B+B Systems, LLC
627 Madison
Waukesha, Wisconsin  53188
262-522-2869
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B+B EAP - Case/Client Management software
Employee Assistance Programs
Simple - Easy to use EAP - since 1990
Most important client data all on one screen

Install EAP (Demos+Upgrades 06/20/2008) - Click here and select "Run" (latest - VFP version 9)*

Install EAP (Demos+Upgrades 06/01/2008) - Click here and select "Run" (older - VFP version 8)*
*You cannot mix different versions on different workstations and servers.   If you already installed some of the older versions on workstations or servers, you need to stick with that version, OR, to convert everything to VFP9, by installing version 9 over your old version on the server, and upgrade all workstations by clicking on the workstation install link below and running the install for each workstaation).   If unsure of your version, click on "about" in the menu and note the version # you are using.

Network/workstation installs & FAQ

Download EAP.DOC User Manual (also included in demo - opens in your browser if you have MS Word)

Download SetDefaults program - optional - use to change the level/degree of Encryption

Network Installation FAQ

ICD-9 Healthcare code tables - sample and complete versions - version 24 effective 10/1/2006

Case management is a complex process
Services provided by EAP, or Employee Assistance Program workers, can be complex.   B+B Systems offers an EAP System that provides versatility (Unlimited types of records and notes, changeable picklists), power (reports that summarize complex information) and ease of use (90% of all case data elements are on one main screen). 

Case management/Client record keeping should be made as simple as possible.
B+B's EAP (Employee Assistance Program) software is specifically designed for client documentation, tracking/follow-up and reporting.  Data elements include:

    Demographics
    Clinical notes - including automatic importation from transcriptionist files
    Primary/Secondary assessments
    DSMIV classifications (or ICD9)
    Final resolution/or declined help
    Numbers/length and types of contacts by EAP counselors
    Records of referrals to outside clinicians/PPOs (system contains several thousand external resource records)
    Satisfaction surveys
    User Alerts when PPO limitations are met for hours/number of Referrals
    HIPAA auditing data/security, Incorporates Xitech encryption technology -
    Data is un-encrypted in memory, always in encrypted state on hard drive.
    If you install password protection, you will be the only one who can see data and more.

In addition, all of this information is collected with the minimum of data entry. Many data elements are "picklists". The user just clicks to select a value, and it is inserted without typing. Individual objects on forms, such as buttons, or text boxes have "tool tips" associated with them, which means that if the user is unsure of the purpose of, a say a button, the user can pause the mouse over the item, and a brief description or hint will be displayed on-screen. Users can document contacts made (types and hours), review initial/final client assessment, track client progress, follow-up on in-house or referral services, classify in accordance with DSMIV, survey clients and measure effectiveness through a variety of reports.

Automatically Add client information
If employee data files are available, the user can elect to add "new cases from the employee file".   After selecting an employee, all relevant data is automatically copied to the EAP system, minimizing data entry again.  If employee pictures are available, .bmp or .ico or .jpg, pictures are displayed to remind case workers of clients.

Case management/Client record keeping software should be "feature rich", powerful.
Power - Easy Login, encryption
Employee Assistance Program personnel will appreciate unlimited notes.  B+B EAP has security features.  You will have the optional ability to encrypt data files so that data collected on clients are literally unreadable by anyone attempting to access the data outside of the system (the same encryption used by the FBI).   When the password feature is enabled, only authorized users can view the data.   All that is required from the user is the password.  The system will automatically use the password to determine the user name/Staff ID.  

Automatically load transcriptionist files into notes
If transcriptionists are available to make electronic versions of notes, B+B EAP can automatically add those notes to the top of existing client EAP notes by matching the case ID with the transcription notes file name  ie. 123456.txt.

Graphing
B+B EAP comes with graphing capability.  Data can be displayed in graphical form, such as percentages of presenting problems, or utilization percentages (based on number of employees) can be compared for changes or against a baseline of other companies.

Satisfaction Surveys
Produce and collect client satisfaction surveys - system tabulates and summarizes satisfaction levels with your Employee Assistance Program.

Follow-Ups
Press one button to see a list of follow-ups due in a span of ?? days, for both cases and referral records.  
You can also review cases without activity for the past ?? days.

Assessment
Categorize Initial and Final presenting problems, for both a Primary and Secondary categories.  Problem categories and severity levels are user changeable.

Contact Time
A record documenting your time is easily added with one button.  Another click will select the type of contact from a list classifying the type of contact (Intake, Brief Consultation, Case Management, Clinical Consultation, Follow-up Contact, Information Consultation or Intake Assessment either in PERSON or over the PHONE).  Enter the amount of minutes spent on the contact and Voila!  You're done.

Referring Out
B+B EAP software comes with a list of resources (outside referrals) that can be used, or you can add your own.  To select a resource, you can select those names within a Zip code, County, in a particular PPO, City, a particular name, or even keywords in notes; such as Alcohol or Drug, etc.  

There are optional user alerts that can be set for specific PPOs.

Billing
Rather than introduce a new billing system, B+B EAP prefers to give customers a billing output capability.  This simply creates a file of time/dollars that can be read by the customer's existing billing system, such as Quicken or SBT.  Most of the time this file is very simple, and B+B can often design custom output files at no charge.

Demo Download
A demo of B+B EAP software is available for downloading and testing.  We are sure that you will agree this system will be more readily accepted by EAP staff and may even be less of a headache than tracking those pesky notes.

HIPAA
In the setup screen, you have the ability to disable editing of existing notes.   Only additions and notations can be made.  There is also a HIPAA data field used to document when information is changed, by user, date and time.

Sample Features
* Unlimited Number of CONTACTS (IN-HOUSE)
* Unlimited Number of REFERRALS (OUT-OF-HOUSE)
* When adding records, you can add directly from EMPLOYEE FILES (if available)
* When "referring out", data can be added directly from Resource/Referral file (Includes SAMPLE Referrals/Resource file)
* Encryption supported - Encrypt/Unencrypt data files
    Data is un-encrypted in memory, stored as encrypted
    If you install password protection, you will be the only one who can see data
* ENCRYPTED DATA option - No one can see any case data outside of system
* Unlimited Notes
* Supports DSMIV Coding (or ICD-9)
* Graphing option on most reports
* Write your own custom reports
* Satisfaction Surveys
* Supports SPEECH RECOGNITION - Add Notes (USING IBM'S VIAVOICE)
Put Cursor into any of the Notes boxes and say "DICTATE DIRECT".
* Use Microsoft's TTS (Text-to-Speech) to speak any text, including clinical notes..
* Ability to display Client Pictures (If available)
* CASE Data Summarized in ONE Screen
* Import/Export DATA
* Security/Password Option
* ALL Windows platforms
* Network/Multi-User
* Report Output to Screen, Printer, or other options such as .ASCII text, .DOC, or .HTML files.
* Users can select language, including English, German, French, Italian, Nowegian, Dutch, Portugese, and Spanish

(Screen graphics take some time to display) Click on any screen to see full screen display

Sample screen - EAP MAIN (case, contacts & referrals information on one screen)

Sample screen - AUTOMATICALLY ADD EAP CASE DATA
(If employee data file supplied, find employee, client data is added directly)

Sample screen - AUTOMATICALLY ADD PROVIDER/REFERRAL DATA
(Resource directory pops up when adding Referrals)

Sample screen - CONTACT - DETAILS
Unlimited # of Contacts

Sample screen - REFERRALS - DETAIL
Unlimited # of Referrals

Sample screen - ASSESSMENT

Sample screen - CONTROL YOUR OWN MULTIPLE CHOICE VALUES IN PICKLISTS

 


 


Sample screen - DSMIV CODES

Sample screen - Or, USE ICD-9 CODES

Sample screen - EDIT BASE NUMBERS - EMPLOYEES, DEPENDENTS, OR FACTOR
USED TO CALCULATE UTILIZATION

Sample screen - ENCRYPTION OF DATA
(sample of data when trying to access data outside of system)

Sample report - SUMMARY - Counts & Percentages of basic information

Sample report - Quarterly - Counts & Percentages of basic information

Contact Types - Totals By Company, Site within Company, Staff (Clinician) within Site

Sample report - Contact Types - Totals By Month/Yr

Sample report - Contacts - By Staff ID (Clinician)

Sample report - Contact Counts - by type

Sample report - Dispositions - frequency of each

Sample graph - Same as above (in graph form)

Sample report - Assessment Report - Presenting Problem, severity, contacts

Sample report - Severity Change Report - from Initial to Final

Sample graph - Same as above (in graph form)

Sample report - Severity Change Report - By Staff ID#

Sample report - Summary of Severity Changes - By Assessment type

Sample report - Services Provided

Referrals Made

Utilization %'s

OTHER REPORTS

CASELOAD/UTILIZATION
- Current caseload & Utilization based on Base Loads (#Employees, Spouses or Factors).
DISPOSITION REPORT
- Summarizes # of Intake or Brief therapy sessions for Closed cases and the Dispositions of each case.
RESOLVED REPORT
- # of Client Contacts required to "RESOLVE" or "GREATLY IMPROVE" cases.
CASES W/O RECENT ACTIVITY (IN LAST ? DAYS) REPORT
FOLLOW-UPS DUE IN CASES FILE WITHIN ? DAYS SPAN REPORT
FOLLOW-UPS DUE IN REFERRALS FILE WITHIN ? DAYS SPAN REPORT
BY INTAKE DATE REPORT
USER CUSTOM REPORTS
CLIENT PHONE NUMBER REPORT

Graph Examples

FAQ

Internet vs. Local Application
Q. Is BBEAP an internet, or local application?
A. BBEAP is a local application and is network ready.  It can be used on one workstation, or shared on a server.  If you have a need to have a web application, BBEAP can run immediately on Citrix Server.  Or, another possible option is using "Web Connection" from West Wind Technologies (http://www.west-wind.com).  We are currently working on allowing users to have their tables stored on SQL Server if they prefer.

Cost
Q. What is the cost for BBEAP?
A. The annual license is as low as $250 per user, per year for non-profits.  (Minimum configuration is 5 users - $1,250) Price steps down at 6 users and 11 users.

EAP billing
Q. What does the B+B EAP billing segment do?
A. We prefer to let customers use their own billing system for issuing bills (without having to learn a new system).  The billing segement will "export" desired EAP records in a format suitable for the customer's billing system.  You let us know what format your billing system requires, and we provide the billing export feature at no additional cost.

You can store the toal billable (or not) minutes in both the contacts table (normally in-house contacts) and in the referral table (normally services referred out to other providers).  In addition, you can store a provider's specific hourly billing rate in the referral table.  

Establishing User security levels (1-9)
Q. Without installing password protection, how can I manually set user security levels??
A. Use environmental variables (See Control Panel>System>Advanced Tab>Environmental variables button).
Use this naming convention: "lvl" + UserName = ?

Find out each user name.  (On any B+B System, click on the Menu>About to see the user name).  Say you have two users on machine xyz, BOB and FRANK, you can enter lvlbob, (with a value of 9 -  administrator) and lvlfrank (with a value of 5).  When Frank uses any B+B System on machine xyz, his security level will always be 5 regardless of any password or other setting.

EAP Scheduling
Q. Does B+B Eap provide a scheduling feature?
A. No, again we prefer to let users use their own scheduling process.

References

Gary Crites
Crites & Associates
414-964-9629

"(B+B EAP) allows us to manage our internal EAP programs in a more efficient manner.  Moreover, now we can capture information which allows us to make meaningful decisions to effect positive change to make our EAP program even better for our employees and better managed for our corporation." 

Robert A. Kessler, DO
Corporate Medical Director
Quad Med, Quad Graphics Corporation (over 10,000 employees)
Pewaukee, Wisconsin 
5/4/2001
414-566-6000

"Most of us, coming from little computer background were brought up to speed quickly and smoothly... having a product that was 'user friendly' and so adaptable to our unique EAP made learning easy as well as enjoyable.  We have been extremely happy with the software and it's application to our program."

Dan Bird, M.S., CEAP
Quad Med, Quad Graphics Corporation
Pewaukee, Wisconsin
4/27/2001
414-566-6049

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Transcription Add Notes/Verify ID#'s system (requires BBEAP)
Affiliate EAP system