Frequently Asked Questions

SUPRT-A is required for all clients receiving services under the grant. A client is defined as a person who is actively receiving treatment through a grant funded program. An episode of care begins when the client begins to receive services under the grant, as defined by the program, and ends when the client is closed out and no longer receiving services through the grantee’s project.

Yes, grantees must complete SUPRT-A for every client for each of the assessment types even if the client refused to complete SUPRT-C.

Grantees are required to complete SUPRT-A for each of the required assessments, even if a client completes SUPRT-C. The only exception is SUPRT-A Section F. The demographics section at baseline is not completed if a client or caregiver initially consented to completing the SUPRT-C for their baseline assessment and then declined, even if they only answered one question.

Yes, a client can re-enroll in services and start a new episode of care. For each episode of care, a new baseline is conducted. The client then has new reassessment and annual assessment due dates. The same unique Client ID is used for every new episode of care.

Yes, both assessments are required regardless of the amount of time between the two, however, a client’s last day of services cannot be the same date as the first day of services.

A closeout record is collected when discharging a client from SOS services. The closeout is completed with the SUPRT-A form.

No, if a client has a closeout assessment before or during the reassessment window, then grantees do not need to complete future reassessments or annual assessments.

The closeout assessment is to indicate that a client’s episode of care has ended. The closeout assessment should be completed and entered or batch uploaded to SPARS within 30 days of the client episode closeout.

For programs with a conclusion of episode of care policy or definition: Follow inter-program policy that defines at what point a client is considered to be disengaged from grant services or has completed treatment. The closeout assessment can be completed on that date and up to 30 days afterwards. 

For programs without a conclusion of episode of care policy or definition: Grantees should complete a closeout assessment for any client that has not received any grant services for 12 or more months. If during the annual assessment it is determined that a client has not received any services within the previous 12 months, a close out record should be completed instead of an annual assessment. Grantees should refer to their NOFO or contact their GPO for further guidance.

DBH has provided a new Notice of Information Sharing and Background document that should be read to all clients. The notice is intended to let clients know that information will be shared with the program evaluators and will allow processing of gift cards. Read the notice with all new SOS 4.0 clients and any current clients still receiving services. Continue using SAMHSA SUPRT-C consent when offering the client the SUPRT-C assessment forms.

You will need to use the new Notice of Information Sharing and Background document that DBH has provided. It should be read to all clients. The notice lets clients know that information will be shared with the program evaluators and will allow processing of gift cards. Please read the notice with all new SOS 4.0 clients and any current clients still receiving services. The SAMHSA SUPRT-C consent should still be used when offering the client the SUPRT-C assessment forms.

No, neither the Site ID nor the Grant ID need to be entered by SUPRT data collectors when entering data in iPortal.

Check your application tile when you first log onto the portal. It will say whether you are a SOS SUPRT Collector or SOS SUPRT Behavioral Health User. If you need the Behavioral Health User role, please email SOSEval@osumc.edu. Let us know the name of the collector, email address for this person, and the request to have the role switched from Collector to Behavioral Health User.

If you do not have all locations needed in the dropdown menu of iPortal, reach out to the SOS Evaluation team. Send us the list of street addresses you need included and we will submit a ticket to DBH to have them added for you. Our email is SOSEval@osumc.edu.

Please reach out to the SOS Evaluation Team with an email to SOSEval@osumc.edu. Let us know about your situation and who, if anyone, has access to the SOS SUPRT app in iPortal. We will need to work with you to have those assessments reassigned. We will also need to make sure that you have someone in iPortal with the assigned role of Behavioral Health User. Among other things, this person can see all assessments collected and entered for an organization.

MOMS was a program funding type under SOS 3.0. For 4.0, the only options are local board funding and community organization. Select from these choices based on how you are funded. If you receive funding from an ADAMHS board, select local board funding. If you receive funding directly from DBH, select community organization. If you have questions, please speak with a supervisor about your funding.

The Closeout Record is only collected and entered for SUPRT-A.

Please reach out to the SOS Evaluation Team and let us know that you have a question about a client having not received their gift card. If you can include the Patient ID and date of interview/assessment, that will help us with researching the case. Our email is SOSEval@osumc.edu.

DBH has received approval from SAMHSA for $30 gift cards to be offered when clients complete the SUPRT-C 6-month reassessment and SUPRT-C annual assessment. Clients who are discharged from services before these reassessment periods are not eligible for the gift card. Gift cards can be physically mailed or electronically sent via text or email to the clients. Data Collectors must complete the Locator Form in iPortal with the client’s preferred method of receiving the gift card, along with updating the corresponding contact information.

Yes, clients are eligible to receive a $30 gift card when they complete the SUPRT-C 6-month reassessment or annual assessment form within the valid data collection window. For additional details, please see the response below on “How do we transition clients with a GPRA to SUPRT?”

Collect Data on Paper: The SUPRT-A and SUPRT-C should be collected on paper and then entered in the DBH online data collection platform. It minimizes loss of data, allows for better rapport with clients, and retains a permanent record of responses.

Agencies are recommended to keep a tracking spreadsheet outside of the portal of all clients who receive SOS programming. This data management practice helps staff to track client identifiers, monitor upcoming assessments, cross-check data entry, track client close out, and provide records in case of an audit. GRC has a blank example spreadsheet available for download that can be modified for SUPRT data collection.

It depends on whether the client is still receiving SOS 4.0 services.

• If the client is still receiving services, collect the 6-month SUPRT-A (Required) and SUPRT-C (Optional) reassessment and annual SUPRT-A (Required) and SUPRT-C (Optional) when due. Please note that the SUPRT-C is not yet available for GRPA-transitioned clients in the SOS portal. The SUPRT-C can be collected on paper and then entered into the portal once the form is available. Clients are eligible to receive a $30 gift card when they complete the SUPRT-C 6-month reassessment or annual assessment form within the valid data collection window.
• If the client is no longer receiving SOS 4.0-funded services, you are required to use the SUPRT-A closeout, even if the baseline and 6-month reassessment records were completed using the GPRA tool.

This client is a new SOS 4.0 client. Collect the SUPRT-A and C according to guidance for new SOS 4.0 clients.

For new SOS 4.0 clients, use the SUPRT-A and SUPRT-C for assessments. See the corresponding SUPRT-A QxQ Guide and SUPRT-C QxQ Guide from SAMHSA for support with implementation. Note: DBH handles all interfaces with SPARS for Ohio awardees.

DBH is working individually with organizations to bring SOS 4.0 clients with a GPRA baseline into the SOS SUPRT app. Agencies must submit a request by emailing DBH at SOS4@dbh.ohio.gov with the subject line, “SOS GPRA to SUPRT Data Migration.” In your message, say that you need to migrate SOS 4.0, year 1 GPRA data and request the “SUPRT-A Transition Form”. Once you complete that form, DBH will work to give you access.

The first SUPRT entry will depend on the date of the GPRA baseline. The 6-month reassessment window would be calculated as 150 days from the baseline intake date and through until 210 days after the baseline. The annual assessment would be 335 days to 395 days from the baseline assessment date.

Conduct a SUPRT annual assessment on the anniversary of the GPRA intake, if the client is still receiving services.

Please reach out to SOSEval@osumc.edu and let us know that you have a GPRA annual assessment to enter. We will then put you in touch with the right staff at DBH. They have a process for transitioning clients with a GPRA baseline into the SOS SUPRT app in iPortal. They have a few questions they will ask you about previous data that was entered. Also, please be advised that they are also still developing the annual assessment interface. So, it may not be available immediately.

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