About modeling forms

myAvatar Modeling Forms step 5 of 22

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Modeling is a way to make your own forms for myAvatar. You can use modeling to collect data important for your organization. The data you collect with your forms is stored with the data from the product forms. You can use different tools to see and analyze the data you collect. The exercise below shows you how to use modeling to make a sample form. The sample form uses many features of the modeling tool. The sample form is not a real assessment, but a way to learn how to use modeling.

This modeling exercise presents four major activities:

Envelope Creation
Table Creation (create the database table and data elements used for data storage)
Form Creation (create the screen and data element layout used for data input)
Functionality testing of the sample DCI

Architecture

myAvatar has four different environments: Sandbox (SBOX), Build (BLD), User Acceptance Testing (UAT), and Production (LIVE).

You should not model in SBOX. SBOX is a place where you can practice and test your form. If you want to use your form from SBOX, you need to import it to BLD first. Then you can export it to UAT or LIVE (after testing). This is to make sure the numbers are correct.

This process is somteimes called the ‘Car Wash’. Importing to BLD helps you keep the numbers consistent. BLD “washes” your form and makes it fit your BLD structure.

Types of data elements used in modeling

► File Lookup Data Elements

File-lookup data elements use Smart Search (displays choices based on partial entry) or the Search button to retrieve information from system files or tables. Several types of file/table lookup elements are available. A few are listed below.

Adjustment Code
Diagnosis (DSM IV or ICD9)
Diagnosis – IMO Mapped Search; used for ICD10 Service Code
Other Entity Lookup – Client Other Entity Lookup – Payor Other Entity Lookup – Referral Other Entity Lookup – Site
Other Entity Lookup – Staff

► State Data Element: This data element contains a list of all states contained in the state file. You can use the keyboard to select a state by typing the one or more characters of the state name.

► Dictionary Data Elements

► Single-Response Dictionary (Unlocked): You can select only one value in a single-response dictionary. The values in any unlocked dictionary data element can be added, removed, or edited in the RADplus Dictionary Update form. If several dictionary values are created, a scrolling list box is automatically displayed. Dictionary values are listed by description alphabetically when the dictionary is unlocked. The keyboard can be used to narrow the choices by typing the first letter or number of the entry. The first response with that letter scrolls to view.

► Single-Response Dictionary (Locked)

You can select only one value in a single-response dictionary. When locked, dictionary values are listed in alphanumeric code order.

For a locked dictionary, numeric codes for dictionary values greater than nine should not be preceded with a zero. Code value should be ‘1’ and not ‘01’ if this value should be listed first in the choices.

Data elements with dictionaries of 19 values or less display all of the descriptions with a selection radio button (see left image); data elements with more than 19 values use the scroll list box.

► Multiple-Response Data Elements (Unlocked): Dictionary multiple-response data elements allow you to make multiple selections from the list within a single filing. Multiple selections are made by clicking the choices. Selected values display a check mark in the box. Click the choice again to deselect and clear the check from the box. Any or all of the items on the list can be selected. You can add, remove, or edit the values in any unlocked dictionary data element in the Dictionary Update form. Dictionary values are listed by description alphabetically when unlocked.

► Multiple-Response Data Elements (Locked)

You can select one or more values in a multiple-response field. When locked, dictionary values are listed by alphanumeric code order.

Data elements with dictionaries of 19 values or less display all of the descriptions with a square select button; dictionaries with more than 19 entries use the scrolling list box style.

User-defined locked dictionaries can be edited. First, unlock the dictionary using the Table Definition form, then edit the dictionary using the Dictionary Update form.

► Text Data Elements

► Time: The time-text field is formatted to only accept time style entries. The proper format is HH:MM AM or PM. Click the (H), (M) (AM/PM) up and down arrows to scroll through the hours, minutes and AM/PM of the entry. The field accepts single digit hours and minutes and an A or P for AM and PM.

► Date

The date-text field is formatted to only accept date style entries. The proper format is MM/DD/YYYY. Double-clicking the field (or clicking the calendar icon) displays a calendar to allow you to choose the date by clicking the month, day, and year. Entering T + Number of Days enters the date that is that number of days after today. For example, if today is 01/01/2011, then T+14 equals 01/15/2011. It prevents invalid formats.

Type the date in the proper format. Acceptable formats are DDMMYY, DD/MM/YYYY, D/M/ YY, DD-MM-YYYY, or D-M-YY.

► Phone: The phone-text data element is formatted to only accept phone number style entries. The system displays a dialog box if an incorrect format is entered. The error dialog box displays the allowable formats.

► ZIP Code: The ZIP Code text data element is formatted to only accept ZIP code number style entries. The system displays a dialog box if an incorrect format is entered. The error dialog box displays the allowable formats.

► Social Security Number: The social security number-text data element is formatted to only accept social security number style entries. The error dialog box displays the allowable formats.

► Name: The name-text data element is formatted to only accept name style entries. The proper format is LASTNAME,FIRSTNAME or LASTNAME,FIRSTNAME (sp) MIDDLE or Initial. Do not place a space between the comma and the first name. The system reads data to the left of the comma as the last name and to the right of the comma as the first/middle. This allows for compound last names, (Jr.), or a roman numeral.

► Free

The free-text data element is formatted to except all letters, numbers, and symbols. Scrolling and non-scrolling text fields are the two column types in this category.

The width of a non-scrolling field can be set between five and 80 characters. Non scrolling text can be set to 80 characters for a full line and 40 characters for a half line.

► Special

The special-text data elements are those that have a special format associated with them. The following are examples of special-text data elements:

Percentage— This text box can only be set up as a percentage field. Only numbers and the decimal point (.) can be used. The only proper formats are one to 100 or 1.00 to 99.99.
When percentage is selected, a fixed default value of 10 displays in the Maximum Data Element Width field.
Integer— This type of text column or data element only accepts whole number entries. The system displays a dialog box for improper format. Click OK to redisplay the field and clear the data from the field.
Decimal — This type of text column or data element accepts both whole number and decimal notation entries. The system displays a dialog box for improper format. Click OK to redisplay the field and clear the data from the field.
Dollar— This type of text column or data element accepts both whole number and dollar ($0.00) notation entries. The system displays a dialog box for improper format. Click OK to redisplay the field and clear the data from the field.

► Draft/Final Data Element: The Draft/Final functionality enables the user to specify an assessment filing as either draft or final. If the filing is specified as draft, you can modify or delete the row of data in the corresponding table. When the filing is specified as final, the row of data in the corresponding table cannot be modified or deleted and selecting the assessment through the pre-display provides a display only view of the information. Although this field appears to be a single select locked dictionary, it cannot be created as such. It must be specifically selected in the Type of Column field in order to utilize the functionality provided by this column.

► Draft/Pending Approval/Final Data Element (CWS only)

The use of Document Routing has replaced Draft/Pending Approval/Final functionality.

The Draft/Pending Approval/Final functionality enables a user to specify an assessment filing as either Draft, Pending Approval, or Final. This data element is only used in conjunction with the Workflow Management component of Avatar CWS. The functionality is not available unless the Workflow User Notification and Requirement Lists are defined. To include this data element within an assessment, it must be accompanied with a Workflow Controlling Notification data element.

The Draft function is similar to the standard Draft/Final data element. It can be modified or deleted by the creator or anyone who has access to the client and assessment form.

Pending Approval prevents editing of the record. It also sends a notification to the person selected in the Workflow Controlling Notification data element within the form. The notified person either approves or disapproves the filing. Approving the form automatically sets this data element to Final and prevents further editing. The disapproval automatically sets this data element to Draft to allow for the necessary modifications for approval.

The Final function is similar to the standard Draft/Final data element. Although this field appears to be a single select locked dictionary it cannot be created as such. It must be specifically selected in the Type of Column field to utilize the functionality provided by this column.

► Service Selection (CWS Only): The Service Selection functionality allows a user to create a user-defined form that can be linked to an existing service rendered to a client in the parent system (Avatar PM). The drop-down list contains all posted services for the selected client and episode. The Service Selection column is selected in the Type of Column field within Table Definition. The object is placed into the form using Form Definition.

► Selection Leaf (CWS Only): The Selection Leaf functionality allows a user to create a user-defined form that can be linked to an existing treatment plan elements (for example, problems, goals, and objectives). The Selection Leaf column is selected in the Type of Column field within Table Definition. The object is placed into the form using Form Definition.