We have worked for a year in partnership with Administrative Solutions of Carlisle, Ohio (www.adminsolutionsinc.com) to develop a comprehensive data management system to facilitate our staff’s record keeping, goal planning and resource development, while integrating billing and outcome functions.
The answer is ClientTrax and it is now being implemented throughout our 13 County Offices. The software has been developed to be congruent with the needs and requirements of our County Agency partners. We envision ClientTrax being the cornerstone of our commitment to quality service and transparency. It was designed to ease the management and documentation strains of our fast growing system of care.
We are planning to allow CYS caseworkers and probation officers to have password protected access to their cases in order to have real-time information. We believe this will facilitate their involvement and participation in cases and focus our efforts and improve our results.
ClientTrax Data Management System:
- Demographics: language, culture, contact info
Treatment Plan goals: status of completion for goals - Placements: past, current data, location, reasons, length of stay
- Services: type, dates, contact, hours
- Incidents: real time incidents such as drug testing, hospitalization, violence, arrests, etc.
- Progress Notes: dates, contact type, attendees, tx plan goal notes,
- Incidents & safety assessments for CYS & JPO
- Authorization alerts: assisting to ensure service approval
- Reports: Court Reports, Monthly/quarterly, discharge reports
- Outcomes & Output Reports:
- Goal status upon goal closure
- Incidents
- Placements: reasons and status
- Outcome summaries by program and location
* Billing; hours and/or days of service will be automatically recorded (along with travel time or other billable activities) and integrate with our invoice preparation.
We are grateful to the good folks at Admin Solutions who have embraced the challenge of developing a state-of-the-art Data Management System for us. They have extensive history working with Residential Child Treatment Providers, but we represented their first foray into community and family-based services. Our thanks to their senior staff Paul Hanrahan and Dan Anderson and their team for devoted service and outstanding results!