DARTS for Illinois

DARTS (Division's Automated Reporting & Tracking System) for Illinois is a state reporting system that agencies must use to submit Substance Use Prevention and Recovery (SUPR) information.

DARTS Functionality within DrCloudEHR and Prerequisites 

This interface can be activated only if the Global flags "Enable DARTS" ia enabled

1. Enable DARTS-When this global flag is enabled, the following will be enabled. 

1. A Link at Practice-Administrative-Practice-DARTS to capture the DARTS settings. 

2. Configure three important picklists at Practice-Administrative-Categories to capture the data. 

By default, the ‘DARTS Service Setting Codes’ drop down will be set to ‘Assessment’, the ‘DARTS Service Activity Code’ will be set to ‘Service at provider location’ and ‘Admission’ and the ‘DARTS Dedicated Funding Code’ will be set to ‘None’. 

This will happen when adding a new category. For the existing categories, the clinic has to set the options and save. 

3. At Practice-Administrative-Programs/Facilities-Add/ Edit facility, a DARTS tab will be displayed to capture the details of the DARTS facility. The Checkbox “Enable DARTS” has to be checked to auto create a DARTS record on patient admission. 

4. At New Encounter page, a drop down with the name “Darts Program Number” will be displayed and will be defaulted to “Assessment”. 

Once all of the above is set, clinic can start creating the status records and submit them to DARTS using the DARTS Interface located at Practice-DARTS-Patient Transaction Manager. 

To create DARTS Status records, user has to navigate to the Patient Summary Chart-Other tab and click on DARTS. 

 Saved DARTS Status Records: 

Submission of Status records 

Navigate to Practice-DARTS-Patient Transaction Manager 

Using the Transaction Manager, user can search for the status records using different search criteria. 

Once the results are displayed user can select the records that the user wants to submit to DARTS and click on Submit button. 

Successfully submitted DARTS Status Records: 

Next is the submission of Service records. 

To submit the Service records to DARTS, 

1. Patient to have a valid Insurance/Payer and the Payer type should be of the type Medicaid/Contract/Split billing. 

1. Create an Encounter with the Category for which the DARTS options are captured and the facility which is a DARTS facility. 

1. Once the Encounter is created, user has to navigate to the Practice-DARTS-Service Manager 

1. Using the Service Manager, user can search for the service records using different search criteria. 

Once the results are displayed user can select the records that the user wants to submit to DARTS and click on Submit button. 

Successfully submitted DARTS Service Records: 

Once the Service records are submitted to DARTS, User can view them at the Practice-DARTS-Service Results. 

1. Enable DARTS Automation-When this global flag is enabled and when a patient is admitted to the DARTS facility the system will auto create a DARTS record at Patient Summary Chart-Others.

Interface Mapping: 

With the help of Interface mapping clinic can set the DARTS Status fields to populate data from the desired form or from the patient data. 

Interface Mapping can be done at Administration-Interface Mapping-DARTS-Mapping 

User can click on the DARTS Mapping link to see the mappings. 

There will be a Default mapping. To add a new mapping, click on the Add button 

Click on Edit button against each of the field to mapping the source data.