HCSIS Update #15 HCSIS Project Update Distributed: May 27, 2004

Transcription

1 WHAT S IN THIS UPDATE? HCSIS Update #15 HCSIS Project Update Distributed: May 27, 2004 The following are the highlights of this Biweekly Update: General HCSIS Release Highlights Provisional Contracts will be Made Real prior to July 1, 2004 Enhanced Incident Management Reports Provider Quarterly and County Semi-Annual IM Report Template OMAP Website a Valuable Resource for Pilot Counties and Providers ISP Annual Review Fix Missing Services in the SSD Completing Annual Reviews Changing Service Definitions (OMAP) HCSIS Tips and Helpful Hints! GENERAL HCSIS Release Highlights HCSIS Release will go live June 19, The release highlights include: ISP changes to support Financial Management Functionality Ability to Change Start and End Dates of Draft Plans Enhancements to IM Target Report Ability to View/Approve Eligibility and Plans by Waiver and County Consumer Diagnoses Added to Demographics Screen Local HCSIS Administration Role Added The Release Communication and updated training material will be posted on the LMS HCSIS information link ( on June 7,

2 Don t Forget Provisional Contracts will be Made Real Prior to July 1, 2004 A batch process will be run the evening of June 30, 2004 to convert all provisional contracts to real contracts. This means that these converted real contracts will have the same rate as the previous year. Please plan to have all necessary contract rates updated by 5:00pm on June 30, 2004! Contract Administrators can run the Provider Service Status Report to identify provisional contracts that exist and have to be made real before the end of the current fiscal year. Enhanced Incident Management Reports Release on April 3, 2004, Release on May 11, 2004, and Release scheduled to go live on June 19, 2004, include enhancements to several Incident Management Reports. The following enhanced Incident Management Reports are now available: Incident by Process Status Report Outcome of Investigation Report Restraints Detail Report Aging Incident Report The following Incident Management Reports will be enhanced with Release on June 19, 2004: Target Report In conjunction with each Release Communication outlining the enhancements to the reports, the Reports Guide will be updated to reflect these changes. The Reports Guide and Release Communications can be found on the on the LMS HCSIS information link ( We are anticipating the Provider Quarterly and County Semi-Annual IM Report Template to be completed and ready for use after the training sessions in June and July. Please note the following due dates: County Semi-Annual Incident Management Report - The next County IM Semi-Annual Report is due June 1st. Counties are expected to submit a Semi-Annual Report in any format the county chooses. For the IM Report, due December 1 st, counties are expected to use the County Semi-Annual IM Report Template. Provider Quarterly Incident Management Report Template - The next Provider Quarterly Report is due August 31, Providers are expected to use the Provider Quarterly IM Report Template for the August report. 2

3 OMAP Website a Valuable Resource for Pilot Counties and Providers The OMAP website, provides a valuable resource for information on PROMISe, particularly for pilot counties and providers. Two items of particular value are listed below: The What s New? section, provides daily updates about PROMISe, including topics ranging from issues being resolved to the announcement of new releases of software, manuals, and billing guides. Check it often to keep informed of what s going on in the PROMISe world and new developments! The OMAP website contains a billing guide for the CMS-1500 form for services, which may be useful to providers: ms_bse.pdf ISP Annual Review Fix () Prior to May26th, if an Annual Review ISP was created for the next fiscal year and changes are required for the current fiscal year's ISP, the Annual Review ISP had to be deleted before a Critical Revision could be done on the current fiscal year's ISP. A fix has recently gone into HCSIS (PCR 6836) to allow critical revisions to be done on the current fiscal year's ISP without deleting the ISP for next year. To do a Critical Revision on an ISP from this year after an Annual Review ISP is created, first submit for approval and approve the Annual Review ISP, then create the Critical Revision for this year's plan. Once the Critical Revision is approved for this year, the SC can create a Critical Revision for next year's ISP, if necessary. Following these steps will allow SCs to make updates to plans without deleting the Annual Review ISPs. Missing Services in the SSD When creating Annual Review ISPs, if a provider and service are being added to the ISP that weren t on the ISP the previous year, the provider and service may not be found in the SSD search results. If a particular provider and service 3

4 cannot be found in the SSD search results, a service contract may have to be added by OSP for fiscal year OSP Users can, contact Missy Herr (missyh@udservices.org) at the UDS Administrative Entity to verify the provider is approved for the service. If approved, Missy will contact OSP to add the service contract. OMAP users can go to Financials> Providers> Record Rates and enter the contract start and end dates to add the service contract for Completing Annual Reviews As the end of this Fiscal Year approaches, Supports Coordinators are reminded to begin completing Annual Reviews for their consumers. Keep in mind that when a draft plan is created using the Annual Review category of change, HCSIS will copy the existing plan into a new draft plan. As a result, Supports Coordinators do not have to re-type all of the information that remains constant in the plan from year to year, and they can concentrate their time and effort on making the changes that are necessary to better support the consumer and meet the consumer s needs. OSP annual reviews for the next fiscal year should be submitted by June 1, OMAP annual reviews for the next fiscal year should be submitted by June 18, As the annual reviews are created for next year, you will notice that the old service definitions will no longer appear as choices in the SSD but the new services definitions are available. Refer to Chapter 12 of your Supports Coordination training materials for more information and instructions on how to complete the Annual Review process. Changing Service Definitions (OMAP) OMAP will introduce new service definitions, codes and rates with the start of fiscal year The distinctions between the RN and LPN models of Respite, Shared Respite, Private Duty Nursing and Shared Private Duty Nursing will be removed, essentially combining the current eight services into four services. HCSIS Tips and Helpful Hints! Remember to Click [Search] 4

5 When switching from working with one consumer to another in HCSIS, in areas such as Case Comments or ISP, be sure to click [Search] to find the next consumer. The [Search] link is located above the blue subject bar and to the left on most screens in HCSIS. Clicking [Search] will bring you to the search screen where you can enter the next consumer's search parameters. 5