irecord Tip Summary Key Terms SC Support Coordinator BASIC FEATURES

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1 irecord Tip Summary Key Terms SC Support Coordinator BASIC FEATURES SCS Support Coordination Supervisor NJISP Individualized Service Plan PCPT Person-Centered Planning Tool irecord Access Qualified Support Coordination agencies must complete the irecord Request Form to request access to the irecord for a SCS. SCS should complete this form, scan it, and send it to DDD.ITRequests@dhs.state.nj.us. Once received, DDD will provision the account and send out a username and temporary password to the SCS, as well as instructions on how to reset the initial temporary password. After the first account is set up the SCS will then be able to log into the irecord and request additional users within the application from the SCS Management Screen. The irecord Request Form can be found at - Search Features Users can search for an individual by entering in the individual s DDD ID, first name, last name, Social Security number, status, and/or county. Partial name matches may also be used. SC s and SCS s can only search for individuals that are assigned to their agency. There are active links at the top of each column which allow sorting. Names will be listed alphabetically by selecting the link for first or last name. DDD ID numbers will be listed in numerical order by selecting the link for DDD ID. Clicking a header a second time will sort in the reverse order. Printing Documents Search for an individual and select plan. Select View Report to print out details on every service or outcome. Users can select individual services or the entire outcome by selecting the checkboxes next to the line-items. Only send information to providers after the individual s plan has been approved. SUPPORT COORDINATION MANAGEMENT Support Coordination Agency Assignments DDD assigns an individual to a Support Coordination Agency after the individual or family member completes a Support Coordination Agency Selection Form and submits it via mail or SC Help Desk. This form can be found with the DDD Regional Offices and on the following: - DDD Website Boggs SC Resource Page - Once logged into the irecord, the SCS will see a case that needs assignment in Due List Items. Select edit to bring up the caseload management screen. 1

2 How to assign a SC to a SCS Once logged into the irecord, the SCS will see a SC that has been added to the agency in Due List Items. Choose the SC who needs assignment by selecting the edit icon on the right-hand side of the screen. This will redirect the user to the SCS management screen. The left-hand side of the screen will show SCS assigned to the agency. The right-hand side of the screen will show unassigned SC(s). Select the checkbox next to the SC who needs assignment. The SCS can make multiple selections or one at a time. Use the drop-down box at the bottom of the screen to select to which SCS the user wishes to assign the SC. Select the Plus + Symbol next to the SCS to view list of assigned SCs. To reassign a SC to a different SCS, select the checkbox next to the SC, go to drop down box, and select the new SCS. How to add/deactivate an irecord user User management is performed by the SCS role. Select Management tab and select SCS Management. This will bring the user to the SCS management screen. The user management section at the bottom right-hand side of the screen is used to add new users and to deactivate them. The Add New User button will bring the user to a screen that shows a user requisition form. The SCS should enter all valid information for the new user and select register. This will send a request to the Division. Once the user is approved, the user will show up on the right-hand side of the screen under the Unassigned Support Coordinators. This process usually takes 2-3 business days. Deactivation Select a SC or SCS by using the drop-down and select deactivate for immediate removal from the irecord system. There is no wait time for this process. Please note that the caseload must be zero before this process can be completed. How to reassign an individual to a different SC SCS reassigns all cases. Select the Management tab and then select Caseload Management. This will allow the SCS to view all caseload assignments on the left hand side of the screen. Select the SC of the individual who needs to be assigned and then select the individual. Go to the Assign To button at the bottom of the screen and select the new SC. Select the Assign button to complete this action. Multiple individuals may be assigned/re-assigned at the same time. SCS Plan Approval SCS can find all plans that require their approval under their Due List Items. Select the edit button next to the plan that needs to be reviewed to go to the plan screen. SCS should review the services and budget and ensure that the planning goals and outcomes are appropriate. Goals and outcomes recorded in the ISP must match the goals and outcomes entered into the irecord (the Plan Summary section of the plan). Please note that the ISP Quality Review checklist provides guidance for the SCS approving ISPs. Once reviewed, the SCS needs to change the plan s status. Select Revision if the plan needs to be kicked back to the SC to make revisions. Select State Review to send the plan for state approval. Ensure all the required documents are uploaded. The SCS will receive an alert if the plan is not reviewed within 7 days. Casenotes are required. This allows the SCS to communicate required changes to the SC or anything that has been submitted for approval. 2

3 Description of Plan Status Plan Status W Work-In-Progress Description Plans are created in Work-In-Progress status. Plans also enter Work-In-Progress status when an individual is assigned to a different support coordination agency. RV Revision R Review SR1 State Review 1 SR2 State Review 2 Plans in W status appear in an assigned SC due list. Plans enter revision status when a SCS or State Review determines changes need to be made. Plans in RV status appear in an assigned SC due list. Plans enter a review status when a SC has completed the plan and is submitting for SCS approval. Plans in R status appear on the assigned SCS due list. Plans enter SR1 status when a SCS submits the plan for State Approval. Plans in SR1 status appear on a Division Staff s due list. Plans enter SR2 status when a Division staff escalates a plan for a higher level of state approval. This is purely for internal state-staff use and plans may only be assigned to this status by state staff. A RI AI RR Approved Review-To-Inactive Approve-To-Inactive Review-To-Reinstate Plans in SR2 status appear on a Division supervisor due list. Plans enter approved status when a Division staff, Division supervisor or qualified SCS approves a plan to be executed. Plans in A status do not appear on a due list. Plans enter RI status when a SC believes that an individual s plan should be set to inactive. Examples of this include an individual entering a skilled nursing facility or hospital for greater than 30 days, moving out of state, or becoming deceased. Supporting documents and case notes are required prior to approval. Plans in RI status appear on a Division staff due list. Plans enter AI status when a state reviewer has confirmed that an individual s plan should be set to inactive. Plans in AI status do not appear on a due list and are no longer active. Plans enter RR status when a SC determines that an individual will be returning from an inactive status and requires a review to reinstate. Plans in RR status appear on a Division staff due list. 3

4 SUPPORT COORDINATION How to enter/change an individual s demographics Search and select an individual. Select the Details tab to view demographics and contacts. Select edit to make revisions and add information. Select save after changes have been made. Please note that some fields will not allow editing (Social security number and date of birth). Contact the SC Help Desk if these fields require a correction. Contacts Select the contact that needs to be revised. The contact s information will appear in the details sections. Select edit, make changes, and select save. Select delete if the contact is no longer relevant. Select Add New Contact to add a new contact. A blank details page will appear. Once all the information is added, select save. is a required field. SCs are responsible for obtaining an address for all individuals and explaining to the individual/family that the address will not be shared and no spam mail will be sent. Casenotes How to view and enter Search and select an individual and select the notes tab. The note screen has several different components: Note date (the date the note/correspondence was received) and Entered on (the date the note was entered into the system). Notes can be sorted by clicking the column name (note date, category, etc.). Select note to view individual note. There is a filter system on the right-hand side of the screen that allows the user to filter by date range and/or category type. Hint The user can change the 6/1/13 date in the filter system to view notes entered by a previous case manager. How to enter notes Select the category type that relates (phone call, meeting, correspondence received, etc.), enter note date, enter note in note field, and select submit. Individual Assessment Search and select an individual and select the Assessment tab. The DDRT date relates to the date the assessment was completed and the Date received relates to the date it was received by DDD and entered into the system. The user can view and open the assessment by selecting the View tab. This will allow the user to view the questions and answers from the individual s survey. The user can view the most recent assessment or the assessment used to create the individual s plan by selecting the Plan tab, selecting the most current version of the service plan, and then selecting the view assessment tab on the lower plan menu. How to upload a PCPT Search and select an individual. Selecting the Documents tab will bring the user to a screen to upload a document. Select document type, select PCPT, select browse, and select a file from the computer. Enter the date that the PCPT was completed and select upload document. To confirm that the upload was successfully completed, select the PCPT tab to view the document. Please note that file names only work if they are under 50 characters. Giving a file an exceedingly long name may cause a viewing issue. 4

5 How to review a PCPT Select plan from the Due List or by searching and selecting an individual. Select the Tools tab then view PCPT button to open the document. A yellow triangle will appear if the PCPT has not yet been reviewed. Select the checkbox that states The PCPT has been reviewed and is up to date and select submit to verify. This will cause the yellow triangle to disappear. How to upload a NJISP Select plan from the Due List or by searching and selecting an individual. Select the Plan tab and select the desired plan/version. Select the NJISP tab, select browse, and select file from the computer. Enter the date the NJISP was completed and select upload document. To confirm that the upload was successfully completed, select the NJISP tab to view the document. View all NJISP s under the Documents tab. Please note that file names only work if they are under 50 characters. Giving a file an exceedingly long name may cause a viewing issue. Add, remove, and edit Outcomes Outcomes and Services are edited in the Plan Summary section of irecord. Select plan from the Due List or by searching and selecting an individual. Plans that are in a Work-in-Progress or Revision status can have outcomes added, removed, or edited. These cannot be changed if the plan has been submitted for approval and if the service has begun. By selecting Action, the user can add a service or delete the outcome. Deleting the outcome will delete all services underneath it. Select Add outcome to add an outcome. Enter outcome in outcome description as well as all required fields and select save. Expand the outcome and select Action to edit a service. Select Save after the service has been revised. Add, remove, and edit Services If a plan is already approved, it may be revised by selecting the most recent approved plan from the Plan screen and changing its status to Revision. Once the status change is completed, a new plan version will be created in Revision status. Select plan from the Due List or by searching and selecting an individual. Plans that are in a work in progress or revision status can have services added, removed, or edited. Services cannot be changed if the plan had been submitted for review or approval unless returned to a revision status. To add a service to an outcome that already exists, select Add Service under the Outcome Action tab, fill in the required fields, and select Save. Edit service by selecting Edit Service in the Service Action tab. Delete a service by selecting Delete in the Service Action tab. Note A user cannot delete a service if the service has begun. The user can only change the end date to stop the service. Plan Summary Information This section must exactly match the NJISP. Select plan from the Due List or by searching and selecting an individual. Select a plan version under the Plans tab. 5

6 A list of current Division-funded services is available in Appendix B in the Interim Policy Guide for Support Coordination. Procedure Code The procedure code is a series of letters and numbers used by Medicaid to identify the type of service that has been authorized. Number of Units The number of units to be delivered within a set period of time (frequency). Unit type The unit type is the predetermined unit of measure (15 minutes, 30 minutes, hours, days, etc.) that can be claimed for each particular service. Rate The rate is the cost per unit of a commodity or service provided. Frequency The frequency is how often (daily, weekly, monthly, etc.) a service will be provided. Please note that daily reflects all 7 days of the week rather than business days. It does not represent a calendar week. Frequency Daily Weekly Monthly Yearly Singular When To Use Use this frequency only if the individual will receive the service EVERY day including weekends Use this frequency if an individual receives the service at least once every seven days. Use this frequency if an individual receives the service at least once every thirty days but does not receive the service once every seven days. Use this frequency only if there is no way to narrow down the frequency of service utilization. This will allocate the total number of units between the start and end dates of the service. Only use this frequency if the service requires a one-time payment (i.e. one-time gym membership or one-time course fee paid in a lump-sum). Note: It is important to keep the dates tight around when the payment is expected to be remitted. Duration The duration is the period of time (starting date to anticipated end date) that the identified service will be required during the year in which the plan will be active. Provider The entity or individual who will provide the service. Division-funded services can only be provided by approved providers. Note Select community for provider location if the service is provided in the community. Select the address if the service is provided at an agency or physical location. Supportive Employment is commonly provided in the community. Payment Source The payment source is the entity (Managed Care Organization, DVRS, State Only, etc.) that will provide funding for those services for which payment is necessary. Resources and supports available within the individual s family, neighborhood, and community must be considered first. Services funded by the Division will be considered only when other resources and supports are insufficient or unavailable and do not meet the needs of the individual and are attributable to the person s disability. Self-hire for individual supports Select Easter Seals as the provider, select the individual supports procedure code, and select Self-hire. Enter the Self-hire s full name into the field. Do not add the name of the Self-hire until confirmation is received from Easter Seals. Expenditures will be viewable as the agencies bill. 6

7 MISCELLANEOUS irecord TIPS Due List Items Things that need to be done (review plan, edit plan, etc.). These items require an action to be performed by the user in order to remove the item from the due list. Alerts Things the user needs to know about. These require action by another user to be removed from the list. Due List Items and Alerts looks different depending on which user is signed in. An individual must have an approved plan before a service can be delivered. Only NJISPs can be used in the irecord. No Essential Life Plans (ELPs). Move the plan to inactive if an individual becomes eligible for CCW. Casenotes will remain in CIS/Statewide systems. The feedback button in irecord sends a message to the SC Help Desk. View irecord tutorials for greater detail