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Division of Behavioral Health - Bureau of Substance AbuseIOWA SERVICE MANAGEMENT AND REPORTING TOOLI-SMARTData EntryUser GuideMay 2015Lucas State Office Building, 321 E. 12th Street, Des Moines, IA 50319-0075 515-281-4417 www.idph.state.ia.us
OverviewI-SMART is an Internet-based client management system that allows the State of Iowa and its licensedsubstance abuse treatment providers to administer, manage and provide cost efficient and qualitysubstance abuse assessment and treatment services. Implementation of the I-SMART System is a keyproduct in meeting the federal government requirements for National Outcome Monitoring System(NOMS).I-SMART reporting cycle: I-SMART is a dynamic web-based tool. Data entered into the systempopulates the database as soon as it is saved.Data due date: All fields in each I-SMART client file should be up-to-date on or before the Sundaybefore the second Monday of each month. This allows IDPH and our managed care partner toaccurately generate reports within any 31 day period.Data Validation: Each month IDPH runs Quality Assurance (QA) reports on the state required dataelements. Agencies with identified QA concerns will receive an email with an attachment containingthe identified concerns. Corrections are expected to be made by the Sunday before the secondMonday of the next month.I-SMART Data Entry User Guide Setup: The user guide Table of Contents is set up in alphabetical order.This guide will take you through the yellow screens that are required to be completed. For additionalinformation about fields that are not required (not yellow), please contact the ISMART Help Desk at 1866-339-7913.2
TABLE OF CONTENTS# of Arrests in Past 30 Days . 6# of Arrests in Past 12 Months . 6# of Arrests since admission due to . 6# of Children Spent Last 6 Mo. Living w/Client . 6# of days of work/school missed in last 6 months due to SA problems. 6# of Missed Work/School Days Since Admission to TX Due to SA Related Problems . 6# of Months Employed Since Admission to TX . 6# of Months Since Last Discharge . 6# of Non-TX SA related hospitalizations in past 6 months . 6# of Prior SA TX Admissions in the last 10 years . 6# of Sessions . 6Actual Environment . 6Address . 7Admission Date . 7Admission Type . 7Admission Staff . 7Ancillary Services . 7As a Result of Evaluation, Was Psychiatric Problem Determined. 7At what age did the client FIRST use the substances . 7Case # . 8Case Status . 8Children Living With Someone Else Because of Protection Order . 8Client Name . 8Client List. 8Client’s Monthly Gross Income . 8Client Search . 8Clinical Override . 8County of Residence . 9Covers Substance Abuse . 9Crisis Intervention . 9Crisis Intervention Date . 9Date of Birth . 9Date of First Contact . 9Date of Last Contact . 9Days Waiting . 9Did IDPH Pay For Any Portion of Tx . 93
Did Medicaid Pay For Any Portion of Tx . 9Discharge . 9Discharge Staff . 9Does Client Currently Use Tobacco. 9Drug or alcohol-related crime in the last 12 months . 10Duration . 10Employment Status . 10Encounter . 10Encounter End Date. 10Encounter Start Date . 10Encounter Type . 10Episode . 10Ethnicity . 10Event Type . 11Expected payment source . 11Facility Name . 11Follow-Up Module . 11Frequency (medication) . 11Gender . 12If yes to cigarettes . 12In client's opinion, how beneficial was our counseling . 12Initial Contact . 12Insurance Type . 12Intake Date . 12Intake Facility . 12Intake Staff . 12Last SA Environment in Last 10 Years . 12Living Arrangement: . 13Marital Status . 13Medications . 13Mental Health Problem . 13Methadone Maintenance Planned . 13Months Employed in Last 6 Months. 13Months Employed Since Your Admission to Treatment . 13Months Employed Since Your Discharge from Treatment . 13Non-drug or alcohol-related crime while under the influence in the last 12 months . 14Non-drug or alcohol-related crime while not under the influence in the last 12 months. 144
Number of Children Under 17 Living/Not Living w/Client . 14Number of days Attended AA/NA Meetings in last 30 days. 14Occupation . 14Other addictions . 14Other Income Sources . 14Other Payment Sources . 14OWI in the last 12 months . 14Past IV Drug Use . 15Phone Number . 15Placement Screening Date . 15Pregnant . 15Presenting problem (in client’s own words) . 15Primary Income Source . 15Primary Payment Source . 15Program Enrollment End Date . 15Program Enrollment Start Date . 15Program Name . 16Race . 16Reason for Discharge . 16Recommended Environment . 16Rendering Staff . 16Screening/Admission for Concerned Person . 16Service . 16Service Location. 16Social Security # . 17Source of Referral . 17Special Initiative . 17Start New Episode . 17Substance Abuse Medication . 17Substances Used . 18Times Hospitalized Since Admission to TX Due to SA Related Problems . 18Treated Here For . 18Veteran Status . 18Was Concerned Person Involved. 19Was Methadone Maintenance Part of TX . 19Was the Substance Prescribed to the Client . 19Years of education . 195
Required Data Element DefinitionsCrisis, Placement Screening, Admission, Discharge and Follow-up Modules# of Arrests in Past 30 Days: Enter the number of arrests in the 30 days preceding the date ofadmission/discharge to/from treatment. Count all arrests.# of Arrests in the Past 12 Months: This field automatically totals the sum the 5 arrest type categories (# ofArrests in Past 30 Days, OWI in Last 12 Months, Non-drug or alcohol-related crime while under the influence inthe last 12 months, Non-drug or alcohol-related crime while not under the influence in the last 12 months, Drugor alcohol-related crime in the last 12 months)# of Arrests since admission due to: Enter the number of arrests since admission in each of the fields asking forresponses. The text field limit is 30. “98” is not a valid entry, enter “0” if none or not applicable.# of Children Spent Last 6 Mo. Living w/Client: Enter the number of biological and/or adoptive children.# of Days of Work/School Missed in Last 6 Months Due to SA Problems: Enter the number of days missed in thelast 6 months that are directly related to the client's substance use.# of Missed Work/School Days Since Admission to TX Due to SA Related Problems: Enter the number of daysmissed of Work/School since admission to treatment due to Substance Use related problems. Do not count daysof school or work missed due to the treatment experience.# of Months Employed Since Admission to TX: Enter the number of months employed since admission totreatment. Include part time employment. If unemployed, enter “0”.# of Months Since Last Discharge: Enter number of months since client's last discharge from a substance abusetreatment facility (field will allow 1-97). If client was not previously in treatment, enter “98” (No treatmenthistory).# of Non-TX SA Related Hospitalizations in Past 6 Months: Enter the number of hospitalizations for any reasonother than substance abuse treatment.# of Prior SA TX Admissions in the last 10 years: Enter the number of previous substance abuse treatmentadmissions in the last 10 years. If none, enter “0”.# of Sessions: For 24 hour levels of care, # of Sessions equals Duration (# of days). For levels of care II.5 andlower, # of Sessions equals “1,” as an encounter is to be entered for each service provided.Actual Environment: (ADMISSION ONLY): Select the level of care the client is being admitted to.Do not enter a value in this field (leave blank) if completing form as a Crisis or Placement Screening 10 No treatment recommended11 Medically managed detox12 Medically monitored detox13 Medically ma
I-SMART reporting cycle: I-SMART is a dynamic web-based tool. Data entered into the system populates the database as soon as it is saved. Data due date: All fields in each I-SMART client file should be up-to-date on or before the Sunday before the second Monday of eac
