New Jersey Substance Abuse Monitoring System NJSAMS

1
New Jersey Substance Abuse Monitoring System
(NJ-SAMS)

• Division of Addiction Services Information
  Systems Management UnitNew Jersey Department of
  
• Human Services

2
Background

• As part of the Treatment Outcome Performance
  Pilot Study (TOPPS), New Jersey developed a
  treatment monitoring and reporting system which
  provides more comprehensive and timely
  information about clients in addiction treatment
  than the current ADADS system.

• NJ-SAMS
• All ADADS info PLUS
• ASI based variables, including substance use,
  legal status, education, employment, mental
  health, social and family relationships and
  health risk behaviors
• Discharge information about services received, TB
  testing and urine testing results
• Gambling screen
• Client self-administered assessment
• Episodic view of treatment
• Real-time data entry/access

• ADADS
• Provider Info
• Client Info
• Demographics
• Drug Use
• Referral Source
• Units of Service
• Status Referrals
• at Discharge

3
Background

• The TOPPS Projects Steering Committee delegated
  the task of planning this system to its MIS
  Subcommittee
• The TOPPS MIS Subcommittee met monthly between
  May - December 2000 to achieve consensus on the
  core data elements for the admission report
• In Spring 2001 RIS staff held two regional
  meetings with treatment providers about NJ-SAMS
• In March 2001 NJDHSS/DAS signed an agreement with
  Eagleton Institute of Politics, Rutgers
  University to manage and host the web platform
  and technical support for NJ-SAMS

4
Background

• Equipment was purchased and initial website
  testing began in August 2001
• The NJ-SAMS website was used for responses on
  DAS Crisis Management Provider Survey (World
  Trade Center) as an initial web server testing
• Programming of the NJ-SAMS began in October 2001

5
NJ-SAMS Overview

• NJ-SAMS is a web-based modular system. There are
  a number of advantages to a web-based system
• Ease of modifications and updates to the system
• Real-time data entry with edit checks
• Immediate access to current data
• Query pre-formatted report feature
• Ability to generate custom reports

6
NJ-SAMS Overview

• Completed modules
• Pre-Admission or Pre-placement Module
• Admission
• Assessment/Re-assessment - Addiction Severity
  Index ASI - BioPsychoSocial DSM IV -
  Spirituality and Jcaho Supplement
• Diagnostic Impression
• Level of Care Index (LOCI)
• Discharge/Continuing Care
• Electronic data access between agencies with
  clients written consent
• Statistical and program reports
• New Jersey Access Initiative (NJAI) module

7
Special Features

• Built-in data validation and consistency checks
• Tracking of clients through multiple treatment
  events/ episodes
• Client Roster (Active or Inactive)
• Follow-up of continuing care referrals,
  Concurrent (Parallel) Care
• Release data and re-admission
• Double-enrollment of methadone clients
  immediately flagged
• Ability to monitor admissions for treatment
  initiatives like Drug Court, DYFS Moms, WFNJ-SAI,
  etc.

8
Special Features

• Meet requirements for-GPRA (Government
  Performance and Responsibility Act)-PPG
  (Performance Partnership Grant)-TEDS (Treatment
  Episode Data Set)
• Error Checks
• Download and print data entry form
• Data Access/Reports
• Direct access of agencys own data
• Ability to select specific data by date range and
  download to local computer
• Standardized reports(Summary, Narrative,
  Aggregate)
• Customized reports

9
NJ-SAMS Reporting Features

• Clients individual reports
• Admission
• Discharge
• Addiction Severity Index (ASI)
• Spirituality, Jcaho, BioPsychoSocial and DSM IV
• LOCI Individual
• Composite score
• Narrative report based on ASI
• Agency aggregate reports and charts by
• race and ethnicity, age group, gender, primary
  drug, county of residence by gender, age group
  and race ethnicity at the time of admission
• length of stay, reason for discharge, significant
  problems, target population, reason for discharge
  by primary substance, services provided by agency
  during treatment, TB test, hepatitis test, urine
  test at the time of discharge

10
NJ-SAMS Reporting Features

• Outcome at discharge by
• Living arrangement
• employment status
• Arrest
• evaluation of client goal achievement
• County level aggregate reports
• State level aggregate reports

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NJ-SAMS Security Features

• NJ-SAMS uses a secure web server Data is
  encrypted at two points
• During transmission from the web browser to the
  web server
• During transmission from the web server to the
  database server
• Data is protected by two firewalls
• The Rutgers firewall protects data transmitted
  from the browser to the web server
• Cisco firewall protects data transmitted from web
  server to database server
• User access to NJ-SAMS is controlled by assigning
  USER IDS and Passwords assigned to each user.
• The access rights are assigned based on the user
  id.

12
NJ-SAMS Progress Report

• NJ-SAMS Pilot started with four agencies, Turning
  Point, Straight and Narrow, Seabrook House and
  Catholic Community Services, on October 1, 2002
• 380-400 agencies/sites are currently using
  NJ-SAMS
• Participating agency feedback has been essential
  throughout NJ-SAMS implementation
• Modifications can be made in response to provider
  needs and changing federal mandates

13
NJ-SAMS Statewide Implementation

• Training
• The training has been conducted two to three
  times a month starting from September 2002 to
  present at HRDI training center in Trenton as
  well as in DAS
• Transition ADADS to NJ-SAMS
• Began on October 1, 2002 and is ended on December
  31, 2005.
• Statewide Implementation
• Full statewide implementation was done by
  December 31, 2005.
• There were no ADADS admission forms or paper
  version accepted after December 31, 2005 for data
  reporting

14
Technical Assistance Grants

• One-time 1,500 grant for required ADADS
  reporting agencies
• Eligible providers apply for technical assistance
  grants upon completion of NJ-SAMS one-day
  training and initiated to put clients
  information in NJ-SAMS real-time web-based data
  reporting system
• The One-time Technical Grant S1,500 is only
  available for newly licensed agencies in 2006.

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Whats New in NJ-SAMS

• New Jersey Access Initiative (NJAI) for agency
  level GPRA data collection and 24/7 and fiscal
  hotline modules
• Spirituality and JCAHO Supplement
• BioPsychoSocial Assessment and Diagnostic
  Impression (DSM IV)
• Adding fields or components to meet federal
  government requirement on State Outcome Measures
  Management System (SOMMS) for National Outcome
  Measurement (NOM) where necessary
• Pre-placement Assessment Modules for Substance
  Abuse Initiatives Programs like CPSAI, and DUI
  etc.
• Level of Care Index (LOCI)

16
Whats Next in NJ-SAMS

• Customized Reports
• Standardized Report for outcomes
• Working with Substance Abuse Initiative Lead
  Agencies for clients service tracking
• Drug Court Bed Management Module(Draft module
  completed)

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NJ-SAMS Support Services

• Application Development and Implementation
  Support Charles Crowley Project Manager
  Coordinator, Systems Analysis and Development
  Email Charles.Crowley_at_doh.state.nj.us Phone
  609-292-8930 Fax [phone]
• Kyu Kyu Hlaing Research Scientist I Chief,
  NJ-SAMS Design and Application Development
  Email kyukyu.hlaing_at_dhs.state.nj.us Phone
  609-292-1466, or 609-943-5905

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NJ-SAMS Support Services

• Web Hosting and Technical SupportChris Bruzios,
  Ph.D.DirectorBloustein Center for Survey
  ResearchRutgers, the State University of New
  Jersey303 George Street, Suite 400New
  Brunswick, NJ 08901Thomas ReganComputing
  ManagerBloustein Center for Survey Research,
  Rutgers University Chandra AkenapalliConsultant
  , Programming and Technical Support (NJ-SAMS)
  Duty Station at Division of Addiction
  ServicesBloustein Center for Survey Research,
  Rutgers University

19
NJ-SAMS Application Development

• Kyu Kyu Hlaing (Ju Ju)Chief, NJ-SAMS System
  Analysis, Design, Programming and Application
  Development
• Chandra AkenapalliConsultant, Senior Programmer
  Analysis and Technical Support
• Madhuri BalusuData processing Programmer 2,
  Programming and Technical Support

20
Real Time Data Entry Reports

• Go to NJ-SAMS web Site
• http//samsdev.rutgers.edu/samstraining/mainhome.h
  tm
• https//njsams.rutgers.edu/samsmain/mainhome.htm

21
Sample Statewide Report January 1, 2006 March
31, 2006