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Impaired Driver System (IDS) FAQs UPDATED August 2014

General Questions

Q: How will I be contacted with my login and password information?

A: Once your IRM-15 Access Request form has been submitted and processed, the OASAS Help Desk will contact you with your user ID and password and instructions on accessing the system.

If you have forgotten your User ID and/or password please contact OASAS’ Help Desk via email AlbanyHelpDesk@oasas.ny.gov or by phone 518-485-2379 for assistance. (Choose option 2 at the first prompt, then option 2 at the second prompt.)

Q: I have my login and password. Now what do I do?

A: IDS users may access the OASAS Client Data System by clicking on the following link:
https://apps.oasas.ny.gov/portal/page/portal/OASAS_APPS.

After logging in:

  • click on the gray "Applications" tab on the top right; then
  • click on the blue "Impaired Driver System" tab in the second row; then
  • click on the blue "Impaired Driver System" hyperlink on the left side of the page to access the IDS application.

Q: Where can I find training materials or other resources for IDS?

A: Listed below are direct links to the IDS Training Resources and Forms, all of which are available on the OASAS applications page.

Training Resources

Quick Reference Sheets PDF Document (scroll to the bottom right section of the page)

Forms Fillable PDF Document

Q: Where do I send the completed IDS Consent Form and Feeder Forms? Updated October 2013

A: The IDS Consent Form should be completed and signed by the motorist at the first visit. It must be maintained in the client file in your program or practice. The Clinical Provider Feeder Form and DDP Feeder Form are provided for your convenience and use within your program or practice only. They should not be submitted to OASAS or DMV.

Q: Will OASAS offer technical support for IDS users?

A: Yes. The OASAS Help Desk will assist IDS users with technical support. If you encounter any technical issues while working in IDS, please contact the OASAS Help Desk by phone 518-485-2379 or by email AlbanyHelpDesk@oasas.ny.gov. For clinical provider program issues, please contact ImpairedDriver@oasas.ny.gov. For DDP policy or program issues, questions should be directed to DMV at ddp@dmv.ny.gov.

Q: What information should I collect from the motorist to be entered into IDS?

A: In order to search or create a case in IDS, Clinical Providers and DDPs should make sure they have the following information about the motorist: the NYS DMV Client ID# (the 9 digit number located on the NYS driver’s license and also found on the ticket, arrest report or any correspondence the client has received from DMV), date of birth, last name at birth (If it’s different from their current last name), and the last 4 digits of their social security number, if they have one. Also, motorists should be informed when they schedule an assessment that they must bring an arrest record or issued violation ticket for review and that the assessment will include a toxicology drug screen.

In addition, in order for a Clinical Provider to access any motorist record in IDS, they MUST have a signed IDS Consent Form for that motorist on file. There are no exceptions.

Revised Aug. 2014 Q: I realized after I saved a client’s record that I entered the wrong information. How do I correct it?

A: Do NOT enter a second record with the corrected information. Conflicting information will be rejected by DMV and delay the motorist’s request for re-licensing. If you find a mistake in a record, you should request corrections by sending and email to ImpairedDriver@oasas.ny.gov. Be sure to include the motorist’s ID#, the incorrect information and how it needs to be corrected in your message. Including a screen shot of the record is very helpful.

Q: A motorist contacted me saying that DMV doesn‘t have a record of the services I provided but when I view the client ID# in IDS all the information is there.

A: Do NOT enter the information a second time. DMV regulations require that an assessment or a treatment program be successfully completed within one year prior to the motorist’s request for re-licensing. If the record is more than one year old, the motorist will need a current assessment.

If the dates of completed clinical services do fall within the one year period, the motorist should contact DMV's Driver Improvement Bureau in Albany at 518-474-0774 to report this occurrence.

Q: Who within my program should be given access to IDS?

A: It is at the discretion of your program which staff members should be granted access to IDS. Some programs choose to only allow clinicians, directors or instructors access to the system, while others authorize access to administrative and data entry support staff only. Some programs use a combination.

Q: I use a computer with a dial-up connection to the internet.  Will I still be able to use IDS?

A: Yes.  However, OASAS strongly recommends a broadband or DSL connection for the most efficient use of IDS.

Q: What does DMV do with the information reported to IDS?

A: Motorist status information, such as assessment completion, treatment recommendation and treatment discharge statuses are transmitted to DMV and posted to the motorist’s internal license file for view by DMV staff authorized to process the motorist’s application for relicensing. Similarly, statuses reported by DDP, such as assessment referral, program completion or drop will be transmitted to DMV for their use in triggering the necessary changes in the motorist’s conditional license status or relicensing eligibility status.

Q: When should I start using the system?

A: All OASAS Approved Clinical Screening and Assessment Providers for Impaired Driving Offenders are required to report details of clinical services for current and new impaired driving clients to IDS.

Q: A motorist came to me with a letter from DMV stating he needs a DS-449 form completed. I thought DMV only used IDS for reporting services for impaired drivers.

A: Motorists may have older correspondence in their possession with the outdated information. DMV only accepts details about assessment and/or treatment reported through the IDS. Any paper forms will be returned to you.

Q: I am reporting DDP and clinical details to IDS. Do I need a separate login for each role?

A: Yes. There are different access levels for each user role in IDS and if you will be reporting clinical and DDP details to IDS, you will need to submit a separate IRM-15 and obtain a separate login for each.

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Clinical Provider Questions

Q: What type of clients should I be entering into IDS?

A: Clinical Providers should enter assessment and/or treatment information for any Impaired Driving Offender client for whom they provide services, regardless of whether they were referred by the court, the DDP, are a self-referral or were referred by their lawyer (pre- or post-conviction).

Q: When I enter a motorist’s DMV ID number to search, the system says “No items are found”.

A: Particularly for motorists with older violations, you will need to use the Create New Case function to create a record in IDS that connects with DMV’s records. You can view an on-line video tutorial with instructions on using this function. You will need the motorist’s DMV ID#, birth date, and Social Security number, and date and county of the violation. The video tutorials are available on OASAS’ Applications page https://apps.oasas.ny.gov/portal/page/portal/OASAS_APPS. Click on the gray On-line Tutorials tab and scroll down to the bottom right side for IDS tutorials.

Q: When Creating a Case, how many impaired driving violations do I need to enter for the motorist?

A: Clinical Providers are only required to enter the details concerning the most recent impaired driving arrest or violation when creating a case.

Q: There is an assessment and/or treatment record entered by another provider. How do I enter details about my services for this client?

A: Click on “Details” on the Motorist Summary page. You should see a button labeled “Add”. This will open a blank record for your use.

Q: When should I enter screening information?

A: Clinical Providers should ONLY enter screening information into IDS when the screening has been specifically ordered by the court. Do not enter information into the screening section of IDS to document a screening tool used during your assessment of the motorist.

Q: Why can’t I find my impaired driving offender client in IDS?

  • If the motorist was arrested in a jurisdiction that does not use an electronic ticketing system, their record may not appear in IDS. In this case, you will have to enter general details about the motorist and their most recent violation using the “Create a Case” function.
  • If the motorist has an out of state license, is unlicensed or is an undocumented person, you will not be able to enter their screening, assessment, or treatment details into IDS until a NYS Client ID has been generated for them by the NYS DMV, which could take several weeks after the impaired driving incident. Providers should require these clients to request a copy of their NYS Drivers Abstract to determine whether a NYS Client ID has been generated for them. Clients can request a copy of their NYS Drivers Abstract online at the following link: https://transact.dmv.ny.gov/PersonalAbstracts/ or at their local NYS DMV office.
  • If the out of state licensed or undocumented client indicates that they were unable to obtain their NYS Drivers Abstract, providers will not be able to enter them into IDS and should proceed with providing impaired driver clinical screening, assessment and treatment services outside of the system. However, please note that either during or after services have been provided, the NYS DMV may generate a NYS Client ID and request (through the motorist) that proof of their assessment and/or treatment be entered into IDS at that time. When this occurs, providers should again ask the client to provide them with a copy of their NYS Drivers Abstract, which they should be able to obtain and it will include the NYS Client ID that has been issued. If the NYS Drivers Abstract is provided, OASAS approved providers are required to update IDS with the details of the impaired driver clinical services that are either in process or had been previously provided to the out of state or undocumented motorist.

New Aug. 2014 Q: I have completed the screening and assessment of a client that does not meet the diagnostic criteria to be admitted into treatment for a chemical dependency disorder; however, I think this person could benefit from an educational program. Can I make that a recommendation?

A: If your assessment determines that the client does not meet the diagnostic criteria to be admitted into treatment for a chemical dependency disorder, you should immediately communicate this information to your client and update their assessment in the Impaired Driver System to indicate, “No Treatment Recommended.” If you believe that your client would benefit from an education program or other form of counseling and it is within the scope of your professional license to make that referral, then you are free to do so. Your assessment determination should never be dependent on your client enrolling/completing this program and that must be clearly communicated to the client when you make this referral.

Q: What should I enter for the Assessment Referral Source?

A: You may need to ask about the status of their criminal case in order to determine referral source. If your client was referred from probation, you should select “Court” as the referral type.

Q: Does the IDS Consent form replace the other consent forms we currently use?

A: No, the IDS Consent form only covers electronic data reported to, stored in and accessed by other registered users in IDS. Any other action a Clinical Provider takes to discuss or share motorist information with anyone else-by email, regular mail, telephone or in-person requires a regular consent form.

Q: What if an impaired driving offender client refuses to sign the IDS Consent form?

A: If an impaired driving offender client refuses to sign the IDS consent form, any information regarding their assessment, treatment or DDP completion will not be transmitted to DMV, and they risk not being re-licensed. They will also have to purchase a copy of their Abstract of Driving Record that you must review as part of their assessment. Clinical Providers should make every effort to explain to their clients why the IDS consent form is important for them to sign and the negative ramifications of not signing the form.

Q: What if I do not have the client identification number (CID) and cannot access the abstract?

A: If your client is unable to provide their CID, direct them to purchase an abstract either in person at a DMV office, via phone or online at https://transact.dmv.ny.gov/PersonalAbstracts/.

Q: Is there a 3 business day time limit for completing the assessment when reporting to IDS?

A: No. There is a reporting requirement for assessment entries to be input within 3 business days of initiation and for final status dates and determinations to be entered into IDS within 3 business days of assessment completion. The actual assessment process is not limited to three days - just the reporting of new assessment start dates and the final status for those assessments.

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DDP Questions

Q: How do I process courtesy enrollments through IDS?

A: DDP participants that are courtesy enrollments are not tracked through IDS. If a courtesy enrolled DDP participant is referred to an OASAS approved provider for assessment and/or treatment, DDPs will continue to track completions and satisfaction of requirements via the current paper process.

Q: Can a DDP access a participant’s IDS record before the first class?

A: Yes, DDP participants sign consent upon DDP enrollment at a DMV office which allows the DDP to access their IDS record prior to the first class. However, DDPs must still REQUIRE their participants to sign the IDS Consent form during the first class. (NOTE: This exception does NOT apply to Clinical Providers. In order for a Clinical Provider to access any motorist record in IDS, they MUST have a signed IDS Consent Form for that motorist on file. There are no exceptions.)

Q: Does the IDS Consent form replace the other consent forms we currently use?

A: No, the IDS Consent Form only covers electronic data reported to, stored in and accessed by other registered users in IDS. Any other action a DDP takes to discuss or share motorist information with anyone else-by email, regular mail, telephone or in-person requires a regular consent form.

Q: When should I start using the system?

A: DDPs are required to use the IDS to report all participant referrals, drops, transfers and completions. DMV and OASAS will be monitoring the IDS for usage as well as timely recording of information.

Q: How does the participant data appear in IDS?

A: When a participant enrolls at a DMV issuing office the information is transmitted to IDS overnight and viewable the following day.

Q: How old is the data contained in IDS?

A: DMV has transmitted all open DDP enrollments for your program for a period of approximately 3 years. DDPs are instructed to research the open enrollments and update the status.

Q: Can I still receive a hard copy of the abstract from DMV?

A: No, DDPs are required to use the IDS to retrieve the participant’s abstract, as the data is transmitted from DMV to IDS upon enrollment at the DMV office.

Q: What should I do if a participant is enrolled in my program but not appearing in view my cases?

A: Send an e-mail to ddp@dmv.ny.gov, indicating the client Identification number (CID), start date, program name and program code.

Q: What should I do if a participant is not enrolled in my program but appearing in view my cases?

A: If you know the name of the program in which the participant should be enrolled, send an e-mail to ddp@dmv.ny.gov, indicating the Client Identification Number (CID), start date, program name and program code (if available).

Q: What should I do if the start date is wrong?

A: Send an e-mail to ddp@dmv.ny.gov, indicating the client Identification number (CID), correct start date, program name and program code.

Q: How do I process Transfers and Reschedules?

A: DDPs should follow current procedure when reporting a participants status: provide the participant with written confirmation on DDP letterhead, including the participant’s DMV CID, name, address, date of birth, status change (transfer/reschedule), updated information, start date and signature of the DDP Director. Then, direct the participant to visit a DMV office to update the new information in the system and the conditional license attachment form, if needed.

Q: How do I process a day of week reschedule, or class make up?

A: As long as the participant will be completing the same program, DDPs can indicate the final status and do not need to amend the start date.