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9.1.1 Example Scenario 1

A 16-year old male, Sam, is being served by a mental health care provider for 2 years for bipolar disorder by a Mental Health Agency (MHA). That agency is using P-CIS and has years of assessments for Sam from 1/1/2018 forward. Next, Sam’s caregivers are both arrested and Sam is placed in Foster Care. Before assessing Sam for mental health care need, the Foster Care Agency (FCA) who also uses P-CIS, identifies that Sam has been receiving mental health services by the MHA. FCA calls MHA to request access to Sam’s mental health assessment information to better serve his needs in foster care.

Step 1 - Set Up a Reporting Unit (RU) & Collaboration for Sharing. MHA Organization Administrator (Organization Administrators) creates a reporting unit (MHA-FCA-RU) and adds FCA to it with General Read/Write access with a start date of 10/20/2020 and starts sharing. When adding an RU or agency, any date in the past or current may be added as the start date. Once added, the start date cannot be changed. MHA creates a collaboration MHA-to-FCA-Collab collaboration and assigns all relevant questionnaires to share to the collaboration. An MHA Organization Administrators assigns the MHA-to-FCA-Collab to the MHA-FCA-RU with Give Access of Read/Write with a start date of 10/20/2020 and starts sharing without Historical View (No). This reporting unit can be used to share Sam’s records as well as other youth served by both agencies.

Step 2 - Assign People to the Shared Collaboration. Next, an MHA Organization Administrators, Supervisor or Helper adds the MHA-to-FCA-Collab collaboration to Sam’s profile with a start date of 1/1/2018 and starts sharing. This will allow Sam’s assessments to be shared back to 1/1/2018. As soon as this occurs, all Organization Administrators from FCA now sees Sam in their People table.

Step 3 - Assign External Helpers to Shared Person. An FCA Organization Administrators selects Sam’s record to view his profile and they see only the MHA-to-FCA-Collab collaboration which is shared. The FCA Organization Administrators selects Sam’s Questionnaire tab and sees only the questionnaires assigned to the MHA-to-FCA-Collab. The FCA Organization Administrators can edit Sam’s profile, but only the Helpers section of the profile is modifiable. There the FCA Organization Administrators can assign Helpers from FCA to Sam. The FCA Organization Administrators assigns FCA Helper1 with a start date of 10/20/2020 to Sam. Each partner agency can only modify helpers for which the agency is the source agency; however, the source agency can end any shared helper as of the current date. The lead helper can only be from the source agency.

Step 4 – Helpers Access Shared Person. FCA Helper1 now sees Sam in her People table. FCA Helper1 clicks on Sam’s record and selects Sam’s Questionnaires tab. FCA Helper1 can see all of Sam’s questionnaires which are assigned to the MHA-to-FCA-Collab and can see all associated assessments back to 1/1/2018. FCA Helper1 can add, edit or delete assessment, but cannot submit, MHA’s Sam record for any of the questionnaires assigned to the MHA-to-FCA-Collab. Submission and review will remain with MHA. FCA Helper1 cannot access any other questionnaires in MHA’s library. FCA Helper1 cannot access any other questionnaires in FCA’s library to apply to MHA Sam’s record. MHA and FCA staff collaborate to complete MHA’s questionnaire assessments for Sam while Sam is in Foster Care.

Step 5- End Sharing of Person. After Sam leaves Foster Care on 1/15/2021, FCA Organization Administrators selects Sam’s profile and sets an end date for FCA Helper1 for 1/15/2021. FCA Helper1 can no longer seem Sam. An MHA Helper adds an End Date of 1/15/2021 to Sam’s profile for the MHA-to-FCA-Collab. Now FCA Organization Administrators can no longer see Sam. (Note: If the MHA-to-FCA-Collab is ended for Sam then all FCA members lose access to Sam’s records on that end date because the collaboration was shared without historical view. Therefore, no inactive people are shared.)