B+B Systems,
LLC
627 Madison
Waukesha, Wisconsin 53188
262-299-3602
E-Mail
B+B EAP - Case/Client
Management software
For most case
management documentation needs
Simple - Easy to use - since 1990
Most important client
data all on one screen
|
Optional Affiliate system Affiliate EAP
system - Download by affiliates - to their
computer
How does it work? |
Optional Transcription Verify
system Transcription System - Download - Your
computer
Download to BBEAP folder
containing eap.exe
Use to verify that a
transcriptionist adds Clinical Notes to B+B EAP for correct client
ID# and/or
Use to enter Clinical Notes immediately into B+B EAP
cases.
Network/workstation installs & FAQ
ICD-9 Healthcare code tables - sample and complete versions - Quarter 2, 2009
Download
optional Encryption setup program
Optional - use to change the level/degree of Encryption
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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 "referring out", data can be added directly from
Resource/Referral file (Includes SAMPLE Referrals/Resource file)
* Customize
screens without programming
* 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
(Use Windows SAPI to use your microphone to enter text).
* 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)
Customize Screens - (without
programming)
Right click on labels. You can,
1. change the
wording of labels
2. change the wording of hints
3. hide labels and text boxes you don't want to see.
In the middle of the screen, "Group #"
was changed to "My Own Label"
In the middle of the screen, above "Group
#",
"Policy #", and the policy number data box is hidden
Sample screen -
AUTOMATICALLY ADD EAP CASE DATA
(If employee data
file supplied, find employee, client data is added directly)
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 screen - Satisfaction Survey
Surveys can be emailed or
printed. They can also be done by on-site clients after completing their
sessions (self-survey)
Sample report - Satisfaction Survey
results
Sample screen - Outcome Mini-survey
Prompt users to ask client outcome opinion at Intake/Closing/or ??
days after inactivity
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
Link to Supporting documents
Separate B+B Affiliate system (one screen,
mini-EAP)
With the separate B+B Affiliate
system, you can have affiliates see your employees at distant locations, and
upon closing cases, have encrypted eap data sent to your company's FTP site for
eventual adding to the EAP system, and optionally produce an Excel bill for the
billing department, and payments to affiliates.
Processing Affiliate
submissions in BB EAP
When affiliates
submit their case data for processing by BB EAP, the administrator on BB EAP
sees this screen upon startup. The administrator can review the bill
detail, and select which cases to move to the EAP system, and
also processes bills for payment.
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.
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
"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
414-587-2473
Consult
