at the end of this video you'll know how to use outcome tools outcome tools is a system that you can use to track client progress and measure your treatment Effectiveness using questionnaires that are available through outcome tools to see which questionnaires are available you can go to outcometools.com and within the features tab you can select questionnaire Library you will see a list of public domain questionnaires on the left hand side and copyrighted questionnaires that don't have a cost on the right hand side there are also some questionnaires that require permissions if you select a link it will take you to a permission page or an email link that you can use to request access for those questionnaires then the last part of the list are the license agreement questionnaires these questionnaires require a license with the copyright holder to have access once you have your outcome tools system set up then we can show you how to use outcome tools we will start in best notes in the bottom left hand corner select settings then select users you will see the list of users in your system select the user you would like to give outcome tools access to scroll down through the permissions and give the user the outcome tools permission this permission allows them to access outcome tools once you have created their user account within outcome tools if you give them the administrator permission then in the right hand corner they will see an outcome tools button that will allow them to access the master dashboard of outcome tools without having to go to a clients page to access outcome tools now you can navigate to a client on the clients page you will want to make sure that you have all the necessary demographic information that you will need to administer questionnaires first you will need date of admission and an email address if you are going to send questionnaires to your client via email once outcome tools is set up your clients will have an outcome tools tab on their client page if the client has not been added to outcome tools it will say client does not exist in outcome tools once you select the add client button outcome tools will open in a new window in the client details section if we select the card icon to the left of the client's name this will open up any demographics that are pulled from best notes you will notice a yellow lock symbol next to certain fields this indicates that the information is being pulled from best notes and must be updated within best notes the fields without a yellow lock next to it can be edited from outcome tools one of the fields that can be edited from outcome tools is the delivery method this field will set a default delivery method when assigning questionnaires to this client the different methods are listed here you can make your adjustments and then select save client once your client is listed in outcome tools you will have the ability to start assigning questionnaires to that client there are two ways to assign questionnaires the first way to be able to assign questionnaires is by navigating to the client details Tab and selecting the lightning bolt icon on the far right hand side of the client's name that lightning bolt will pull up any series that your company has set up if there are no series available to assign you can contact best notes to get those series set up a series allows you to assign questionnaires either a group of questionnaires at once or a questionnaire at regular intervals of time for example if you wanted to assign three questionnaires on admit then best notes could create a series that would batch assign these questionnaires at one time if you have a questionnaire you would like to assign every 30 days until a client discharges best notes can create a series that will calculate based on the client's admit date to assign that questionnaire every 30 days this means that you won't have to remember to assign that questionnaire to a client at each period of time once you have assigned a series then you can select the delivery method for this example we will use the kiosk iPad option if you are starting in the middle of a client's treatment assignment questionnaires if you select the skip expired questionnaires that will avoid questionnaires that have already passed their date from being assigned to the client we will select a sign selected and assign that series to the client if you want to see which questionnaires are being assigned to a particular client you can select the questionnaires tab in this example you will notice that we have a questionnaire assigned to a zero which is at admit another one at a 30 which is 30 days after admit and an a60 which is 60 days after admit and so on this is a series and it's calculating from the client's admit date when the next questionnaire is due if today's date is July 11 2022 and this questionnaire was assigned to the client today the questionnaire will still only be open for seven days from the admit date not from the assigned date this means the client only has four more days for that client to take the first phq-9 the second way to assign a questionnaire is from the questionnaires tab in the assign new area select the questionnaire drop down and choose the questionnaire that you would like to assign then select an instance for this example we will choose the a0 instance the to be completed by drop down is usually going to be the client if it is a self-reported questionnaire you also have the option to have parents or staff take the questionnaire depending on the type of questionnaire you are assigning staff would be chosen if your questionnaire is a structured interview or a nurse observation another scenario would be to have the parent and client take the questionnaire which would allow you to compare the responses next you will choose the delivery method for this example we will use the client's email for the delivery method then you select the lightning bolt icon to assign the questionnaire now we will show you how to administer the questionnaires with an email delivery method the questionnaire is automatically sent to the client on the day the questionnaire becomes active since this questionnaire became active today the client will receive the questionnaire later tonight at 11 PM Central this happens so that questionnaires can batch together and the client doesn't get multiple emails throughout the day the questionnaire will also be sent three days before the questionnaire expires and on the date of expiration so the client will receive three automatic reminders while the questionnaire is open if you would like to send the email notification right away you can select this envelope here then you'll be asked are you sure you want to send an email reminder if you select yes it will say an email has been sent then you'll select continue for your kiosk iPad delivery method the questionnaire will generate a PIN number for you to give your client you will notice that every questionnaire has a different pin number that is unique to that particular questionnaire on your company's dashboard navigate to the account settings tab there you will find a secure URL copy that kiosk URL open a new window and paste that URL in it may already be bookmarked on whatever device you're using now you can have the client use the device and input their number in this example the pin number is 2 0 ffc5 select submit and the phq 9 will open for this client once they have the questionnaire opened they can fill out the questionnaire when filling out the questionnaire the answers will be saved as they go and in this example the questions are required so they change from red to Black once they have completed the questionnaire they can select submit in this example there is more than one questionnaire that is due so when the client select submit it will automatically move to the next questionnaire that is due we won't be filling out this questionnaire so to exit this portion select list then select exit this will return the screen to the pin pad so that the client is only seeing the pin pad this is a HIPAA compliant way for your clients to take the questionnaires now we will go back to our Client List and to the same client as before select the questionnaires tab now the phq 9 has moved from assigned to completed and you will see the score here if you open that questionnaire you will see a consideration a severity and a score when you select done you will also be able to see any other questionnaires that need to be taken for demonstration purposes we have completed two more phq9 questionnaires as you can see in the completed section if you navigate to client dashboard and scroll down to the bottom you will see a progress chart on the right hand side you will see a drop down titled questionnaire here you will select the questionnaire that you want to review we will select the phq-9 you will notice that we have an a0 an a30 and an a60 questionnaire that has been plotted on our progress chart to show the client's progress over a two-month period based on their scores this is helpful for you to see at what point and treatment that your clients are making clinical gains you can also see all of your other questionnaires that have been taken and look at the individual's client progress charts from each questionnaire now we will move to the master dashboard this is where you'll perform the more administrative tasks and outcome tools you can run reports and see what work needs to be done on your client's questionnaires you can see which questionnaires will expire in the next seven days and you can extend that to see what services are coming due in the next 30 days to plan for the future work that needs to be done to gather the data down at the bottom of the page you will see the questionnaires that have been completed especially if you're using email delivery you can see which questionnaire the clients have responded to and the links that have been sent to them if you select The Client List you can navigate between different clients once you are in the outcome tools you will see the client's name admit date discharge date and any series that have been assigned this will include any clients that you selected the add client button in best notes you must add the client from best notes in order for them to be listed here in outcome tools if you select the reports tab here you will see an average scores report this report can be used to see clients progress across all of your clients if you select the phq 9 you can see that there are 51 clients that have taken the phq-9 on admit and 24 have taken it at a 30 and 14 at d0 you can also see the different data points for each period of time which lets you know at what time periods clients are making clinical gains if you select the manage users tab you can add users from best notes into outcome tools when you're ready to add a user you can select the add user button any staff that have the appropriate permissions will be included in the best notes import drop down you will select the name of the staff member that you would like to add next you will want to copy the email from the email slash user ID field and paste it into verify email field then you will select the level drop down to give the user the appropriate permissions level there are five levels to choose from and each level also includes the permissions in the level below it for example level 5 users will have the permissions of levels one through five level 3 users will have the permissions of levels one through three level five manage users slash company defaults will give the users the ability to access the manage users account settings and the export tab this means that users would be able to add and manage users access the kiosk URL and see what questionnaires you have in your system and Export the data that is in the system they will also have the permissions included in any level below level 5. level 4 manage clients slash contacts will allow the users to add clients from best notes into outcome tools and administer questionnaires to those clients level 3 assign slash dismiss questionnaires will allow the user to assign and dismiss questionnaires to clients that have already been added from best notes into outcome tools level 2 administer assign questionnaires will allow the user to administer questionnaires that have already been assigned these users can't assign questionnaires add users or add clients from best notes but they can administer questionnaires that have already been assigned to the client level 1 view completed questionnaires will allow the user a read-only version of the system they can only view completed questionnaires that have been submitted by the client or by a staff member on behalf of the client most of your users will have a level 4 access next you'll need to have user groups assigned most of the time you will only select the administration group if you don't have at least the administration group selected your user will still receive an error when attempting to access outcome tools telling them they are not an outcome tools user now that you have these items defined you can select save user your user will now have access to outcome tools the account settings tab is where you can see the list of questionnaires that you have in your system if you need to know the name of this questionnaire they are listed underneath each questionnaire this is also where you can get the kiosk URL if you select the edit button you can set the auto dismiss number of days for after the questionnaire has expired questionnaires are defaulted to be open for seven days and once that questionnaire expires it will sit there until you select the dismiss button if you don't want to have to dismiss the questionnaire over and over you can choose when that questionnaire falls off the list with the auto dismissed number of days next is the export tab your export tab allows you to export your data out of outcome tools into a CSV or an Excel spreadsheet you can choose which questionnaire you would like to export how you want that data to be ordered and then what you want the date range to be we will select a few months back and then select download CSV this will open it in another screen as an Excel spreadsheet you can see there is demographic data as well as individual questionnaire answers this is helpful if you are participating in research or if you want to do a deeper analysis of your data finally there is the resources tab some questionnaires have a resource associated with them such as a PDF copy or a scoring manual this is where these are listed once the questionnaires are completed if you navigate back to best notes and select the refresh button you will be able to see any completed questionnaires in the completed area you will also be able to see any pending questionnaires as well if you want to open a completed questionnaire for admit you can pull that up side by side with a treatment plan or a progress note as you are talking with your clients you can also see the pending questionnaires if you wanted to do a structured interview with your client or an in-person interview you can open your questionnaires from best notes and take that while you ask your clients questions while they are in front of you when the questionnaire is completed you can select submit at the bottom and that questionnaire will be moved to the completed area on the outcome tools tab in best notes another place that you can find completed questionnaires is on the client's activity log if you select the refresh button next to new note you can see the completed questionnaires listed here once you click on the link it will open the questionnaire this will act in the same manner as other notes where you can add signers to the document if you select the person with the plus sign you can choose a signer from the drop down and then select update signers once you add yourself as a signer or any other staff member or client you can select sign entry and you will see your digital signature at the bottom these records become part of a client's record if you're ever to print off the Record or records release now you know how outcome tools Works how to add clients how to add questionnaires how clients can take those questionnaires and how to view the completed results if you have any questions about how to set up outcome tools or how to add more questionnaires you can reach out to bestnote support