This update includes: information on client identifiers, hurricane evacuee reminders, sending error reports, permissions, Spanish language ARIES client consent form, and user questions.
Click below for the full scoop and pass the information along to the ARIES users in your office!
Client Identifiers:
- When entering new clients, obtain their name from a drivers license or other legal document if possible. I know that everyone has clients they have been seeing forever that go by nicknames, abbreviated versions of their names, etc... be sure that you are entering their legal full name in ARIES.
- Do not use words such as unknown, uk, zzz, etc in place of a client's middle initial or mom's maiden name. This is contributing to the presence of duplicates in the system. If the client does not know their MMN and there is no possible way to obtain it you should use the client's last name. If a client does not have a middle initial, do not enter one - it is not required to progress in ARIES.
Hurricane Evacuee Clients:
I know that everyone has heard the instructions for hurricane evacuee clients multiple times, but be sure that you are entering the client's pre-hurricane address as their residence (e.g. Louisiana) and their Texas address as the mailing. This rule is in effect until further notice, so do not change any permanent addresses (even for clients who are now residing permanently in Texas) until we get the go-ahead from DSHS. Also, make sure you are entering a cost for each service the evacuees received at your agency.
Sending Error Reports:
ARIES error reports can be emailed or faxed to me. Before doing either, be sure to click on the 'More Detail' link on the error screen.
To email, press the "PrtScn" button on your keyboard when you are at the error screen. Doing this automatically creates a screenshot. Open your paint program (or whatever you prefer) and past the image (Ctrl+V) into the program. Save the image and email it to me as an attachment. If you are more comfortable faxing, simply print the error screen and fax it along with a description of what you were doing at the time to 979.595.2815.
User Permissions:
As I mentioned last week, user permissions were tightened recently. If you make a mistake entering any client identifiers (name, MMN, DOB, gender, etc), you will need to contact me to fix it. Do not email me any client names or identifying information or leave client information on my voicemail - send me an email letting me know you need a change and I will call you to make the change over the phone.
If you have noticed that you are now unable to complete part of your job because of the permission changes, contact me and we'll discuss your situation.
Spanish Language ARIES Client Consent Form:
The Spanish translation of the ARIES Client Consent Form is indeed on its way. The translation has been completed and is being finalized here at BVCOG.
Recent User Questions:
Q. If a client chooses to share their information in ARIES, is the information accessible to any user at any other agency?
A. No. Client data that is shared is viewable only at agencies where the client is enrolled AND has been entered in ARIES as a client of that agency. For example, a staff member in Bryan would not be able to look up a Waco client unless that client is established as a Bryan client AND has agreed to share their information.
Q. My agency's current State Services unit cost is not correct -- shouldn't this be changed to reflect the new contract?
A. The current State Services unit costs in ARIES reflect the State Services contract that went into effect Sept 1, 2005. The new 12 month SS contracts have not been issued, but any unit cost updates needed will be made once they are.
Q. When I try to enter 2 prescriptions on the Service Entry screen on the same day ARIES tells me I am entering a duplicate record -- but I am not. What should I do when this happens?
A. This is a safeguard currently in ARIES. If you know that the record you are entering is not a duplicate, just click 'yes' and proceed with the entry.
