TMS and Individual-Specific Training

Hello everyone!  I’ve been tinkering with TMS for a couple years now, but have never used it actively with an agency yet.  One of the things I’ve been trying to accomplish within TMS is tracking of Individual-Specific training (IST).  While I know this is incredibly important everywhere, in NM we also have some pretty strict guidelines on documenting IST.  At any given moment we need to be able to produce documentation showing who is trained to work with any particular individual, and which individuals any staff is fully trained to work with – so we need to be able to see both sides of this training “coin”.  And to make matters even more challenging, some parts of IST are required annually (i.e. ISP outcomes), some are only required if/when they are updated (i.e. healthcare plans), and others are a one-time thing (i.e. individual routines and preferences).  IST isn’t really a “class” so it is a bit more complicated to build this into TMS.

IST tracking is also really difficult to do on paper.  Most agencies keep multiple copies of rosters/training sheets/shadowing forms/etc…, in multiples places, to consult to be able to answer those questions and provide required documentation.  Some agencies have “graduated” to tracking this in complex excel spreadsheets….but again, it is difficult to track all of this information.  There are usually gaps to accurate info.

At the recent NM conference we had a lively discussion in a TMS session on this very issue.  The folks over at Tabosa and ENMRSH in the SE part of our state are both working to devise a way to get TMS to capture all of this training and produce the information in an accessible manner.  Here are the two working ideas that these agencies are trying out.

Option one: Basic

In this option – there is a class titled with an Individual-specific title (i.e. you don’t want to use names because TMS is not caseload based, so we discussed using the Therap ID number for the individual – an example of the class title is “IST: CON-BR-1234”).  Then external to Therap/TMS the managers track completion of all of the IST requirements for the staff they supervise (as they always have).  Once a staff has completed all of the IST requirements for a particular individual, it is entered as complete in TMS.  The classes can be assigned, but are not “scheduled” as there are multiple components to each class that are externally tracked.

This makes it easy to run a report to see who has completed the class (i.e. who is fully trained to work with that individual), and which classes a particular staff has completed (i.e. who the staff person is trained to work with).

Option two: Advanced

In this option – there are multiple classes for each part of a person’s IST (i.e. CON-BR-1234: ISP, CON-BR-1234: healthcare plans, CON-BR-1234: routines and preferences, CON-BR-1234: OT/PT plans, etc…).  Then in the larger architecture, there is a course for each Individual.  While this course designation doesn’t really do anything yet – if we were able to run reports for courses (and not just for classes), this would be a really helpful breakout!!

While setting this way up is very labor intensive and makes your course list very long – it eliminates any external tracking and allows us to see which pieces of IST may not yet be completed, be able to track the various components with their different time frames (i.e. annual, as needed, 1x, etc..).  And it still allows reports to show who is fully trained to work with a specific individual, and which individuals a staff person is trained to work with.

This option is what Tabosa is trying out.  Jessica Dunn at Tabosa invested an incredible amount of time to build all of the classes and enter back training data.  She built courses based on the individual’s ID, and included the following classes (BSC, CARMP, HCP/MERP, ISP, PT/OT, and SLP).  The certification report then shows everyone trained on each of these classes, providing them with a very detailed way to track IST completion.  Great job Jessica!!!


So as you can see there are pros/cons to either way.  I’m also interested if anyone else has built IST tracking in a different manner than the two described above.  My ultimate goal is to eliminate the need for external tracking, and to be able to pull meaningful/helpful information out of TMS.  On that note here are my TMS requests to Therap (pretty please with a cherry on top!!!):

1.  Make the TMS reports have the ability to export to excel.  This exists almost everywhere else, why is it just PDFs in TMS?

2.  Provide the ability to run certification reports based on course and/or class, not just class.


By |2016-11-03T10:15:12+00:00June 23rd, 2014|Categories: Brianne Conner's Posts|Tags: , |Comments Off on TMS and Individual-Specific Training

Prezi’s from my Conference Presentations

For those of you who are interested in my presentations that I gave at the National Conference in Kansas City, here are links to the on-line Prezi’s that I used.


Getting the Most from TMS and Therap’s SCORM


Tracking & Trending GER’s




By |2014-02-12T22:59:28+00:00February 12th, 2014|Categories: Lorelei Glenn's Posts|Tags: , , , , , , |Comments Off on Prezi’s from my Conference Presentations

TMS (Too Much Stuff)

Ok, so this is my first blog entry… ever… anywhere. Facebook rants do not really count.

My agency hopes to implement TMS this year and from everyone I’ve talked to, it’s both easy and hard at the same time. Just like everything else in Therap, it appears to be all about understanding the cause and effects of things.

So, I’ve set up some classes and courses in a demo account to mimic a few classes at my agency. I was going to pilot TMS with a real program at work but decided that this is a safer way to play around (I wish TMS was available in Test Mode).

What I’m worried about are those subtle (almost hidden) details that affect how TMS works. For example, I just learned that you can’t assign a trainee to a supervisor unless there is an individual enrolled in a program.

Are there other “tricks” like this about TMS that others have learned? Thanks!!!

By |2016-11-03T10:15:18+00:00February 10th, 2014|Categories: Eddie Fung's Posts|Tags: , |5 Comments

Utilizing TMS in a unique way

Recently I was able to have a great conversation with Deborah Hibbard regarding some questions that MDC had utilizing different modules in Therap. One of the biggest questions was if MDC could utilize the TMS Module for clients. MDC is in the process of implementing a Treatment Mall program and we need to have the ability to organize the clients into different classes and keep track of all the logistics of the Treatment Mall. For anyone who uses the TMS Module in Therap knows how wonderful this module is at the logistics of education tracking. When I asked in TMS could be utilized for clients the answer was an immediate “Of Course” and then Deborah talked me through the simple process to implement the program. Once again I was in wonder at how you can utilize Therap for such a different array of needs. I’m excited to see how TMS will work for this project and I will keep everyone informed of the progress.

By |2016-11-03T10:15:22+00:00August 21st, 2013|Categories: Uncategorized|Tags: , , , , , , |1 Comment

TMS Update

Nice! One of the problems we had is that when someones account was inactive, no one could see it unless the Provider Administrator reactivated the account. This required a call to reactivate, and a call to deactivate. Now users have the ability to look up inactive users, which is an amazing resource  when dealing with employees that may have switched positions in the agency, or sadly, placed on leave for one reason or another.

Another new change in TMS is the ability to add certificates individually for each class session participant. Between their ability to access their own training profile and certificates for trainings, employees have full access to their training information. Yet another great time saver!

TMS Spring Cleaning

So this weekend I took an opportunity to refine our classes / courses / curricula in THERAP. Community Services has been using the Training Management System for about 4 years now. When we began using it, only a curriculum could be assigned to an employee. In addition to all of the “classes” that were listed under Curriculum, we also had a specific curriculum for every job title at the agency. As you can imagine, over time, this became quite unwieldy. Even though I use TMS daily; and am very familiar with its function, I was nervous.  CSDD employees about 850 staff. If something were to go awry, it would create a nightmare to repair. After many hours, I was able to delete all the curricula and courses, create a few new  consolidated courses that would work for a large number of employees and assign those courses to the staff. This is not to say their were not any glitches in my plan. For one, there were a handful of curricula that I was unable to  delete without reassigning the classes that comprised the curriculum. The correction for this glitch requires looking at each employees class assignment and un-assigning the surplus classes.  There were also a few group of employee’s that required a course other than the one I initially determined was the best fit. This was a simple correction. The moral of the story?  Trust the plan, but prepare for pitfalls.

By |2016-11-03T10:15:30+00:00March 25th, 2013|Categories: Joe Pendergast's Posts|Tags: , , , , , , , , |Comments Off on TMS Spring Cleaning

Team IO Rocks TMS and MAR’s This Week…

Hello Blog friends and fellow Certified Trainers!  I think I have put off writing this first blog for long enough!  First order of business is to thank Allison for the opportunity to be a part of the Therap Certified Trainers group.  It is a privilege to work with all of you across the country and I look forward to getting to know each of you and sharing our many Therap successes, hurdles, and personal stories.

A little background…Our agency, Independent Options, Inc., came on board with Therap in July of 2012.  Since then we have relentlessly implemented module after module without looking back (okay, well maybe once or twice…just to ask, “can I really get rid of this paper document?”).  In the short time we have been on the system we have faced our share of struggles and challenges with transition…as evidenced by my long list of “My Issues,” some of which may have little to do with the program itself but rather my own challenges to push past the inevitable road blocks when learning something new.    But as whole we have found ourselves very pleased with what Therap is producing and the affect it is having on our agency as we push ourselves to reclaim our desk space  from the paper and to improve standards.

So this week’s scheduled mountains to climb included TMS and implementing the MAR’s in two more of our adult day programs.  Tackling TMS would mean I would spend an entire  day working side-by-side with my husband, our Director of Training, and all his paper calendars and day planners of training dates.  Yikes!  While a glass of wine was much needed after that day, I am happy to report Jason is well on his way to owning the TMS system.  Getting him to toss the day planner…now that is another challenge for another year perhaps.

Today we also can kiss goodbye our paper MAR’s at two more of our day programs, thanks to our amazing lead nurse, Sue B, and the Program Directors, Lisa and Theresa.   It wasn’t easy and there was a bit of anxiety but I am so happy to report that at the end of the day today medications were passed in our three adult behavior modification day programs with ease.

It just seems right to with this first blog thank the amazing team at IO who are such a joy to work with on this project we call Therap.  From our fearless leader, Dennis, to the Direct Support Staff in our 16 facilities now using Therap, you all make this huge undertaking a pleasure for me and so much darn fun!

I <3 Team IO!

Thoughts About TMS…

As I sit here, working in the Training Management System assigning classes and courses, I amstruck with an idea I would love to see incorporated. Many times we come across an employee, that due to a specific task they do within the agency, particular work experience or education is not required to take a particular training, although it may be one required based on job title.  Perhaps when doing an “old certification” I would love to see a check box and text feild available  that would allow us to designated an employee for a particular training, with a space for the reason that employee would be exempt.

By |2016-11-03T10:15:33+00:00October 31st, 2012|Categories: Joe Pendergast's Posts|Tags: , |Comments Off on Thoughts About TMS…

Getting ready for fall in CT

I have to admit that I am very “reserved” (a little shy) when it comes to blogging and hosting webinars.  This is definitely obvious from the date of my last blog (almost one year ago to date).  I am committing myself to get a lot better and overcome this.  As it is the same time of year as my last post, rereading that one really shows how routine things can be.  I am once again getting ready for my sons birthday as well as the CT Therap Conference in Meriden next week.  This is the absolute best time of year in CT in my opinion-summer humidity is ending and fall is right around the corner.  Apple and pumpkin picking, long sleeved shirts and chilly nights.  Some of the great things that I hope never change.

As for the company I work for (WILA), we have advanced in our use of Therap somewhat.  We have more users on board and they are a lot more advanced in their Therap skills than a year ago.  We are currently utilizing as much of Therap as pertains to us as a smaller company, including but not limited to T-Logs, Scomms, GER’s, ISP Data and Programs, TMS, Health Tracking and other Therap “staples”.  We are not using IPOP’s, MAR’s or time tracking yet but hopefully they will be included in our near future endeavors.  The benefits of Therap are more than obvious for all of our staff.  The nurses see a lot of the benefits with Health Tracking and the ease of communicating updates/changes with all of the staff.   Therap allows for new staff to get to know our clients from different view points as well as track their health/behaviors/activities a lot more efficiently than ever before.  Therap has been a great advancement for us and I personally look forward to all that it will bring us in the future.

Hopefully I will see some of you at the CT Therap next week, especially as I will be hosting 2 classes during the conference!

P.S. Allison…I blogged!!!!

By |2016-11-03T10:15:34+00:00September 18th, 2012|Categories: Michelle Hansen's Posts|Tags: , , , , , , , |1 Comment

Oh how time flies…and things change

It is hard to believe that two years ago this month Dungarvin Oregon began implementing Therap.  At the time, it felt like a daunting task to me, and to many of our staff.  As I began training GERs and T-Logs, I will never forget the looks on the faces staring back at me; most in disbelief that we really were doing this…making the switch from paper to electronic documentation.  How could we?!

My have things changed!  As time passed and we continue(d) to implement module after module,  those doubtful faces staring back at me in trainings began to change.  Long term staff began to embrace the idea that Therap was here to stay.  They began to see the value in Therap, and were relieved (and surprised!) by it’s intuitive nature.  Finally, I was not alone in my excitement! 

 In addition to GERs, T-Logs, Health Tracking, ISP data, and MARs, I am excited to say that we are looking to implement the financial, TMS, and a newly created (specifically designed for Oregon) ISP modules  by the end of this year.  At every conference and user group meeting, I am amazed at the possibilities and the creative ways Therap can be utilized.  So many modules, so little time!

Thank you Therap (and Allison) for opening our eyes, helping us implement positive change, and saving trees!

By |2012-08-21T22:24:26+00:00August 21st, 2012|Categories: Gina Loraine's Posts|Tags: , , , , , |Comments Off on Oh how time flies…and things change
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