Clients

To Add A Client via Web Application (i.e. Browser)
EP Program Staff Portion of registration:

1. First, navigate to the "Clients" page on the left hand navigation menu.

2. Choose Whether you are adding multiple clients at once ("Import Client List", steps 9-14) or one individual client ("Add Client", steps 3-8) and click "Proceed"
   
   Add Client

3. Click the "Add Client" button on the top right corner of the screen.

4. Select the appropriate clinic from the drop-down menu and click Next.

5. Select the appropriate option based on the age of the client (Adult or Minor) and click Next.

6. Enter the data for "Client Info"

   • Select the classification that the client falls under.

   • Enter the client's basic information- ensure you have populated each field with a red asterisk in each screen that appears.

     1. Client First Name: Client's legal first name

     2. Client Last Name: Client's legal last name

     3. Client preferred name: Whatever name the client prefers to go by. This is the name that will display in the application (e.g., welcome screens, in PSP surveys when referencing the client)

     4. Date of birth: client's date of birth. Be sure this matches the age designation that was selected on the previous screen.

     5. Click "Next"

     6. Pronouns: This field can be left blank if not yet assessed or if client prefers to leave it blank for any reason

     7. Sex Assigned at Birth: Client's sex-assigned-at-birth

     8. Gender Identity, Race, Ethnicity: These should be entered based on client's self-identification

     9. Display Language: This is the language that will be the default display language for the client when they access Beehive. It can be updated in their profile at any time, and it can also be adjusted by the client as needed when they are completing surveys. The languages that are available in this drop-down are the languages that are currently available for use in Beehive. We are working towards having each of these languages available: Spanish, Armenian, Cambodian (Khmer), Cantonese, Farsi, Korean, Mandarin, Russian, Tagalog, Vietnamese, Simplified Chinese, Hmong, Hindi

     10. Address/City/State/Zip Code/Country: Please note that if the client does not have a permanent address, you can select the checkbox which says "check here if the client doesn't have a permanent address"

     11. Cell Phone: If client wants to receive weblink via cell phone, this field is required 

         1. When you enter a cell phone number, Beehive will run a check in the background to confirm that this is actually a cell phone number (not, for example, a landline)

            • If the number is a valid cell phone number, you will see a blue check-mark. 

            • If the number is not a validated cell phone number, you will see a red exclamation point 

         2. Re-use of mobile numbers across multiple clients and PSPs is allowed. If the number you are entering matches one that is already assigned to another client or PSP in Beehive, you will see a warning that encourages you to verify you are entering the correct number. But there are no restrictions on re-use of phone numbers for clients and PSPs. 

         3. Clients/PSPs using SMS weblink will be required to verify their number (by clicking on a verification link texted to them) before they receive automated weblinks

            • All numbers (regardless of validation status) need to be verified before Beehive will send any weblink text messages. Note that Beehive will still attempt to send this message to clients/PSPs that have an “invalid” number.

            • Beehive will send out this verification message three times. This message says "Welcome to Beehive! You will receive your surveys via SMS. Click on the below link to verify this number." Each message includes a unique link that is valid for 48 hours.

            • If the client does not respond to the first message, Beehive will send another (second) message 48 hours after the first message.

            • If the client does not respond to the second message, Beehive will send a final (third) message 48 hours after the second message.

         4. When user clicks this link, this will be noted in the profile and they will begin to receive automated weblinks

         5. If user does not verify number after the third message, Beehive will not continue to send out automated verification messages. A clinic user can manually send this message at any time on the client’s or PSP’s registration page by clicking “Invited”

         6. If user does not verify number after the third message, Beehive will not continue to send out automated verification messages. A clinic user can manually send this message at any time on the client’s or PSP’s registration page by clicking “Invited”

         7. There are several places that Beehive will tell you that a number is unverified:

            • Icon on the cell phone text entry box

            • Icon on the weblink delivery method “text” check-box option

            • An informational icon on the Client list (icon is a red text bubble with the words “SMS” in it)

         8. Users can search client list by phone number to find all clients and PSPs associated with a phone number. Note, that if the matching client/PSP belongs to a clinic that you do not have access to, you will see a message indicating as such.
            
            

     12. Email: If client wants to receive weblink via email, this field is required

     13. Weblink Delivery method: select text and/or email OR select "no weblink" if client will only be completing surveys on the iOS application

     14. Weblink Delivery Settings:  By default, Weblink delivery is bi-monthly on first and third Sunday at 7:00AM.  If the client wants to change this, they now have the option to choose a custom frequency and how often they want to receive reminds to complete their surveys.
         
         

   • Enter data for "Treatment Info & Survey Bundles"

     1. Survey baseline date: This is the date that baseline surveys will start. It should be a date that is close to the client's start of treatment. Each program in the LHCN may be using a slightly different anchor for this date (i.e. date of phone screen, date of first in-person appointment, date of welcome visit), so please check with your program leadership if you are unsure what your program is using for this date. This date cannot be changed once any survey is completed by client/PSP/clinician, so it is very important to make sure you have entered it properly.

     2. Client diagnosis: Please enter a preliminary diagnosis as best as is known at the point of registration. It is also helpful for ambiguous diagnoses (e.g. Psychosis NOS) for you to indicate whether the client is presumed "FEP" or "CHR."

     3. Treatment Team lead: select from the drop-down of Beehive users that are registered at your clinic. This is the individual who will get notifications about individual clients (e.g. urgent clinical issues, survey status).

     4. Select Prescriber: This drop-down will display all Beehive users that are affiliated with your clinic and are indicated in their profile to be a "prescriber." Assigning a prescriber allows that prescriber to filter the client list to only look at their caseload when using Beehive. 

     5. Select Bundle: If your clinic is using surveys in addition to the EPI-CAL battery, assign them here. Otherwise, all EPI-CAL required surveys are assigned by default. 

   • Enter data for "Support Persons"

Note: Registration of a primary support person is required for minors and conserved adults. Registration of a primary support person is optional, but strongly encouraged, for adults and emancipated minors. A primary support person could be the individual's legal guardian, but it can also be any supportive person the client wants to involve in their care (e.g., parent, partner, other family member, friend, etc.)

Click on "Yes" to add a support person. 

1. First Name: PSP's legal first name

2. Last Name: PSP's legal last name

3. Preferred name: Whatever name the PSP prefers to go by. This is the name that will display in the application (e.g., welcome screens)

4. Cell Phone: If PSP wants to receive weblink via cell phone, this field is required

5. Email: If client wants to receive weblink via email, this field is required

6. Weblink Delivery method: select text and/or email OR select "no weblink" if client will only be completing surveys on the iOS application

7. Weblink Delivery Settings:  By default, Weblink delivery is bi-monthly on first and third Sunday at 7:00AM.  If the support person wants to change this, they now have the option to choose a custom frequency and how often they want to receive reminds to complete their surveys.

8. Sex-assigned-at-birth: PSP's sex-assigned-at-birth

9. Date of birth: PSP's date of birth. If PSP declines to provide, please select "prefer not to say"

10. Gender Identity, Race, Ethnicity: These should be entered based on client's self-identification

11. Relationship with [Client Preferred Name]: Please select the PSP's relation to the client

12. Display Language: This is the language that will be the default display language for the client when they access Beehive. It can be updated in their profile at any time, and it can also be adjusted by the client as needed when they are completing surveys. The languages that are available in this drop-down are the languages that are currently available for use in Beehive. We are working towards having each of these languages available: Spanish, Armenian, Cambodian (Khmer), Cantonese, Farsi, Korean, Mandarin, Russian, Tagalog, Vietnamese, Simplified Chinese, Hmong

13. Is this your primary support person?: Select the appropriate response. This field can be updated at any time. The client can have up to two primary support persons active at any given time. 

6. • Note: Registration may be partially completed and saved for later. However, surveys will not be available for clients, PSPs, or clinicians until registration is complete. 

7. After entering in the client's basic information, and their contacts, a screen reviewing the data you just entered will appear.

8. Confirm that the details are accurate, then press the "Submit" button in the bottom center of the screen.
   
   Import Client List

9. On the top right corner in the Clients page, there is a button next to the "Add Clients" button with the upload symbol. Click on that to start the Client list importing process.

10. Download the template for client list by clicking "download template"

11. Complete CSV template which is made up of the following fields

A. First Name
B. Last Name
C. Email (username@domain)
D. Phone (10 digits without spaces, e.g. 9167347251)
E. DOB (MM/DD/YYYY)
F. Sex (Male/Female/Intersex)
G. isSelfConsent (True/False)
H. Client is a Minor (True/False)

Columns G and H Replace the first screen of individual client registration which ask you to choose the client's designation as a minor or adult and their ability to provide consent. Use this table as guidance for completing these fields. 

12. Upload the completed CSV by selecting "Click here to attach CSV file" and selecting the appropriate file. Then select "Upload CSV file"

13. A message will appear that indicates how many clients have been uploaded and how many clients have been skipped

14. If clients are skipped from upload, it is because there is an error in the data entry in the CSV template. The reasons for upload failure will be listed on the screen. Address any identified errors for skipped clients and re-upload those clients. Below are the list of possible failures:

    • No first name provided: First name field was left blank in the CSV file

    • No last name provided: Last name field was left blank in CSV file

    • No email or mobile number provided: Email and/or mobile number was left blank in the CSV file. At least one must be entered

    • Invalid email: email in CSV does not match the username@domain format

    • Enter valid mobile number: mobile number in CSV was not formatted as 10 digits without any spaces or punctuation 

    • Email or mobile number already exists: The client's email ID or mobile number already exists in Beehive for another client or user

    • No DOB Provided: DOB field was left blank in CSV file

    • Invalid date format: DOB was not entered in the proper format of MM/DD/YYYY

    • Sex field contains invalid response: Sex field contains a response outside of the 3 possible responses: Male/Female/Intersex

    • Sex field left blank: Sex field was left blank in the CSV file

    • Invalid Response in field isSelfConsent: "isSelfConsent" field contains a response other than "True" or "False"

    • Invalid Response in field Client is Minor: Client is Minor field contains a response other than "True" or "False"

    • DOB doesn't match designation as minor or adult: The DOB entered does not match the response in column H. For example a DOB with an age of under 18 was entered, but the response in column H (Client is Minor) was "False"

15. Once all clients are successfully uploaded, you will see then listed on the client with a missing data icon (a yellow encircled exclamation mark). The client record has been created, but client registration will not be complete until all registration fields are completed by selecting the "edit" (pencil) button and filling in the required registration fields (steps 7-9 in Add Client) Section

Client/Primary Support Person Portion of Completion of EULA

1. Once registration has been completed, the client that was added will receive an email with the weblink to complete the EULA and surveys. The client must click this link to begin finalizing their registration.

2. Clients will be prompted to enter a one-time password (OTP). This will be sent in the same method (text or email) that they received the invitation to complete surveys.

3. Client will be presented with the EULA explanation video.

   • Ensure that the appropriate guardian/caregiver is present for minors, wards of court, conserved adults, etc. 

4. After this video plays, they will be presented with a list of permission options for data sharing. Clients (or their guardians) must acknowledge all of the required options before continuing. They also have the option to allow to share their de-identified data for research with UC-Davis and/or NIH. 

To Add A Client via Tablet, please click here.

For a diagram detailing this registration process for both the Weblink and Tablet, please click here.

To Edit A Client via Browser:

1. First, navigate to the "Clients" page on the left hand navigation menu.

2. Look for the client that you want to edit. You can use the search bar on the right corner to search the clients name, email, or phone number.

3. Next, press the edit button (which is represented by a pencil) on the right hand side of the client's listing that you wish to edit.

4. From the summary screen, you can either press the "edit" button at the bottom of the screen to navigate through each screen of the client's profile OR you can press any of the "pencil" buttons on the individual widgets that you see to jump directly to that page to edit it.

Note: "Survey Baseline Date" may be edited until the client completes their first survey question. After that point it may not be edited by users.
Please contact your point person if there is an error in a locked date.

5. Once you start editing a client's profile: 

   1. You can jump to different pages of the profile by using the navigation tabs at the top of the screen.

   2. You can press "Save & Exit" at the bottom of the screen to save your changes at any point in the editing process

6. Whenever you press "Save & Exit", you will be returned to the profile summary page for the client

To Edit A Client via Tablet:

1. First, navigate to the "Clients" page on the left hand navigation menu.

2. Select the appropriate clinic from the drop-down menu in the top left corner.

3. Next, press the data button (which is represented by a graph) on the right hand side of the client's listing that you wish to edit.

4. In the "Client Details" screen that appears, press the edit button (which is represented by a pencil) in the top right hand corner, under the current episode's bar.

5. Walk through the screens that appear- if a field needs to be edited, go ahead and change the relevant information when it appears.

   1. To edit a support person, once on the Support Network page, press the edit button (which is represented by a pencil) on the right hand side of the support person's listing that you wish to edit.

6. Once you have gone through all the available screens, a review screen will appear.

   1. Make sure that the edits you need to make are represented at this screen, then press the "Update" button in the bottom center of the screen.

Note: Intake date may be edited until the client completes their first survey question. After that point it may not be edited.

Service utilization cards will appear on the client's data view page if they have used the check-in feature on the iOS app.

1. Click "Clients" to go to the client list

2. On the client list, select the data (graph) button for the relevant client to go to the client data view page

3. On the client data view page, select the blue button in the top right corner that says "Survey Status"

4. On the survey status page you will see a list of all survey bundles which have been assigned to the client. These headers will also include the bundle due date and the status (represented by a completion percentage)

5. You can open the headers to get information about individual surveys. Completed surveys will include a hyperlink to the data for that survey. 

6. You can also navigate to the tab at the top which says "PSP surveys" to view this same information for PSP-completed surveys

Each time a client enters the survey window, clinicians will be prompted to answer questions about the client in the web platform. To indicate that these questions are ready to be answered, a task will populate in the "Action Items" widget in the dashboard, and in the Client list screen, an icon will appear next to the clients' names that require data entry.

Baseline surveys are available for 4 calendar months after the weblink is sent (intake).

Follow Up surveys are available 2 calendar months before and 4 calendar months after the 6-month mark.

How to enter data:

1. From the dashboard, navigate to the "Clients" window from the left navigation pane.

2. Open the relevant client's Data screen by pressing the Data button (represented by the graph)

3. Click the button labeled "Clinician-Entered Data" in the top right hand corner of the screen.

4. This will open the surveys that need to be completed for the selected client.

   1. Progress on surveys will be indicated by the color-coded box on the right hand side of each individual survey file

      1. Red = Not started

      2. Green = In Progress

      3. Blue = Completed

NOTE: Once submitted, data can only be updated until the survey due date.

To review previous clinician-entered data, you can look at this from the survey results page or some clinician-entered surveys have data visualizations. 

A video detailing this process is available at the bottom of the page.

Episodes are used to track a client's course of treatment in an Early Psychosis program. An episode begins with the client's intake date and ends with their discharge date. When you close a client's episode in Beehive, their profile will be considered "inactive." This means that their data and information will be locked from editing and new surveys cannot be completed by or about them. They will be moved to the "inactive" tab on the client list. Previously entered data and surveys will be accessible in view-only format.

A new episode may be opened for clients who return for services after being discharged. When a new episode is opened, the client profile will again be considered "active." They will be moved back to the "active" tab on the client list. Client profile information (e.g. preferred name, contact information) will become editable when the new episode is opened. When opening a new episode, a new intake date must be entered. Surveys will then be sent according to this new intake date. 

To close a client's episode

1. Navigate to the "Clients" page in the left hand navigation pane.

2. Click on the "Data" button, represented by the graph for the relevant client.

3. In the top right hand corner, next to the client's intake date, click on the "Close Episode" button.

4. Select the discharge date for the client.

5. Press the "Confirm" button.

6. Press the "Okay" button.

7. The client will have automatically moved to the "Inactive" tab, and their current episode will have been closed.

A video detailing this process is available at the bottom of the page. 

To open a client's episode:

1. With an Admin-Level account, navigate to the "Clients" page in the left hand navigation pane.

2. Click on the "Inactive" tab in the top left corner, under the clinic selection drop-down menu.

3. Find the relevant client, and click on the "Data" button, represented by the graph.

4. Click the "Open Episode" button in the top right hand corner, to the left of the "Survey Results" and "Clinician Data Entry" buttons.

5. Select the intake date for the client's new episode.

6. Press the "Confirm" button.

7. Press the "Okay" button.

8. The client will have automatically moved to the "Active" tab and will have a new episode opened.

A video detailing this process is available at the bottom of the page.