Family Support Service Provider Quick Reference Guide to CYBER

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Brice Martin
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1 Welcme Page: Family Supprt Service Prvider Quick Reference Guide t CYBER Links t Mnitr Regularly: Authrizatin Current: Will list all currently pen authrizatins; shuld include nly thse yuth currently receiving services Authrizatin Expiring: Authrizatins ending in the next 30 calendar days; can be used as a reminder t submit Reauthrizatin Requests FSS Link View New t Prvider Queue: Will list newly matched referrals t the Prvider Queues the user has access t FSS Link View In Review: The status f these referrals will revert back t Assign after 3 days; while in Review status, the referral can nly be seen by the prvider agency that set the status FSS Link View Scheduled: The referrals in this status must have an admissin date fr the near future; depending upn service type, referrals will revert back t Assign status and be sent back t the FSS Link fr all matching prgrams in either 7 calendar days r 21 calendar days (SHR nly). Reauthrizatin Awaiting Apprval: These Reauthrizatin Requests are pending internal apprval and have nt yet been submitted t PerfrmCare Reauthrizatin Aging Reprt Will list thse Reauthrizatin Requests that have nt yet been submitted but are due in the next 3 calendar days; will als list thse that are verdue (based upn the end date f the authrizatin) FSS Link: FSS Link - where referrals are hused until they are manually assigned t the Prvider Queue fr wrk; autmatically assigned here by CYBER, these referrals match the prgram s PIF. On the FSS Link tab, users will find; All referrals, regardless f level f need, that match the prgram Only referrals that indicate the family has a high level f need will be pen fr review and status change. Mderate and Lw need referrals will display in the grid but cannt be pened fr review until all f the referrals fr high needs families have had an actin taken n them; i.e. had a change in status t Review, Schedule r Nt Accept. At that time, the Mderate need referrals will be available fr review. Referrals fr lw needs families will pen nce the Mderate referrals have all had a change in status. Users shuld change the status f a referral they are ging t start t wrk n meaning they are ging t d utreach t the family t Assign t Queue. This will put the referral n the Prvider Queue, which is a wrk space fr the prgram and shuld nly huse the referrals the prgram is wrking n fr admissin. Clicking n the App ID in the first clumn will pen the referral.

2 Prvider Queue where yu g t find referrals that the prgram is actively wrking n fr admissin; t pen a referral and change the status/admit the yuth, click n the App ID in the first clumn. Applicatin Types: Transitin applicatins - Used when a family is lking t transitin t a new prvider r a new service with the same prvider; family will currently be admitted int a respite prgram, unless a discharge was prcessed after the Transitin applicatin was psted t the Queue. Prviders cannt admit a yuth while they are still admitted int anther prgram; the ptin t admit will nt be available. In rder t admit the yuth int services, the family shuld request discharge frm their current prvider; the new prvider may als d utreach t the existing prgram, requesting discharge. The new prvider shuld wrk with the current prvider t minimize any interruptin in services that may impact the family. Once the yuth is discharged frm their existing service, the ptin t admit will becme available; the new prvider will have the ability t admit the yuth the day after the discharge was entered. The new prvider will cmplete the admissin in CYBER nce the intake prcess has been cmpleted. When Admitting a Yuth with a Transitin Applicatin: Current authrizatin infrmatin can be fund at the bttm f the Service Request tab f the FSS Applicatin; this will assist in determining when the yuth s current services end and wh their current service prvider is. Prviders shuld wrk with the family t determine the apprpriate discharge and admissin dates; tgether, all three parties (the existing prvider, the family and the new prvider) shuld cme t an arrangement that will accmmdate the needs f the family and will nt disrupt services. *If necessary, the admitting prvider can cntact the Service Desk fr assistance with discharging the yuth frm their current services and admitting the yuth int the new prgram. This shuld nt be the first step f actin; prviders are expected t wrk with the family and with each ther n cmpleting the transitin. Rutine Applicatins these are the standard applicatins submitted by families; these may be the family s first applicatin fr services r a subsequent applicatin. These families are nt currently receiving respite services r their services will be ending sn. Imprtant Pints t Remember Abut the FSS Link: Every applicatin is given Family Level f Need based upn the infrmatin prvided by the family. H = High Needs Family M = Mderate Needs Family L = Lw Needs Family *Scres are derived frm the scring f the individual areas f the FSS Applicatin such as the Individual Status tab, Caregiver Status tab, etc. The respnses t each questin within the applicatin are rated and this cntributes t the verall scre.

3 The verall Family Level f Need, indicated frm the applicatin is ne fr the entire family nt just the yuth that is registered in CYBER; the applicatin is a hlistic lk at the family s current situatin, stressrs, resurces, etc. An applicatin with an indicatin f High needs des nt indicate the assciated yuth has high intensity needs; it indicates that the needs f the entire family are f high intensity. Available Start Date displays in the grid, as well as n the Service Request tab f the applicatin. Prviders shuld cnfirm this date with the family; it may nt be an accurate reflectin f when the family is lking t start services. Changing the Status f an Applicatin: Status Tab Optins Assign default status when assigned t FSS Link tab Assign t Queue status t be used when assigned the referral t the Prvider Queue fr wrk twards admissin Review shuld be selected just prir t reaching ut t the family; will help t prevent multiple prviders frm cntacting the family at nce The referral is taken ff f all ther Prvider Queues and FSS Link tabs fr three days. Will be put back ut t ther prgrams if referral is nt marked Schedule r Admit at the end f the three days. Schedule indicates that an admissin date has been scheduled in the near future The referral is taken ff f all ther Prvider Queues and FSS Link tabs. Based upn service type, the status will revert back t Assign and will be placed back ut n the FSS Link tab fr the prgram and all ther prgrams that match the referral. Time-frames are as fllws: SHR 21 calendar days AASR, AHR, AWRAO, AWR, OVR 7 calendar days **Prgrams shuld nt put a yuth s referral int Scheduled status UNLESS there is an actual admissin date scheduled. Ding s will prevent ther prviders frm seeing the yuth s referral and ptentially prviding service t the family.** Admit entered nce the family/yuth has started services; cannt be future dated Will create authrizatin fr first 90 days; the start date f the authrizatin shuld be the date that services began authrizatins cannt be back-dated **This status is nly used when the yuth has actually started the services; utreach t the family must be made first and the admissin shuld be cmpleted n the first day f service. **If the prgram is unable t prvide services t the family, the prgram is expected t discharge the yuth ASAP s that anther Applicatin can be created and anther prvider can prvide services t the family.** Nt Accept select nly if yuth r family is nt apprpriate fr prgram r vice versa. If chsen, user must enter a reasn.

4 Referral will cme ff f the prgram s Prvider Queue/FSS Link tab. This status shuld nt be used when an agency is at capacity and cannt take anther family; the applicatin will stay in the prvider s queue until the family is admitted elsewhere, the prvider admits the family r the family cancels their applicatin. Other Areas f the FSS Link: Census a list f the yuth currently admitted int the prgram Prvider can cmplete discharges* frm this tab and access a yuth s recrd using the Face Sheet buttn Accessing the Face Sheet als gives the prvider access t the Frms buttn, where Reauthrizatin frms are cmpleted and saved. Tab als includes the end date f the yuth s authrizatin and the due date f the family s FSS Applicatin, which must be updated annually. Using the infrmatin n the Census tab can assist yur families in remembering t update their Applicatins; if a family s Applicatin is nt updated n an annual basis, they will receive a discharge authrizatin and their services will end. *Discharges must be cmpleted in a timely manner; if a family has discntinued services it is the respnsibility f the prvider t discharge the family immediately s that they may, if they chse, receive ther FSS services. Assignment Histry allws users t see referrals previusly assigned t the prgram s FSS Link tab Users will find fields abve the grid that are set, by default, t filter the grid in rder t shw referrals frm the past three mnths. Users can adjust this as needed. The grid will shw the current status f the referral this may be in anther prgram s Queue r FSS Link tab (in which case it wuld reflect a status such as Assign r Schedule); this may als shw that the referral has been cancelled. The grid will als shw the last status assigned t the referral when it was with the user s prgram, either n the Prvider Queue r FSS Link tab. This will, in many instances, shw Nt Accept; it may shw anther status such as Assign r Assign t Queue if the referral has been placed in Schedule, Review r Admit status with anther prgram. Reauthrizatins: Cmpleted n mre than 30 days prir t the end f the authrizatin and n mre than 30 days after the end f the authrizatin use the Expiring link under Authrizatins n the Welcme Page t mnitr end dates; Aging Reprt under Reauthrizatins can als be used Entered via the Frms buttn within a yuth s recrd User must enter the percentage f utilizatin the number f units utilized fr the authrized perid divided by the ttal number f units authrized If the percentage is belw 75%, the user must enter in what prevented the family frm using the service

5 Thse at the agency with a security designatin f MGR must mnitr the Awaiting Apprval link n their Welcme Page and/r the Plan Apprval area t review and submit Reauthrizatin Requests; ther users cannt submit directly t PerfrmCare. **If a Reauthrizatin Request is nt entered befre the end f the authrizatin, r within 30 days after the end date f the authrizatin, the yuth will be autmatically discharged frm services. The family s FSS Applicatin, if active (meaning nt expired), will be repsted n the FSS Link.** Prgress Ntes: FSS prviders have the ability t read thse ntes entered int a yuth s recrd with a nte type f FSS Service Summary; these ntes are ften regarding the reauthrizatin f services, admissins and discharges. FSS prviders als have the ability t add new ntes int a yuth s recrd; the nte type FSS Prgress Nte is available t FSS prviders and shuld cntain a shrt summary f the time spent with the yuth. Infrmatin such as the length f the sessin, wh the yuth wrked with and what was cmpleted with the yuth is cnsidered apprpriate infrmatin. *Currently, there is n requirement fr prgress nte dcumentatin. *Additinal infrmatin n changes t the Census, effective June 2016: The App Due Date clumn has been renamed App Needed by Date. It will cntinue t display the date 360 days after the yuth s admissin date. If a new applicatin fr the same service was submitted after the yuth s admissin int the prgram, the clumn will display the day 364 days after the mst recent applicatin. A new clumn App Exp Date has been added after the App Needed by Date clumn. Will be ppulated with the date 364 days after the request fr the same service n the mst recent applicatin. Prviders shuld use this infrmatin t assist the family is keeping their applicatins current; if a family s applicatin is verdue, they will receive a discharge authrizatin and will be discharged autmatically frm services. In rder t cntinue receiving services, the family wuld need t cmplete a new applicatin which wuld then be psted nt the FSS Link. Cmpleting a Site Transfer Agencies can cmplete a Site Transfer using the Site Transfer Frm with the Frms screen f a yuth s recrd. The fllwing cnditins must be met in rder t cmplete a Site Transfer Frm: The transfer can nly be dne within the agency, between tw sites/prgrams f the same service (i.e. AHR t AHR). The yuth must be actively admitted int the prgram fr mre than ne day; transfers cannt be cmpleted n the day f admissin. Once the Site Transfer Frm is cmpleted, the yuth s infrmatin will be mved t the Census f the new prgram. If the user that cmpleted the Frm des nt have access t that prgram, they will n lnger have access t the yuth s infrmatin in CYBER. The Site Transfer will nt change the authrizatin time frames, the due date f the reauthrizatin r the due date f the family s next FSS Applicatin.

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