9.1.2 Example Scenario 2
A 12-year old female, Sofia, has been in School-Based Mental Health (SBMH) services for 1 year. She has also been served by Primary Care Behavioral Health for 2 years (PCBH). Both agencies use P-CIS but have not realized that Sofia has been served by the other agency or that collaboration in P-CIS is possible. Then, with Sofia’s family’s permission, SBMH reaches out to PCBH to inquire about Sofia’s care. An agreement is established to share information about Sofia with each other for better coordination of care.
Step 1 - Set Up a RU & Collaboration for Sharing. PCBH Organization Administrator (Organization Administrators) creates a reporting unit (PCBH-SBMH-RU) and adds SBMH to it with General Read Only access and a start date of 10/20/2020. PCBH creates a collaboration PCBH-to-SBMH-Collab collaboration and assigns all relevant primary care questionnaires to share to the collaboration. A PCBH Organization Administrators assigns the PCBH-to-SBMH-Collab to the PCBH-SBMH-RU with Given Access of Read Only and a start date of 10/20/2020 with Historical View (Yes). This reporting unit can be used to share PCBH’s records of Sofia as well as other youth served by PCBH agencies. An SBMH Org Amin creates a SBMH-to-PCBH-Collab and assigns all relevant school-based questionnaires to share to the collaboration. A SBMH Organization Administrators assigns the SBMH-to-PCBH-Collab to the PCBH-SBMH-RU with Give Access of Read/Write and a start date of 10/21/2020 with Historical View (Yes).
Step 2 - Assign People to the Shared Collaboration. Next, a PCBH Organization Administrators, Supervisor or Helper adds the PCBH-to-SBMH-Collab collaboration to PCBH-Sofia’s profile with a start date of 1/1/2018. This will allow Sofia’s PCBH assessments to be shared back to 1/1/2018. As soon as this occurs, all Organization Administrators from SBMH now see the PCBH records of Sofia in their People table. At this point SBMH sees two records for Sofia – one that is owed by PCBH and one that is owned by SBMH. At this point PCBH still only sees their own record of Sofia.
A SBMH Organization Administrators, Supervisor or Helper adds the SBMH-to-PCBH-Collab collaboration to SBMH-Sofia’s profile with a start date of 1/1/2019. This will allow Sofia’s assessments to be shared back to 1/1/2019. As soon as this occurs, all Organization Administrators from PCBH now sees Sofia in their People table. Now both agencies see two records for Sofia. They see their own and the shared record.
Step 3 - Assign External Helpers to Shared Person. Org admins from each agency assign Helpers to Sofia’s PCBH and SBMH records appropriately.
Step 4 – Helpers Access Shared Person. Assigned Helpers from both agencies see Sofia’s records where they have been assigned. SBMH Helpers assigned can see Sofia’s PCBH shared records but cannot change them because the collaboration has Read Only access. PCBH Helpers assigned can see Sofia’s SBMH records and can add, edit or delete assessments, but not submit, for SBMH Sofia for any of the questionnaires assigned to the SBMH-to-PCBH-Collab because this collaboration was shared with read/write access.
Step 5- End Sharing of Person. After Sofia leaves the school on 6/15/2021, SBMH Organization Administrators selects Sofia’s SBMH profile and sets an end date for her SBMH-to-PCBH collaboration. PCBH, Supervisors and Helpers can no longer see SBMH Sofia. PCBH Organization Administrators can still see the SBMH record of Sophia because the collaboration was shared with historical view which allows Organization Administrators to see inactive people who once participated in a shared collaboration. SBMH can still see PCBH Sofia at this point. PCBH Organization Administrators selects Sofia’s PCBH profile and sets and end data for her PCBH-to-SBMH collaboration. Now Supervisors and Helpers can no longer see PCBH Sofia. . SBMH Organization Administrators can still see the PCBH record of Sophia because the collaboration was shared with historical view which allows Organization Administrators to see inactive people who once participated in a shared collaboration. At this point, everything has returned to pre-collaboration state for Sofia for everyone but Organization Administrators of both agencies, who can still see the inactive records for Sophia.