Details of client treatment plans can be entered into the case record to manage treatment plan types, dates, providers, and related documentation. Options for adding and managing treatment plans are found on the “Treatment Plan” sub-tab of the “MH” tab.

When you select the MH tab in a case, you will be at the “Basic” sub-tab by default.

Click on the “Treatment Plan” sub-tab to begin entering your treatment plan.

Figure 1. “Treatment Plan” sub-tab

Your access to this sub-tab can be limited to read only, full edit access or none at all. If you do not have access to this sub-tab in the MH tab, you will not see this tab at all. If you do not have access to any of the MH sub-tabs, you will not see the MH tab in a case. This depends on the role assigned to you in Trak.

To learn how to manage privileges for the Mental Health Tab and its subtabs, see the help file for “Roles.”

STEP 1: Select “Add New” Treatment Plan

On the Treatment Plan sub-tab, click on the “Add New” button to begin to enter your treatment plan.

Figure 2. “Add New” button

An Edit dialog box will appear with various fields for you to fill out about the details of the client’s treatment plan.

Figure 3. “Edit” dialog box

STEP 2: Enter Treatment Plan Details

Enter the date the treatment plan was prepared/made for the client in the “Plan Date” field.

Then, click on the “Treatment Model” drop down list to select which treatment model will be used for the client’s treatment plan.

Figure 4. “Plan Date,” and “Treatment Model” fields

NOTE: A list of common, evidenced-based Treatment Models has been pre-populated in this field. See “Add New Treatment Model and Interventions,” below, for instructions on how to add additional treatment plan models to your list of Treatment Models.

Select the appropriate “Provider Agency” and “Therapist” who will be conducting the treatment plan from the dropdown lists in these fields.

Input the “Expected Length of Services” associated with the current treatment plan either by typing in a number in the field or by clicking on the up/down arrows until you land on the appropriate number of days, weeks, months or years you anticipate spending on the treatment plan and then selecting that unit of time in the dropdown list.

Enter the corresponding “Planned Start” and “Planned End” dates based on the date you expect to begin treatment plan services and the Expected Length of Services you have entered. Input a date to review the treatment plan in the “Plan Review Date” field. For these date fields, you can either use the calendar or type the date in MM/DD/YYYY format.

Figure 5. “Provider Agency,” “Therapist,” “Expected Length of Services,” “Planned Start,” “Planned End,” and “Plan Review Date” fields For the “Authorization Status” field, select the appropriate status for the client’s treatment plan. Once the treatment plan has started, you can set this to “In Progress”. During the course of providing treatment plan services and upon concluding services for the assigned treatment plan, return to this field to update the treatment plan status.

Figure 6. “Authorization Status” drop down list

Notes can be added about the treatment plan and any progress including goals.

Figure 7. Session Notes and Treatment Plan Progress comment fields

Select one or more forms, as applicable for the client, from the “Privacy Forms Distributed” check boxes and one or more person(s) from whom consent to provide treatment was obtained from under the “Consents Obtained” check boxes.
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Figure 8. “Privacy Forms Distributed,” and “Consents Obtained” check boxes

STEP 3: Save Treatment Plan Details

After you have entered all of the Treatment Plan details for the client, click on the “Update” to save the treatment plan and return to the list of Treatment Plans or click on “Cancel” to forego saving the new treatment plan.

Figure 9. “Update,” and “Cancel” buttons

Once a new Treatment Plan has been created for the client and saved, it will appear in the Treatment Plans table in the Treatment Plan sub-tab.

You can sort the different columns in the table, i.e. sort the names of the Treatment Plans alphabetically or sort the plan dates from latest to oldest or vice versa. To do this, you just have to click on the column name once and it will sort. If you click on the same column name, it will sort in the reverse order.

For example, you want to sort by date. When you click on the “Plan Date” column once, it will sort the entries from oldest to latest and an upward arrow will appear beside the column name. If you click on the Date column again, it will sort the entries in reverse order and a downward arrow will appear beside the column name.

Figure 10. Sort by “Plan Date”

Figure 11. Sort by “Plan Date” in reverse order

Click on the “Edit” button next to any treatment plan to review and edit the details of any Treatment Plan in the list.

Figure 12. “Edit” button

Once you click on the Edit button, the details of your Treatment Plan will appear in a dialog box.

Make changes to any field and select the “Update” button, or select “Cancel” to forego any edits and return to the Treatment Plan table. For detailed instructions on making selections in each field of the Treatment Plan menu, see “Add a New Treatment Plan” above.

To upload documents related to the treatment plans for the clients, scroll down to the “Document Upload” section. This is available in every MH sub-tab. Files uploaded in one sub-tab are NOT visible in other sub-tabs.

Use the “Select Files” button to upload files.

Figure 13. “Document Upload” section and “Select Files” button

Refer to the “Document Upload” help file for details on uploading and managing documents.

NOTE: NCA does not recommend the storage of evidentiary documents as part of this case record. Any copies of evidentiary materials should be retained by the appropriate law enforcement and prosecution partners.

A list of the most common treatment models and their corresponding interventions are already available for you in the Treatment Model list when you want to create or edit a client’s Treatment Plan.

However, should your CAC need to add other treatment models and interventions to this list for your center, you can do this as well.

STEP 1: Select “Add New” Treatment Model in the Treatment Plan Subtab.

To add a new Treatment Model for your CAC, click on either the “Add New” button in the Treatment Plan sub-tab or the “Edit” button beside an already saved Treatment Plan. This will open an Edit dialog box for you to enter or modify the details of the Treatment Plan. Click on the Add button beside the Treatment Model field in this dialog box.

Figure 14. “Add” Treatment Model button

This will open the “Treatment Plan Setup” dialog box which lists down all currently available treatment models and their associated interventions.

Figure 15. “Treatment Plan Setup” dialog box

STEP 2: Select “Add New Record” in the Treatment Plan Setup

Click on the “Add New Record” button at the top of the Treatment Plan Setup box. A new row will appear at the top of the list of existing Treatment Models. Editable fields in the newly added row will allow you to enter the name of the new Treatment Model you want to add to the list for your CAC and an associated Intervention.

Figure 16. “Add New Record” button and editable Treatment Model fields

Type in the name of the new Treatment Model in the field under the Treatment Model column.

Then, type the first Intervention in the field under the Intervention column. Click “Update” to save or click “Cancel” to forego saving the new treatment model.

Figure 17. “Update” button and new “Treatment Model” and “Intervention”

After you click on the “Update” button, the new Treatment Model and the associated Intervention will be saved and added to the list of Treatment Models on the Treatment Plan Setup.

To add more interventions to the newly added Treatment Model, click on the “Add New Record” button again. Use the dropdown list to select the name of the new Treatment Model or type the name into the field, then enter the name for the next Intervention you want to add for this treatment model.

Figure 18. “Treatment Model” and “Intervention” fields and newly added “Treatment Model” example

Click on the “Update” button to save it. Continue repeating these steps until all of the associated Interventions have been added to your new Treatment Model.

This Treatment Model will now be available in the list of options when adding a new Treatment Plan to a case.

STEP 3: Review and Edit Treatment Models and Interventions

You will be able to edit only the treatment models and interventions that you added for your CAC.

The available list of the most common treatment models in Trak are not editable.

To review and make changes to a treatment model you added for your CAC and its interventions, click on the expand button on the left of the Treatment Model’s name in the list. This looks like an arrowhead pointing to the right.

Click on the “Edit” button next to a Treatment Model and associated Intervention to make changes to that entry. Once changes are made, click on “Update” to save your changes and return to the list of Treatment Models or click on “Cancel” to forego the changes you made.

Figure 19. “Expand” and “Edit” buttons

If you want to delete an Intervention from the Treatment Model you added/created, click on the Delete button on the row for the Intervention you want to delete.

Figure 20. Confirmation dialog box

You will be asked to confirm the deletion and when you click OK, the Intervention will be deleted. If you click Cancel, it will not be removed.