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Welcome to the DDS HCSIS ISP Module Training!

Welcome to the DDS HCSIS ISP Module Training! Please sign in and pick up materials from the back of the room. Department of Developmental Services. Individual Support Plan (ISP) Module Training. Provider Staff September 2014. Introduction.

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Welcome to the DDS HCSIS ISP Module Training!

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  1. Welcome to the DDS HCSIS ISP Module Training! Please sign in and pick up materials from the back of the room.

  2. Department of Developmental Services Individual Support Plan (ISP) Module Training Provider Staff September 2014

  3. Introduction The purpose of today’s training session is to provide you with an overview of the enhancements that are being included in the new release of the ISP module, which will go live on September 22nd, 2014. Enhancements included in this release will be reviewed in detail throughout today’s training and include the following: Individual Dashboard Revised Approval Process for Assessments InfoTips Document History Print Features Summary Report

  4. Lesson Plan Instructor Led Training • Lesson 1: HCSIS/ISP Assessments Module Refresher • Lesson 2: The Individual Dashboard • Lesson 3: Revised Assessments Functionality • Lesson 4: Printing the ISP Document • Lesson 5: Summary Report

  5. Provider Staff Lesson Plan Lesson 1: ISP Module Overview • Training Purpose • ISP Timeline, Workflow, and Alerts • Post ISP Meeting Activities • ISP Module Roles and Responsibilities • Updated ISP Module Look and Feel • Scenario: Using Review Process Management • Addition of Site Security Group filter to RPMS Lesson 2: The Individual Dashboard • Scenario: How to Access the Dashboard • Revised Dashboard Features Lesson 3: Assessments • Scenario: Creating a New Standardized Assessment • InfoTips • Document History Functionality • Enhancements to the HCR and Health and Dental Assessment • How RPMS can help you Lesson 4: Printing Draft ISP Documents • ISP Module Printing Features • Scenario: Print Draft ISP Documents Lesson 5: Additional Functionality • Overview of the Summary Report • Scenario: How to Access the Report • ISP Summary Report Details • Training Conclusion

  6. Lesson 1: ISP Assessments Module Refresher Lesson 1 Lesson 2 Lesson 3 Lesson 4 Lesson 5

  7. Lesson 1 Overview We will begin the training with a refresher on the ISP module. This lesson will cover: ISP Timeline, Workflow, and Alerts Post ISP Meeting Activities ISP Module Roles and Responsibilities Updated ISP Module Look and Feel Scenario: Using Review Process Management

  8. ISP Assessments Module The ISP Implementation Team's vision for the module was to develop a system that accomplished two important goals. Standardize the ISP Renewal Process. • Develop ISP documents that increase clarity, reduce redundancy and promote priorities that will create an individual-centric ISP document. • Strengthen DDS’s focus on developing measurable and achievable objectives that promote on-going growth and development for the individual. Establish consistent standards that clarify DDS’s expectations and reinforce requirements. • Build a module in HCSIS that enables electronic submission and review of required ISP documents including individual’s vision and goals, assessments, objectives and supports strategies.

  9. ISP Assessments Module Set ISP Meeting Date Review, Approve and Finalize ISP Document Initiate ISP Planning Process Review Objectives and Supports Strategies Request and Review Assessments The ISP module provides an efficient mechanism for streamlining data entry and enabling efficient information sharing between members of the ISP team.

  10. ISP Assessments Overview and Timeline • The ISP Assessments module in HCSIS enables electronic submission and review of the entire ISP document including vision, goals, objectives and support strategies, assessments, and new ISP components.

  11. Post ISP Meeting Activities

  12. Post ISP Meeting Activities The post meeting review period to update documents is now 150 days. While the regulations remain the same for 45 days, the system is flexible and will no longer lock the documents until 150 days. Instead of receiving 30 and 45-day post ISP meeting alerts, the 135 day alert is now conditional and will only be generated if an action is required. Additional Change: All documents approved prior to the ISP meeting will remain approved unless the Service Coordinator requests revisions after the meeting has taken place.

  13. New Alert for Providers

  14. ISP Assessments Module Alerts The June release introduced the progress summary alert for Provider Data Entry and Provider Supervisors. The alert will occur 150 days post ISP meeting only if one or more objectives have been approved in the system. The alert reminds Providers of the progress summary form that is required at the 6-month mark and is completed outside of HCSIS.

  15. Roles & Responsibilities in the ISP Assessments Module

  16. Roles & Responsibilities Provider Data Entry • Access to view vision and planned meeting information from Service Coordinator • Access to create and edit goals • Access to create and edit objectives and supports strategies and assessments • Access to view approved documents and assessments from other Providers in HCSIS • Submit Assessments and OSS to Provider Supervisor for internal review in HCSIS (New) • Ability to print ISP documents in the proper format (New) Provider Supervisor • Access to view vision and planned meeting information from Service Coordinator • Access to create and edit goals • Access to create and edit objectives and supports strategies and assessments • Access to view approved documents and assessments from other Providers in HCSIS • Receive alert to review and submit Assessments and OSS to DDS (New) • Ability to print ISP documents in the proper format (New)

  17. Updated ISP Module Look and Feel

  18. Changes to the Look and Feel of the ISP Module Several changes have been made to improve the look and feel of the ISP module. A toolbar is now visible across all pages in the ISP module. This toolbar shows the name and scope of the current user, links to the Alerts page and the References Page, and an Exit HCSIS button which prompts a pop-up, “Do you wish to exit HCSIS?” Selecting yes will close the HCSIS browser. 1 Provider Name References

  19. Changes to the Look and Feel of the ISP Module 2 2) There is now a calendar button next to every date entry field in the module. Clicking on this button will open a calendar from which a date can be selected. 3 3) On the Alerts search criteria screen, the system now allows the user to select a module then select a subject from the drop-down menu. Users can also search for specific information in the Alert text within search results.

  20. Scenario: Using Review Process Management

  21. Utilizing Review Process Management The Review Process Management tool can help you manage your workload effectively. The summary data provided in the Review Process Management screen can be sorted in several different ways, allowing the user to prioritize their case load as they see fit. As a Provider, this particular function is useful because it can provide you insight into which individuals’ ISP documents are due in the next 30, 60, or 90 days. Service Coordinators use this feature to view individuals’ ISP due dates. This tool helps Service Coordinators plan the workload in terms of determining when to send the meeting request and when to work with an individual to develop his or her vision statement. Review Process Management is also useful to track tasks after the ISP meeting has occurred. There is a quick guide available on HCSIS under the References tab.

  22. Scenario: Using Review Process Management Topic Description: The user wishes to manage the required actions within the ISP Assessments Module The user wishes to plan for several upcoming ISP meetings and manage their workload accordingly Roles and Responsibilities: All users can view the Review Process Management tool Providers: may only view detailed information for individuals who are in their scope. Scopes are designated by each agency according to how they have implemented Enhanced Security. Provider Supervisors: may only view detailed information for individuals who are in their scope. Scopes are designated by each agency according to how they have implemented Enhanced Security.

  23. Utilizing the Review Process Management Tool Navigate to Review Process Management Define Search Criteria Sort and Filter Results Step 1 Step 2 View Results Step 3 Step 4 Step 1: Navigate to the Review Process Management screen

  24. Utilizing the Review Process Management Tool Navigate to Review Process Management Define Search Criteria Sort and Filter Results Step 1 Step 2 View Results Step 3 Step 4 Step 2: Enter the Search Criteria Note that the date fields are mandatory and the other fields can be used to help narrow the results

  25. Utilizing the Review Process Management Tool Navigate to Review Process Management Define Search Criteria Sort and Filter Results Step 1 Step 2 View Results Step 3 Step 4 Step 2: Enter the Search Criteria Select dates and click "Search"

  26. Utilizing the Review Process Management Tool Navigate to Review Process Management Define Search Criteria Sort and Filter Results Step 1 Step 2 View Results Step 4 Step 3 Step 3: Sort and Filter Results using Columns Review the results, which are automatically sorted by the individual’s last name Test Individual 09/12/2014 Newhouse, Graham 09/12/2014 Newhouse, Graham Newhouse, Graham Test Individual 09/12/2014

  27. Utilizing the Review Process Management Tool Navigate to Review Process Management Define Search Criteria Sort and Filter Results Step 1 Step 2 View Results Step 3 Step 4 Step 3: Sort and Filter Results using Columns The results can be sorted by any of the existing columns to assist in managing workload 09/12/2014 Newhouse, Graham Newhouse, Graham 09/12/2014 Test Individual Newhouse, Graham 09/12/2014 Test Individual 09/12/2014 Newhouse, Graham Test Individual 09/12/2014 Newhouse, Graham Test Individual 09/12/2014 Newhouse, Graham Test Individual Newhouse, Graham 09/12/2014 Test Individual 09/12/2014 Newhouse, Graham Test Individual 09/12/2014 Newhouse, Graham Test Individual Newhouse, Graham 09/12/2014 Test Individual 09/12/2014 Newhouse, Graham Test Individual 09/12/2014 Newhouse, Graham Test Individual Newhouse, Graham 09/12/2014

  28. Addition of Site Security Filter The addition of “Site Security Group” allows providers to narrow their search results when using the Review Process Management tool. 09/12/2014 Newhouse, Graham Newhouse, Graham 09/12/2014 Test Individual Newhouse, Graham 09/12/2014 Test Individual 09/12/2014 Newhouse, Graham Test Individual 09/12/2014 Newhouse, Graham Test Individual 09/12/2014 Newhouse, Graham Test Individual Newhouse, Graham 09/12/2014 Test Individual 09/12/2014 Newhouse, Graham Test Individual 09/12/2014 Newhouse, Graham Test Individual Newhouse, Graham 09/12/2014 Test Individual 09/12/2014 Newhouse, Graham Test Individual 09/12/2014 Newhouse, Graham Test Individual Newhouse, Graham 09/12/2014

  29. Utilizing the Review Process Management Tool Navigate to Review Process Management Define Search Criteria Sort and Filter Results Step 1 Step 2 View Results Step 3 Step 4 Step 3: Review and sort the results "Site Security Group" is a new filter on the screen 09/12/2014 Newhouse, Graham Newhouse, Graham 09/12/2014 Test Individual Newhouse, Graham 09/12/2014 Test Individual 09/12/2014 Newhouse, Graham Test Individual 09/12/2014 Newhouse, Graham Test Individual 09/12/2014 Newhouse, Graham Test Individual Newhouse, Graham 09/12/2014 Test Individual 09/12/2014 Newhouse, Graham Test Individual 09/12/2014 Newhouse, Graham Test Individual Newhouse, Graham 09/12/2014 Test Individual 09/12/2014 Newhouse, Graham Test Individual 09/12/2014 Newhouse, Graham Test Individual Newhouse, Graham 09/12/2014

  30. Utilizing the Review Process Management Tool Navigate to Review Process Management Define Search Criteria Sort and Filter Results Step 1 Step 2 View Results Step 3 Step 4 Step 4: View the results By clicking on the plus sign next to an individual’s name, the details regarding that individual’s ISP will be displayed with the corresponding status Click on the hyperlinked name to navigate to the individual's Dashboard 09/12/2014 Newhouse, Graham • Clicking the + next to each individual’s name will provide a summary table for next steps associated with that individual.

  31. Review Process Management: Next Steps The Review Process Management tool can help Providers complete each section of the ISP. Review Process Management can be used in the following ways: Tool for workload planning and for developing goals Tool to track completion of assessments against ISP deadlines After viewing the Review Process Management tool, you will be able to address any next steps for individuals within your caseload, just as you would via the alerts feature.

  32. Lesson 1: Conclusion This lesson covered: ISP Timeline, Workflow, and Alerts Post ISP Meeting Activities ISP Module Roles and Responsibilities Updated ISP Module Look and Feel Scenario: Using Review Process Management Questions?

  33. Lesson 2: The Individual Dashboard Lesson 1 Lesson 2 Lesson 3 Lesson 4 Lesson 5

  34. Lesson 2 Overview This lesson will cover: Scenario: How to Access the Dashboard Revised Dashboard Features

  35. Scenario: Accessing the Individual Dashboard

  36. Scenario: Accessing the Dashboard Description: The ISP Dashboard serves as a “one-stop-shop” that allows you to navigate to different sections of the ISP. Roles and Responsibilities: Provider Data Entry: View and complete components of the ISP Provider Supervisor: View and complete components of the ISP

  37. ISP Assessments Module Navigation Step 2 Step 1 Step 4 Step 1: Select the ISP Module View the Individual Dashboard Select Individual Search Execute Search Select the ISP Module Step 3

  38. Scenario: Accessing the Individual Dashboard Step 2 Step 1 Step 4 Step 2: Select Individual Search tab View the Individual Dashboard Select Individual Search Execute Search Select the ISP Module Step 3 After clicking the ISP tab, you will be able to select the Individual Search menu.

  39. Accessing the Individual Dashboard Step 2 Step 1 Step 4 View the Individual Dashboard Select Individual Search Execute Search Select the ISP Module Step 3: Execute Search 1) Enter text into the last name field for a specific individual Step 3 The search feature enables you to search by name, SSN, eligibility number, region, area office, or ISP due date.

  40. Accessing the Individual Dashboard Step 2 Step 1 Step 4 View the Individual Dashboard Select Individual Search Execute Search Select the ISP Module Step 3: Execute Search Click “Search” Step 3 Click “Search” to see the search results.

  41. Accessing the Individual Dashboard Step 2 Step 1 Step 4 View the Individual Dashboard Select Individual Search Execute Search Select the ISP Module Step 4: Access the Individual Dashboard View the information available on the Individual Dashboard Newhouse, Graham A Step 3

  42. Next Steps: Individual Dashboard Provider staff can use the dashboard to access various components of an Individual’s ISP including: View an individual's Vision Statement in read-only mode Create and edit Goals Create and edit Objectives Create and edit Assessments • As a reminder, Review Process Management is another way to navigate to the Individual Dashboard.

  43. Revised Dashboard Features

  44. Timeline Above each individual's ISP dashboard details, there will be a personalized ISP timeline graph for that individual. The timeline displays due dates and deadlines for both SCs and Providers, as well as the date the SC shared the Vision with Providers The timeline will show the initial request for assessments as well as the latest request Hovering over any of the boxes will show the date associated with the action or deadline The red line represents the current date allowing users to track where they currently fall in the process The ISP Meeting date and all deadlines are marked in bold font Today’s date is indicated by a red line.

  45. Summary Box Demographic information for each individual will be displayed in a summary box on the dashboard. The summary box is below the timeline. Summary box provides ISP Meeting details and deadlines Shows the Service Coordinator assigned to the individual The Service Coordinator name that appears on the dashboard is representative of the Service Coordinator that has been assigned to the individual in MEDITECH Newhouse, Graham

  46. Summary Box Demographic information for each individual will be displayed in a summary box on the dashboard. The summary box is below the timeline. Summary box provides ISP Meeting details and deadlines Shows the Service Coordinator assigned to the individual The Service Coordinator name that appears on the dashboard is representative of the Service Coordinator that has been assigned to the individual in MEDITECH Newhouse, Graham

  47. ISP Meeting Details This page provides ISP Meeting Details including the planned meeting date, meetingtime, and location as well as a link to Google maps. 09/12/2014 09/12/2014

  48. Tabs The tabs have been reorganized and the Goals and Objectives have been moved to the end. Newhouse, Graham

  49. Status Icons and Text A status is displayed for each component of the ISP. The text and colored legend provide a status update indicating whether or not the section of the ISP has been started. Status is reflective of the user’s responsibility. Newhouse, Graham

  50. Vision Section of the ISP Dashboard The Vision box tracks the status of all actions involved with completing an individual’s vision. This informs Service Coordinators of the status, due date, the last update date, and the date the Vision was shared with Providers. The due date represents the date the by which Service Coordinators must share the Vision with Providers. Clicking the box will navigate the Provider to the Vision tab. Newhouse, Graham

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