PAR Mail December 28, 2006

Transcription

1 December 28, 2006 To: PAR Members and Associates From: Shirley Walker, President and CEO HCSIS Project Update The Office of Mental Retardation issued the following HCSIS Project Update today: WHAT S IN THIS UPDATE? HCSIS Project Update Distributed: December 28, 2006 The following are the highlights of this Monthly Update: General HCSIS Release Goes Live Data Extract Access Reminder: ISP History Functionality and Comments

2 December 28, 2006, Page 2 of 6 OMR HCSIS Help Desk Survey MRX Update Overview of Planned On-Site Support Activities Provider Service Alert Review of Provider Enrollment Workshops Office of Long Term Living (OLTL) Last Monthly Provider Conference Call to Take Place January, 2007 OMHSAS Update on OMHSAS HCSIS Incident Management Implementation General HCSIS Release Goes Live HCSIS Release went live on December 9, The following are a few highlights of the release: Creating a new Financial Extract to include inactive and transferred individuals Enhancing ISPs to display historical views Including service utilization on the printed ISP For additional information regarding HCSIS Release 5.7.0, please refer to the Release Communication document under the HCSIS Information hyperlink located on the Learning Management System (LMS) website. Data Extract Access

3 December 28, 2006, Page 3 of 6 With HCSIS Release 5.7.0, the Data Extract screen was redesigned. As a result of this, users with multiple scopes may notice a limited list of extracts than previously seen. The role/scope permissions are now set as listed in the Data Extract Job Aid, located on the LMS under the EX100J_Extracts Reference Materials Job Aid course. Reminder: ISP History Functionality and Comments ISP History Functionality: With Release 5.7.0, new ISP History functionality was added for users to see the progression of the ISP. This functionality allows users to view changes in services over the course of the year and to review the comments to see what transpired and why the revisions were necessary. ISP historical data is viewable for every draft of an ISP that is created. Using the new ISP Plan History Summary screen, users are able to view each version of an ISP and the services associated with that version. For example, if an ISP is revised 10 times, users with access to the Plan History Summary screen will be able to view all 10 versions of the plan. Additionally, users are able to see all of the comments (past and present) entered for the ISP. ISP Comments: The ISP comments text box has been replaced with a View Comments hyperlink. Clicking this hyperlink will open a new window, allowing SCs to enter plan comments. Each comment will be stored as a separate entry, with its own date, time and user stamp. Each comment box has a maximum of 2,000 characters, and there are no limits to the number of comment entries that can be associated with a plan. Users will have the ability to enter or view all comments associated with an ISP, regardless of the current status of that ISP. OMR HCSIS Help Desk Survey A survey to evaluate the effectiveness of the HCSIS Help Desk and HCSIS Learning Management System (LMS) has been developed. Each quarter, this survey will be distributed to a random sample of HCSIS Help Desk callers from the previous three

4 December 28, 2006, Page 4 of 6 months. The first survey will be distributed via at the end of December 2006, and the results will be evaluated in mid-january MRX Update DPW s Client Information System (CIS) is the system of record for Medicaid eligibility and non-medicaid eligibility (base-funded individuals). PROMISe TM relies on data from CIS for eligibility verification during claims processing. All HCSIS basefunded individuals served by providers who will file claims through PROMISe TM must have accurate records in CIS. CIS has demographic and eligibility information for most of the HCSIS individuals; however, base-funded and non-ma individuals who are not Medicaid eligible may not be in CIS. Currently, an automated process exists to transfer demographic and eligibility information for Wave 1 and Wave 2 base-funded, non-waiver individuals to CIS for processing. In preparation for Wave 3 of the Financial Management implementation, there is a need to expand this automated process to include Wave 3 base-funded individuals. The existing HCSIS/CIS daily automated process has been expanded to include the transfer of Wave 3 base-funded, non-waiver individual data to CIS. This process is automated and requires no user interaction. Users will see a Base Billing ID, comprised of the MCI# plus a check digit, in the MA ID# field on the Alternate Identifiers and Medicaid screens for the Wave 3 base-funded individuals. Overview of Planned On-Site Support Activities It is time to begin preparations for the next round of HCSIS Financial Management (FM) implementation, Wave 3, planned for July 2007! Beginning in late January 2007, a HCSIS Field Support Team member will be travelling to each Wave 3 county to assist with preparation activities. The Field Support Team member will be spending one day with county staff and one day with each SC entity in the county. The agenda and activities will be tailored to meet the specific needs of each county, based on the results of a Self Assessment Survey each Wave 3 county was asked to complete. Below is a sample of the planned field support activities: Day 1 (in the County) Provide an update regarding status of implementation thus far;

5 December 28, 2006, Page 5 of 6 Facilitate discussion on operational considerations, roles and responsibilities, and concerns and issues specific to the county; Conduct refresher training sessions, as necessary, on managing sites and services, entering rates, approving ISPs, authorizing services and attaching funding streams, and reports. Day 2 (in the SC Entity) Facilitate discussion on operational considerations; Conduct refresher training sessions, as necessary, on attaching services to ISPs, adding service details, using the Fiscal Year Model ISP, and an overview of Financial Management for Supports Coordinators; Provide hands-on support for SCs and supervisors. Prior to the on-site visits, each county will be asked to prepare materials to facilitate the support effort. In the coming weeks, each county will receive information to assist them in preparing these materials. Provider Service Alert The Provider Service Alert that the County Contract Administrator role receives when a provider makes a change to their service information for that county has been disabled temporarily because of increased activity from providers cleaning up data in HCSIS. This alert will be available again with Release 5.8.0, tentatively scheduled for March Review of Provider Enrollment Workshops In preparation for the next round of HCSIS Financial Management (FM) implementation, over 440 participants (county and provider organizations) attended 23 Provider Kick-Off and Enrolment Workshops in November and December. Approximately 200 unique provider organizations took advantage of this opportunity to learn about enrolment into PROMISe TM and the activities and tasks necessary to file claims through PROMISe TM. The workshops were well received by those in attendance! If any of your providers were unable to attend the workshop, the materials distributed during the workshop are now available on the Learning Management System (LMS). The HCSIS Financial Management Guidebook can be found under the HCSIS Information link and the additional materials are available under the PROV300I_OMR Provider Kick-Off and Enrollment Workshop course. To access

6 December 28, 2006, Page 6 of 6 this course, you must have the County Provider Administrator or the Provider Registration Data Entry role assigned in the LMS. If you or someone from your provider agency needs one or both of the HCSIS roles mentioned above, contact your local HCSIS Administrator. Office of Long Term Living (OLTL) Last Monthly Provider Conference Call to Take Place in January 2007 During the last year and a half, OLTL has been conducting regular support conference calls in order to assist end users with any questions they may have regarding HCSIS. These calls are scheduled to come to a close in January, with the last call scheduled to take place on Thursday, January 4th. An invite was sent to all the provider contacts with the dial-in information and time for the call. Please plan to participate in this final call if your schedule permits. OLTL would like to say thank you again to all the providers who participated in the calls! OMHSAS Update on OMHSAS HCSIS Incident Management Implementation As of December 19, 2006, all 48 county/joinders and almost all CRRS and LTSRs (82 of 83 total providers) have implemented HCSIS incident management. Below are some quick statistics on the progress made to date: Number of county/joinders reporting incidents: 31 Number of counties that sent an incident to their region that was then approved and closed: 19 Number of OMHSAS consumers cleared in HCSIS: 24 different county/joinders have cleared a total of 678 consumers Thank you again to everyone for helping to make the OMHSAS HCSIS Incident Management implementation a success