Q: How can a Security Administrator unlock a user’s CYBER account?
A: 1. Login as CSA
2. Click on the “System Functions” Tab on the CYBER Welcome Screen
3. Click on the “Manage Access” Tab
4. Select Login Organization
5. Type in the User Name and select the user whose account is locked
6. Click on Add/Edit Logins for Org
7. Screen will show additional button “Account locked Click to Unlock”
8. Click on the “Account locked Click to Unlock” button
Q: How do I change demographic data on Treatment Plans and Assessments?
A: All demographic data on Treatment Plans and Assessments will be reflective of the demographic data on the child’s Face Sheet. Therefore, if users wish to change demographic data on Treatment Plans and Assessments, they must change that data on the Face Sheet. Users will not be able to change demographic data on Treatment Plans or Assessments themselves.
Q: I am an IIC Provider, how can I get a Prior Authorization number from the CSA?
A: 1) Via telephone to: 877.652.7624
Please have available the following information:
• Name of Provider
• Caller Name
• Provider ID number
• Caller Phone #
• Caller email address
• Youth name(s)
• Youth Member ID(s)
Call: 877.652.7624
Choose: Prior Authorization prompt (#2); if staff are not available, leave the above information in the voicemail box. An email will be generated within 24 hours with Member ID and authorization information for each request.
2) Via Email to: customerservice@performcarenj.org
Subject: PA request
In the body of the email, list:
• Provider ID number
• Caller Phone #
• Caller email address
o Youth name(s)
o Youth Member ID(s)
Q: I am a provider but cannot see any cases in the "Your Caseload" list. How do I populate the “Your Caseload” list on CYBER?
A: Click on the “Providers” Tab on the face sheet
Click on “Add New Provider”
Pick your name from the list
Enter a start date (the date you became involved with the child)
Click “Accept”
The “Agency Caseload” button is on the main search page, upper right corner (this button tells you all of the youth in your program).
The “Your Caseload” button is on the main search page and every page within the application, on the left side of the page.
Q: How do I contact the PerformCare service desk for technical questions?
A: For any technical issues contact the help desk at servicedesk@performcarenj.org or 877-736-9176.
Q: Where can I report non-technical issues to PerformCare?
A: Non-technical issues should be reported to PerformCare’s customer service department via telephone at (877) 652-7624 or via email at customerservice@performcarenj.org.
Q: I am unable to submit a completed Assessment, what could be the problem?
A: Entering text in a number field will prohibit you from being able to submit any type of assessment. Also, for IQ fields, please enter 500 for all three fields if a recent IQ is not known to you.
Q: Will there be additional WebEx trainings scheduled?
A: Yes. PerformCare will conduct additional WebEx trainings to provide instruction on specific CYBER functions. Keep checking the CSA Update Corner page and your email inbox for updates on additional trainings.
Q: Are the previously recorded WebEx Trainings available online?
A: Yes. Recorded WebEx versions and PowerPoint versions of the topics listed below are available on demand via the internet 24 hours a day, 7 days a week at both the WebEx Trainings link at the top of this page and the PerformCare website: http://www.cbhnp.org/cbhnpevents/Events.aspx
• Basic CYBER navigation, face sheet, progress notes
• Assessments module
• Treatment Plans module
• Login & Security
• Completing the JCR (available soon)
Q: Can providers assign staff members different levels of security depending on their position within the agency?
A: Yes. All provider types, including IICs and OOHs, have the ability to assign individual staff members one of three (3) levels of security in CYBER. This hierarchy of privileges enables all provider types to assign privileges in a manner that allows supervisory staff to oversee the work of their subordinates in CYBER.
Q: There are children appearing on my caseload or my agency’s caseload that were closed but now appear open. What should I do?
A: Please close them out in the Tracking Elements tab on the Face Sheet. Make sure to also enter an end date your Provider on the Provider tab as well.
Q: Must I view and print the Progress Notes in the order in which they were entered into CYBER?
A: No. CYBER allows users to filter progress notes in the way that best suits their needs. This sorting feature provides more viewing and printing flexibility. Progress notes may also be exported to several kinds of applications.
Q: Will clicking on Agency Cases show all cases assigned to me or my Agency?
A: It will show you all cases assigned to your agency.
Q: Can I access CYBER from home?
A: Yes, you can access CYBER from any computer with a reliable internet connection.
Q: Can Needs Assessments be accessed and submitted via CYBER?
A: Yes. The Partial Hospital programs, CCIS units, MST, and FFT programs all use the Needs Assessment. Other provider types must use the assessment applicable to their service line, all of which can be accessed and submitted via CYBER as well.
Q: In Assessments, can we have the option of not commenting on the 2’s and 3’s, as well as not having to complete some of the special modules?
A: DCBHS expects that if there is something worth “watching” or “reacting to” in the Assessment, then the child would also receive the benefit of your description. This follows best practice and is fully supported by Dr. Lyons.
Q: Can providers print treatment plans, progress notes, etc. from CYBER for hard file copies?
A: Yes, once CYBER is fully functional.
Q: Can users print copies of particular service authorizations for a child for a certain period or date range?
A: No, not directly from the application at this time. However, providers can export/ cut information directly from the application and import it into applications such as Excel for reporting purposes.
Q: Does CYBER have a spell-check feature for progress notes?
A: Yes. CYBER has a spell check feature for progress notes and for all other fields in which text is entered.
Q: What do the different colors and shapes denote within the timelines on CYBER?
A: The colors and shapes denote when a field is populated. On various items (including claims, authorizations, treatment plans, assessments, and progress notes) you can scroll over top of the colored box and view a quick snapshot of what the field contains.
Q: How are progress notes signed?
A: Progress notes are electronically signed when you commit the note. Your login gives an electronic signature of your name.
Q: Is there a place in CYBER where Mobile Response can log response times?
A: Yes, there will be, but the feature is not yet available.
Q: In the Timeline on the Face Sheet, what does the date noted in the Claim line stand for?
A: The date in the Timeline for the Claim represents the start date of service. There will be a chicklet filled in for each day that a service occurred.
Q: Can users see submitted and pending requests for Authorizations in a child’s record?
A: Yes, since you submitted them as part of the service plan, you will be able to see them.
Q: Will everyone need to be recertified or will the certification from ABSolute be transferred?
A: There is no certification necessary for CYBER. However, strengths and needs assessors are required to be certified as per DCBHS policy. Go to: http://www.pfccertification.org/
Q: What are the hardware and software requirements needed to run CYBER?
A: Users’ computers must have screen resolution of at least 1024 x 768. To participate in WebEx training sessions and to access CYBER, computers must have the Microsoft Silverlight plug-in installed. Please resolve any computer-security related issues that may prohibit you from being able to download the plug-in. For your reference, the link to the Microsoft Silverlight plug-in installation page is: http://silverlight.net/GetStarted/.
Q: How do I log on to CYBER for the first time if I had access to ABSolute?
A: The instructions below should enable everyone at your agency who previously had an ABSolute User ID and password to access CYBER. If any of your staff members have problems logging into CYBER after following the instructions below, please contact the PerformCare service desk at servicedesk@performcarenj.org or 877-736-9176 for assistance.
Login Name: ABSolute User ID
(This is the exact same User ID used for ABSolute)
Passwords were provided to system administrators. Please ask your agency’s system administrator for the generic password. Once you login, you will be prompted to change your password. It should be unique and known only to you as the system “stamps” all of your work as your own.
Q: Who is responsible for setting a new user up in CYBER?
A: The Security Administrator from your agency can set you up with a login and password if you need one. If your agency needs to designate a Security Administrator, please contact the PerformCare service desk at servicedesk@performcarenj.org or (877) 736-9176.
Q: Will outpatient providers have the ability to use CYBER?
A: No, not in the foreseeable future.
Q: Has the transition to the new CSA effected timely payment of claims?
A: DCBHS and PerformCare are working to ensure that providers’ claims continue to be paid on a timely basis. If you experience any problems, please feel free to contact Clarence Whittaker, the DCBHS Constituent Affairs Officer at (609) 292-4741.
Q: To what address should invoices for Wrap/Flex funds be sent?
A: Wrap/Flex Invoice
PerformCare
300 Horizon Center Blvd.
Suite 306
Robbinsville, NJ 08691
Q: How is a child referred?
A: This process has not changed. A child is referred the same way as before CYBER, call toll free (877) 652-7624.
Q: There were Authorizations updated prior to 8/28, but the CSA extended some current Authorizations and created some new, however they do not show up in the ISPs. Should these Authorizations be used, or should we just disregard them?
A: Please use them if they are needed. DCBHS asked that services not be interrupted during the transition period.
Q: What is the CSA turnaround for Authorizations?
A: Authorizations follow the same rules as before. It is 1-5 days depending on the service. If you experience delays, please contact PerformCare’s customer service department via telephone at (877) 652-7624 or via email at customerservice@performcarenj.org.
Q: Do users have access to children who were closed from their agency?
A: Yes. For billing and other purposes, users have historical access to records of youth closed from their agency. However, users can only see the record as it existed at the time the agency closed out the youth.
Q: For OOH Placement, will Youth Link only show us children who fit our criteria?
A: Like the Bulletin Board, Youth Link will offer more rather than fewer children. It will have a sorting ability for the user to easily navigate to children who fit their criteria.
Q: Who has access to Youth Link data?
A: Only those who should have access. This includes CM entities, OOH Providers, DCBHS, and the CSA.
Q: Will a “Rule Out” be included in the diagnosis?
A: Yes, it will be added in the future. A definitive diagnosis (not Rule Out or V code) is still required.
Q: Who is responsible for entering a discharge date for the child?
A: The discharging entity is responsible.
Q: Where is the Release of Information (ROI) recorded?
A: For the CYBER user, HIPAA compliance is noted when you login to the system. For all others, it is held by the Provider.
Q: Regarding Billing Codes, will the CSA provide more explanation on what should be used?
A: Please go to the MMIS (Medicaid) website (http://www.njmmis.com/) for clarification. The CSA does not determine the codes.
Q: Is it true that eligibility has changed, and that a “3560” will be initially assigned to each case?
A: Yes. This is great! Children get behavioral health coverage immediately – that’s what the number indicates. It will also allow for Care and Case Managers to see when they are over their time limit for ensuing that the PE papers are submitted.
Q: Will there be a way to filter for DYFS children only?
A: Yes, but that is dependent upon a feed from NJSPIRIT.
Q: What is the policy on FSOs having access to all children past and present?
A: FSO access will be determined soon.
Q: How soon will a referral go up on Youth Link for the providers to see?
A: As soon as the CSA reviews the OOH Assessment and clicks the “Push to Youth Link” button.
Q: I treated a child who was in the Absolute system. Am I supposed to enter them into CYBER to continue treatment?
A: No. All children from Absolute were transferred to CYBER.
Q: Will I be able to access other Case Manager loads for my agency?
A: Providers are expected to manage their work internally. Having this functionality within CYBER would be too confusing and potentially problematic for families.
Q: Print functionality does not seem to be working.
A: Different CYBER modules are receiving printing abilities on a weekly basis.
Q: For the assessments that were faxed to PerformCare before I could enter them electronically, will they be entered into CYBER?
A: Yes. PerformCare is responsible for entering them into CYBER.
Q: 30 Day Authorizations are throwing off the treatment plan team schedules and conflict with licensing standards, is this a problem?
A: No, the 30 day authorizations were done to ensure that services continued and that providers would be paid. This is a short-term issue.
Q: Will parents be able to access their child’s record in CYBER?
A: Yes, per the usual record request procedure. Parents and youth will also have access to KidNet soon.
Q: If a provider sends a child to the ER for crisis, who enters that information into CYBER?
A: The Care or Case Manager is responsible for entering the information into CYBER.
Q: Why does the system automatically log me out after no activity of at least 30 minutes?
A: This automatic logout protects against potential HIPAA violations and is a good security practice.
Q: When my account was set up, what does the security level mean?
A: The levels are 1-Case Manager/Worker, 2-Supervisor, and 3-QI Director/Executive Director.
Q: A major DYFS concern is that workers used to have read only access to everything. Now they can add and edit information. Is this ok?
A: DCBHS manages this in compliance with HIPAA rules.
Q: How can we update an assessment or diagnosis on a child after it has been submitted?
A: You can open a new one and copy the information
Q: How do we communicate to the CSA special issues, concerns, or alerts within a plan?
A: You can use the notepad section within the plan.
Q: How will supervisors be notified that a Treatment Plan is ready for their review and approval?
A: Each agency has the ability to set up its own hierarchy of user security IDs, which allows the plans to move through the approval process from within your agency.
Q: Does CYBER track unit usage as claims are submitted and paid?
A: Yes, this will be seen in the Claims chicklet within the timeline when it becomes available.
Q: Treatment Plans seem so different than before. Is there someone to contact regarding the changes and content?
A: If you have any questions, please contact Alan Vietze of DCBHS at 609-292-4741.
Q: At what stage of the OOH referral process in Youth Link are providers locked out?
A: Providers are only locked out if the referral is in the “scheduled” stage.
