AIMS Caseload Tracker Training Resources (N4C)

Resources for North Carolina Collaborative Care Consortium

The AIMS Caseload Tracker is a web-based registry for prioritizing and managing behavioral health caseloads in integrated care settings. This version of the AIMS Caseload Tracker has been customized for the North Carolina Collaborative Care Consortium. Further information about the AIMS Caseload Tracker can be found on the AIMS Center’s website.

This page is intended for internal use by staff and clinicians in the North Carolina Collaborative Care Consortium who have been issued login accounts and are ready to get started using the AIMS Caseload Tracker.

Getting Started

• Demo Video (13 minutes)
  An orientation to the AIMS Caseload Tracker registry for clinicians, managers, and implementation leaders.
• User Guide (pdf)
  Comprehensive user guide with detailed instructions for enrolling patients, managing caseloads and accessing reports.
• User Guide Supplement (pdf)
  Describes the additional scales that are available in the North Carolina Collaborative Care Consortium registry. 
• Description of Scales/Outcome Measurement Tools (pdf)
  A description of the scales that are available in the AIMS Caseload Tracker, and how the scores are calculated and displayed. 
• Logging In (1 minute)
  How to access the AIMS Caseload Tracker.
• Setting Preferences (1 minute)
  Customize various page view settings to best meet your needs.
• Enrollment Guidelines
  A guide for CoCM programs to determine which patients should be enrolled in the registry.

Recording Patient Information (for Behavioral Health Care Managers)

• Practice Scenario (pdf)
  An example patient scenario to follow when practicing entering data into your training account.
• Enrolling a New Patient (2 minutes)
  How to enroll a new patient.
• Searching for a Patient (3 minutes)
  Methods for searching for existing patients.
• Initial Assessment (3 minutes)
  Recording an initial assessment contact.
• Relapse Prevention Plan (2 minutes)
  Adding and removing a Relapse Prevention Plan for an existing patient.
• Deactivating a Patient (1 minute)
  Deactivating a patient from the active caseload.
• New Episode of Care (2 minutes)
  Re-enrolling a patient into a new episode of care.
• Preparing for Systematic Caseload Review (7 minutes)
  Using the AIMS Caseload Tracker to prepare for systematic caseload review.

Managing User Accounts (for Account Administrators)

• Launch Checklist (pdf)
  Printable checklist outlines the steps for preparing your team to use the AIMS Caseload Tracker.
• Checklist for Creating New Accounts (pdf)
  Printable checklist to collect information about user and provider accounts.
• Email Template for Distributing Training Accounts pdf | word
• Email Template for Distributing Real Accounts pdf | word
• Account Administrator (3 minutes)
  Tutorial of the Account Administrator role, including how to create new user accounts and manage existing accounts.
• Managing Provider Assignments (2 minutes)
  Assigning providers to a patient and transferring patients to a different provider.

Reports & Metrics

• Caseload List and Caseload Statistics (4 minutes)
  Tour of the caseload list pages and statistics reports.
• Clinical Dashboard (4 minutes)
  Functionality, key features, and patient information on the Clinical Dashboard.
• Depression Remission or Response Report (2 minutes)
  Tour of the report based on the HEDIS Depression Remission or Response (DRR) metrics.
• Monthly Time Tracker (1 minute)
  Tour of the monthly minute time tracker report that can be used to help with billing CPT and CoCM codes.
• Introduction to the CoCM Quality Metrics Webinar (56 minutes)
  Pre-recorded webinar on how to access, interpret, and use the quality metrics report in your practice.
• Program Manager and Clinical Supervisor reports (7 minutes)
  How to use reports for program management and clinical supervision.