How to Pull Timeliness Data

Timeliness data is entered into SmartCare by direct care staff on a per-client basis. There are 4 separate forms, depending on the type of service the client is requesting. These documents are only required for new clients, and are not program-specific. The definition of a “new client” is determined at the county level. However, most counties define this as a client who has not received any services for the past 3 years. This means that a returning client who hasn’t received services in over 3 years is considered “new”.

Timeliness data is reported via the Timely Access Data Tool (TADT). This is an Excel workbook that DHCS provides to counties. Currently, there are 2 separate workbooks: one for mental health services and one for substance use disorder services. Within each of these are separate tabs, including instructions and 2 separate reporting tabs, based on the type of service requested. This is why there are 4 separate documents in SmartCare, as they each correspond to one of the 4 tabs a county will use to report timeliness data.

CalMHSA has created a report that mirrors this workbook for easy reporting. Follow the steps below to run this report.

  1. Click on the Search icon.
  2. Type “TADT” in the search bar.
  3. Select “CalMHSA TADT Report (My Office)” from the search results.
  1. This will bring up the Report View window. Enter the parameters for the report.
    1. Report Types – a multiple select field; each option will pull data on that type of service and corresponds to a reporting tab in the TADT. There is also an option to “select all”, which will return all 4 types in the report.
      • MHP Psychiatric – Attachment D.1., tab “Psychiatry”
      • MHP Non-Psychiatric – Attachment D.1., tab “Non-Psych SMHS”
      • DMC-ODS Outpatient – Attachment D.2., tab “DMC-ODS – Outpatient SUD”
      • DMC-ODS Opioid – Attachment D.2., tab “DMC-ODS – All Opioid”
    1. Start Date – a date field; enter the start date of the reporting period
    2. End Date – a date field; enter the end date of the reporting period
  1. Click “View Report”.
  1. This will bring up the report data for you to view. Please note that there will be multiple pages if you selected multiple report types in step 4.
  2. Click on the Export icon.
  1. Select Excel from the drop-down options. This will download the report as an Excel document to your computer.

How to Complete the TADT

  1. Follow the steps above to pull the timeliness data from SmartCare and open the downloaded Excel file from step 8 above.
  2. Copy and paste the information from the downloaded Excel file to the TADT Workbook provided by DHCS