Transcript Co-Occurring Disorders Best Practices and Adolescent

Excel Registry Tool
®
Diane Powers
Manager, AIMS Center
University of Washington
Psychiatry & Behavioral Sciences
http://uwaims.org
Why Track Outcomes
Facilitate treatment planning and adjustment
(know when it’s time to change)
– Avoid Patients staying on ineffective
treatments for too long
Know when to get consultation / help
– Example: Blood Pressure
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Remember: Most Patients Will Need
Treatment Adjustments
Only 30 – 50% of patients will have a
complete response to initial treatment
Remaining 50 – 70% will require at least one
change in treatment to get better
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Tracking Systems
Tracking is an essential function of all
effective integrated care programs
– Can be accomplished in many different ways
– Find the best option for your setting
• How many users?
• How many sites?
• How many patients?
• Existing registry and/or EMR systems
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How Can a Registry Help?
Keep track of all clients so no one “falls
through the cracks”
Identify who needs additional attention
– Clients who are not following up
– Clients who are not improving
Facilitate communication, consultation, and
care coordination
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Using the
®
Excel
Registry
2 versions of Excel file
- Blank
- Example
Instructions (Word file)
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Blank Version
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Example Version
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Instructions
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Using the
®
Excel
Registry
Spreadsheet defaults
-
75 patients total
6 rows per patient
PHQ-9 only
Reminder tickler based on date of first contact
Tickler messages can be customized / added
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Using the
®
Excel
Registry
Customize it to suit your needs
-
More patients
More rows per patient
More measures
Change timing of contact reminders
Add reminders to tickler
Create linked aggregate report to see snapshot of
entire caseload
- Add brief note/summary area for each patient
and/or each contact
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Using the
®
Excel
Registry
Enter information into the white cells ONLY
- VERY IMPORTANT
- Colored cells already have information in
them (or will display after information entered
into white cell); typing into these cells will
remove formulas that help the spreadsheet
function correctly
- Shaded cells neither display information or
have information entered into them
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First Visit
Enter Name, ID, Phone Number
Enter Start Date
– Date for follow-up will automatically populate
Enter baseline PHQ-9 Score
– Percent change in depression symptoms from
baseline will automatically calculate
– If no depression score is entered at a follow-up visit, the
percent change will be reflected as -100%
– As depression scores are entered at follow-up visits, you
will automatically see the reduction in depression
symptoms from baseline, or from the first visit
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First Visit
Enter Medications (if any)
Enter description of Treatment Plan
– Summarize briefly
Enter Referrals (if any)
Enter Process information (if using)
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Follow-up Visits
Enter Contact Date
Enter PHQ-9 Score
– Change from baseline will calculate
Enter Medications (if any)
Enter brief description of Treatment Plan
Enter Referrals (if any)
Enter Process information (if using)
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Tickler
To View Only Records with “Prepare to Contact” or “Past
Due”
– Click on the little arrow in cell B1 (labeled “Tickler”)
– By default, all possible data entries in column B are
checked, meaning they are all displayed
• NOTE: Until the action of Prepare to Contact or Past Due is
triggered by dates of contact entered, they will not be displayed
or show up as options in the Tickler pull-down menu
– Un-check the box next to “(Select All)”
• This will de-select all data
– Check the box next to the data you want to see
• e.g., “Past Due” will display all patients with an Action tickler of
Past Due
– To return to the default option of viewing all data, check
the box next to “(Select All)”
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Turning Off the Tickler
If a Follow-Up is Not Needed
– Go to the “Contact Date” (Column I) for that
Patient
– Type “Not Needed” into the field, or any other
note that you might find helpful to indicate that no
contact is needed
• This will automatically turn off the Action tickler; in other
words, “Prepare to Contact” or “Past Due” will not
appear
– It is important that you do not type over the
formulas in the columns for “Date Follow-up Due”
and “Action”
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Important Note
Columns F and I (“.”) in each of the white
cells before data are entered
– If you want to delete information you have
previously entered into one of these cells, it is
important to replace the period (“.”)
– If you do not replace the period (“.”) in these
cells the formulas will not function properly
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Printing
Defaults
- All columns
- Landscape view
- First 2 patients
Customize
- Select print area, paper size, etc.
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