DISCHARGE REFERRAL SUMMARY .co.us



PURPOSE OF THE DRS

The DUI/DWAI Reporting System (DRS) and the resulting DUI/DWAI Referral Summary are used by the Division of Behavioral Health to collect Level I and Level II education and treatment data on persons arrested 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. DBH utilizes this data for a variety of research and evaluation activities.

GENERAL INFORMATION ABOUT THE DRS

➢ A DRS must be entered for each DUI client enrolled in Level I or Level II education/therapy. An admission DACODS must also be completed with the same admission date as the DRS. This includes DUI clients who have been arrested or who reside outside of Colorado. Only enter a DRS on DUI clients who have actually enrolled for services with your agency. Only DUI clients are in this database. 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 upon admission and then updated on a weekly basis. Agencies must audit their own data on a minimum monthly basis to ensure accuracy in the database.

➢ Each DRS summary records attended hours, attended weeks and elapsed weeks for that specific treatment episode. Prior treatment episodes should not be included on the same summary.

➢ 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 program or to another site within the same DUI program. (Enter the appropriate DRS number designated for that agency or site. If you do not know the DRS number you can locate the number in the DUI Directory located under the Training tab).

➢ Programs shall furnish validated copies of the discharge DRS to the client within 10 working days following client’s discharge. The DRS must be validated by stamping or labeling the program name and site address on the form, along with an authorized staff signature. A copy of the discharge DRS should be retained in the client file. If the client is on probation and/or they reinstated their driver’s license with an affidavit of enrollment, then the client should have signed a release of information and the agency must also send a copy of the discharge DRS to the PO or to DMV.

➢ 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 the clinic site at which the client received education or treatment services.

2. Agency’s Agency’s License ##

The agency license number is the six-digit (4 digits, hyphen, 2 digits) number assigned to a facility/clinic by DBH at the time of licensure/certification. For facilities/clinics 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. To enter

the contact name into TMS go to the DRS tab, drop down to DRS directory, and enter contact information.

4 3. Court Case # (Primary and Secondary)

Alphanumeric, up to 16 characters in length possible. 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, but has signed a release, the judicial district can be entered and the court case # can be entered as “999999”.

5. Judicial District (Primary, and Secondary or Tribal Government)

Alpha/Numeric, 2 characters in length. Only 1-22 or SU (Southern Ute) and UM (Ute Mountain) 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 PO is not on

the drop down list, that field can be left blank.

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, until you get the correct name from probation; the probation officer will still have access to the record.

8. Client Name (USE 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).

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.

10. 10. Level of Client Participation

Check the box (es) 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.

a. Attended Hours is the hours the client actually participated in.

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).

1 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).

2 Class/Group Clients must be assigned an individual class/group. Alpha/numeric, up to 8 10 characters in length. The agency is responsible for designating a class/group name for each of their groups. (Ex: LIIED530 for Education conducted at 5:30 or LIITX730 for Therapy conducted at 7:30). The agency can update the status of an entire group at once by selecting the class/group in the maintenance screen. Once in the maintenance screen, select the print button to generate a group roster.

c. Completed The box □must be checked when the client completes that level of service. This will allow the maintenance screen to be accurate and have hours accrued in the correct level of service.

11. Enter up to 4 adjuncts

1 = Breath testing (Random/daily schedule of breath tests to detect alcohol use)

2 = Electronic monitoring (Court ordered to comply with a home detention or other electronic monitoring system.)

3 = Interlock (Required to install an ignition interlock device on their motor vehicle(s).

4 = Meds to reduce alcohol use (Monitored Disulfiram (Antabuse), Naltrexone or other approved drugs to reduce alcohol use.)

5 = Meds to reduce drug use (Medications to reduce their use of illicit drugs [i.e., Naltrexone for Opioid use].)

6 = Opioid replacement therapy (Medications such as Methadone, Buprenorphine or LAAM).

7 = Random U.A.s (Random schedule of urine screens for detecting legal or illegal drug use).

8 = Support group (Clients involved in AA, CA, NA, RR or other substance-abuse related support

group program.)

9 = VIP (Required to attend Victim Impact Panels such as Mother’s Against Drunk Driving [MADD].)

10 = Other (Use this code for all clients who are required to participate in adjuncts not listed above.)

11. Treatment Track Assigned

There are four separate treatment tracks based on assessed level of severity. Enter the letter of the treatment track RECOMMENDED BY THE EVALUATOR. If there is no track assigned, agencies should follow DBH guidelines for assigning an appropriate track. The track should be blank for clients recommended for Level I Education or Level II Education only. Clients must complete BOTH the minimum hours AND weeks required for each respective track.

Track A - 42 hours of therapy over a minimum of 21 weeks. BAC below the statutorily defined PDD level with no prior impaired driving offenses (currently .17%)

Track B - 52 hours of therapy over a minimum of 26 weeks. BAC at or above the statutorily defined PDD level with no prior impaired driving offenses (currently .17%)

Track C - 68 hours of therapy over a minimum of 34 weeks. BAC below the statutorily defined PDD level with one or more prior impaired driving offenses (currently .17%)

Track D - 86 hours of therapy over a minimum of 43 weeks. BAC at or above the statutorily defined PDD level with one or more prior impaired driving offenses (currently .17%)

13. BAC (Blood or Breath Alcohol Content)

Enter the three-digit number. Record the original or first BAC if two were taken.

888 = Not Taken

900 = Refused

999 = Not Available

14. Number of Prior DUI/DWAI Arrests

Enter the number of PRIOR DUI/DWAI arrests. Not necessarily just convictions; do NOT count the

present offense.

15. DMV Affidavit

Check if the client is currently enrolled with a DMV Affidavit. Agencies are required to complete an affidavit of enrollment for eligible clients within 7 calendar days of request at no additional charge. Quarterly compliance reports and discharge DRS’s are required to be submitted to DMV. Clients are required to sign a release of information to DMV in order to receive an Affidavit.

16. Client Status

In Progress

Check this option if client services are ‘in progress’.

Completed education/treatment

Check if client completed all education, and/or education/treatment ordered by the court and recommended by the Evaluator AND is being discharged. Do not check this option if the client is required to complete both education and therapy but has completed only education.

Did not complete education/treatment

Check this option if the client has NOT completed all required education and therapy, AND is being discharged.

Transferred

Check this option if client is being transferred to another DUI program. Must enter the 4 character DRS # the client is being transferred to. This also includes site transfers within the same DUI program. The DRS # for programs can be found in the DUI Directory located under the training tab.

17. Client Monitoring DRS status

C Codes – Cooperative –

This code can ONLY be used if ‘Client Status’ is ‘In Progress’.

N Codes – No contact, New referral –

This code can ONLY be used if ‘Client Status’ is ‘In Progress’. Clients should not have an “n” code for more than 30 days, status must be changed or clients should be discharged.

M Codes – Monitor. –

ALERT to the referral source that something has changed with the client’s status. These codes can ONLY be used if ‘Client Status’ is ‘In Progress’.

U Codes – Uncooperative. –

NOTIFICATION to the referral source that IMMEDIATE action is REQUIRED on this client. Do not rely on TMS for sole communication to probation regarding high-risk clients. These codes can ONLY be used if ‘Client Status’ is ‘In Progress’.

D Codes – Discharge.

If ‘Client Status’ is ‘Completed’, ‘DC’ can ONLY be used. Use only when all required services are completed.

If ‘Client Status’ is ‘Transferred’, ‘DR’ or ‘DM’ can ONLY be used.

If ‘Client Status’ is ‘ ‘Did not complete’, a D (Discharge) Code must be used.

D codes CANNOT be used if ‘Client Status’ is ‘In Progress’.

Enter the two-letter code most descriptive of clients most current ‘Client Monitoring DRS Status’.

CC Cooperative with conditions of supervision

NC No contact

NR New referral

MA monitor, attendance

MI monitor, intoxicated/impaired

MJ monitor, adjuncts

ML monitor, lack of progress

MP monitor, payment

MT monitor, attitude

UA uncooperative, attendance

UI uncooperative, intoxicated/impaired

UJ uncooperative, adjuncts

UL uncooperative, lack of progress

UP uncooperative, payment

UT uncooperative, attitude

DC discharged, completed

DA discharge, attendance

DD discharged, died

DI discharge, intoxicated/impaired

DJ discharge, adjuncts

DL discharge, lack of progress

DM discharged, moved

DP discharge, payment

DR discharged, referral

DS discharged, military service

DT discharge, attitude

DX discharged, medical

18. Status/Notes Effective Date

Date that is automatically ‘system’ assigned whenever the ‘Client Monitoring: DRS Status’ of the client is

changed or new information in the ‘Notes’ field is entered.

THIS FIELD DOES NOT REFLECT THE DATE THE RECORD WAS LAST UPDATED.

19. Notes

Enter any information pertinent to client’s current monitoring status. Whenever clients status becomes

ANYTHING other than ‘cooperative’, this information will be particularly helpful. Because of privacy reasons (HIPAA), no clinical or treatment notes are allowed in this field.

20. Admission/Discharge Date.

The admission and discharge dates, in order of month/day/year, are required fields. Do not discharge a client if you are attempting to get the client back into treatment. However, do not wait longer than 30 days after your last contact to discharge the client. The discharge date is the last date the client participated in education, treatment, or adjuncts to treatment. The discharge date must be equal to or greater than the admission date.

21. Days Since Last Update.

The system will automatically generate the number of days since the there was any update to the record.

This number can be found in the DRS Search and Maintenance result screens.

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