Required Data Submission

1.         Purpose

The Behavioral Health Conditional Dismissal Program (BHCDP) requires providers to collect data to track participant outcomes and progress, and highlight program barriers and successes. This data collection by behavioral health providers is statutorily mandated. Furthermore, the Administrative Office of the Courts (AOC) is required to send these data, in aggregate form, to the Legislative Research Commission annually. Senate Bill 90’s legislation is included on the provider website.

2.         Scope

The provider’s case manager, therapist, or another designated staff member will be responsible for data collection.

3.         Prerequisites

Providers must receive DDOR training from the Fletcher Group Data Collection Coordinator.

Required reports are found in the DDOR Digital Data Collection Platform. They are as follows:

  • 14-Day Stabilization Report
  • KYAE Referral
  • 42-Day Progress Report
  • 90 Day Report
  • 180 Day Report
  • 270 Day Report
  • 360 Day Report
  • Final Report
  • BARC 10
  • PHQ9/GAD7
  • Status Change Report

4.         Responsibilities

Once a participant agreement has been signed, the AOC Case Navigators will receive the evaluation and referrals from the statewide assessor and forward them to the treatment providers in DDOR, the digital data collection program. Please note that some individuals may be referred to treatment before their participant contract has been fully executed by all parties: the defendant, Commonwealth Attorney, and Public Defender. Depending on the acuity and severity of the symptoms, the individual may choose to start treatment before the agreement is signed. Treatment may have begun, but reporting does not begin until the defendant is an official participant.

The provider’s staff will complete the reports in DDOR at statutorily required intervals. We suggest that staff who complete the reports are Case Managers, Therapists, or Peer Support Specialists.

Providers will designate one point of contact per facility or parent agency to receive referrals and users who will complete the reports. Providers will email the Fletcher Group Data Collection Coordinator the name, phone number, and facility name and address of staff who need DDOR log-ins. Notify the Data Collection Coordinator when a login needs to be deactivated.

5.         Procedure

  1. The provider’s point of contact will receive a referral notification for a new participant in their email. Please note that the defendant may already be engaged in treatment at your facility, but until the participant agreement is fully executed, you will not receive the referral in DDOR.
  2. On or close to fourteen days of referral receipt, the provider will complete the 14-Day Stabilization Report. If the participant has not started treatment by then, complete the report and note that treatment has not been initiated.
  3. On or close to fourteen days of referral receipt complete the KYAE Referral. 
  4. Within forty-two days of receiving the referral, a provider will complete the BARC-10 and the PHQ9/GAD if the participant has a Co-occurring diagnosis. If the participant has a mental health disorder only, they will complete the PHQ9/GAD. If the participant has a substance use disorder only, they will complete the BARC-10.
  5. The provider will complete follow-up reports every 90 days, BARC-10 (if applicable), and PHQ9/GAD7 (if applicable),
  6. Complete the Participant Status Change when a participant changes levels of care, moves facilities within the same agency, or is discharged.
  7. The Final Report is completed when a participant has fully completed the program and met all their requirements. The Fletcher Group will notify you if a participant needs a Final Report. Final Reports do not need to be completed every time a participant is discharged.
  8. Please fill out the reports based on the most recent interaction with the participant.
  9. Fletcher Group will send weekly lists of participants with upcoming and overdue reports.

6.         References

Direct all DDOR, training and reporting questions to the Fletcher Group Data Collection Coordinator, Tanya Vasser at: tvasser@fletchergroup.org

For more information on reporting requirements: Legislation Link, bill.pdf (ky.gov)

7.         Definitions

DDOR – Digital Data Organization Repository. DDOR is a HIPAA compliant digital data collection platform allowing treatment providers to complete reporting online and the case navigators to track the participants’ progress. This data will be used to measure outcomes. It can be accessed at www.fgi-ddor.com.

DDOR Training is found here: kentuckyproviders.org/data-submission-training-2/

DDOR – Digital Data Organization Repository. DDOR is a digital data collection platform allowing treatment providers to complete reporting online and the case navigators to track the participants’ progress. This data will be used to measure outcomes.

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