Frequently Asked Questions

The Ohio Department of Mental Health and Addiction Services has identified 6 key goals to address substance use and misuse, including to: 

1. Reduce unintentional overdose death;
2. Increase access to addiction treatment;
3. Prevent youth alcohol and drug use; 
4. Increase recovery supports;
5. Support responsible prescribing practices; and
6. Promote harm reduction practices. 

The Ohio Department of Mental Health and Addiction Services selected the Ohio Colleges of Medicine Government Resource Center (GRC) to be the lead evaluator for the SOS 3.0 & 4.0 grants. In this capacity, GRC is analyzing the grant performance and outcomes. In addition, GRC is providing training and support to Ohio SOS providers. If you have questions for the SOS evaluation team, you can fill out the “Contact Us” form on the website or reach us by email at SOSEval@osumc.edu.

For guidance on any funding-related questions, please refer to your notice of sub award or ask the Ohio Department of Mental Health and Addiction Services at SOR3@mha.ohio.gov or SOS4@mha.ohio.gov.

Currently, Ohio Colleges of Medicine Government Resource Center offers a companion set of training courses that can be completed in any order: 1) GPRA Data Collection: Learning How to Complete the Required GPRA Interview and 2) iPortal Data Entry: Learning How to Enter a GPRA Interview into iPortal. There are also on-demand trainings that can be viewed at any time. For example, we have an on-demand training for Accessing the OhioMHAS iPortal. The SOS Evaluation team continues to develop and post more training. If you have a suggestion for training content, please email us at SOSEval@osumc.edu. To register or learn more, please visit the training page on the website. 

Pre-registration is required for the virtual trainings and links to register can be found on the training page of the website. No registration is required to view any of the on-demand trainings. They can be accessed any time. 

The GPRA Data Collection and iPortal Data Entry training are a companion set. They are intended for GPRA direct care providers, staff, and supervisors who have SOS funding. If your agency has new staff that will be conducting the GPRA, using iPortal, or helping with SOS services, they should register for both trainings. 

In September 2023, GRC began offering a redesigned series of training that includes a companion-set on GPRA Data Collection and iPortal Data Entry. For experienced data collectors, you have the option to take only one if you would like a refresher. For example, the GPRA Data Collection one is being taught by a SAMHSA-trained, train-the-trainer. The iPortal Data Entry offers tips and tricks for utilizing the SOR SOS iPortal application. 

GPRA is a public law that was passed by Congress in 1993. GPRA was enacted to improve stewardship in the Federal government and to link resources and management decisions with program performance. The GPRA Modernization Act of 2010 updated some aspects of the GPRA Act of 1993 by establishing changes and building on lessons agencies have learned in setting goals and reporting performance. Additionally, it placed emphasis on setting priorities, cross-organizational collaboration to achieve shared goals, and the use and analysis of goals and measures to improve outcomes of federally funded programs. As part of this federal mandate, all SAMHSA grantees are required to collect and report performance data using approved measurement tools.

According to SAMHSA guidance, “No, the GPRA Tool cannot be changed.” (Source: SAMHSA FAQs) 

According to SAMHSA guidance, “Questions must be asked as written. After the question is asked, grantees can paraphrase if additional clarification is required for the client.” (Source: SAMHSA FAQs)

The paper GPRA tool can be found in the documents section of the website. GRC recommends that GPRA collectors use the paper GPRA tool and conduct interviews on paper before entering the data into the SOR SOS iPortal application. 

It is recommended that users record responses on the paper tool. The SOR SOS iPortal application is not designed or optimized for use during interviews. The iPortal will time out due to inactivity and can get overloaded. If used “live” during an interview, you could end up with a loss of data. Also, per SAMHSA guideline, entering data live from the GPRA interview “could interrupt the flow, rapport, and trust needed for clients to fully respond.” (Source: SAMHAS FAQs)  

GPRA data for the SOS 3.0 & 4.0 grants are to be collected for each client at these specific points:

• Intake/baseline 
• Six-month follow-up after the initial intake  
• Discharge

It is imperative that grantees begin to collect GPRA data on each client as soon as possible after the client’s intake into the program. 

SAMHSA guidance says, “Program staff must collect data on all clients to whom they are providing CSAT-funded services (as defined by the CSAT grant). CSAT GPRA Core Client Outcome Measures data items must be collected at intake/baseline, 6-month follow-up, and discharge…Sites should collect follow-up data on all clients regardless of whether a client is discharged or drops out of the program. When a program cannot conduct a follow-up interview with a client, the program must complete an administrative discharge GPRA to report that information to CSAT and explain why they were not able to follow-up.” (Source: SAMHSA FAQs)

Yes, each grantee should attempt to conduct a GPRA follow-up on every client. The minimum targeted follow-up rate is 80%. Only clients that receive a full follow-up interview count towards this rate.

The training called, “GPRA Data Collection: Learning how to complete the required GPRA interview” covers strategies for how and when to complete follow-up and discharge interviews. To register for this training, please go to the training page.

This SPARS CSAT Technical Assistance Guide on Improving Client Participation in GPRA Follow-up Interviews also goes over strategies for how to enhance your ability to successfully contact and conduct follow-up interviews with clients. 

• Follow-up interviews: Please refer to the GPRA Tool Frequently Asked Questions (FAQs), question #15 and #27. 
• Discharge interviews: Please refer to the GPRA Tool Frequently Asked Questions (FAQs), questions #32 and #33.

Currently, there is no way to export contact events. We will share this idea with OhioMHAS for them to consider as a way to strengthen the SOR SOS iPortal application. Until such a feature is created, you could take screenshots of entries to keep for your records. 

Contact events logged in the SOR SOS iPortal application should only include those contacts related to GPRA interviews. Clinical interactions should not be entered in the SOR SOS iPortal application.  

Scenario 1: Client was discharged from SOS 3.0 or 4.0 grant-funded services and returned days later to resume continuation of same services (not a new instance of service). Contact SOSEval@osumc.edu to request the discharge interview be cancelled. Include the following information 1) reasoning for canceled interview (i.e., client was discharged from services but returned 3 days later to continue same services), 2) Patient ID number, 3) interview date, and 4) provider name and email address. 

Scenario 2: Client was discharged from SOS 3.0 or 4.0 grant-funded services and returned to the agency to begin new services. Per SAMHSA guidelines, GPRA data collectors are only required to administer the GPRA baseline one time per client per grant period. For more details, please refer to question #23 in the GPRA Tool Frequently Asked Questions (FAQs).  

OhioMHAS operates and manages the SOR SOS iPortal application. It is the online platform that is utilized for entering, storing, and managing SOS GPRA interview and client locator data. The dashboard includes a navigation bar, an announcements bar, and application/report tiles depending on the user’s role and credentials. 

To get access to iPortal, you will need to create an OH|ID and request access to the SOR SOS iPortal Application. On the training page, there is an On Demand Video detailing the steps of this process with an accompanied slide deck for reference. Please ensure that you or any staff member that will be using iPortal and completing GPRAs have attended the GPRA Data Collection and iPortal Data entry trainings.  

Please reach out to SOSEval@osumc.edu and we will request that it be switched. Include the following: 1) name and email address of the GPRA Collector currently assigned to the GPRAs that need to be transferred (ex. staff who left the organization) 2) name and email address of the GPRA Collector who is taking over the interview(s), and 3) if applicable, the number of cases and/or patient IDs to be transferred. NOTE: The person who the case(s) are being transferred to must have access to the SOR SOS iPortal application before the transfer can be made. 

Your agency is responsible for the follow-up or discharge interview. Each agency is required to track GPRA interviews and may choose to have different staff interview clients at different timepoints. However, there are some limitations in the SOR SOS iPortal application that you and your agency should be aware of. 

1. Clients can only be assigned to one GPRA Data Collector at a time. Individuals with GPRA Data Collector access in the SOR SOS iPortal application are only able to access the interviews that are assigned to them.
2. If an agency has a supervisor with a need to see all of the GPRAs interviews in an agency/organization/program, they may reach out to SOSEval@osumc.edu to request supervisory access (GPRA Behavioral Health User). However, if transfers need to be completed between individuals, those still need to be made as a request to SOSEval@osumc.edu. 
3. Finally, an organization may choose to have GPRA interviews entered into the SOR SOS iPortal application by someone who did not collect the interview themselves, such as an administrative staff member. This person would be responsible for also entering the follow-up and discharge interviews.

Per SAMHSA guidance, "Each individual grant develops its own client identification (ID). Each client should have their own unique Client ID that is used at all data collection points: GPRA intake/baseline, 6-months follow-up, and discharge. The same unique ID is used each time, even if the client has more than one episode of care. For confidentiality reasons, do not use any portion of the client’s date of birth, Social Security number, or names in the Client ID. Grantees with more than one service site should consider using one of the Client ID digits to identify the site that conducted the interview." (Source: SAMHSA GPRA Tool FAQs) 

On the GPRA tool, this question is in Section B.Q.10. If you cannot match the mental health diagnosis with ones listed, you would mark ‘None of the Above.’ Please be aware that currently the SOR SOS iPortal application does not allow you to enter a response of ‘None of the Above.” In the case mentioned, please enter “No,” if ADHD is the only diagnosis that they report for this question. GRC has made a recommendation to OhioMHAS to change the SOR SOS iPortal to have “None of the above” included as an option.  

For more information on this GPRA question, refer to Section B.Q.10. in the GPRA Client Outcome Measures for Discretionary Programs data collection tool (pages 8-9) and the GPRA Tool Question-by-Question Guide (pages 18.) 

Only one choice can be selected in the SOR SOS iPortal application. The intent of this question is to ascertain the client’s relationship status. Select the response that best represents the client’s current relationship status.  

For more information, refer to Section A.Q.7. in the GPRA Client Outcome Measures for Discretionary Programs data collection tool (pages 3) and the GPRA Tool Question-by-Question Guide (page 18.) 

According to SAMHSA guidelines, “grantees are required to have all their GPRA data entered in as close to real time as possible. Thus, grantees should aim to enter their data within 1 day—but no later than 7 days—after the GPRA interview is conducted.” (Source: SAMHSA FAQs)

Neither. These should become administrative services only interviews, which are important to track.

To complete an incomplete interview where the client has refused to consent, complete the following steps. 1) Search for the interview. 2) Click view. 3) Navigate to the consent form. 4) Click ‘no.’ 5) Check that the status changed to ‘Services Only.’ (See screenshots below.) Once these steps are taken, the interview is no longer considered incomplete. 

When doing the two-step authentication, clicking on the SOR SOS application tile begins the request process for a Pass Code. There is usually a delay of up to a minute or two from when you make that initial request to when the Pass Code will be emailed to you. Sometimes it can take longer than that.  

The Pass Codes are for one-time use and become invalidated if you make another request. We recommend only clicking the “Email New Pass Code” button if it has been more than 15-20 minutes and you have not received a code. 

The Center for Substance Abuse Treatment (CSAT) Government Performance and Results Act (GPRA) Tool collects client-level data items. It is composed of Sections A-K and collects information related to demographics; substance use and planned services; living conditions; education, employment, and income; legal; mental and physical health problems and treatment/recovery; program-specific questions (only required of certain grant programs); follow-up status; discharge status; and services received under grant funding. (Source: SAMHSA GPRA Frequently Asked Questions) 

In general, a GPRA would be administered to anyone who: a) has a diagnosis/history of opioid use disorder/misuse, stimulant use disorder/misuse, or opiate-related overdose, b) receives direct services funded by a SAMHSA/CSAT-funded grant, and c) will be seen more than once. The GPRA is administered at intake/baseline, 6 months after intake/baseline, and discharge. (Source: SAMHSA GPRA Frequently Asked Questions)  

The SOR/TOR Program Instrument was developed by SAMHSA to assess education and prevention activities. The instrument collects the following: 1) Naloxone overdose kits purchased and distributed; 2) Overdose reversal; 3) Fentanyl test strips purchased and distributed; 4) Education of school-aged children, first responders, and key community sectors on opioid and/or stimulant misuse; and 5) Outreach activities that target underserved and/or diverse populations. (Source: SAMHSA) 

This SOR/TOR Program Instrument would be used to collect data on people served through the services and resources listed in the question above. A client may need to complete a GPRA and be included in the SOR/TOR instrument. The data for the SOR/TOR instrument is collected quarterly. 

The Non-GPRA Reporting Tool was developed to evaluate SOS-funded providers who utilize funding to deliver prevention projects that do not meet the requirement to complete the CSAT GPRA tool. The Non-GPRA Reporting Tool collects National Outcomes Measures, demographics, and program-specific information including goals and outcomes where GPRA is not applicable. Grantees complete a Non-GPRA Reporting Tool survey quarterly for prevention projects they implement with SOS funding. (Source: OhioMHAS)

The Non-GPRA Reporting Tool would be used to collect data on people who are not administered a GPRA. For example, people offered services in prevention projects where you want more detailed information than would be collected on the SOR/TOR instrument. The Non-GPRA Reporting Tool data is collected quarterly. 

If a client has one of the eligible diagnoses and a peer supporter plans to see the client more than once, then administer the intake/baseline GPRA and follow-up GPRA at six months, and if necessary, a discharge interview. 
For family members of the client, count any services delivered under the SOS 3.0 & 4.0 grants on the SOR/TOR reporting tool, and the Non-GPRA Program Instrument, including demographics about people served. 
If resources (e.g., Narcan or fentanyl test strips) are purchased under the SOS 3.0 & 4.0 grants and/or distributed, count these activities on the SOR/TOR Program Instrument.

Include numbers served under training questions in the SOR/TOR Program Instrument. 
Consider completing the Non-GPRA Reporting Tool to collect more detailed information about those trained. 

Include numbers served under training questions in the SOR/TOR Program Instrument. 
Consider completing the Non-GPRA Reporting Tool to collect more detailed information about those trained. 

For example, a client receives a one-time service from a mobile van and then begins receiving ongoing treatment or recovery services. 

• Include numbers served for mobile van services in the SOR/TOR Program Instrument and the Non-GPRA Reporting Tool, as appropriate. 
• If the client begins receiving treatment or recovery services on an ongoing basis, then administer the intake/baseline GPRA and follow-up GPRA at six months, and if necessary, a discharge interview. 

• Include the numbers served by the app in the SOR/TOR Program Instrument. 
• Consider completing the Non-GPRA Reporting Tool to collect more detailed information about those served.

• Include the numbers served in the SOR/TOR Program Instrument. 
• Consider completing the Non-GPRA Reporting Tool to collect more detailed information about those served. 

• If the client is receiving MAT, then they would have received an eligible diagnosis. With an eligible diagnosis, the client would also be offered supportive services with their MAT (ongoing services). Therefore, the provider would administer the intake/baseline GPRA and follow-up GPRA at six months, and if necessary, a discharge interview. 
• For cohort retention strategies, the provider would want to coordinate with the supportive service providers (e.g., sober house, transitional housing, parole officer, etc.) to locate the client for follow.