show previous boxes that were prepped and administered. Click on the historical entries to view past administration history.

Boxed medication orders that are entered after a box has previously been prepped can be added to the box by simply selecting the medications and clicking Box Medication Prep button again. Users will be prompted with a message box that indicates what was added to the box and the start date of the following weeks 7 day administration period will be stamped on the medication in the EMAR.

Medications can be removed from a medication box by opening the reconciliation window, right clicking the medication that needs to be removed from the box, and selecting the option to Remove from Box.

Note-If all medications within a box are removed the box prep is removed.

© 2024 TechCare® User Manual - Version 4.5 / Proprietary & Confidential

Drug Refill Queue

The Drug Refill Queue is accessible from the Pharmacy Tab on the main screen of TechCare®.

Pharmacy Drug Refill

Drug Refill Queue

 Users enter a value in Due for Refill to see medications that are authorized for refill, and have at least one refill remaining that is due within the specified number of days. The refill date will be calculated based on the order start date and the number of administered doses (example: a 15 day order with a start date of 1/1/19, a stop date of 1/30/19, one refill, 5 refusals, and 10 administrations will only appear in the refill queue on 1/16/19 if the value in the Days field is set to at least 5 – this is because there would be 5 doses left to administer on the 1/16/19 order). The number of refills remaining will be tracked in the TechCare® database, and will be used to determine when all authorized refills have been sent to the pharmacy.

Drug Refill Value

Checking Check All checks the Refill checkbox on all medications in the queue, indicating that they should be submitted for refill when the Refill button that is located in the lower left-hand corner of the screen is clicked. Individual orders can be selected for refill by checking the corresponding box in the Refill column.

Drug Refill Check All

The quantity remaining for administration on the most recent (i.e., current) refill is displayed in the Quantity Remaining column.

The date that the most recent refill was submitted to the pharmacy is displayed in the Date of Previous Refill column.

The number of refills remaining on each order is listed in the # of Refills Remaining column.

Checking the box/boxes in the Refill column and clicking the Refill button submits the selected order(s) for refill.

Drug Refill Boxes

Refill Button

The Drug Refill dashboard includes a contextual menu (right click) with standard options, including an option to trigger the refill.

Drug Refill Contextual Menu

The Drug Refill dashboard includes standard TechCare® dashboard printing functionality.

Drug Refill Dashboard Printing

Drug Order Entry

A Refill button has also been added to the Drug Order Screen. The button is only active if there are refills remaining on the order. If no refills remain, the button is grayed out.

Drug Order Screen Refill Button

When a user clicks the Refill button, the following message is displayed:

Refill Request Confirmation

If Yes is selected, then the refill order is generated and sent to the pharmacy. If No is selected, then the message box closes, the refill order is not generated, and nothing is communicated to the pharmacy.

Drug Order Refill Message

© 2024 TechCare® User Manual - Version 4.5 / Proprietary & Confidential

Dashboards

T&P Dashboard

© 2024 TechCare® User Manual - Version 4.5 / Proprietary & Confidential

T&P Dashboard

Patients appear on the Treatment and Program Dashboard once their receiving screening is completed. The Treatment & Programming Dashboard provides users with a centralized place to evaluate and score all patients for any substance abuse or sexual offender treatment they might need.

You can access the T&P Dashboard via the Dashboard menu from the Main Screen of TechCare®.

Select the option and the T&P Dashboard appears. You can easily view which forms/assessments need to be completed for a patient via checkboxes located underneath each requirement. A checkmark in the field indicates the form has been completed for a patient.

You can use the Patient Search field to enter a patient’s full name or partial name to narrow your search in the dashboard. You can view patients by the date they were added to the dashboard by selecting one of the options from the dropdown menu to the right of the Patient Search field. The default is to show patients added in The Past 6 Months. Other options include:

  • The Beginning of Time
  • The Past Hour
  • The Past Day
  • The Past Week
  • The Past Month
  • The Past Year
  • Custom

You can also manually enroll a patient in this dashboard in the event you need to enroll a patient independent of the intake process. Click the Admit button to enroll the patient. You can type in part of the patient’s name, then click Find to pull up the patient. Click the Admit button to add the patient to the T&P Dashboard.

You can also narrow your search by changing the Status field of the T&P Dashboard. You can view patients that have a status of Not Complete, Complete, or All. You can also refresh the contents of the page by clicking the Refresh button.


 

The T&P Dashboard includes the following fields:

Booking Number – Displays the patient’s Montana Corrections Offender Management System ID.

Inmate Name – Displays the name of the patient in Last name, First name format.

MORRA Score – The Montana Offender Reentry Risk Assessment Score is calculated and entered into the OMIS and passed through to TechCare®.

TCU Drug Screen – This field displays a checkmark if the TCU Drug Screen form has been completed or scanned in for the patient. Click here to view the form.    

TCU Drug Screen Score – This field indicates the total score calculated from scoring the questions on the TCU Drug Screen form. NOTE: If the TCU Drug Screen form was scanned into the patient’s record, you can manually add the value in this field.

AUDIT – This field displays a checkmark if the Alcohol Screening Questionnaire has been completed or scanned in for the patient. Click here to view the form.    

AUDIT Score – This field indicates the total score calculated from scoring the questions on the Alcohol Screening Questionnaire. NOTE: You can also manually enter the score if the form was scanned into the patient’s record.

Static 99-R – This field displays a checkmark if the Static 99-R form has been scanned into the patient’s record. If the Sexual Offender Flag is not active on the patient’s chart, you will not be able to edit this field. You can attach the T&P Static form, but will not be able to manually enter a score.    

Static 99-R Score – This field indicates the total score calculated from scoring the questions on the Static 99-R form. NOTE: You can manually enter the score if the T&P Static form was scanned into the patient’s record, but only if the Sexual Offender Flag is active on the patient’s chart.

Stable 2007 – This field displays a checkmark if the Stable 2007 form has been scanned into the patient’s record. If the Sexual Offender Flag is not active on the patient’s chart, you will not be able to edit this field. You can attach the T&P Stable form, but will not be able to manually enter a score.    

Stable-2007 Score – This field indicates the total score calculated from scoring the questions on the Stable-2007 form. NOTE: You can also manually enter the score if the T&P Stable form was scanned into the patient’s record, but only if the Sexual Offender Flag is active on the patient’s chart.

SOTIPS – This field indicates the patient is entered into the Sex Offender Treatment Intervention and Progress Scale (SOTIPS) The SOTIPS is a dynamic risk instrument used to assess risk, treatment and supervision needs, and progress among adult sex offenders. NOTE: By adding the Sexual Offender Flag to the patient’s chart, they are automatically entered into SOTIPS.

SOTIPS Score – This field is manually entered once the T&P SOTIPS document-type has been chosen, and the SOTIPS documentation has been uploaded and scanned in. The SOTIPS Score is intended to reflect an individual’s relative treatment and supervision needs on each risk factor. NOTE: If the document-type T&P SOTIPS has not been chosen you will not be able to manually enter a score.

ODARA –This field displays a checkmark if the Ontario Domestic Assault Risk Assessment (ODARA) form has been completed or scanned in for the patient. If the Intimate Partner Violence Flag is not active on the patient’s chart, you will not be able to edit this field.

ODARA Score –This field indicates the total score calculated from scoring the questions on the ODARA form. NOTE: You can also manually enter this score if the form was scanned into the patient’s record, but only if the Intimate Partner Violence Flag is active on the patient’s chart.

Override – The program track assignment always assigns a patient to the highest risk score calculated by the assessment scores. Users have the ability to manually override this assignment by completing the Override form for the patient. When you have completed an Override form for the patient, the system displays a checkmark in this field.

ICPM/WOCP Consent –This field displays a checkmark if the ICPM/WOCP Consent form has been completed for the patient. The ICPM/WOCP Consent form outlines the expectations of the patient in their program track and allows them to agree or decline to participate in the recommended programming. They can also choose to participate in the Indigenous Track instead.

Program Track – Once all of the assessments are completed for a patient, the system assesses their scores and determines the correctional program track they need for treatment. This field can only be manually overridden if you complete an Override form in TechCare®. Options in the Program Track field include:

  • No Programming – This is the default value until the assessment forms are completed for the patient. Based on the various scores, if the patient scores low, they will not be assigned to a programming track.
  • ICPM Sex Offender Mod – Patient is an appropriate candidate for participation in a moderate intensity correctional program for Sex Offenders. Based on the various assessment scores, if the patient scores moderate (SOTIPS 11-20), the system assigns them to this programming track.
  • ICPM Sex Offender High – Patient is an appropriate candidate for participation in a high intensity correctional program for Sex Offenders. Based on the various assessment scores, if the patient scores high (SOTIPS 21-48), the system assigns them to this programming track.
  • ICPM Mod Multi-Target – Patient is an appropriate candidate for participation in a moderate multi-targeted intensity correctional program. Based on the MORRA score, if the patient scores moderate, the system assigns them to this programming track. These scores vary based on gender.
  • ICPM High Multi-Target – Patient is an appropriate candidate for participation in a high multi-targeted intensity correctional program. Based on the MORRA score, if the patient scores high, the system assigns them to this programming track. These scores vary based on gender.

Treatment Recommendation – This field displays a check mark once you complete the Treatment Recommendation form for the patient. Once this form is completed, the patient will be enrolled in the appropriate treatment list while they await treatment.


T&P Menu options

When you right-click on a patient on the dashboard, a list of options displays:

Print – Select this option if you want to print a list of patients on the T&P Dashboard. You can filter your list and print.

Export – Select this option to export the list of patients on the T&P Dashboard to an Excel file. You can filter your list and export.

Complete – This option displays a list of forms that you can complete for the patient. If you have already completed a particular form for the patient, the system displays a checkmark in the appropriate field on the dashboard. Form options available are:

  • TCU Drug Screen 5
  • Audit-Alcohol Screening Questionnaire
  • ODARA
  • Override
  • ICPM/WOCP Consent
  • Treatment Recommendation Letter

Attach Scanned Document – Select this option if you need to attach any scanned documents to the patient’s record in TechCare®. Once you have selected the file to attach, click Open. The Add Document screen opens, alerting you that you are attaching the file to the patient. Select the type of document from the dropdown list in the What type of document is this? field. For this dashboard, this would be any of the T&P Forms you need for assessing the patient. Enter any additional information and click Complete to import the document to the patient’s chart.

View – Select this option to view a list of the forms/actions that have been completed for the patient. The SUD Document Viewer window appears and displays the list. You can double-click on any of the forms to review or print the completed form for the patient.

Programming Hold – You have the option to place a patient on hold for programming if they are not willing or ready to agree to treatment, or for any other reason (isolation, disruptive to group, etc.) This option moves the patient out of the T&P Dashboard and into the Group Management/Programming queue. Patients remain on hold until you determine an alternate form of treatment for them.

Assigned to Adapted – Adds a flag to the patient’s chart to show they are in Adapted Programming. There are specialized filters in the treatment lists that allow users to filter on patients in Adapted Programming.

Remove from Queue – Removes the patient you selected from the queue. You must enter a Quick Note or a SOAP Note detailing why you are removing the patient from the Queue. The system automatically populates the Note Type as Remove from Queue. Click the Add Note button and the system removes the patient from the queue. To see the patient’s that have been removed, change the Status filter to Complete.

© 2024 TechCare® User Manual - Version 4.5 / Proprietary & Confidential

Programming

You can view all patients who are waiting for entry into specific treatment services related to their T&P assessments. From the Main Screen, select the Group Management menu option, then select Programming.

The system displays the Programming screen, where you can filter by Programming Type. You can order your list by Priority, Housing, and whether a patient has the Indigenous or Adapted Programming flags set on their chart.

Options in the Program Type field include:

  • ICPM Multi-Target High – Patient is an appropriate candidate for participation in a high multi-targeted intensity correctional program.
  • ICPM Multi-Target Moderate – Patient is an appropriate candidate for participation in a moderate multi-targeted intensity correctional program.
  • ICPM Multi-Target Primer – Patient is initially placed in a primer readiness program before moving into the appropriate multi-targeted intensity correctional program.
  • ICPM Sex Offender High – Patient is an appropriate candidate for participation in a high intensity correctional program for sex offenders.
  • ICPM Sex Offender Moderate – Patient is an appropriate candidate for participation in a moderate intensity correctional program for sex offenders.
  • ICPM Sex Offender Primer – Patient is initially placed in a primer readiness program before moving into the appropriate sex offender main program.
  • Programming Hold – Selecting this option displays patients that were placed on programming hold.
  • Override Review – Selecting this option displays patients for whom an Override Form was completed from the T&P Dashboard.
  • Victim Impact Panel – Selecting this option displays a list of patients who have been assigned to the Victim Impact Panel program.

 Order by: – Use the dropdown menu to sort your list of patients by Housing, LOS, Last Visit, or Priority.

Active – Select this checkbox if you want to filter the list to show only Active patients.

Indigenous – Select this checkbox if you want to sort the list of patients who have an active indigenous flag in their chart.

Adapted – Select this checkbox if you want to sort the list of patients who have an active adapted programming flag in their chart.

You can also add a patient to Programming by clicking the Add Patient button. You can select the Check All checkbox to select all patients in the list and Print detailed information or Print for Officer by to generate a listing with only pertinent information for the Security/Custody Officer (name, booking number, housing location, scheduled date and time).


The Programming screen also includes the following fields:

Patient Name – This field displays the name of the patient in Last name, First name format, along with their booking number.

Custody Status – This field displays the custody status of the patient, which is passed from the OMIS to TechCare®. The system displays whether or not the patient is Active or Not Active.

Housing – This field displays where the patient is housed in the institution.    

Priority – You can change this field to indicate if the patient has a Priority 1 status (have a hearing eligibility or hearing date that is known, or if they are less than 365 days away from their release date as listed in the OMIS system). Select Priority 2 if the patient has the Court Ordered flag active in their chart, and their discharge date is within one year. Select Priority 3 if the patient was Court Ordered and before they were eligible for parole. Select Priority 4 if the patient’s parole has been denied, they are ineligible for parole, have not yet seen the board, or if it has been waived or continued. Select Priority 5 if the patient will receive parole upon completion of PRC or other community placement.

Priority Date – If the Hearing Eligibility Date or the Hearing Date is entered in OMIS for the patient, the system displays Priority, HE (Hearing Eligibility), HD (Hearing Date), or DC (OMIS Release Date) and the date.    

LOS – This field displays the length of stay, or number of days that the patient has been in any program. This counter starts at 0 and counts up.

Action options – These options work similarly across all of the Programming Type screens. You have the ability to view all completed progress notes and forms for the patient by clicking the View button. Double click on any form to view it.

You can add an individual note to a patient’s chart by clicking the Add Note button. You can enter a Quick Note or a SOAP Note. You can also click the Discharge checkbox to quickly discharge them from Programming. From here, the system displays the ICPM Program Notice form and you can select the appropriate treatment for the patient.  The patient will be removed from Programming into the specified programming treatment track.

You can also enter a comment in the Comment(s) field and click the Save button that appears over the Print checkbox. This informational-only comment will be visible until the patient is discharged from the Programming queue.

Click the Discharge button to complete the ICPM Program Notice form for the patient. The patient will then be moved into the appropriate programming treatment track. You can also select the Print checkbox and click the Print button at the top of the page to print the Programming Hold information for the patient.

© 2024 TechCare® User Manual - Version 4.5 / Proprietary & Confidential

Override and Override Review

On the T&P Dashboard, the Case Manager can complete the Override form to manually override the programming track assignment for a patient. TechCare® calculates the risk scores of the various assessments and assigns a patient to the programming track based on the highest risk score. The patient then moves from the T&P Dashboard into Programming.

You can see all of the patients for whom an Override form was completed when you select the Override Review Programming Type from Group Management > Programming screen.

Override forms are reviewed and approved or denied by the Health Services Bureau Chief. To view all completed progress notes and forms for the patient, click the View button. Double click on any form to view it. You can view the Override form completed by the Case Manager with their recommendation for treatment for the patient.

 

Once you are ready to approve or reject the suggested programming track assignment, click the Discharge button to add your comments to the form and approve or deny the request. Once you click the Complete button, the system moves the patient to the appropriate Programming Type group.

© 2024 TechCare® User Manual - Version 4.5 / Proprietary & Confidential

Group Notes

You can utilize the Group Notes option in TechCare® to document one general note about all patients who participate in a group session and efficiently apply that note to multiple patients. You can also add individual notes for each patient if you need more specific documentation for a patient. From the Main Screen, select the Group Management menu option, then select Group Notes.

The system displays the Group Notes screen. You can order your list by Past Due and Housing. You can click the Check All checkbox to select all patients in the list and Print detailed information or Print for Officer by to generate a listing with only pertinent information for the Security/Custody Officer (name, booking number, housing location, scheduled date and time).

You can filter the group type by selecting an option from the Type dropdown menu. There are many treatment types available in the dropdown. Select the group type for which you want to enter notes. The system displays patients that are in the group below.

You can add a patient into the group by clicking the Add Patient button. You can search for a specific patient and then click Admit to add the patient to the group.


If you want to document on an entire group of patients in the group, click the Group Documentation button. The system displays the Group Notes window, where you can enter the date of the group encounter, the Practitioner conducting the session, a specialized Group Name, and any informative notes about the session.

Enter the notes, then click Add Note to add the information to the patient charts. If a patient is absent from group and you do not want to attach the note to their chart, you can deselect the Attendance checkbox next to their name before you click the Add Note button, as shown below.


The Group Notes screen also includes the following fields:

Patient Name – Displays the name of the patient in Last name, First name format, along with their booking number.

Custody Status – This field displays the custody status of the patient, which is passed from the OMIS to TechCare®. The system displays whether or not the patient is Active or Not Active.

Housing – This field displays where the patient is housed in the institution.    

Frequency – You can change enter a value in this field to indicate the frequency of the group by entering a numerical value in the field (for minutes, hours, days, weeks, and months) and selecting the appropriate option from the Frequency dropdown list. If you enter a specific schedule (such as M/W/F, M/T/W/TH/F, M/TH, T/TH, T/F, or T/TH/S), the field is not editable.

Last Visit – This field displays the date and time of the last group treatment session.

Next Visit – This field displays the date and time of the next group treatment session. Defaults to N/A.

LOS – This field displays the length of stay, or number of days that the patient has been in any program. This counter starts at 0 and counts up.

Action options – You can also view the progress and admission notes for the patient by clicking the View button. You can select the Print checkbox and click the Print button at the top of the page to print the Programming Hold information for the patient. You can also enter a comment in the Comment(s) field and save it by clicking the Save button.


You can also make notes on any individual patient by clicking Add Note. Some typical reasons why you might want to make an individual note include a [patient’s absence, any noteworthy information about the patient that the clinician wishes to document, general information about the patient during the session (including appearance, behavior, or mood), and many other patient specific items.

If you need to remove a patient from a Group for any reason, or if a patient has successfully completed the course or class, click the Discharge button to enter a discharge note in order to properly dismiss the patient from the treatment program. Once you enter the information and click Add Note, the patient is removed from the Group Notes screen.

You can view all of the history, including all of the notes and treatment assignments, in the History window on the Main Screen.

 

© 2024 TechCare® User Manual - Version 4.5 / Proprietary & Confidential

Floor Stock Order Queue

The Floor Stock Order tab is located in the Pharmacy Queue dashboard.

Pharmacy Queue FSO

Selecting Show will update the top list to display Stock Medications filtered by Facility. The user can also use the Search bar to filter by Drug Name. Whether using Search, Facility, or Both, select “Show” to update results.

FSO Fliter and Search

The Facility filter allows selection of each facility.

Note – Orders will be placed by facility.

All medications that are in the Stock drug category are displayed in this panel. The information displayed in this mockup will be displayed for all stock medications. The Order Quantity, Packaging Type and Container Size columns will display the corresponding values from the most recent stock order for each medication.

Stock Medications

By right-clicking on a medication in the top panel, users can open a contextual menu with the following options: Print, Export, and Add to Order. Selecting Add to Order will copy the item to the bottom panel, which acts as a shopping cart.

FSO Add to Order

Users can modify the quantity for each medication in the shopping cart by double-clicking on the medication’s Order Quantity field and updating it before placing the order.

The Packaging Type field will contain the corresponding value from the most recent stock order for each medication. Users can enter the desired packaging type in this field by double-clicking on it. This field will be used to specify card, small bottle, etc.

The Container Size field will contain the corresponding value from the most recent stock order for each medication. Users can enter the desired container type in this field by double-clicking on it. This field will be used to specify the container size for creams, etc. (ex. 2.5 oz. tube).

FSO Container Size Field

By right-clicking on a medication in the shopping cart, users can open a contextual menu with the following options. Print, Export, and Remove from Order. Selecting Remove from Order will remove the order from the shopping cart. This indicates that a card is in the preferred packaging.

FSO Remove Order

The Generate button will submit an order for all of the medications in the cart, display a confirmation message, and clear the cart’s contents.

FSO Generate Button

FSO Order Generated Confirmation

© 2024 TechCare® User Manual - Version 4.5 / Proprietary & Confidential

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