Contents

1. Overview

This quick start user guide will provide a basic overview to get you started and walk you through navigating the various screens available in the OQ®-Analyst system.  If you would like more information, please refer to the full OQ®-Analyst User Manual, which can be viewed by clicking on [Info Center] on the home page after logging into your system.

OQ®-Analyst is a web-based software system that allows for electronic administration of outcome measures, questionnaires, and satisfaction surveys.  Our instruments provide instant feedback to clinicians regarding a client’s progress across sessions and uses algorithms to predict and help prevent treatment failures.  For more information and a complete list of available OQ Measures instruments, please visit our website www.oqmeasures.com.

There is nothing to install, making it convenient and easy to use from anywhere using an internet connection and a desktop computer, laptop, or tablet (including iPads and smart phones).  OQ®-Analyst is multi-browser compatible and supports the latest versions of the following browsers: Edge/Internet Explorer, Firefox, Chrome, and Safari.  

Your organization’s OQ®-Analyst software system has its own unique URL that was provided by our IT Support Team during your initial setup.  We recommend you bookmark this URL for easy and secure access to your system.  To obtain or verify your unique URL, please contact your IT support person or OQ Measures IT Support at:

Phone: (801) 649-5449

Toll Free: (888) 647-2673

Email: support@oqmeasures.com

2. How to Access OQ®-Analyst

Note: Before you can log on to the system you must obtain a username and password from your System Administrator. If you are having trouble logging into the system, please contact your organization’s System Administrator or OQ Measures IT Support. 

1.       Logon to a device with an internet connection  

2.       Open a compatible browser window and browse to your organization’s unique URL  

3.       Type your username in the Username field

4.       Type your password in the Password field (see section 5.1.1 below) 

5.       Click [Logon].  

3. Navigating OQ®-Analyst

After you successfully logon, OQ®-Analyst will open to your Home page. The Navigation bar is located at the top of each page and displays the different tabs available in the application. Your current page will be indicated by the blue tab.

Several of the tabs also contain subtabs that are listed on the bar directly below the Navigation bar. Your current subtab will be indicated by the blue highlighting.  

IMPORTANT: Please remember to click [Log Off] when exiting the application.  This will ensure you completely disconnect from the database and maintain HIPAA compliance.  Simply closing the browser window does not log you out of the OQ®-Analyst database immediately and an active session will remain open until the system times out.  [Log Off] is in the upper right corner of your home page.

Please do not use the back button on your browser.  This may cause unexpected results.

IMPORTANT: INTERNET BROWSER SETTING

To maintain HIPAA compliance, we recommend disabling the autofill option for entering username and password at logon.  This needs to be done with each browser used for administrating questionnaires or accessing the OQ®-Analyst. Please refer to your internal policies for specific requirements at your organization.  If you would like more information on how to disable the autofill option, please refer to the full OQ®-Analyst User Manual, which can be viewed by clicking on [Info Center] on the home page after logging into your system.  For browser compatibility questions, please refer to the OQ®-Analyst Browser Compatibility article in the Info Center. 

In addition, the [Info Center] has additional manuals and resources for navigating the software and utilizing the instruments and feedback reports clinically.   

    

4. OQ®-Analyst Home Page

When you have logged on, the OQ®-Analyst will open to your home page.  Your home page will be different depending on your user role (i.e., clerical, clinician, or supervisor).  

1. Message Center 

The home page includes a Message Center that allows OQ Measures to easily share news and updates with users.  When a message is displayed, it is located at the top of the page as shown below:

2. Clinician/Supervisor Home Page

The home page helps clinicians and supervisors to manage their clients.  The page includes convenient links to view the following data: 

1. Active Clients without Repeat Administrations: this allows you to see list of clients who have not completed a questionnaire within N days (N can be modified).

2. Administration Authorizations: this allows you to see a list of open, completed, expired, and cancelled authorization codes.  This report is only visible when the option to utilize authorization codes for custom URLs is turned on and will differ based on the user’s role and access level.

3. All Clients: this allows you to see a list of all your clients.

4. Clients with Open Episodes: this allows you to see a list of all your active clients. 

5. Recent Administrations: this allows you to see a list of all your clients with administrations within N days (N can be modified).

3. Clerical Users Home Page

Clerical users have access to reports regarding recent administrations, administration authorizations, as well as active clients without repeat administrations:

5. Management Tab

The Management tab allows you to add, view and edit employee and client information. Only those users with an Administrative or System Administrator access level will be able to access the Management tab. One exception, Standard Users may be given access to the Client Management Tab, allowing them to add/update their own clients to the OQ® -Analyst system.  This is a system wide database setting, which can be turned on by contacting support@oqmeasures.com.

1. Management Employees Subtab

IMPORTANT: Before you can begin using OQ®-Analyst, your System Administrator must add you as an Employee to the system.  Only users with an Access Level of System Administrator can view this subtab.  To maintain HIPAA compliance, we recommend each employee have their own unique logon name and password that is not shared with another employee.  

We also recommend performing a partial name search before adding an employee to the database.  This will reduce the likelihood of duplicate entries.

The Employees subtab allows you to add, view, search and edit employee information. Employees fields include (an * indicates required field):

Last Name *:     The last name of the employee (30 alphanumeric characters or less)

First Name *: The first name of the employee (30 alphanumeric characters or less)

Custom ID: The custom ID (not required) assigned to an employee is a unique ID up to 30 alphanumeric characters.  Assigned by your organization, this id number can be used to integrate with your Electronic Medical Record (EMR) system  

Login Name *: The user ID the employee will use when accessing OQ®-Analyst.  Assigned by your organization, the Login Name can be up to 100 characters in length and must be unique 

Role *: Clerical, Clinician, Corporate, or Supervisor.  For more information, please refer to the full OQ®-Analyst Security Model document

Access Level *: Standard User, Administrative, Executive User, System Admin, or Not Assigned.  For more information, please refer to the full OQ®-Analyst Security Model document

Agency: The organization to which the employee is assigned

Password *: The default password for the employee.  For additional information on password security and management, see section 5.1.1 below. 

Re-enter *: Re-enter the password for confirmation

Clinic Assignment *: The clinic(s) to which the employee is assigned

Supervisor: A list of employees filtered to only those assigned the role of Supervisor within OQ®-Analyst.  The Supervisor assignment is optional and is only available for those employees assigned the role of Clinician.  This allows mental health professionals with a role of Supervisor to access the case loads of clinicians assigned to them.

In addition to the above-mentioned fields, the following items are available when viewing an existing Employee account:

List Assigned Clients: Opens a box containing a list of all clients assigned to this employee

Reassign Client: Allows you to reassign a client to a new, available clinician    

Clear All Treatment Team Assignments: Clears all treatment team assignments associated with this employee.

1. Password Management

ATTENTION SYSTEM ADMINISTRATORS:  You will need to uncheck the Lockout flag when resetting a user’s password after they have been locked out of the system (see screenshot below).  

Note:  passwords must meet the security requirements listed below:  

1. Passwords must be a minimum of 6 characters in length (and no more than 20 characters) and must include at least 3 of the following characteristics: uppercase letter, lowercase letter, numeric digit, special character (! @ # $ % ^ & *).  Please let us know if you would like to change the default minimum length (6) for required password length.

2. Cannot use previous 4 passwords (this default can be modified).

3. Password expiration in N days (N is a configurable value).  Currently, the passwords are not set to expire.  Please let us know what timeframe you would prefer for password expiration (i.e. 90 days).

4. User account locked after N unsuccessful logon attempts (N is configurable value).  System Admin will need to unlock account by unchecking the “lockout” flag as shown in screenshot below.  The password can then be reset for the user.  The default setting is set to 4 attempts.  Note: the lockout flag can also be used to intentionally lock an employee out of the system.

5. Option to flag password as temporary (i.e., 1 day).  This default is configurable.  

6. Option to require password change at next logon.

2. Creating a New Employee Account: 

1. Access the Management tab and select the Employees subtab

2. Select [New]

3.     Enter the required information in the Add Employee box and click [Add]. 

 

3. Updating an Employee Account:

1. Access the Management tab and select the Employees subtab

2. Enter full or partial last name to view all available Employees and click [Search]

     3.     Highlight Employee name in search results box and click [Show Info].

2. Management Clients Subtab

IMPORTANT: Before you can administer questionnaire(s) to a client, the client must first be added to the OQ®-Analyst database by a user with an Administrative or System Administrator Access Level.  One exception, Standard Users may be given access to the Client Management Tab, allowing them to add/update their own clients to the OQ® -Analyst system.  This is a system wide database setting, which can be turned on by contacting support@oqmeasures.com.

We also recommend performing a partial name search before adding a client to the database.  This will reduce the likelihood of duplicate entries.   

Note: There is an optional database setting, which can be turned on by contacting support@oqmeasures.com.  When this feature is turned on, the birthdate will be shown, along with the client’s name, in any client search results list. This is helpful when there are clients with the same or similar names as shown below: 

The Clients subtab allows you to add, view, search and edit information about persons receiving treatment.  Clients fields include (an * indicates required field):

Last Name *: The last name of the client (30 alphanumeric characters or less)

First Name *: The first name of the client (30 alphanumeric characters or less)

Middle Name:     The middle name of the client (30 alphanumeric characters or less)

Identification Number: A unique ID up to 30 alphanumeric characters.  Assigned by your organization, this id number can be used to integrate with your Electronic Medical Record (EMR) system.  NOTE: if the client record is deleted, the Identification Number remains in the database and cannot be used again

Birth Date: The date of birth of the client (YYYY/MM/DD)

Gender *: The gender of the client.

Diagnosis: The client’s current diagnosis.  Default is Unknown.   

Clinic *: The clinic to which the client is assigned

Clinician *: The primary clinician to which the client is assigned.  This listing is filtered to only those employees assigned a Clinician or Supervisor role

Default Instrument *: The default outcome measure for this client

Default Setting of Care*: The default setting of care for this client

Session Number Increment: This is an optional customizable feature that can be set either system wide or at the client level.  Setting this up system wide allows an organization to establish the Session Number Increment that will be used for all clients (i.e., every session, every other session, once a month, etc.).  Alternatively, the Session Number Increment can be captured at the client level.  When this setting is used, a new field is added to the client’s profile page and can be adjusted appropriately for each individual client.  This feature can be turned on or turned off as part of your database settings.  To turn this feature on, please contact support@oqmeasues.com.  Please refer to section 7.1.2.1 in the OQ®-Analyst User Manual for more information.  

Treatment Team Assignment: Additional clinicians to which the client is assigned. The Treatment Team can view and administer questionnaires for the client.

NOTE: There may be instances of clients with similar names. For example, John P. Smith and John H. Smith. The Identification Number and Birth Date fields are unique identifiers used to ensure the correct client has been selected. 

1. Creating a New Client Record:

1. Access the Management tab and select the Clients subtab

2. Select [New]

3. Enter the required information for the client in the Add Client box and click [Add].

2. Updating a Client Record:

1. Access the Management tab and select the Clients subtab

2. Enter full or partial last name or Identification Number to view available Clients and click [Search]

3. Highlight Client name in search results box and click [Show Info]

    4.    Edit Client information and click [Update].

6. Client Administration Methods

Now that your clients have been added to the system, you are ready to administer questionnaires.  Our instruments can be administered in a variety of ways depending on your needs and client’s preferences.  Using an internet connection (your choice of browser) and a desktop computer, laptop, or tablet (including iPads and smart phones), there are several easy and convenient methods for administering a questionnaire.  These methods include the OQ®-A Online Administration, OQ®-A Kiosk Administration, OQ®-A Offline Application, Manual (paper) Administration, and Custom URL, which allows a client to complete the questionnaire at home.  A basic overview of each method is provided below.  If you would like more information, please refer to the full OQ®-Analyst User Manual, which can be viewed by clicking on [Info Center] on the home page after logging into your system.

1. Custom URL

The OQ®-Analyst provides the ability to auto-generate a custom administration link that can be emailed to a specific client so they can complete the questionnaire at home or on a mobile device. Users have the ability to use either person ID or authorization codes when generating custom URLs for clients completing the questionnaire remotely.  Authorization codes allow the user to set expirations so clients can only complete the questionnaire once within a specific timeframe.  

Please contact your customer care representative or support@oqmeasures.com to specify which database settings you would like to utilize.  Note, using person ID in custom URLs is the default option. 

Please refer to Section 8 below for more details. 

2. OQ®-A Online Administration

The OQ®-A Online Administration is the primary and most preferred method for completing a questionnaire.  This method allows a client to view the questionnaire as a list of questions that are easy to scroll through.  This method can be completed on any device and is ideal for smaller devices such as tablets or smart phones since it offers a larger font size.  Unique URLs have been setup specifically for your organization and can be found on the New Questionnaire subtab in OQ®-Analyst.

Which unique URLs are available will vary based on how your database is configured and is tied to whether or not your organization has selected to utilize authorization codes.  Please see Section 8.2 below for specific information on this database setting.  

The following three options are available: 

8. Online Administration Default: This option is available when the database setting for authorization codes is set to False or Both. When this link is used, the system will bypass the Instrument Selection page, taking the user directly to the questionnaire identified as the client’s default instrument on their profile page.  The user will need to logon using the client’s Identification Number and Birth Date.
9. Online Administration Modify: This option is available when the database setting for authorization codes is set to False or Both. When this link is used, the system will direct the user to the Instrument Selection page allowing them to modify the default settings (i.e. instruments, setting of care, clinic). The user will need to logon using the client’s Identification Number and Birth Date.
10. Online Administration Authorization: This option is available when the database setting for authorization codes is set to True or Both. When this link is used, the system will require an authorization code for online administrations, rather than Identification Number. Please see Section 8.2.1 for instructions on how to generate an authorization code.  

 

We recommend you bookmark your preferred URL on the device(s) used to administer the questionnaire(s). 

The following screenshot shows the Logon screen when using the Online Administration Default or Online Administration Modify link.  Since the combination of ID Number and DOB is unique to each client, this ensures a secure login and client match.  

The following screenshot shows the Logon screen when using the Online Administration Authorization link.  Again, the unique authorization code and birth date ensure a secure login and client match. 

Next the administrator or client will select which questionnaire to complete (the default questionnaire will already be selected) and click [Begin].  Note: this is only needed when using the Online Administration Modify link. 

After scrolling through the questionnaire and answering each question, your client can simply click [Finish] to submit the questionnaire.  If the questionnaire contains unanswered questions, the system will ask “Do you want to go back and answer the questions you left blank?” The client can select [Go Back] or [Finish (with blank answers)].  Any blank questions will be highlighted in red and easy to identify as shown below.

NOTE: If 10% or more of a questionnaire’s responses are left blank, the questionnaire is considered invalid, and the data gathered will be excluded from aggregate reporting to ensure the report data is accurate.

Once the client clicks [Finish], the questionnaire and Clinician Report are immediately available for review.  

3. OQ®-A Kiosk Administration (Kiosk Page)

The OQ®-A Kiosk Administration presents each question one at a time and can be useful for clients who are easily overwhelmed or prefer not to scroll through the questionnaire.  As with the OQ®-A Online Administration method, this entry method can be completed on any device; however, it is important you have a strong, stable internet connection.    

A unique URL (Kiosk Page) has been setup specifically for your organization and can be found on the New Questionnaire subtab in OQ®-Analyst.  We recommend you bookmark this URL on the device(s) used to administer the questionnaire(s).  

This method requires the Identification Number and Birth Date when logging into the questionnaire.  Since this combination is unique to each client, this ensures a secure login and client match.

Next the administrator or client will select which questionnaire to complete (the default questionnaire will already be selected) and click [Begin].  

After clicking through each question one at a time, simply click [Finish] to submit the questionnaire.  If the questionnaire contains unanswered questions, the system will prompt the client to select [Answer remaining questions] or [Leave unanswered and submit].  If the client selects [Answer remaining questions], the system will present only the unanswered questions for the client to review and complete.  

Once the Client clicks [Finish], the questionnaire and Clinician Report is immediately available for review.  

4. OQ®-A Offline Application 

Because of the need for clinicians to treat clients in all sorts of settings, the OQ®-Analyst supports several administration methods. The Offline Application is one such method that allows the administering of questionnaires without having an internet connection. The application makes it possible for a clinician to administer a questionnaire on a tablet and immediately view the score on a “lite” Clinician Report anywhere a client may need to be seen. 

The application can hold numerous questionnaires from different clients to meet the clinical needs of a clinician that is constantly on the move and stores the questionnaire data until it can be uploaded and seamlessly linked to your clients’ questionnaire history once an internet connection is reestablished. 

The Offline Application is only available on Windows Operating System (Windows 7 and above to include .Net Framework 2.0).  For more information, please refer to the OQ®-Analyst documentation site link on your home page.

5. Manual Administration

OQ®-Analyst offers an easy method for manually entering questionnaire data into the system.  This entry method is useful when your clients are not able to complete the questionnaires electronically or prefer the paper form.  IMPORTANT: This method is only used by clinicians or an administrator entering data into the system.  It is not intended for clients.  Please refer to section 7.2.1 below for more information on manually entering questionnaire data into the system.  

7. Questionnaires Tab

The Questionnaires Tab allows you to enter, review, and delete questionnaire responses, as well as view Clinician and Client Reports, create new episodes of care, discharge episodes, and manage your clients’ questionnaire history.

There are two subtabs accessible from the Questionnaires Tab: Review Questionnaires and New Questionnaire.

1. Review Questionnaires Subtab

The Review Questionnaire subtab displays a complete history of care for the client and offers easy and convenient management of the client’s questionnaire data and feedback reports.  This page allows you to view, edit and delete questionnaire responses, generate Clinician and Client Reports, create a new episode of care, discharge an episode of care, and manage your clients’ questionnaire history including assigning the baseline session and moving a session to a new episode of care when appropriate.

To get started, open the Review Questionnaire subtab and search for a client using last name, partial last name, last and/or first name, or Identification Number and click [Search].  Highlight the desired client and click [Show Info] to display the selected client’s questionnaire history.  

The system will automatically open to the most recent episode.  If there is no questionnaire history available, the system will display a message indicating there are no questionnaires available for the selected client.  After the first questionnaire is administered, an episode of care is automatically created.   

1. Understanding the Questionnaire History Box

The Questionnaire History box contains the following information and functionality:

1. Instruments to display: count of questionnaires administered by instrument. Click on an instrument to view its administrations and access the feedback reports.
2. [Select] button:  opens the selected questionnaire to view questionnaire details. This allows you to review, edit or update the questionnaire details, review answers to each question, and view subscales.  Any unanswered questions will be highlighted in red for easy identification and review.
3. Baseline: identifies the baseline session.
4. Admin. Date: date the questionnaire was administered.
5. Session Number: identifies the session number associated with that administration.  Session numbers are automatically assigned when the questionnaire is administered and can be adjusted, as appropriate.  Please refer to section 7.1.2.1 in the OQ®-Analyst User Manual for more information.  
6. Questions Answered: number of questions answered on questionnaire. NOTE: If any questions are left blank, this number will appear RED.  If 10% or more of the questionnaire’s responses are left blank, the questionnaire is considered invalid, and the data gathered will be excluded from aggregate reporting to ensure the report data is accurate.  The entire line will appear RED when the questionnaire is invalid.
7. Score: Total score for that questionnaire.
8. [Clinician Rpt.] Button: opens the Clinician report associated with that administration.
9. [Client Rpt.] Button: opens the Client report associated with that administration.
10. Primary Clinician: displays name of primary clinician at time of administration.
11. Setting of Care: displays setting of care at time of administration.
12. Clinic: displays clinic at time of administration.
13. Delete: allows System Administrators to delete a questionnaire.  Only System Administrators have this link.

2. Viewing the Clinician Report

1. Access the Questionnaires tab and select the Review Questionnaires subtab.
2. Search for a client using last name, partial last name, last and/or first name, or Identification Number and click [Search].
3. Highlight the desired client and click [Show Info].
4. Select [Clinician Report] for the desired questionnaire and a new window will open containing the Clinician Report.

NOTE: Clinician and Client reports will not open if you have the “Pop-up Blocker” turned on.  It is necessary to have this turned off when using OQ®-Analyst.  If a new window does not appear after clicking on the button to open a report, make sure your browser is set to allow pop-ups for the OQ®-Analyst website.  

3. The Initial Report

The Clinician Report for the initial administration of the questionnaire emphasizes interpretation of the baseline score and implications for treatment planning.  This report is intended to help the clinician recognize the client’s degree of overall distress. Below is an example of an initial graph showing the baseline score compared to the normative comparison groups and a typical Feedback Message.  In general, the more distressed the client is, the more sessions of therapy will be necessary for the client to return to a normal state of functioning.

4. Interpreting the Clinician Report

The Clinician Report tracks the client’s progress over the course of treatment and provides relevant feedback, alerts, and identifies critical items.  Clinician Reports will look different depending on the specific instrument; however, each Clinician Report is comprised of the six sections summarized below: 

Section 1: Identifying Information

This section contains the client identification and session administration information including name, identification number, session date, session number, clinician, clinic, diagnosis, instrument administered, and questionnaire status (valid or invalid).  Please verify this information to make sure the correct client and session was selected.

NOTE:  The client can leave up to 10% of the questions blank and still have a valid questionnaire.  If 10% or more of the questions are left blank, then the questionnaire will be flagged as invalid.  

Section 2: Summary Data

Alert Status – Conveys information about client treatment response as determined by statistical algorithms. Following are the Alert Status colors and descriptions: 

WHITE: Your client is functioning in the normal range.  No more symptom change is expected.

GREEN: The rate of change your client is making is in the adequate range.  No change in treatment plan is recommended.

YELLOW: Your client is not making the expected level of progress.  Consider altering your treatment plan by intensifying treatment, shifting intervention strategies, and monitoring progress especially carefully.  Your client may end up with no significant benefits from therapy.

RED: Your client is not making the expected level of progress.  Chances are they may have a negative symptomatic outcome.  Steps should be taken to carefully review the care and decide on a new course of action.  Red alerts allow you to identify clients who have a tendency to drop out of therapy before treatment ends.  Speedy feedback to the clinician and clients can reduce failure by two-thirds.

    

BLUE Secondary Alert: Some clients may also receive a Blue secondary alert in addition to one of the other alerts. The Blue secondary alert indicates that the patient’s change from intake at the session of interest is so dramatically positive that there is a very high probability the patient will end treatment with clinically significant change and maintain the change for a minimum of one year following end of treatment. 

Most Recent Score – Total score for the most recent administration of the questionnaire.

Baseline Score – Total score for the baseline administration of the questionnaire (may or may not be initial administration).

Change From Initial – A classification of change based on calculations of clinically significant change using Jacobson & Truax formulas.  (For more information about the Reliable Change Index and cutoff scores, please refer to your Administration and Scoring Manual).  Change from Initial may be Reliably Improved, No Reliable Change, and Reliably Worse.

Current Distress Level – A classification of current distress level.  Distress Level may be Low, Moderate, Moderately High, High, or Very High.

Graph Type – defaults to Total.  Graph types include Total, Subscale, and Critical Items (this item differs per instrument).

 

Section 3: Feedback Message

The feedback message consists of a written summary of the Alert Status. These messages are particularly useful when clients signal a Yellow or Red Alert Status.  As the feedback messages that accompany these alerts suggest, research has shown patients who signal Yellow or Red anytime during treatment are at risk for leaving treatment with a negative outcome.

Section 4: Most Recent Critical Item Status

A summary of client’s responses to specific items identified as important by panel of expert clinicians.  These items screen for risk of suicide, substance abuse, workplace violence, or other critical symptoms (depending on instrument).  It is recommended that clinicians consider any response greater than rarely as an alert to possible risk in these areas.  Responses of almost always, frequently, and sometimes are presented in RED font.  Responses of never and rarely are presented in BLACK font.  

Section 5: Norms and Subscales

Provides normative comparisons with current subscale scores (when available; not all instruments have subscales) to compare the client to other normative groups (Please refer to your Administration and Scoring Manual or the instrument Cheat Sheet for more information).

Section 6: Treatment Progress Graph

Provides a graph of client scores from the baseline administration through the most current administration of the questionnaire.  The Alert Status is indicated on the graph by the associated letter inside parentheses – (W), (G), (Y), or (R).  The orange horizontal line drawn across the graph represents the clinical cut off score.  (Please refer to your Administration and Scoring Manual or instrument cheat sheet for more information).

NOTE: in addition to the six sections summarized above, most clinician reports also include a second page that allows the clinician to instantly view any questions that have scored at least a selected response (never, rarely, sometimes, frequently, almost always) as shown below: 

Additionally, the OQ®-45.2, Y-OQ® 2.01, Y-OQ® 2.0 SR, and Y-OQ® 30.2 PR/SR include a second dropdown menu that allows the user to filter the report to only include items from the selected subscale.  This will default to “all” unless a specific subscale item is selected from the dropdown list as shown below:

1. Number of Administrations Displayed on Treatment Progress Graph

Users can choose the number of sessions (within an episode) showing on the treatment progress graph.  Options include: 5, 10, 15, 20, All (default is 10).   

5. Viewing the Client Report

NOTE: A client report is not available for every instrument. 

1. Access the Questionnaires tab and select the Review Questionnaires subtab
2. Search for a client using last name, partial last name, last and/or first name, or Identification Number and click [Search]
3. Highlight the desired client and click [Show Info]
4. Select [Client Rpt.] for the desired questionnaire and a new window will open containing the Client Report. If a new window does not appear, make sure that your browser is set to allow pop-ups for the OQ®-Analyst website. 

6. Interpreting the Client Report

The Client Report provides a feedback message and graph displaying client progress.  Messages range from suggestions that the client is functioning quite well, is progressing but in need of further help, or is not progressing as expected and encouraged to discuss progress with the therapist.

We recommend using this report to help engage your clients in their therapy.  Research has shown that clients find the feedback desirable and would like to have a copy.  It also shows that feedback given directly to clients in this format has a positive effect on treatment outcome.

2. New Questionnaire Subtab

The New Questionnaire subtab allows you to administer a new questionnaire or enter questionnaire responses manually.  In addition, this subtab contains a complete list of instruments your organization currently has licensed and allows you to print paper copies of the questionnaires from the software.

We recommend printing and storing a selection of questionnaires to have on hand in the event your internet connection is not available for a period of time.  This will allow you to administer the questionnaire(s) on paper and manually enter the responses once the internet connection is restored.  This method may also be used when working in the field or away from your office.  To open a printable version of the questionnaire, simply click on the link for the instrument you wish to print.  After the questionnaire has been completed, follow the steps below to enter the data in the OQ®-Analyst.

1. Manually Entering Questionnaire Data

OQ®-Analyst offers an easy method for manually entering questionnaire data into the system.  This entry method is useful when your clients are not able to complete the questionnaires electronically or prefer the paper form.  IMPORTANT: This method is only used by clinicians or an administrator entering data into the system.  It is not intended for clients.  Please refer to section 5 for information on client administration methods. 

Note: 10-Key manually entry is available in all compatible browsers (Edge/Internet Explorer, Firefox, Chrome, and Safari).  We recommend using this method as it is the easiest and fastest method for entering your clients’ responses.  Enter the number next to the appropriate answer.  If a number other than 0-4 is keyed, the question will be left blank, and the system will move to the next question.

Following are the steps for manually entering questionnaire data:

1. Access the Questionnaires tab and select the New Questionnaires subtab
2. Enter the full last name, partial last name, last and/or first name, or identification number to view available clients and click [Search]

3. Highlight the desired client and click [Show Info]. Verify the identifying information
4. Select an instrument using the drop-down list (the default instrument will automatically be selected)
5. Click [Manual] to display the questionnaire at the bottom of the page
6. Enter or modify Questionnaire Detail data as needed (Session Number, Completed By, Date, Clinic, Setting of Care)
7. Manually enter the questionnaire responses
8. Click [Submit] when finished.

8. Auto-Generated Custom Administration Links for Specific Client

The OQ®-Analyst provides the ability to auto-generate a custom administration link that can be emailed to a specific client so they can complete the questionnaire at home or on a mobile device. Users have the ability to use either person ID or authorization codes when generating custom URLs for clients completing the questionnaire remotely.

Please contact your customer care representative or support@oqmeasures.com to specify which of the following database settings you would like to utilize.  Note, using Person ID in custom URLs is the default option. 

1. Using Person ID in Custom URLs

The Person ID is a unique identifier automatically created by the system when a new client is created on the management tab.  This number is generated internally and is separate from the Identification Number assigned to the client by your organization.  You will see the client’s unique Person ID listed as their Client ID at the top of their profile page on the management tab.  This number only becomes visible after the client is saved to the database.   

This is the default setting for creating custom URLs within your software and will allow you to create a custom URL that does not contain any client PHI. This link can be saved and used repeatedly by the client whenever they are asked to complete their questionnaire(s).

1. Creating Custom URLs with Person ID

Use the following steps to create a URL using the Person ID: 

1. Navigate to the Questionnaires – New Questionnaire Sub-Tab.

2. Search for the client using Last Name, Partial Last Name, Last and First Name, or Identification Number.

3. Highlight Client’s name and click [Show Info]. 

4. Click [URL] to open the URL Detail window.

5. The default instrument will already be displayed.  Confirm the correct instrument(s) is selected. You can add multiple instruments, as needed, by clicking the +Add Instrument link.  

6. To include the client’s date of birth in the custom URL, check the box labeled “Include Birth Date in URL”.  This eliminates the need for the client to logon with their Birth Date to complete the questionnaire (as shown in the screenshot below). Instead, the client will be directed to the questionnaire without needing to logon.  Note: there is a database setting to automatically check the “Include Birth Date in URL” box; however, the default setting is false.  Contact your customer care representative or support@oqmeasures.com to turn on this option. 

7. Click [Create URL].

8. Copy the complete URL and send it to the client via email.

2. Utilizing Authorization Codes

Alternatively, you can turn on the option to utilize Authorization Codes.  When this database setting is turned on, the system generates an authorization code, which is used to link the questionnaire to the correct client in the database. This feature is optional and is controlled by a database setting, which can be changed by contacting support@oqmeasures.com.  The database has the following setting options:  

3. False – the system does not require an authorization code for online administrations of any kind including a custom URL to be emailed to a client. The system will use the Person ID as described above. This is the default setting. Note: this option does not include the ability to set an expiration for the link.  With this setting, the user will have a choice between the Online Administration Default and Online Administration Modify links on the New Questionnaire sub-tab.  
4. True – the system will require an authorization code for online administrations of any kind. This includes the custom URL that is emailed to a client, as well as the generic Online Administration link used onsite for administering questionnaires.   With this setting, the user can access the Online Administration Authorization link only on the New Questionnaire sub-tab.
5. Both – the system will require an authorization code when creating a custom URL. For onsite administrations, the system will continue to use identification number and date of birth for logon.  The user has a choice between the following three online administration links:

1. Creating Custom URLs with Authorization Codes

When authorization codes are turned on (i.e., the database setting is set to True or Both), the link is only good for a one-time use with an expiration for the code. Use the following steps to create an authorization code:

1. Navigate to the Questionnaires – New Questionnaire Sub-Tab.

2. Search for the client using Last Name, Partial Last Name, Last and First Name, or Identification Number. 

3. Highlight Client’s name and click [Show Info]. 

4. Click [URL] to open the Questionnaire Detail window.

5. The default instrument will already be displayed. Confirm the correct instrument(s) is selected. (Note: For additional information on generating a link for multiple instruments, please see Section 8.2.1.1 on creating Custom URLs with Authorization Codes – Multiple Instruments below.)

6. The “Days Until Authorization Code Expiration” window will be pre-populated with the default setting for your organization (i.e., 3 days as shown in the example below). The client must complete the questionnaire within this time period, otherwise the authorization code is no longer valid, and the questionnaire cannot be completed. Note:  The default setting is to allow this field to be edited; however, please contact support@oqmeasures.com to turn off this option.

  

7. Click on [Get Authorization Code] to generate a unique link for your client. This link can then be copied and pasted into an email to be sent to a client for completing the questionnaire at home. (Note: this link does not include any PHI.)  Once the questionnaire(s) is completed, the authorization code is no longer valid and additional questionnaires cannot be submitted using this code.

NOTE: The system will only allow one active authorization code per client for the same instrument. For example, you can only have one active authorization code for the OQ®-45.2 at any given time. However, you can create a different authorization code for this client that includes a different instrument or multiple instruments (i.e., the OQ®-30.2 or OQ®-45.2 and OQ®-ASC respectively). If a user tries to create a duplicate authorization code, the system will display a message stating “Note: the requested authorization code already exists for this client,” as shown below:

1. Custom URLs with Authorization Codes – Multiple Instruments

The system will allow you to generate a custom link that includes multiple instruments for the client to complete at home. In the Questionnaire Detail window, use the +Add Instrument link to add additional instruments to be completed using this same authorization code. The user can determine the order in which the instruments will be administered to the client.

A client does not need to complete all the questionnaires (included in the authorization code) at once. For example, a client can complete the first questionnaire, then return later to complete remaining questionnaires. The authorization code will remain valid until all the questionnaires are completed within the specified time period or the time period has expired. 

IMPORTANT: This does not apply for any auto-generated questionnaires (i.e., the OQ®-ASC or Y-OQ® TSM). These still need to be completed immediately. 

2. Date of Birth Required with Authorization Code

The system can be setup to require the client to enter their date of birth to complete a questionnaire. This feature is optional and is controlled by a database setting, which can be changed by contacting support@oqmeasures.com.  When set to True, the system will display the Logon screen with Authorization Code and Birth Date fields as shown below: 

3. Requiring Authorization Code for All Online Administrations 

When the database setting for utilizing Authorization Codes is set to True, the system will require an authorization code for ALL online administrations. This includes the custom URL that is emailed to a client, as well as the generic Online Administration link used for administering questionnaires onsite. (Note, this feature is not available with Kiosk Administration). 

To create this authorization code, please refer to the steps listed above under Section 8.2.1 Creating Custom URLs with Authorization Codes.

  

3. Existing Authorizations

Users can access a list of existing authorization codes for the selected client by clicking on the [Authorizations] button, as shown in the screenshot below.  This allows you to do the following: 

6. See a list of open, completed, expired, and cancelled authorization codes
7. Cancel an open authorization code
8. Obtain a copy of the URL to re-send to the client
9. See a list of instruments included with each authorization code
10. See the expiration date for each authorization code
11. See the used date for each completed authorization code

4. Administration Authorizations - Home Page

When the option to utilize authorization codes is turned on, a new report will appear on the user’s home page called Administration Authorizations. This allows you to do the following:

6. See a list of open, completed, expired, and cancelled authorization codes
7. Cancel an open authorization code
8. Obtain a copy of the URL to re-send to the client
9. See a list of instruments included with each authorization code
10. See the expiration date for each authorization code
11. See the used date for each completed authorization code

The reporting options on the home page will differ based on the user’s role and access level. The following is an example of a clinician/standard user’s home page: 

The following is an example of a clerical/administrative user’s home page: 

9. Reporting Tab

This quick start user guide will provide an overview of the Individual reporting subtab.  For more information on the Reporting tool and other available subtabs, please refer to the full OQ®-Analyst User Manual, which can be viewed by clicking on [Info Center] on the home page after logging into your system.

1. Individual Reporting Subtab

The Individual reporting subtab allows you to generate a Client Status Report for open or discharged episodes.  This report contains the most recent Alert Status and allows for convenient access to the most recent Clinician Report for each of your clients from one location.  Clicking [Export to CSV File] will download the data to a spreadsheet (i.e., Microsoft Excel).  This reporting subtab also generates a Full Client List, which provides a full list of all clients assigned to a clinician whether they have completed a questionnaire or not yet completed a questionnaire.  

NOTE: Your User Role will determine what you can view from this page.  For example, a Clinician will only have access to their case load or clients they have been assigned as a secondary Clinician.  A Supervisor can see their own case load, as well as the case load for any Clinician they supervise.  For more information, please refer to the security overview provided below in section 9. 

10. My Account

The My Account tab in the OQ®-Analyst allows you to view your personal account information and to change your account password.  Click on the My Account tab to see your current Login Name, User Role, Supervisor, Access Level, Agency, and Assigned Clinics.   

To have changes made to your personal account information, please contact your System Administrator.

1. Changing your Password

To change your password, simply click [Change Password] to open the change password box shown below.  

Enter your current password, new password, and re-enter new password.  Click [Save] to save your changes.  

11. OQ®-Analyst Security Model

The chart below provides a basic overview of our security model.  If you are having an issue accessing client records or do not have sufficient rights within the system, please contact your system administrator.  For more information, please refer to the full OQ®-Analyst User Manual, which can be viewed by clicking on [Info Center] on the home page after logging into your system.

12. Additional Information

For more information, please refer to the full OQ®-Analyst User Manual, which can be viewed by clicking on [Info Center] on the home page after logging into your system or contact your System Administrator. 

To contact OQ Measures Support with any further questions: 

Phone: (801) 649-5449

Toll Free: (888) 647-2673

Email: support@oqmeasures.com

The information disclosed in this document is the property OQ Measures. OQ Measures reserves all patent, copyright, and other proprietary rights to this document.