DUI/DWAI Reporting System (DRS) - Guide

1 DRS Guide CDHS/OFFICE OF BEHAVIORAL HEALTH (OBH) Rev. 06/29/15 DUI/DWAI Reporting System (DRS) - Guide 1 PURPOSE OF THE DRS The DUI/DWAI Reporting System (DRS) and the resulting DUI/DWAI Referral Summary (DRS) are used by the Office of Behavioral Health (OBH) to collect Level I and Level II education and treatment data on persons arrested, convicted or receiving deferring sentences for DWAI, DUI, BUI, and FUI. The DRS notifies the courts, probation departments and the Department of Revenue (DOR), Division of Motor Vehicles and Hearings section of a client s education and treatment enrollment, attendance, compliance and discharge status. OBH also utilizes this data for a variety of research and evaluation activities. GENERAL INFORMATION ABOUT THE DRS A DRS must be entered for each DUI/DWAI client enrolled in Level I or Level II education /therapy.

2 An admission Drug/Alcohol Coordinated Data Systems (DACODS) must also be completed with the same admission date as the DRS. This includes DUI clients who have been arrested outside of Colorado. Only enter a DRS on clients who have actually enrolled for DUI services with your agency. Do not enter a DRS or enroll the client in Level I/Level II if the client did not have a DWAI, DUI, BUI, or FUI arrest. DRS data must be accurate and entered in a timely manner. Clients should be entered into the DRS System within 7 days of service or change in status. Agencies must audit their own data on a minimum monthly basis to ensure accuracy in the database (see guidelines for auditing). Each DRS must include attended hours, attended weeks and elapsed weeks for that specific treatment episode.

3 Prior treatment episodes should not be included on the same DRS. If there is no activity in a 30-day period then the client should be discharged. If the client returns to complete Level I or Level II education /Therapy then you must re-admit them with the new admission date. A discharge DRS must be completed when a client transfers to another DUI agency or to another site within the same DUI agency. If client is on probation a discharged DRS must be given to the probation officer. Agencies shall furnish validated copies of the discharge DRS to the client within 10 days following client s discharge. The DRS must be validated with an authorized staff signature. A copy of the discharge DRS should be retained in the client file.

4 If the client is on probation then the client should have signed a release of information and the agency must also send a copy of the discharge DRS to the probation officer. A discharge DRS shall be provided to clients at no additional charge; each DRS must reflect all DUI services the client received in a given treatment episode; and the DRS shall not be withheld from the client for any reason, including but not limited to collection of outstanding balances. 1. DUI/DWAI Reporting System (DRS) Treatment Center # A four character (alphanumeric) Level I/II Treatment Center identification number for each agency at which the client received education or treatment services. 2. Agency s License # The agency license number is the six-digit (4 digits, hyphen, 2 digits) number assigned to each agency by OBH at the time of licensure/certification.

5 For agencies with multiple locations, the first four digits may be identical, but the last two digits are unique numbers specific to individual locations or sites. 3. Agency Contact Select the name of the person who will be the agency contact for all inquiries regarding this client. 1. To enter the agency contact name into TMS go to the DRS tab, drop down to DRS directory, and enter contact information. 2. To remove someone from the agency contact drop down list, go to the DRS tab, drop down to DRS Directory Search and type in the name of person you want to remove. Next, click on Edit which will take you to the DRS Directory. At the bottom of the screen click Deactivate which will remove agency contact name. DRS Guide CDHS/OFFICE OF BEHAVIORAL HEALTH (OBH) Rev. 06/29/15 DUI/DWAI Reporting System (DRS) - Guide 2 4 Court Case # (Primary and Secondary) Alphanumeric, up to 16 characters in length possible.

6 Court case number cannot be entered without a selected judicial district. Do not enter any spaces in between a court case #. Ex: 06T45213. If the client has not been to court yet enter DRS under option 2. (This field only applies to Colorado Court Cases) 5. Judicial District (Primary, Secondary or Tribal Government) Alpha/Numeric, 2 characters in length. Only 1-22 or SU (Southern Ute), UM (Ute Mountain) and 2D (Denver District Court) are applicable. Leave blank if the client does not sign a Release of Information or she/he is an out of state or DOR referral. (If you do not select a judicial district, Probation will not have access to that record). 6. Alcohol Evaluator Select the name of the probation officer who completed this client s DWAI/DUI evaluation. If the probation officer is not on the drop down list, that field can be left blank.

7 1. To add an Alcohol Evaluator to the drop down list, go the DRS Search tab, drop down to DRS Directory and enter your information. 2. To remove an Alcohol Evaluator who has left your district, go to the DRS Search screen, drop down to DRS Directory Search and type in name of individual you want to remove or just click search and the whole list will populate. Next, click Edit next to name you want to remove; now you are in the DRS Directory. Go to the bottom of screen, click Deactivate which will remove evaluator on the list. 7. Supervising Officer Select the name of the probation officer (or private probation officer, when applicable) currently supervising the client s DUI/DWAI probation services. If you do not see the Probation Officer s name on the drop down list you can leave it on the default, <select> until you get the correct name from probation; the probation officer will still have access to the record.

8 1. To add A Supervising Officer to the drop down list, go the DRS Search tab, drop down to DRS Directory and enter your information. 2. To remove a Supervising Officer who has left your district, go to the DRS Search screen, drop down to DRS Directory Search and type in name of individual you want to remove or just click search and the whole list will populate. Next, click Edit next to name you want to remove; now you are in the DRS Directory. Go to the bottom of screen; click Deactivate which will remove Supervisor Officer on the list. 8. Client Name (USE FULL LEGAL NAME) Last Name up to 40 alpha characters; double last names may include a hyphen or space; last names may have a space followed by jr. or II or some other designation. If the client name contains an apostrophe, leave it out, (Ex: O Donnell becomes Odonnell).

9 First Name up to 23 alpha characters; double first names may include a hyphen or space. Middle Initial only one alpha character; no hyphens, spaces or punctuation allowed. If client does not have a Middle Initial, leave this field blank. 9. Client Date of Birth (DOB) Enter the client s date of birth in order of month (2 digits), day (2 digits), year (4 digits). Always enter leading zeros for months and days designated by a single digit. DRS Guide CDHS/OFFICE OF BEHAVIORAL HEALTH (OBH) Rev. 06/29/15 DUI/DWAI Reporting System (DRS) - Guide 3 10. Level of Client Participation Check the box (X) associated with the appropriate level of education and/or treatment. If the client is participating in both education and therapy, complete a single DRS to reflect both of these services if it occurs in the same treatment episode.

10 A. Attended Hours is the hours the client actually participated in (Hours do not include outside support groups, homework done outside of group, or other non-clinical activities). b. Attended Weeks is the weeks the client actually attended treatment (ex: if a LII education client took 20 weeks to complete a 12 week LII education then the attended hours would be 24 and the attended weeks would be 12). c. Elapsed Weeks is the time from the start of that level of service, including weeks missed. (Ex: if a client was absent 8 times and took 20 weeks to complete a 12 week Level II education the attended weeks would be 12 and the elapsed weeks would be 20). d. Class/Group Clients must be assigned an individual class/group. Alpha/numeric, up to 10 characters in length. The agency is responsible for creating a class/group name for each of their groups.