irecord 3.0 Patch Notes DDD IT Department

Transcription

1 irecord 3.0 Patch Notes DDD IT Department

2 Patch Notes 3.0 The patch notes provide support to the irecord 3.0 web application. irecord is an electronic health record (EHR) system that enables the Supports Program and Community Care Waiver. This application is designed and developed by the Division of Developmental Disabilities (DDD) IT team to facilitate the system transformation. It currently supports the Interim program, and is expected to support the implementation of the fee-for-service system. This application has a tile-based interface with many new features. It retains some screens from the previous version while they are being re-designed and developed for the future. The patch notes offer an overview of the new features and enhancements. They are: Compatibility Support on any device with internet connectivity and a web browser For a better experience, use one of the following browsers: Security Internet Explorer and higher Mozilla Firefox 30.0 and higher Google Chrome and higher Safari on ios Active Directory validation at login Change password link at login User notification of an expired password Session expiry notification (appears after 18 minutes of inactivity) displays a running counter of the remaining time in seconds Session termination (user logged out) with 20 twenty minutes of inactivity irecord 3.0 Patch Notes Page: 1

3 User Interface General Responsive layout provides a consistent user experience across multiple devices New tile-based user interface Scroll bar feature on tiles (appears when tile contains more data) New home screen for the user, which is now referred to as the Dashboard "About irecord" available on the logo (click logo on the application header) Records participant related information on a tabbed interface Categorizes participant related information on tiles User role determines the add, edit or view functionality of tiles or fields within tiles Field displays a watermark label within the controls when it does not contain any data Field displays the label on hover, when there is data and does not display a label Fields may include pop-up controls, which appear with add or modify Highlights the mandatory fields, when blank, on save Icons represent the menu bar options (user role determines the available options) Help (User Guide) activates with on the menu bar Participant quick search (DDD ID or Name) activates with on the menu bar Icons represent actions on the interface irecord 3.0 Patch Notes Page: 2

4 Common action icons available on the interface are: : Save or confirm : Cancel : Clears the text box (appears with entry of data) : Add data : Edit data : Delete data : Print a report or tile related information : Search : Export the results to an excel file : Filter results : Close the tile Hover on action icon displays tooltip of the action Ellipsis (...) shown with trimmed data Hover on ellipsis displays tooltip of the complete data (exception: "Notes" with icon) Keyboard navigation of the user interface: Tab key operates from left to right and top to bottom within each tile, and then the interface Shift + Tab key operates from right to left and bottom to top within each tile, and then the interface Autocomplete feature applies to all search controls Enter key with autocomplete feature selects the first list item Phone number entry and display in a single uniform format (XXX.XXX.XXXX) Tap a phone number on a mobile device and make a call Click (or tap) an to activate the default mail client Sort grid from any column in ascending or descending order Click any column on the grid and view an ascending order sort irecord 3.0 Patch Notes Page: 3

5 Double-click any column on the grid and view a descending order sort The column header on the grid displays with an ascending order sort or with a descending order sort Click any point on a row of a grid line item and select it Check box with the label "same" (Mailing Address tile header) copies the residential address to the mailing address icon on a tile header indicates information not available and action required Dashboard New home interface Patch notes link Upcoming events, video tutorials, and resources link Five most recent messages of the day appears on a rotating banner Search Search options are: Search with DDD ID or Name Filter results with DDD ID or Name (Enter part of the DDD ID or Name and click button to view all the results that contain the typed characters) Filter results using the "Filter by" drop-down list "Filter by" drop-down list options are: SC SCS Waiver Program SC Agency Cancel button clears search selections Filter options unavailable with SSN, status or county Autocomplete feature on DDD ID or Name displays up to 10 suggestions Further filter available, both on the search results grid and for each column within the grid "Clear Filter" button clears the grid filter and reverts the search results grid irecord 3.0 Patch Notes Page: 4

6 Option to show or hide columns (user role determines the available columns) on search results grid, which are: Current Plan Status Active Plan Allocated Active Plan Budget Active Plan Expended Active Plan Version Address Age Contact Phone Date of Birth SC (Support Coordinator) SC Agency Phone SC SCS (Support Coordination Supervisor) Status County Current Plan Allocated Current Plan Budget Current Plan Due Date Current Plan Version Functional Criteria Met Gender Last Assessment Date Last Monthly Contact Medicaid Eligibility Medicaid End Date Medicaid ID Medicaid Program Status Code With column filter applied to search results grid, the column header(s) displays a different color (light blue) to the other column(s) irecord 3.0 Patch Notes Page: 5

7 Transfer search results grid data with the following options: : Print the search results : Copy the search results on to the clipboard : Export the search results to an excel file in CSV format : Export the search results to a PDF file Due-List Due-List grid at default size displays a maximum of 6 line items Scroll bar available at default size with more than 6 line items Select a grid line item by clicking anywhere on the row Hover on "Action Required" column item displays the complete message on a tooltip Minimize/Restore toggle icon that toggles the tile size between minimum size and default size Maximize/Restore toggle icon that toggles the tile size between maximum size (displays all due-list items) and default size Export the due-list grid to an excel file with the icon Option to view (user and the role determine the permission) the due-list of another user (using text box on tile header) Alerts Alerts grid at default size displays a maximum of 6 line items Scroll functionality at default size with more than 6 line items Click any point on a row of a grid line item and select it Hover on "Alerts" column item displays the complete message on a tooltip Minimize/Restore toggle icon that toggles the tile size between minimum size and default size Maximize/Restore toggle icon that toggles the tile size between maximum size (displays all alerts) and default size irecord 3.0 Patch Notes Page: 6

8 Reports Graphical representation of relevant information for the user The different types of reports shown based on user role are: Caseload: Bar graph of the active and inactive cases for the previous 12 months Plan Status: Doughnut graph of the plans under different statuses as of the current date Plan Review: Bar chart of the plans approved and late approvals for the previous 12 months Approved Plan: Cumulative line graph of the approved plans and action completed by the Fiscal Intermediaries (FI) for the current week and the previous 4 weeks SDE (Self-Directed Employee): Combination graph of the total number of approved self-directed employee and total number of approved plans (with at least one FI payment type) for the previous 12 months Event-Load Report: Cumulative line graph of the event-load assigned and event-load completed for the current week and the previous 4 weeks Current Event-Load: Doughnut graph of the different statuses of the event-load as of the current date Late Event-Load: Line graph of the total event-load hours assigned and completed beyond the event's pre-defined time frame for the previous 7 days Agency Load Distribution: Doughnut graph of the current capacity of the various agencies as of the current date Hover on a data point on the graph displays additional tooltip information Left Navigation Quick access to participant related information The tiles available on participant record interfaces are: Participant Support Coordination Current Plan Info Assessments Contacts Litmus indicator represents the status of information irecord 3.0 Patch Notes Page: 7

9 Participant SSN displays a lock icon Unmask SSN (user role determines the unmask permission) Eligibility indicator for Age, FCA (Functional Criteria Assessment), and Medicaid criteria Hover on eligibility criteria for tooltip of the status Hover on Medicaid eligibility criteria, when met, for tooltip of the Medicaid end date Eligibility indicator affects the litmus indicator Medicaid type of the participant Support Coordination Quick reference to participant support coordination information Hover on Agency, SC (Support Coordinator), or SCS (Support Coordination Supervisor) for respective tooltip information Graphical representation with a map and other agency related information activates with the Agency (click Agency) SC and SCS information activates with the SC and SCS, respectively (click SC/SCS) The information on the agency pop-up tile includes: Counties where the agency has been approved to provide support coordination services Contact details Total number of support coordinators Capacity of the agency Number of participants within the agency and within each county Option to view the last login date or the start date of the SC or SCS (click SC/SCS name) Option to view a photograph or avatar of the SC or SCS (click SC/SCS name) irecord 3.0 Patch Notes Page: 8

10 Current Plan Info Quick reference to the current plan related information Budget details activates with the budget bar (click budget bar) Expended replaces expenditure and buffer replaces unallocated (click budget bar) Assessment Quick reference to the assessment information "S" represents self-care and this replaces the earlier "Level of Need" Options available on "Action" grid column (click icon) are: Contacts View the assessment in pdf format Get assessment details via an exclusive questionnaire Quick reference to self and active emergency contacts H (HIPAA authorization), E (emergency contact), and # (priority number) criteria shown for each contact Hover on name and view a tooltip tile with the relation and all contact information Contacts are listed by priority Color Codes Litmus indicator represents the status of information, which are: : Information available and up-to-date : Certain conditions have not been met or some unavailable information : Critical information unavailable Red trumps yellow status on litmus indicator, in case of both conditions Hover on litmus indicator and view a tooltip message of the criteria(s) for the status irecord 3.0 Patch Notes Page: 9

11 Participant litmus indicator: Green indicates that the required information is both available and up-to-date Yellow indicates with one or more of the following conditions: Participant has not yet enrolled on a program DDD status is at intake Medicaid eligibility expires within 60 days Red indicates with one or more of the following conditions: DDD status is at DCF (Department of Children and Families) Medicaid ID and/or Medicaid Type unavailable End of Medicaid eligibility Participant information unavailable for any one of the following: name, date of birth, birth country, NJ resident since, gender, phone contact, address, primary diagnosis code, and county No allergy information No self-care needs No dietary details No health hazards/concerns information No mobility and adaptive equipment need No behavioral or sensory needs No voting information Support Coordination litmus indicator: Green indicates that the below conditions have been met Yellow indicates that the participant does not have an SC (Support Coordinator) and/or SCS (Support Coordination Supervisor) Red indicates that the participant is yet to be assigned to an SC agency Current Plan Info litmus indicator: Green represents that there are no issues and it is not in one of the below mentioned status Yellow indicates that the plan is not in Approved (A) or Approved-to-Inactive (AI) Status Red indicates that the plan is overdue or in AI status irecord 3.0 Patch Notes Page: 10

12 Assessments litmus indicator: Green indicates that the required assessment information has been provided Yellow indicates with one or more of the following conditions: Last assessment was 4 years 6 months or more from the current date Assessment type is incomplete No assessment informant for the participant Red indicates with one or more of the following conditions: Last assessment was equal to or greater than 5 years No assessment All scores are available but with an FCA (Functional Criteria Assessment) score of zero Contacts litmus indicator: Green indicates the availability of all contact information Yellow indicates that certain details of the contacts are not provided Red indicates that no details have been provided Budget bar on "Current Plan Info" and "Plan Info" tile: Vertical yellow line on the bar represents the threshold Green bar indicates that the budget obligated is within the threshold Yellow bar indicates that the budget obligated is at the threshold or has crossed it Red bar indicates that the obligated budget has gone beyond the allocated budget Assigned/Capacity bar on "Agency" pop-up (click the agency on "Support Coordination" tile): Vertical yellow line on the bar represents the 90% capacity threshold Green bar indicates that the number of participants is within that threshold Yellow bar indicates that the agency capacity is at or above the threshold Red bar indicates that the participants have exceeded the agency capacity irecord 3.0 Patch Notes Page: 11

13 Demographics Personal Records personal information, categorized on tiles Edit birth place, state and country based on user permissions Option to upload the photograph of the participant in jpg, gif, png, or tif format Simple image editing tool for the uploaded photograph (100 x 100 pixels and 250 KB) Adds County to the residential address Address validation and recommendation feature available via the USPS (United States Postal Service) web server Participant has the option of self-selection for assessment informant Medical Records the primary care physician information Delete of primary care physician results in an automatic delete of the address Option to record the preferred hospital and the contact information Database of hospitals available with entry of preferred hospital Autocomplete feature with entry of preferred hospital Option to request the addition of a preferred hospital Option to record the ASO (Administrative Service Organization) information (name, care manager, and care manager's contact number and address) Option to record the MCO (Managed Care Organization) information (name, care manager, and care manager's contact number and address) Option to record the Private Insurance information (name, contact number, member number, and group number) Records the primary diagnosis code and secondary diagnosis code(s) (list permissible), with a brief description Records the participant's medication information (name, dosage, frequency, and notes) irecord 3.0 Patch Notes Page: 12

14 Support Settings Records the support settings need (type and note) The options are: Community Home Work indicates information not available and action required Communication Records the communication needs The recorded options are: Non-verbal ASL (American Sign Language) Limited Verbal Primary Language View or enter associated notes with selection of non-verbal, ASL, and limited verbal NJ CAT (New Jersey Comprehensive Assessment Tool) responses generate a system note for non-verbal, limited verbal, and primary language indicates information not available and action required Religious/Cultural Information Records the religious or cultural preferences and/or restrictions (type and note) The options are: Religious Cultural Spiritual Other indicates information not available and action required irecord 3.0 Patch Notes Page: 13

15 Mobility/Adaptive Equipment Records the mobility or adaptive equipment needs (type and note) The options for record of mobility or adaptive equipment are: Crutches Walker Wheelchair Other NJ CAT (New Jersey Comprehensive Assessment Tool) responses generate a system note for each of the aforementioned options indicates information not available and action required Behavior/Sensory Needs Records the behavior or sensory needs (type and note) The options for record of behavior or sensory needs are: Aggression: Bites Self, Scratches Self, Hits Self, Bites Others, Grab/Scratches Others, Hits Others, Kicks Others, Uses Objects Against Others Behavior: Eats or Mouths Inedible Objects, Smears Feces, Take Clothes off in Public, Masturbates in Public, Sexually Touches Others, Sexual Predatory Behavior, Other Elopement Fears/Phobias Interactions: Adult (Same Sex), Adult (Opposite Sex), Children, Pets, Stranger, Other Sensory Issue: Lights, Proximity/Touch, Scent, Sounds, Temperature, Other NJ CAT (New Jersey Comprehensive Assessment Tool) responses generate a system note for aggression, behavior and elopement indicates information not available and action required Allergies Records the allergies (type and note) The options on allergies are: Food Medication Environmental indicates information not available and action required irecord 3.0 Patch Notes Page: 14

16 Dietary Records the dietary needs (type and note) The options are: Food Prep-Diet: Chopped, Ground, Pureed, Regular Food Prep-Liquids: Honey-Thick, Nectar-Thick, Pudding-Thick, Thin/Regular Special Diet Tube Fed NJ CAT (New Jersey Comprehensive Assessment Tool) responses generate a system note for Tube Fed NJ CAT responses may generate a system note for Food Prep-Diet and Special Diet indicates information not available and action required Health Hazards/Concerns Records the health concerns (concern, and note) The options for health hazards or concerns are: Aspiration Bowel Impaction Choking Constipation Dehydration Falling Seizures Swallowing disorder Other NJ CAT (New Jersey Comprehensive Assessment Tool) responses generate a system note for bowel impaction, choking, seizures, and swallowing disorder indicates information not available and action required irecord 3.0 Patch Notes Page: 15

17 Self-Care Records the self-care requirements (type and note) The options for self-care are: Adjusting Water Temperature Blowing Nose Chewing & Swallowing Dressing Drinking on Own Feeding Self Toileting - Bladder Toileting - Bowel Using Microwave Using Stove Washing Hands NJ CAT (New Jersey Comprehensive Assessment Tool) responses generate a system note for the aforementioned options indicates information not available and action required Employment History Records the employment details The recorded details for each employment includes: Company name Industry type Title Employment dates Wages and benefits Address irecord 3.0 Patch Notes Page: 16

18 Pathway Assessment Records the current and previous pathway assessment (pathway name and date) results in reverse chronological order Option of edit only for the current pathway assessment The options for pathway assessment are: Employed Unemployed - Experience/Training Unemployed - No Experience/Training Unemployed - Not Pursuing Hover on an ellipsis and view tooltip of the complete question (with addition of pathway) Retirement option with "Unemployed - Not Pursuing" for a 65+ participant Requires completion prior to the approval of any plan Submission of pathway assessment within the last 30 days (approximate once a year) in order to change the status of a plan to R (Review) indicates information not available and action required Voting Tile Records the preferences on voting The recorded details include: Registered to vote Do you want to register Planning to vote Need supports while voting indicates information not available and action required Contact Contacts Navigation available on Left Navigation Priority assigned to an emergency contact Change priority available based on permissions for an emergency contact irecord 3.0 Patch Notes Page: 17

19 Records the following attributes of a contact Legal Guardian HIPAA Assessment Informant Inactive "Referral", "Veteran", and "Initial" contact attributes are no longer available Participant must have an assessment informant, which can either be the participant or an active contact Records a note with every change in the assessment informant System does not permit removal of assessment informant without the selection of another assessment One of the contacts must be a legal guardian Record court approval date and legal guardian document Records the document and the document date for HIPAA authorization Legal Guardian and HIPAA authorization document for upload limited by file size and file name of 1 MB and 150 characters, respectively File formats for upload are doc, docx, txt, tif, jpg, and pdf Records a note when a user makes a contact inactive Removes an inactive contact from the contact list To activate an inactive contact, add as a new contact and the system notifies the user Plans SC agency assignment provides the option to select a preferred SC (Support Coordinator), both at the primary and secondary SC agency Left Navigation displays an additional Outcome navigation (current plan) tile, which shows the following information for each outcome: Outcome number Obligated amount icon for an employment related outcome irecord 3.0 Patch Notes Page: 18

20 icon appears on an outcome with: Plan in W (Work-in-Progress) or RV (Revision) status Future start date for all services (for an approved outcome) Add an outcome with a pop-up tile that has multiple sections, which are: Outcome Service Provider Detail Navigate the sections on the add outcome pop-up tile with the and icons on the header New payment source options: DDD contract Medicaid DVRS (Division of Vocational Rehabilitation Services) Reference for need of service with: Assessment PCPT (Person-Centered Planning Tool) Other (select a document from the list of reference documents) Save a new outcome only after entry of the fields in the "Details" section Notifies the user that the obligated amount is in excess of the allocated amount (with save of a new outcome) Message indicates the exact amount by which the outcome exceeds the remaining budget View a brief description of the accomplishment of an outcome Options on the plan tab: Enroll SC Agency Assignment Plan History View the details of a previous plan with the plan history option irecord 3.0 Patch Notes Page: 19

21 Provider activates (click provider) the following provider details: Approved Services Locations and Procedures Contact Details Service menu options: Actions View/Edit Service Stop Service Delete Service View/Edit Exceptions New tile interface for the following information: Document Review Change Plan Status Plan Signature Send Plan Planning Team Document Review Hover on icon and view the date and time of document upload Review of PCPT (Person-Centered Planning Tool) not available with: Plan status not in W (Work-in-Progress) Plan status in RV (Revision) with the PCPT reviewed Upload of new PCPT available (with an already existing PCPT) for plans in W or RV status displays until the assessment and PCPT documents are reviewed by the appropriate user irecord 3.0 Patch Notes Page: 20

22 Change Plan Status Litmus indicator that displays red or green on the tile header Displays a green litmus indicator with the following conditions: The conditions for Plan in W status are: Status indicator on Participant card, Support Coordination, Assessments and Contacts is not red Current Plan Info card tool tip is green (the requirement for "Current Plan Info" card status indicator is ignored for change status to status indicator:if the plan is overdue) Assessment is reviewed PCPT is reviewed. Pathway to Employment has been completed within the last 30 days New signed NJISP to be uploaded or retrieved electronically At least one outcome in the plan is employment related Allocated budget of a plan is greater than or equal to the obligated budget The conditions for Plan in W status are: Status indicator on Participant card, Support Coordination, Assessments and Contacts is not red Current Plan Info card tool tip is green (the requirement for "Current Plan Info" card status indicator is ignored for change status to status indicator: If the plan is overdue) New signed NJISP to be uploaded or retrieved electronically Pathway to Employment has been completed within the last 30 days At least one outcome in the plan is employment related Allocated budget of a plan is greater than or equal to the obligated budget of a micro plan The conditions for Plan in other than W and RV are: Status indicator on Participant card, Support Coordination, Assessments and Contacts is not red Current Plan Info card tool tip is green (the requirement for "Current Plan Info" card status indicator is ignored for change status to status indicator: If the plan is overdue) Allocated budget of a plan is greater than or equal to the obligated budget of a micro plan) Hover displays tooltip information on litmus indicator irecord 3.0 Patch Notes Page: 21

23 Plan Signature View the existing NJISP with icon Upload new NJISP with plans in W or RV status Send Plan Prints the NJISP (New Jersey Individualized Service Plan) report of the associated plan Permits of NJISP report to: Concerned service provider Participant HIPAA contact "Draft" watermark appears with or print of an NJISP report for a plan which is not in A (Approved) status Planning Team Records the individuals that helped create the plan Captures the following information of each individual: Name Relationship Phone Number Agency (if present) Requires at least one individual before submitting a macro plan for review Locks the information after approval of macro plan (edit not allowed) indicates information not available and action required irecord 3.0 Patch Notes Page: 22

24 Known Issues Issue IR-1221 IR-1774 Description Medicaid Eligibility on the search results grid displays incorrectly. Planning Team tile on the Actions tab allows duplicate entries. Browser: Firefox Clicking a plan related line item on the Alerts tile displays the Demographics screen briefly before loading the Plans screen. IR-1882 Browser: IE Clicking a plan related line item on the Alerts tile freezes the application briefly before loading the Plans screen. Browser: Chrome Clicking a plan related line item on the Alerts tile exhibits an intermittent freeze of the application before loading the Plans screen. IR-1906 IR-1918 (In Progress) IR-2028 IR-2037 IR-2062 IR-2133 Browser: IE On the Preferred Hospital tile, hover on save or cancel icon buttons expands the inline pop-up controls box. Unable to access the option to assign an agency to a SWAC by another SWAC. Browser: Chrome With display of Case Assignment confirmation dialog box (accessible via the screen of the previous application), view screen layout issues. Hover on the Reports tiles exhibit inconsistent timings for the tooltips. Inconsistent display on two tile width screen size. Browser: IE Print on the Contacts tile on left navigation does not display the contact report information. irecord 3.0 Patch Notes Page: 23

25 Issue IR-2183 IR-2210 IR-2229 Description Browser: IE View Document on the Assessments tile does not display the assessment report. View progress bars on multiple tiles of a screen with update of an information, which is effected on the same tiles. Abort Enrollment for CCW displays Supports Program. Concurrent enrollment of a participant by multiple users may create issues. IR-2241 IR-2245 IR-2254 IR-2255 IR-2257 IR-2259 IR-2275 IR-2277 Workaround It is required that the enrollment or abort enrollment of a participant is taken care of by a single user. Inconsistent display of close confirmation message with tile edits, when clicking outside the tile. FI user role can view plans that are not in Approved status. Browser: Firefox Search tile elements are not aligned properly. Browser: Chrome, Firefox NJISP report displays DRAFT watermark intermittently for plans in Approved status. On single tile width screen size, user cannot view maximize or minimize icon. Browser: IE Alignment of the Plans screen changes while browsing between the plan versions and between different outcomes on a plan. Workaround Refresh screen to correct alignment. Status indicator on Current Plan Info tile on left navigation does not display green for an Approved plan. irecord 3.0 Patch Notes Page: 24

26 Issue IR-2281 IR-2316 IR-2321 IR-2326 IR-2331 IR-2332 IR-2336 IR-2338 IR-2341 IR-2351 IR-2360 IR-2362 IR-2369 Description address displays blank on the service details report with available information. On Services of Plans accessed via the screens of the previous application for Interim, it displays services for all programs. Unable to change the status of a plan with enrollment in the Supports Program via the screens of the previous application. Change Plan Status available for all user roles. Few participants are unavailable with Search for the SWAC user role. With selection of DVRS as a payment source, Natural/Generic option is available for a provider. Stop Service does not change the service information. Review Assessment displayed on the tooltip of Change Plan Status indicator with the assessment already reviewed. Unable to delete an outcome with plan in RV status when all services within the outcome have a future start date. No notification with assignment of a participant to an SC Agency. "View Report" for Outcomes and Services on the "Plan Summary" tab accessed via the screen of the previous application does not display the report. End date displays incorrectly and cannot be entered for an initial plan in Work-in-Progress status with an assigned participant via the previous application screen. Start Date and End Date fields display incorrectly while adding a service to an outcome via the previous application screen. irecord 3.0 Patch Notes Page: 25

27 Issue IR-2372 IR-2375 Description Notes field on NJISP tab accessed via the screens of the previous application enters information within the middle of the text box and does not wrap. View an error with addition of a service to an outcome via the previous application screen. irecord 3.0 Patch Notes Page: 26