Encompass Time Savers

Q: Is there anyway to bypass navigating back to Home for the same client in order to look up different information?
A: Use the Consumer Chart to look up different pieces of information for the same client all in one page.

Q: Can I open more than one Encompass screen at a time?
A: Yes, you can have multiple Internet Explorer windows open simultaneously; click the Encompass Internet Explorer icon and use one Encompass window for data entry and the other open Encompass window for view only.

Q. It's time consuming and a hassle to open and close pages to get to additional information I need to fill out a form. Is there an easier way to get information without going back and forth to my original form?
A: Yes, this can be done by having multiple Internet Explorer windows open simultaneously, as mentioned above. Click on the Internet Explorer icon twice to get two windows. Log into Encompass in both windows and use one window for data entry and the other window only to view other forms to get information.

Q: Do I have to enter the entire date in long form in Date fields like 01/07/2007?
A: No, you can enter 010706 and hit tab.

Encompass Problems

Q: Why does Encompass log me off after one hour?
A: To ensure that privacy of client data is maintained, Encompass will automatically end a session after 60 minutes of inactivity. As long as you are actively using the system (clicking links or buttons) you will not be "timed out" and will remain logged in.

Q: Why doesn't the enter key work to sign a form?
A: At this time we're unable to program a form in a way that pressing the "Enter" key on your keyboard would always result in the same action--as if you clicked the "Sign" button.  Another option beside clicking on the "Sign" button is to use the Tab key to select the button or link, then press Enter.

Q: Do you sit in with a colleague on client sessions in which both you and your colleague document the contact in Encompass? 
A: If so, either you or your colleague should mark the contact as “Face to Face—but I was not the primary staff person providing the service.” This option is available in the "Contact Type" field on the Progress Note. Some situations where it applies: a case manager sits in on a physician’s assessment or med review session, a secondary group facilitator is entering a group note in addition to the primary facilitator, or there is a transfer from one CSM to another when both meet with the client.

Q: How can I prevent outdated Outcomes from showing on Progress Notes?
A: Two ways: 1) Mark them as complete/discontinued when entering an Annual Review, and 2) In the Progress Note, check both boxes on either side of the Outcome. Check to include outcome, and check if outcome has been completed. In either case, note (in either the review or the Progress Note) that the old Outcomes being discontinued are replaced by the current PCP Outcomes.

Q: Why do I have to enter PCP Progress Reviews, why not just a Progress Note?
A: Accrediting and auditing agencies require us to show in the PCP section what progress the consumer is making toward their outcomes. A PCP Periodic Review should be entered anytime there is a significant event in the consumer's life or when services increase or decrease. Some agencies have a policy stating that at minimum, the PCP Periodic Review must be done during the first six months of treatment is there are no changes to the treatment plan. For the single service plan, there's no requirement to do a PCP Periodic Review. See your agency's policy regarding PCP Periodic Reviews if you don't already know what it requires.

Q. Why do I have to enter PCP Annual Review AND Annual Assessment?
A: The Department of Community Healthy (DCH) and the Joint Commission on Accreditation Health Care Organization (JACHO) require a consumer's needs be assessed annually to prepare for the next PCP. Annual Assessments review all areas of a consumer's life to identify changes and determine if any of the changes might impact treatment interventions. PCP Annual Reviews go over what worked and didn't work in a consumer's current intervention. PCP Annual Reviews provides the opportunity to discard outcomes no longer being worked on and to the put outcomes you want to keep or change in a new plan.

Q. I entered a PCP Annual Assessment, then used the Start Planning link to begin the next PCP. Later I found two new PCP pages. Why did Encompass create an extra new PCP?
A: The Start Planning link should only be used for a new consumer who has no previous PCP's in Encompass. A new PCP is automatically created when your supervisor signs the PCP Annual Review.

Q. Why do supervisors have to sign PCP Periodic and PCP Annual Reviews?
A: As per policy, all PCPs and clinical documents related to the plan are required to be reviewed and signed by supervisors to assure the plan meets the consumer's needs, all services are medically necessary, and all services are within the scope of services required by the Community Mental Health (CMH).

Q. How do I mark PCP outcomes as no longer applicable?
A: In the PCP List, click on the Change link that corresponds to the PCP outcome that is no longer applicable. Then click on the box labeled "Check here if this outcome is no longer applicable" and save the change. Outcomes can also be marked as no longer applicable in a Progress Note. In the Progress Notes screen click on the Change link that corresponds to the PCP outcome that is no longer applicable. Then click the box to the right of each outcome that no longer applies and save the change.

Q. Why can't I make simple changes to signed documents without going through all the steps of the amendment process?
A: If a signed document needs to be changed it needs to be clear who made the changes, when the changes were made, and why they were made. Knowing this information is important to make sure the data in the system is reliable and the changes were made for a sound reason. Also, any changes made to Service Activities Logs need to be approved by WCHO staff to ensure that accurate encounter data is sent to the state.

Q: I have problems with the spell check in Encompass. If I go into the document and correct a mistake then the spell check closes and I can’t get it to work on the remaining part of the document. What is the problem?
A: When using Spell Check, be sure to correct words by selecting a word in the “Suggestions” box OR typing the word in the “Replace With” box and clicking “Replace Word”. If you click into a field in Encompass (e.g., the narrative field on the Progress Note) and try to correct a word without first closing the spell check window, you might get kicked out of Encompass.

Q: Where do I find who the current CSM is when looking for CSM on Encompass? 
A: From the Consumer Chart, click CMHSP Admissions and Discharges to view the most recent Admission or Transfer record. Look for the Case Manager field toward the bottom (as well as assigned Physician, Nurse, Team and Psychologist).