PELICAN-EI December 2018 Infant/Toddler Impacts

Transcription

1 PELICAN-EI: December 2018 Release PELICAN-EI December 2018 Infant/Toddler Impacts

2 PELICAN-EI: December 2018 Release

3 PELICAN-EI: December 2018 Release DEMOGRAPHIC SCREENS

4 Referral Screen [Save And Continue] button will be added to navigate the user to the Manage Pre/Post Plan Services screen for I/T

5 Referral Screen Referral Screen will become Read Only after the Evaluation Report is finalized.

6 Referral Screen Who can make changes to Referral Screen information after the Evaluation Report has been finalized? ScUnitMgtEI (this is the only role that can put a Finalized ER into Revising Status ) What are the steps to make changes to the Referral Screen information after the Evaluation Report has been finalized? Place the Evaluation Report into Revising Status Navigate to the Referral Screen, modify the data and save. Return to the Evaluation Report and Finalize Tip: The record will have only ONE referral date, source and reason. Only if the record is closed and reactivated will a new referral date, source and reason be saved.

7 PELICAN-EI: December 2018 Release

8 PELICAN-EI: December 2018 Release MANAGE EVALUATION

9 PELICAN-EI: December 2018 Release EVALUATION

10 Evaluation Report When creating an Evaluation Report, the first step is to select the type of evaluation the Evaluation Components screen will change depending upon the type of evaluation chosen The Type of Evaluation can be changed until the Evaluation Report is finalized Data will not be lost when the Type of Evaluation is changed when the report is in DRAFT

11 Evaluation Report Initial Evaluation Reports This will be used to document the complete evaluation activities performed. This Report is required for children for all Eligible and Ineligible children, with the exception of children who are Ineligible for Early Intervention Services, but eligible for Tracking

12 Evaluation Report Abbreviated Evaluation Reports This will be used to document the minimum information necessary to create an abbreviated Evaluation Report for children Ineligible for Early Intervention Services, but eligible for Tracking (Children who go directly into tracking from referral.)

13 PELICAN-EI: December 2018 Release EVALUATION

14 PELICAN-EI: December 2018 Release EVALUATION COMPONENTS

15 Evaluation Background/History When blank, the question Describe the reason(s) child is being referred for this evaluation will be pre-populated with data from Referral Notes on the Referral screen. This information can then be modified.

16 Family Information Fields in Family Information will be initially pre-populated with the values in the corresponding fields on the Consumer Demographics screen and will remain editable. NOTE: Changes made to the values on the Family Information and Contacts screen will not be reflected on the Consumer Demographic screen.

17 Family Information

18 Family Assessment/Recommendations In order to assist in the development of the ER, there will be changes to the following screens: Family Assessment: 5 questions have been consolidated into 2 questions Recommendations: 6 questions have been consolidated into 3 questions

19 Family Assessment 1. Describe the child/family s typical day/routines. Also include the family s views of their child s strengths and activities that are challenging for the child and family. 2. Describe the family s resources, including extended family, friends, community groups, etc.

20 Family Assessment Annotations Annotations

21 Recommendations 1. As a result of the evaluation, how will concerns identified by the family and team be addressed? 2. Are there referrals or linkages to people and community resources, that are not Early Intervention services, that will assist the child/family in expanding their opportunities for involvement in community activities? 3. Other Recommendations

22 Recommendations Annotations Annotations

23 Summary of Evaluation Results Age at Evaluation years and months values will be calculated based on the user entered Date Evaluation was Administered field and DOB on file and will remain editable. You must enter the full date (MM/DD/YYYY) in order for the calculation to work correctly. When adding, editing, or deleting Domain Score records, the focus of the screen will remain on the Developmental Domain Scores area of the screen

24 Family Assessment/Recommendations DRAFT ER the end of the day on Friday, November A DRAFT ER will continue to display all of the original fields 2. Any information entered into those fields will be saved 3. The FINALIZED PDF version will contain all of the original fields. 4. Any ER that is initiated AFTER December 1 will have the new fields.

25 PELICAN-EI: December 2018 Release

26 PELICAN-EI: December 2018 Release PROGRAM ELIGIBILITY

27 PROGRAM ELIGIBILITY What s changing? Retiring the current Program Eligibility and Eligibility Details screens Individual > Eligibility > Elig. Determination > Program Eligibility Individual > Eligibility > Elig. Determination > Eligibility Details All eligibility details will now be entered on a NEW Program Eligibility Screen Each Evaluation Report will be linked to one statement of eligibility Once the Evaluation Report has been finalized, the information on the Program Eligibility screen becomes read-only FOR SUPERVISORS ONLY: ScUnitMgtEI Able to modify Program Eligibility after the Evaluation Report is finalized

28 Infant/Toddler Program Eligibility Eligibility Categories There will be four Eligibility categories for the Infant/Toddler program: Eligible Diagnosis which has a high probability of resulting in developmental delay Requires typed diagnosis to save 25% delay or 1.5 Standard Deviations Informed Clinical Opinion Family declined services and requested tracking Requires Tracking Reason to be selected NEW: Tracking reasons were recently updated with revised descriptions: Demonstrating skills similar to his/her age Affected by an elevated lead level Eligible for Tracking Only Affected by prenatal substance exposure, Requires Tracking Reason to be selected including alcohol Birth weight was under 1500 grams Cared for in a Neonatal Intensive Care Unit Experiencing Homelessness Referred by Children, Youth & Families County follow-up Ineligible

29 Infant/Toddler Program Eligibility An empty row is created, forcing users to record Program Eligibility as part of developing the Evaluation Report.

30 Infant/Toddler Program Eligibility

31 Infant/Toddler Program Eligibility After saving the Eligibility Details, the Program Eligibility is stored in the table. It can be edited until the Evaluation Report is finalized.

32 Infant/Toddler Program Eligibility After saving the Eligibility Details, the Program Eligibility is stored in the table. It can be edited until the Evaluation Report is finalized.

33 Infant/Toddler Program Eligibility After the Evaluation Report is finalized, the screen is put in a read-only mode.

34 Infant/Toddler Program Eligibility Some Eligibility Reasons require additional information. In order to capture the required detail, the screen will change depending upon the selected eligibility reason.

35 Infant/Toddler Program Eligibility Some Eligibility Reasons require additional information. In order to capture the required detail, the screen will change depending upon the selected eligibility reason.

36 Infant/Toddler Program Eligibility Some Eligibility Reasons require additional information. In order to capture the required detail, the screen will change depending upon the selected eligibility reason.

37 Infant/Toddler Program Eligibility Some Eligibility Reasons require additional information. In order to capture the required detail, the screen will change depending upon the selected eligibility reason.

38 Infant/Toddler Program Eligibility ScUnitMgtEI users can make modifications to the previously finalized records in the Program Eligibility Details table. ScUnitMgtEI users will be able to delete individual records from the Program Eligibility History table. Validations will be implemented to prevent users from finalizing ER if conflicts exist with the plan information

39 PELICAN-EI: December 2018 Release PRINTABLE ER

40 Printable Evaluation Report Infant/Toddler ER Abbreviated Sample

41 PELICAN-EI: December 2018 Release

42 PELICAN-EI: December 2018 Release MANAGE PLAN

43 Plan Creation When creating a Plan, the first step is to select the type of plan: IFSP or Tracking Plan Depending upon the type of plan chosen, the Manage Plan Main Menu will change Plans can be created, but cannot be finalized until the ER is finalized to ensure compatibility between the Program Eligibility, Evaluation Report Type and Plan Type. If the user creates an incorrect plan type, it can be deleted by the SC Supervisor or SC Unit manager role.

44 Plan Creation The new design will create a link between Plan and Eligibility to ensure date alignment Program Eligibility Eligibility Detail Plan Type? Eligible Diagnosis IFSP Eligible 25% Delay IFSP Eligible ICO IFSP Eligible Declined, chose Tracking Tracking Ineligible Tracking Only Tracking Plans can be created, but cannot be finalized until the Evaluation Report is finalized Plans can only be finalized for children who are determined to be Eligible

45 Plan Navigation The Currently Viewing table will be displayed to allow users to toggle between IFSP and Tracking plans. After selecting either type to view, the Manage Plan menu will display information related to the type selected. The default view will display the most recent plan. If both plans have a start date in the future, the plan that will be starting first will be displayed. If no plans are available, the screen will default to the IFSP view.

46 PELICAN-EI: December 2018 Release TRACKING PLAN

47 Tracking Plan To develop a Tracking Plan, select the radio button for Tracking Plan and then select the Create Initial plan link.

48 Tracking Plan The Tracking plan will capture a Meeting Date/Plan Effective Date but will not capture a projected annual review date

49 Tracking Plan When viewing the Tracking Plan: The plan details in the blue bar header and the Manage Plan Main Menu table will display the plan type

50 Tracking Plan Word Tracking will be added to the section headings to improve usability The Tracking plan will consist of: Outcome/Goal, Early Intervention Services Transition Plan components.

51 Tracking Plan

52 Tracking Plan For the Service Coordination service, only Total Units will be captured as Frequency and Duration have been removed.

53 Tracking Plan The Transition Plan is available, and optional for use when creating a Tracking Plan.

54 PELICAN-EI: December 2018 Release MANAGING THE TRACKING PLAN

55 Tracking Plan The Main Menu changes again once the Tracking Plan is Finalized.

56 Tracking Plan Service Coordinators can document tracking activities by selecting Perform Other Update and then managing the Add/View Progress Updates.

57 Tracking Plan The Tracking Plan will have a new pop-up to measure progress. Date Screening Tool Selection: ASQ and ASQ-SE An option to indicate that the questionnaire was not returned by the family Comments

58 SCENARIO DISCUSSION 1. Moving a child in and out of Tracking 2. Children who are currently in Tracking on December 1.

59 PELICAN-EI: December 2018 Release OTHER IFSP ENHANCEMENTS

60 Outcome/Goal Changes What s changing? PELICAN-EI will automatically generate an Outcome/Goal # for each new Outcome/Goal The Outcome/Goal Phrase field is being removed from the Outcome/Goal screen A new prompt is being added so an abbreviated outcome can be created if it is an outcome specific to Service Coordination. Frequency/Duration has been removed from the Service Details screen if the Service Coordination service is selected

61 Outcome/Goal Changes

62 Outcome/Goal Changes

63 Outcome/Goal Changes When an Outcome/Goal is added, the Service Coordinator must first respond to the question: Is the outcome/goal for Service Coordination? If the answer is Yes, then an abbreviated outcome/goal will be available.

64 Outcome/Goal Changes

65 Early Intervention Services Changes For the Service Coordination service, only Total Units will be captured as Frequency and Duration have been removed.

66 PELICAN-EI: December 2018 Release PRINTABLE PLAN

67 Printable Plan Changes What s changing? For each Outcome/Goal (section IV. Measurable Result/Outcome/Goal), insert a hard page break following the How will we as a team measure progress and collect data for this outcome/goal? question/response, so that the Progress Updates begin on a new page. Each Outcome/Goal (section IV. Measurable Result/Outcome/Goal) will begin on a new page. Team Membership will print in order based on the Title/Role documented New Printable Tracking Plan will print only those components of a Tracking Plan : Outcome/Goal, Early Intervention Services and Transition Plan components

68 PELICAN-EI: December 2018 Release CASE CLOSURE

69 Case Closure What s changing? The existing Case Closure Process will be modified to account for the new Tracking plan and changes to the Program Eligibility determination functionality. When a case closure has been initiated, the system will (as applicable): 1. End date the Tracking Plan 2. End date the Program Eligibility segment 3. End date Outcomes/Goals (IFSP/Tracking Plan)

70 PELICAN-EI: December 2018 Release CASE REACTIVATION

71 Case Reactivation As a reminder, DO NOT reactivate a record to correct data. Contact the HCSIS Help Desk with the information that needs to be corrected. c-hhcsishd@pa.gov

72 Case Reactivation Updating Closed/Inactive Records The following screen/fields can be updated on a closed/inactive record: Demographics: Individual - Demographics -Alt ID -Alternate Identifiers Individual - Demographics -Demo. -Consumer Demographics Individual - Demographics -Address -Consumer Addresses Individual - Demographics -Ins -Consumer Insurance Individual - Demographics -Medicaid Medicaid Individual - Demographics Diagnosis Individual - Demographics -Contacts -Contacts Detail Evaluation: Individual Evaluation Assessment Switchboard ECO and Outcomes Information Plan: Plan - Manage Plan -Manage Pre/Post Plan Services Plan - Manage Plan -Menu Selection: Manage Staff

73 Case Reactivation Navigate to Record Status Screen Click [Activate] The link will now take you to the Referral Screen

74 Case Reactivation Enter new referral information (including new source and reason Click [Change Record Status] Record is now ready to continue with the evaluation process.

75 Case Reactivation AFTER CASE REACTIVATION A NEW Case Reactivated row will be displayed to indicate that the record was reactivated: The Case Reactivated date will display the Date of Re-entry from the Referral screen Will appear on these screens: 1. Evaluation 2. Program Eligibility 3. Plan History

76 PELICAN-EI: December 2018 Release CREATING NEW EVALUATION REPORTS & PLANS AFTER CASE REACTIVATION

77 ER & Plan Options after Reactivation What s changing? Evaluation Report Options: User may choose to create an Initial Evaluation Report or Abbreviated Evaluation Report The Populate from ER button will allow the Service Coordinator to easily use prior evaluation report information to create a new Initial or Abbreviated Evaluation Report IFSP Options: User will choose to Reactivate Plan. Plan type will be Initial A Copy Selected Outcomes button is being introduced to allow the Service Coordinator to easily use prior developed Outcomes in the new IFSP

78 ER & Plan Options after Reactivation NEW: Copy Selected Outcomes button The functionality allows users to select one or all Outcomes/Goals to copy forward using the date indicated in the Date Outcome Developed field on the screen. Only those Outcomes/Goals end dated by the system (either during plan closure or case closure) will be available in this popup. The beginning of the Outcome/Goal Statement will be visible to help identify the outcome that is available to be copied.

79 Next Steps Next steps for you as a leader: Access this PowerPoint (on the EITA Portal) Share with your team Make a plan for your program about Draft ER s and the end of business on Friday, 11/30/18 Access the LMS materials Any of the materials that are related to ER, Plan and Case Closure have been updated Review the Supervisor s Guide that you received today If you need additional support, contact your EI Advisor Remember, the release is: SATURDAY, DECEMBER 1, 2018

80 Additional information regarding specific processes within PELICAN-EI can be found within the Learning Management System (LMS)