October 1, 2007 To: PAR Members and Associates From: Shirley Walker, President and CEO HCSIS Project Update The Department of Public Welfare issued the following HCSIS Project Update last week. HCSIS Project Update Distributed: September 27, 2007 WHAT S IN THIS UPDATE? The following are the highlights of this Monthly Update: General Release 5.10.0 Highlights Release 5.10.1 Highlights Provider Rate History in the Data Warehouse HCSIS Changes to Support ACAP: Changes Impacting the MR System and Other Program Offices
October 1, 2007, Page 2 of 10 HCSIS Tips and Helpful Hints: Report Settings and Printable ISPs Office of Developmental Programs (ODP) Update on Financial Management Activities Reminder: Information Providers have Access to in HCSIS NEW! PROMISe TM Enrollment Updates Tip Sheet Payment File Information Office of Long Term Living (OLTL) OLTL Case Management Wizard (CMW) ACT 150 SC Services COLA Financial Management Services PCR HCSIS Training for New Service Coordination (SC) Providers Reminder: Complete the Diagnosis screen in HCSIS! Office of Children, Youth and Families (OCYF) HCSIS User ID Creation Closing Incident Reports General Release 5.10.0 Highlights HCSIS Release 5.10.0 was implemented on September 22, 2007. The release highlights include: Functionality to support the Autism Capitated Assistance Program (ACAP) initiative for the Office of Developmental Programs (ODP) Bureau of Autism Services (BAS) Addition of Case Management Wizard (CMW) for Office of Long Term Living (OLTL) Read-only access to all demographics screens for the OMHSAS Regional Field Support Staff Modification of the alerts retrieval process For more information on these changes and others, please refer to the HCSIS 5.10.0 Release Communication Eff 9.22.07, available under the HCSIS Information link on the Learning Management System (LMS).
October 1, 2007, Page 3 of 10 Release 5.10.1 Highlights HCSIS Release 5.10.1 will go live on October 4, 2007. The release highlights include: Enhancements to the Reserves to Encumbrance (R2E) process New Cycle 2007-2008 HRP Survey New Cycle 2007-2008 IM4Q Survey Additions to the NCI Pre-survey Addendum Additions to the IM4Q Essential Data Elements (EDE) Tool Look for more information on these changes in the upcoming HCSIS 5.10.1 Release Communication! Provider Rate History in the Data Warehouse The September Data Warehouse release has added brand new functionality for viewing provider contract and service utilization information. Contracted rates for the past five years are now available for ODP and OLTL! With this brand new functionality, counties and the state can do trend analysis by provider or service, and also analyze rates for a service across providers. For ODP, counties have been waiting for this functionality and anticipate using the rate data to inform the rate setting process for the upcoming fiscal year. There are close to 60,000 rates for ODP and 80,000 rates for OLTL over the last five years. These rates can now be accessed by counties and the state. In addition, service utilization data is now available in the Data Warehouse in a new utilization cube. Units that have been utilized and billed through PROMISe TM are tracked in the Data Warehouse allowing counties to analyze the planned services against services utilized to inform the review of individual service plans. HCSIS Changes to Support ACAP: Changes Impacting the MR System and Other Program Offices With Release 5.10.0, you will notice a number of changes that have been made to support the addition of Autism Capitated Assistance Program (ACAP) functionality to HCSIS. ACAP is a program managed within the Bureau of Autism Services (BAS) which is part of the Office of Developmental Programs (ODP). Users of the
October 1, 2007, Page 4 of 10 Individual and Individual Support Plan (ISP) modules will notice minor changes to some text on screens, in addition to new screens. Some of the changes that the MR system, OLTL and OMHSAS users will see include: New values on the Meeting Details and Contact Log screens New optional questions on the Health Evaluations screen Two new screens Sensory Concerns and Crisis Support Plan added to the ISP; they are OPTIONAL for MR System and OLTL users New options available on the Communication, Educational/Vocational Information, and Employment Information screens; they are OPTIONAL for MR System and OLTL users For more details on these changes, please refer to the HCSIS Changes to Support ACAP Communication Eff 9.22.07, available under the HCSIS Information link on the LMS. HCSIS Tips and Helpful Hints: Report Settings and Printable ISPs Having Trouble Viewing HCSIS Reports? Check your browser settings! To view HCSIS reports successfully, perform the following steps: 1. Open your web browser and in Internet Explorer (not in HCSIS), follow the menu path Tools > Internet Options. 2. In the Internet Options window, click the Advanced tab. 3. Scroll all the way down to the Security section and make sure there is a checkmark in the Do not save encrypted pages to disk checkbox. NOTE: These steps have to be completed once only. For more information about browser settings, please refer to the HCSIS Report Settings Guide v1.0 document posted on the Learning Management System (LMS) under the HCSIS Information link. Did you know you can apply shading to the printable ISP to make it more visually appealing? To be sure your plans print with every other line shaded, do the following:
October 1, 2007, Page 5 of 10 1. Open your web browser and in Internet Explorer (not in HCSIS), follow the menu path Tools > Internet Options. 2. In the Internet Options window, click the Advanced tab. 3. Scroll all the way down to the Printing section, and make sure there is a checkmark in the Print background colors and images checkbox. Office of Developmental Programs (ODP) Update on Financial Management Activities After months of preparation with the Wave 3 counties, all 48 Commonwealth counties and joinders began using the financial management functionality in HCSIS on July 1, 2007! Some encouraging statistics are: As of September 5 th, Wave 1 counties had authorized 97% of their allocation, Wave 2 had authorized 61% of their allocation, and Wave 3 had authorized 46% of their allocation As of September 17 th, 75% of the counties and joinders show utilization in HCSIS! That means their providers are submitting claims to PROMISe TM and PROMISe TM is updating HCSIS! These numbers are increasing every day, and we are expecting more counties and joinders to show utilization in HCSIS by the end of October. Information Providers can Access in HCSIS Are your providers unable to view the printable ISP in HCSIS? Remember, providers have access to ISPs in HCSIS if all of the following criteria are met: 1. They have at least one service on the ISP in any status except unauthorized; 2. The support team and individual have given the SC permission to allow the provider to view the ISP online in HCSIS, and the SC has selected the Consent to share plan checkbox on the Draft Plan screen; AND 3. The provider has been assigned the Provider ISP Reviewer role in HCSIS. Do your providers know they can view their service authorization notices in HCSIS? Remind them to follow these simple steps! Providers (with the Provider Registration Data Entry role) have access in HCSIS to view summarized versions of services they are authorized to provide. They can
October 1, 2007, Page 6 of 10 choose to view, download, and/or print the service authorization notices! To access the service authorization notices, follow these steps: 1. Log into the Provider Access website. 2. Click the Service Authorization Notice hyperlink (on the left side of the screen). 3. Enter the information to search for service authorization notices and click [Search]. 4. To download the service authorization information in an Excel spreadsheet click [Download], or to print the service authorization notice, click [Print Notice]. NEW! PROMISe TM Enrollment Updates Tip Sheet A new document has been created to assist MR providers with maintaining the accuracy of their HCSIS data in the following situations: Closing a service location; Moving a business/mailing/payment address; Adding Provider Eligibility Programs (PEPs) to an enrolled service location in PROMISe TM ; Adding an additional specialty code to an enrolled service location in PROMISe TM. This document is available under the PROV300I_ODP Provider and Enrollment Kick-Off Workshop course via the Learning Management System (LMS). For more information, please contact the HCSIS Help Desk at 1-866-444-1264 and mention that you are calling about Provider Enrollment. Provider Payment File Information When submitting enrollment applications, providers are asked to designate a service location where they would like PROMISe TM to deliver the provider s payment file. If you haven t designated a payment file location or are unsure of the current location, send an e-mail to the HCSIS Help Desk (c-hhcsishd@state.pa.us) listing your MPI#, agency name, payment file service location #, and a contact name with a phone number for inquiries. Additional questions regarding the payment file can be directed to the HCSIS Help Desk (1-866-444-1264). Please be sure to mention that you are calling about Provider Enrollment.
October 1, 2007, Page 7 of 10 Office of Long Term Living (OLTL) OLTL Case Management Wizard (CMW) Beginning with HCSIS Release 5.10.0 on September 22, 2007, the automated case transfer, assignment and case closure processes that were created for ODP will be implemented for OLTL. Users will be able to close, transfer and assign records in HCSIS using the Case Management Wizard (CMW), including agency-to-agency and entity-to-entity transfers. Users will have access to view the progress of transfers and closures, as well as run reports to manage the transfer process more easily. The following three new reports will be available to OLTL users: Case Transfer Report Case Pending Assignment Report Case Closure Report Roles impacted by this change are the Eligibility Reviewer OMAP, SC Oversight OMAP, SC Unit Management OMAP, SC Supervision OMAP and Service Coordination OMAP. For more information about the CMW, please reference the OLTL Case Management Wizard Communication Eff 9-22-07, available under the HCSIS Information link on the Learning Management System (LMS). ACT 150 SC Services COLA The 2007-2008 fiscal year budget included a three percent Cost of Living Adjustment (COLA) in the funding for the ACT 150 Program. The Bureau of Home and Community-Based Services has been working with the HCSIS team to incorporate the three percent increase into the published rates for SC Services in the Act 150 Program. The rate increase will be retroactive to July 1, 2007. The COLA will be implemented on Thursday, September 27 th. Starting on Friday, September 28 th, PROMISe TM and HCSIS will accept claim adjustments for July 1, 2007 billings. If you have not yet billed for services effective July 1, 2007, you may begin to bill using the new rates for your claims from that period beginning on September 28, 2007.
October 1, 2007, Page 8 of 10 Financial Management Services PCR The Financial Management service was added to HCSIS as of August 1, 2007. For those providers who have had claims denied for the claim denial reason #951 (Invalid Procedure Code in HCSIS), a data fix will be implemented on September 27 th. This PCR allows providers to submit a new claim successfully and receive payment for Financial Management services. Providers may begin to submit new claims for services rendered on September 28, 2007. HCSIS Training for New Service Coordination (SC) Providers Are you a new OLTL Service Coordination (SC) provider? Attend HCSIS Training! Four HCSIS training sessions are being offered for all SC providers who are new to providing services to OLTL consumers. This one-day training session includes hands-on training and provides a step-by-step overview of the processes for clearing and registering a consumer in HCSIS, creating an Individual Service Plan (ISP), modifying existing ISPs, initiating waiver transfers, and the HCSIS/CIS/PROMISe TM interface. Your organization may send up to three individuals to attend the session. Organizations typically send those staff members with the following roles: SC, SC Supervisor, and Program/Office Manager. The HCSIS training sessions will take place in Harrisburg, PA on the following dates: October 11, 2007 January 16, 2008 March 18, 2008 June 10, 2008 For more information on these training sessions or to find out how to register, please contact Laura Sheridan at lsheridan@deloitte.com. Reminder: Complete the Diagnosis screen in HCSIS! With the implementation of Shared Consumers on June 23, 2007, a separate Diagnosis screen was created to capture consumer diagnosis information for each program office. All SC Providers must complete this screen and enter a diagnosis for every consumer in HCSIS.
October 1, 2007, Page 9 of 10 For more information on the Diagnosis screen, refer to the Shared Consumers QRG for Release 5.9.0, available under the HCSIS Information link on the LMS. Office of Children, Youth and Families (OCYF) HCSIS User ID Creation Important Reminder for OCYF Business Partner (BP) Administrators on creating HCSIS User IDs - Don t forget the DPW User Agreement! As a reminder, in order for a HCSIS User ID to be created for an OCYF user, the HCSIS Help Desk must receive an electronic user request (generated by the BP Administrator) AND a DPW User Agreement for that user. When a BP Administrator creates a new user profile in HCSIS, an electronic user request is sent to the HCSIS Help Desk for verification. If the HCSIS Help Desk has not received a completed DPW User Agreement for that user, the request will remain in the Help Desk queue until the following Friday. If a User Agreement is not received by that Friday, the user request will be rejected and the BP Administrator must submit a new request. As a courtesy to the BP Administrator, the HCSIS Help Desk will send reminder e- mail about user creation requests that do not have a corresponding DPW User Agreement. The reminder e-mail will be sent on a daily basis, during the week that the user creation request was received. Can t find the DPW User Agreement? The agreement is available for download on the HCSIS Home Page, via the HCSIS User Security Agreement link (https://www.hcsis.state.pa.us/pgm/html/useragrmt.htm). DPW user agreements should be completed and signed by the user and faxed to the HCSIS Help Desk at 717-540-0960. For more information on Creating HCSIS Users, please see the OCYF Identity Minder Business Partner (BP) Administrator training materials available on the Learning Management System (LMS) or contact the HCSIS Help Desk at 1-866- 444-1264. Closing Incident Reports Important Reminder for all OCYF HCSIS Users!!! Closing incident reports is a very important step in the incident reporting process. To date, only 15% of OCYF s incident reports have been closed. As a reminder, closing the Incident Report requires the report to be finalized by the provider, and
October 1, 2007, Page 10 of 10 the Management Reviews must be finalized by both the county and region to which the review is assigned. Steps Providers should take to finalize an Incident Report: 1. The First Section of the Incident Report should be completed and submitted by clicking [Submit First Section] on the Incident Status screen. 2. The Final Section of the Incident Report should be completed and finalized by clicking [Finalize] on the Incident Status screen. For more information on Finalizing an Incident Report, please see the IM100W_OCYF Basics of Incident Management course available on the Learning Management System (LMS). Steps Counties and Regions should take to finalize a Management Review: For a County or Region to finalize a Management Review, the Incident Report must first be finalized by the Provider. When the Provider has finalized the Incident Report, the County or Region should finalize their Management Review by clicking [Submit] on the Incident Status screen. For more information on completing a Management Review, please see the IM200J_OCYF Incident Management: Management Review course available on the LMS. If you have additional questions about closing an incident or other incident management related questions, please contact the HCSIS Help Desk at 1-866-444-1264.