Patient Tracking Spreadsheet Template

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Effective management of common mental health conditions requires registries to track clinical outcomes for populations of patients and to support systematic changes in treatment for patients who are not improving as expected. This approach is one of the core principles of measurement-based care and is essential to ensuring treatment goals are met. Patient tracking spreadsheets have limited upfront investments and can work well in some situations, particularly for small pilots and as an interim solution while IT options are being considered. The AIMS Center offers a Patient Tracking Spreadsheet Template to be used alongside an Electronic Health Record (EHR).

The AIMS Center recommends exploring the patient tracking spreadsheet in this order: 

    1. Download the Patient Tracking Spreadsheet with example data. You will use this to practice entering fake patients into the spreadsheet. 
    2. Download and review the Quick Start Guide for an overview of the spreadsheet's key functions. 
    3. Download the Instructions for Care Managers to use alongside the Patient Test Scenario to practice entering patient data into the spreadsheet. Do not skip this! This scenario walks you through, step-by-step all of the spreadsheet functionality. 
    4. Request a blank copy of the Patient Tracking Spreadsheet Template from aims_spreadsheet_registry@u.washington.edu. If you request a copy of the template via this listserv, you will also receive notifications of updates to the Patient Tracking Spreadsheet Template and supporting materials

Remember to refer to our Tips and Best Practices to better learn how to use the spreadsheet. 

Customizing the AIMS Center's Patient Tracking Spreadsheet Template
The AIMS Center's Patient Tracking Spreadsheet Template has complex formulas and coding in place. If you are considering using it in your pilot or project, we recommend that your organization designate a staff member with strong skills in spreadsheet management to help your Collaborative Care team make any changes to the basic structure and coding in the spreadsheet.  

HIPAA Compliance and Spreadsheet Registries
Healthcare organizations are responsible for establishing systems that protect all identifying patient health information (PHI), including any information that might be stored in the AIMS Center Patient Tracking Spreadsheet Template or other spreadsheet registry. Be sure that your organization puts in place the same safeguards and HIPAA protections as for other PHI. 

Requesting the Template, Questions, Troubleshooting, and Update Notifications
The AIMS Center has provided a preview of the AIMS Center's Patient Tracking Spreadsheet Template with example data. If you would like to request a copy of the full template, or if you have questions, feedback, or need help troubleshooting the AIMS Center's Patient Tracking Spreadsheet Template, please email aims_spreadsheet_registry@u.washington.edu. If you request a copy of the template via this listserv, you will also receive notifications of updates to the spreadsheet templates and supporting materials. Please note: this listserv is not for CMTS inquiries. For CMTS inquiries, please contact your organization's designated account administrator.