PELICAN-EI December 2018 Preschool Impacts

Transcription

1 PELICAN-EI December, 2018 Release PELICAN-EI December 2018 Preschool 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 Evaluation Services screen for PS

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? PSProgAdminEI (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

10 Evaluation Report When creating an Evaluation Report, the first step is to select the type of evaluation Depending upon the type of evaluation chosen: the Evaluation Components screen will change 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 moving from out of state.

12 Evaluation Report Out of State Transfer Reports This will be used to document the minimum information necessary to document eligibility and proceed with an IEP for an eligible child moving into Pennsylvania.

13 PELICAN-EI December, 2018 Release

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 30 Here are the details about DRAFT ER s that are in place before 12/01: 1. 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 PROGRAM ELIGIBILITY

26 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: PSProgAdminEI Able to modify Program Eligibility after the Evaluation Report is finalized

27 Preschool Program Eligibility Eligibility Categories There will be two Eligibility categories for the Preschool program: Eligible Disability which results in the need for SDI in order to participate in typical activities and routines Primary Disability is required Secondary Disability can be recorded Demonstrating skills similar to children his/her age, will participate in Four Month monitoring Enroll in Monitoring link will be available Ineligible Demonstrating skills similar to children his/her age Child with a disability but does not need specially designed intervention/instruction (SDI)

28 Preschool Program Eligibility An empty row is created, forcing users to record Program Eligibility as part of developing the Evaluation Report.

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

30 Preschool Program Eligibility The Primary Disability will be populated from IndividualDemographics Diagnosis screen. If there is none entered, Click [Enter Primary Disability] to go to the Diagnosis screen

31 Preschool Program Eligibility The Primary Disability will be populated from IndividualDemographics Diagnosis screen. If there is none entered, Click [Enter Primary Disability] to go to the Diagnosis screen

32 Program Eligibility (PS) The Primary Disability must be entered in order to finalize the ER. If a Secondary Disability is entered, it will populate to this screen. The Diagnosis field will be captured as a snapshot at the time of ER finalization.

33 Program Eligibility (PS)

34 Program Eligibility (PS) Some Eligibility Reasons require additional information. In order to capture the required detail, the screen will change depending upon the selected eligibility reason. The existing functioning of Four Month Monitoring is the same.

35 Preschool 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.

36 Preschool Program Eligibility After the Evaluation Report is finalized, the screen is put in a read-only mode.

37 Program Eligibility Supervisory Edit PSProgAdminEI users can make modifications to the previously finalized records in the Program Eligibility Details table. PSProgAdminEI 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

38 PELICAN-EI December, 2018 Release PRINTABLE ER

39 PRINTABLE ER Preschool ER Sample

40 PRINTABLE ER Preschool ER Out of State Transfer Report Sample

41 PELICAN-EI December, 2018 Release EVALUATION REVIEW Evaluation Type Initial or Out of State or Re-Evaluation Evaluation Components Family Assessment & Recommendation Questions are consolidated Any draft ER data will be saved and can be finalized after 12/01 New ER s created after 12/01 will have the new fields Evaluation is automatically calculated Program Eligibility Screen re-design to combine: Program Eligibility Eligibility Details Date of Eligibility will align with IEP dates Printable ER Preschool specific ER Out of State Transfer Report

42 PELICAN-EI December, 2018 Release

43 PELICAN-EI December, 2018 Release PLAN SCREENS

44 Plan Creation The new design will create a link between Plan and Eligibility to ensure date alignment 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 Outcome/Goal Changes What s changing? Automatically generate an Outcome/Goal # for each new Outcome/Goal The Outcome/Goal Phrase field is being removed from the Outcome/Goal screen The character limit for the response textbox for the How will we as a team measure progress and collect data for this outcome/goal? is being increased to 4,000 characters.

46 Outcome/Goal Changes

47 Outcome/Goal Changes

48 PELICAN-EI December, 2018 Release PRINTABLE PLAN

49 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 Team Membership title modification: Preschool EI Representative (LEA)

50 PELICAN-EI December, 2018 Release CASE CLOSURE

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

52 PELICAN-EI December, 2018 Release CASE REACTIVATION

53 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

54 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 Evaluation Services Plan - Manage Plan -Menu Selection: Manage Staff

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

56 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.

57 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

58 PELICAN-EI December, 2018 Release CREATING NEW EVALUATION REPORTS & PLANS AFTER CASE REACTIVATION

59 ER & Plan Options after Reactivation What s changing? Evaluation Report Options: If the child exited in a status No longer eligible for Special Education, then the Lead MUST create a new Initial Evaluation Report If the child exited under any other condition, then the Lead MUST create a Reevaluation Report The Populate from ER button will allow the Lead to easily use prior evaluation report information to the new report IEP Options: User will choose to Reactivate the Plan. A Copy Selected Outcomes button is being introduced to allow the Lead to easily use prior developed Outcomes in the new IEP

60 Plan Options after Reactivation 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.

61 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

62 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

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