CATT Software Tips

Up to Date Information

CATT Tips has been a great resource for our customers. We have decided to discontinue it in lieu of other avenues on the horizon. The first of those avenues is a newsletter. This past year we started sharing information such as conferences, new features of our software, new products and behavioral health news via our quarterly newsletter. Look for it the first Tuesday of the second month (February, June, September and November), of each quarter. Sign up to receive the most up to date information as new features surface: Contact ProComp Software

Query Functionality

To meet your agency’s unique reporting needs Catt has been equipped with three distinct avenues for data collection. First, Catt has Advanced Query by form functionality on all of its major screens. Second, the Master Query list found on the Utility Menu is a repository for custom queries and Raw Table views. Lastly, there are the data manipulation tools innate to MS Access.

We’ll review each of these avenues in turn. We hope that this Catt Tips will enhance your understanding of what information is held within Catt, how to access that information and how to maximize the information’s efficacy.

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Point of Service Transactions

This edition of Catt Tips will cover the Point-of-Service Transaction (POS Trans) system. This system was designed to allow front office staff take a payment from a client, give the client a printed receipt, and at the same time enter in a temporary receipt line for the AR Staff to post to the service. The goal of this system in CATT is to eliminate paper logs or Excel sheets that front office staff keep of client receipts and make posting of client receipts easier for the AR staff.

Using the Scheduler to Post a Receipt

A front office staff would start to use this by highlighting an existing appointment and clicking the CoPay button on the left‐hand side of the screen.

AR – Using the POS Transaction Screen

Once the co‐pay has been taken by the front office staff and posted, it will appear in the POS Trans Utility screen. This screen can be found on the Transaction Menu by clicking POSTrans.

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Security Updates: CATT Moves to Access 2013

CATT Tips returns with some important information for the New Year. As of April 8th,2014 Microsoft will end the extended support of both Windows XP and Office2003. At this time, security updates will cease and these systems will not passMeaningful Use Measures for protection of patient information. Anyone using these systems after April 8th, 2014 and have already attested forMeaningful Use will run the risk of returning any Meaningful Use incentive, money or could even face action from the government under the False Claims Act.

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Episode Descriptors and Descriptor Modifiers

This month’s CATT Tips will cover Episode descriptors and Episode descriptor modifiers This installation also includes instructions on how to add this content for administrators. Episode Descriptors allow your agency to not only formulate content into simple lists, but also allows the service providers to use these lists to complete their progress notes quickly keeping the notes individualized and saving the provider valuable time. Episode descriptor modifiers allow staff to copy in goal, objectives and interventions from completed treatment plans for native episode logs. The tools that are covered here mainly revolve around our native (memo style) episode log format.

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Census in CATT

One of the key purposes of the CATT Tips newsletter is to educate users on features and functionality within CATT they may not be familiar with. Case in point, CATT’s Census. We are regularly surprised by the number of users that are unaware this feature exists. So, this month we will take a brief look at Census.

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HIPAA/Omnibus Rule

As you are all likely aware, the final HIPAA/Hi-Tech Omnibus rule takes effect on September 23rd of this year which is only a matter of days away. In April we released our inaugural edition of CATT Tips with a host of topics on this subject. This article is still available on our website for any who may be interested. There are a number of areas that these rules and regulations touch on – many of which are easily controlled via technology, policy and/or procedure. However, there is one core area that while easy to address is not quite as simple to enforce: That being the unauthorized or unintentional release of PHI (Protected Heath Information) via email.

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Clinical Content Tool

For August, the Catt Tips will explore the Clinical ContentTool. The Clinical Content Tool (CCT) givesClinicians the ability to access data from the client’s chart and use it in the formulation of Episode Logs and various Chart Elements such as Assessments andDischarge Summaries. For illustration purposes assume that the client has concluded the intake process. An Assessment has been made and a TreatmentPlan has been formulated and agreed upon by all concerned bodies.

Using the Clinical Content Tool

As you complete the client’s note you can click any of the ‘Content’ buttons found on nearly all of Catt’s Electronic Episode Log and Chart Element formats. The button, such as the one below, will allow you to pull valuable clinical information into the body of the Log (or Chart Element) without ever having to leave the open form.

Configuring the Agency Defined Treatment Domains

When an Ohio Outcomes Scale or Treatment Plan is completed, it is automatically available for use through the Clinical Content Tool (CCT). On the other hand, Treatment Domains must be configured by the agency’s clinical staff. The Treatment Domain within Catt is considered to be a generalized set of guidelines that have been structured roughly the same as Treatment Plans.

Very important Note: In order to truly save all of your work – you must publish Config. It is highly recommended that directly after you close the Content Entry form, you click the Publish button found at the bottom of the Config menu. You will be prompted to Publish when you exit Config. You should take advantage of the opportunity and publish again. There are no ill effects for publish Config more than once.

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User Console

July's CATT Tips revolve around the Desktop tab of the User Console.

CATT User Console

This tab can be less well known by users but holds many useful functions. The Desktop tab contains user tools such as buttons to retrieve menus, save menus and menu positions, a user's master schedule template and data linking functions.

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End of Year Tips (Fee Tables, Staff and Program Productivity) 

For June, the Catt Tips will address a couple key processes for the closing the old Fiscal Year and Accounting Period along with the configuration for Staff/Program Expectations for the upcoming Fiscal Year.

Fee tables

The first section contains the necessary steps for updating the Fee tables. Since Fee tables are date driven, this work can be completed ahead of time and vetted for accuracy before they take effect in your system.

The second section concerns Fiscal Year and Accounting Periods. Turning of the Fiscal Year and Accounting Period must be completed after all of the entries for the old Period/Fiscal Year are complete and before any entries for the new Period/Fiscal Year are made. This work must be completed in coordination with the AR department. Entries for the new Period/Fiscal year should follow the turning of the Period/Fiscal Year. All AR staff should log out and back into Catt before making any entries forth new Period/Fiscal Year.

Staff and Program Expectations

The third Section covers both Staff and Program Expectations. Like the first Section which covered the Fee table Updates, Expectations are date driven, so this work can be completed ahead of the actual change in Fiscal Year.

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MITS Files

Reading responses from the ODJFS Production website:

MITS has been in effect for several months now but do you know what to expect when submitting a file via the ODJFS. Production website? The following article will briefly cover what you should see and some of the more common actions you can take on a submitted file.

Reading your TRACE (.TRC) file

If a MITS file was submitted and then rejected due to structural errors, a trace file (.TRC) will appear on the ODJFS website for review/retrieval detailing what errors were found that caused the file’s rejection. This article will briefly cover the trace file to familiarize users in how to read and possibly correct these errors.

Correcting errors in a rejected MITS file

This article will expand on that information in an attempt to help better understand the information provided on the trace file. As mentioned in the article “Reading your trace file”, the freeware program TextPad makes this task a little easier.

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Inaugural Issue

Welcome to the inaugural issue of CATT Tips. CATT Tips is a new newsletter designed for all CATT users to pass along tips, answer FAQs, and introduce users to features both new and old. We encourage you to send these tips to as many CATT users as possible within your organization.

In this first issue we will be covering some fairly advanced topics concerning security that will not be typical of issues to come. However, with the upcoming HIPAA changes set to go into effect this September it seemed both timely and like a good vehicle to pass along pertinent information. Enjoy!

Login Security Level

With the recent highlights on security features, one feature that does not get noticed often is contained in the CATT Login. The Login application has the ability to set the password security level to medium or high. By default, the system is set to the medium security level.

Automatic Logout

Did you know that beginning in September of this year, HIPAA's fines will increase to their maximum level and its requirements for reporting will be law? You have been working toward this goal for some time. You know the importance of safeguarding sensitive client information. CATT has tools to help you comply with HIPAA's mandates. I'm sure you are already aware of some of these tools, such as the Program Driven Desk top. If your agency is using this feature and it is configured correctly, only staff with a need to know will have access to client records.

Drive encryption for sensitive data

With the increased security requirements for HIPAA, encryption has become a very hot topic for an agency's data. Particularly for individuals who use laptops or similar devices "in the field" where there is a risk of loss or theft.

There are several methods for securing those devices such as Windows BitLocker, TrueCrpyt or even Self - Encrypting Drives (SEDs).

Securing Your SQL Data Through Encryption

Encryption is one of the most established security solutions. Encryption is the process of obscuring data by the use of a key or password. The data is then useless without a corresponding decryption key or password. This means that even if the data fell into the wrong hands it would be unreadable. One solution to the dilemma of key distribution is to use digital certificates. A certificate is a digitally signed piece of software that associates a public key with the identity of the private key owner, assuring its authenticity.

With everything going on throughout the behavioral health industry it’s easy to feel overwhelmed by all of the various regulations that take affect throughout the course of each year. Where data security is not a new one, it is certainly an (increasingly) important one.

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