ICANS is a secure, electronic, internet-based system used to administer and manage CANS (Child and Adolescent Needs and Strengths) assessments in Idaho.
Agencies use the ICANS system to administer, score, and manage CANS assessments for any client that is involved in state-funded mental health services, such as the YES program. The ICANS system is the only state-approved platform for the administration, scoring, and management of the Idaho CMH CANS (and variants) in Idaho.
Select the Production site in the Time Zone where your agency/facility is located. This may be different from the time zone in which the client lives.
Forms and documents
What agencies can have access to the ICANS system?
Access to ICANS is granted to provider agencies in accordance with the Idaho Department of Health and Welfare, Division of Behavioral Health, and ICANS Provider Agency Agreement.
A provider agency is defined as “a Covered Entity (agency/organization/individual) or a Business Associate of a Covered Entity as defined under HIPAA; and an entity which is involved in same or similar populations and have an equal obligation to maintain confidentiality and requires collaborative staffing with DBH in conformance with IDAPA 16.05.01.100; and has entered and complied with an ICANS Agency Agreement with DBH.”
ICANS is a secure, electronic, internet-based system used to administer and manage CANS (Child and Adolescent Needs and Strengths) assessments in Idaho. This means that anyone accessing ICANS is required to have a current, signed ICANS Authorized User Agreement on file.
An authorized user is defined as “Individual(s) designated by an authorized Agency or DBH as having job duties necessitating access to ICANS, and who have met all conditions and signed an Authorized Users agreement with DBH.”
Agencies that have access to ICANS participate as one of the following:
- Idaho Medicaid approved agencies
- Idaho Medicaid/Optum approved agencies
- Idaho Department of Juvenile Corrections
- Idaho Department of Health and Welfare (Division of Behavioral Health, Medicaid, Family and Community Services if the child is involved with their programs)
- Other entities as determined and approved by DBH
* Access permissions to ICANS are assigned according to specific role-based needs. Not all agencies will have the same access to the ICANS system.
How does my agency request access to the ICANS system?
New Agencies Guide to Adding Online Portal Ticket - This step-by-step guide will show New Agencies how to submit their paperwork to the Automation Help Desk.
1. Complete the Agency Access Requirements:
a. Review the Agency FAQs
b. Review the Privacy Polices
c. Review the Security Safeguards
d. Review, complete and sign the ICANS Agency Agreement
e. Designate up to two (2) staff as AIAs. The AIAs must sign the ICANS Authorized User Agreements and must attend an AIA training. Note: access to ICANS will not be granted until the AIAs have attended the AIA ICANS training.
2. Complete an Online Portal Request for the Agency and AIAs to be set up in ICANS. Review the ICANS eManual for additional information and instructions.
12/21/2020
Regarding a recent nationwide issue related to information security:
The vendor for the Division of Behavioral Health’s information systems, including WITS and ICANS, reviewed the current security advisory from SolarWinds (https://www.solarwinds.com/securityadvisory) and found that both systems are not running a vulnerable version. The vendor will continue to monitor this situation and will be alerted to anomalous behavior, and through new vendor information as it becomes available. The Vendor will re-evaluate risk should additional details be revealed impacting the current state.
Please direct any questions to Seth Schreiber, Automation Program Manager.
9/28/2020
As of Sept.30, 2020 all clients in the current DHW regional agencies WITS agencies were moved to the new single DHW agency called DHW Behavioral Health. You will no longer be able to send a consent/referral to any of the individual DHW Regional agencies (IDHW Region 1, IDHW Region 2, etc.). When creating a referral, select the agency of IDHW, Behavioral Health, then select the appropriate regional office. See the guidance document on the resources page.
6/30/2020
The Division of Behavioral Health is postponing the implementation of the consolidated agency within WITS initially scheduled for tomorrow, 7/1/2020. The DBH did not come to this decision lightly. We are committed to the project and believe it to be a key component to modernizing the organization of the Division’s electronic health record. The Division decided to postpone the implementation so that we are able to investigate recently discovered issues that could critically impact the success of the project. The consolidation project will be postponed until 7/7/2020, or until a time where the DBH has fully considered the best way to move forward. We understand that you or your staff may have received a number of recent communications, instructions, or training related to this project, but given the postponement we request that you or your staff defer any related action related to this project until further notice. The Division of Behavioral Health, especially the automation unit and helpdesk, sincerely appreciate your continued patience and cooperation.
Updated information has been posted on our FAQ page regarding verbal consents and the Informed Consent.
10/30/2020
Under the guidance of the Praed Foundation the Division of Behavioral is moving to a live version of the CANS Certification Training. As of November 1, 2020 any first time certifier will need to attend a live training session offered by the Division of Behavioral Health. These will be offered throughout the month to ensure adequate access. Individuals who have already been certified on the CANS do not need to take the live training and may access the re-certification exam via the Praed platform. However, individuals who wish to participate in the live training may chose do so. New users can register for training through the Idaho TCOM Institute website.
Event | Date & Time | Details | ||
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HELP DESK CLOSED | ||
ICANS (AIA) Training Trainer: Anna Schaffer |
Wednesday, February 10, 2021 10:00am - 11:30am MST |
1. Log in to your account. 2. Click “Start Now”. 3. Follow the instructions that appear on your screen. To join the Conference Call, dial: 1-415-655-0003 Session number: 177 786 5337 Session password: 8v3vDdSUVy2 (88383378 from phones) |
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ICANS (AIA) Training Trainer: Anna Schaffer |
Wednesday, March 10, 2021 10:00am - 11:30am MST |
1. Log in to your account. 2. Click “Start Now”. 3. Follow the instructions that appear on your screen. To join the Conference Call, dial: 1-415-655-0003 Session number: 177 034 6394 Session password: qeVrp5aSn36 (73877527 from phones) |
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ICANS Partner & Provider Training Trainer: Anna Schaffer |
Wednesday, February 17, 2021 2:00pm - 3:30pm MST |
1. Log in to your account. 2. Click “Start Now”. 3. Follow the instructions that appear on your screen. To join the Conference Call, dial: 1-415-655-0003 Session number: 177 985 3604 Session password: e88DMpuZDF5 (38836789 from phones) |
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ICANS Partner & Provider Training Trainer: Anna Schaffer |
Wednesday, March 17, 2021 2:00pm - 3:30pm MST |
1. Log in to your account. 2. Click “Start Now”. 3. Follow the instructions that appear on your screen. To join the Conference Call, dial: 1-415-655-0003 Session number: 177 425 5799 Session password: jsVDpqbD726 (57837723 from phones) |
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ICANS (AIA) Training Trainer: Krista Edge |
Tuesday, February 23, 2021 10:00am - 11:30am MST |
1. Log in to your account. 2. Click “Start Now”. 3. Follow the instructions that appear on your screen. To join the Conference Call, dial: 1-415-655-0003 Session number: 177 792 0267 Session password: 6ckXkexxz56 (62595399 from phones) |
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ICANS (AIA) Training Trainer: Krista Edge |
Tuesday, March 23, 2021 10:00am - 11:30am MST |
1. Log in to your account. 2. Click “Start Now”. 3. Follow the instructions that appear on your screen. To join the Conference Call, dial: 1-415-655-0003 Session number: 177 533 4799 Session password: GMmmwFim654 (46669346 from phones) |
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ICANS User Group Call Trainer: Anna Schaffer |
Thursday, February 18, 2021 2:00pm - 3:00pm MST |
1. Log in to your account. 2. Click “Start Now”. 3. Follow the instructions that appear on your screen. To join the Conference Call, dial: 1-415-655-0003 Session number: 133 737 3340 Session password: npS86Xdg32h (67786934 from phones) |
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ICANS User Group Call Trainer: Anna Schaffer |
Thursday, March 18, 2021 2:00pm - 3:00pm MST |
1. Log in to your account. 2. Click “Start Now”. 3. Follow the instructions that appear on your screen. To join the Conference Call, dial: 1-415-655-0003 Session number: 133 737 3340 Session password: npS86Xdg32h (67786934 from phones) |
ICANS TRAINING
Required ICANS partner and provider training
This is a required training for all ICANS users. Training is divided into eight (8) online training videos before being granted access to the ICANS system.
- Introduction to the ICANS System
- Adding a client
- Consents & referrals: Creating a consent and referral to another agency
- Consents & referrals: Accepting referrals and linking consents from another agency
- Creating and signing a CMH CANS assessment
- ICANS episode management
- ICANS reports
- ICANS offline CANS assessment
New users must complete all eight (8) training videos before being granted access to the ICANS system.
- New users must inform the agency’s ICANS Administrator (AIA) upon completion of all required training.
- The AIA is the ICANS agency’s designated individual who will notify the automation helpdesk and attest on a staff member’s behalf to the completion of the required training. The AIA must submit this through the online portal.
- Agency ICANS administrator (AIA) training is conducted via Webex and the schedule can be viewed under the calendar.
ICANS user training is not the same as CANS certification; CANS certification is provided by the Praed Foundation and required to administer the CANS tool.
- CANS Training Update – Idaho TCOM Institute
- Required training for community agencies, partners, & DHW FACS staff
Automated services help desk online portal
Create an online portal request to ask for assistance, report an issue, or request new/updated access to ICANS.
System updates
ICANS has a monthly release that updates the system by correcting errors and adding additional functionality. Notes for these releases can be found here.
- Can I use a verbal consent when completing the informed consent?
- Can I let someone use my ICANS log-in information?
- Who is responsible for gathering signatures on the ICANS informed consent? Is it the Department of Health and Welfare (DHW) or is each agency responsible?
- Is there a method of opting out of having data stored in ICANS?
- There is a cost for my agency to print the ICANS informed consent and the parent and child FAQs flyer. Will copies of these forms be provided to my agency?
- Are CMH CANS assessments completed by Liberty available to DBH in ICANS?
- I am a community provider and I can view the consented CMH CANS assessments that Liberty has already completed in the ICANS. Can I consent the assessment completed by Liberty to another community provider or DBH?
- Are CMH CANS assessments completed by community providers available to DBH or Liberty in ICANS?
- I signed the ICANS informed consent, why do I have to sign a release of information to share my child’s ICANS record with the community provider?
- If a juvenile client is ordered to complete a GAIN assessment by the courts, will we be able to sync the GAIN from WITS to ICANS or will the GAIN/Chestnut portal be available through the ICANS system?
- Do providers have to keep a paper copy of the signed informed consent, or can we scan and upload it into our EHR?
- Are electronic signatures allowed on the informed consent?
- If a parent refuses to sign the consent for their child’s information to be put into ICANS (but will allow a CANS assessment), are providers still able to render services? The parent doesn’t want anyone to be able to “see” the ICANS.
ICANS Contacts | CONTACT | NUMBER | |
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IDAHO DEPARTMENT OF HEALTH AND WELFARE |
Automation Help Desk Monday - Friday 8:00 AM - 5:00 PM |
ICANSHelpDesk@dhw.idaho.gov |
1-208-332-7316 Toll-Free: 1-844-726-7493 |
Online portal | Help Desk Online Portal | ||
OPTUM IDAHO | www.optumidaho.com | 1-855-202-0973 | |
Liberty Healthcare |
8850 W Emerald Street,Ste.164 Boise, Idaho 83704 |
Youth Empowerment Services (YES) Email: idahoyes@LibertyHealth.com |
Toll: 1-208-258-7980 Toll-Free: 877-305-3469 Fax: 1-208-258-7985 |
ICANS USER GROUP
The ICANS user group is a monthly Webex call and presentation that presents news and updates about the ICANS system. All ICANS users are invited to attend the monthly meeting to ask questions and discuss ICANS. The monthly meetings are listed on the calendar. Registration is not required to attend.